Pre-Proposal Conference for Public Service Agencies RFP NSD17-001 - - PowerPoint PPT Presentation

Pre-Proposal Conference for Public Service Agencies RFP NSD17-001

Presented by David Reitz, MPA Neighborhood Services Department February 8, 9, & 10, 2017

RFP Pre-Proposal Overview

• Welcome Interested Proposers
• Sign-in Sheet
• Accessing RFP#: NSD17-001
• Overview of RFP

– Parts I and II – Required attachments – Timeline

• Anticipated Available Funding

– CDBG: $962,101 – ESG: $527,279 – HOPWA: $1,001,553

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Accessing the RFP

• City Staff Emailed notice on

January 27, 2017

• STEP 1: Go to

http://fortworthtexas.gov/neighborhoods/grants

• STEP 2: Click on the link for RFP

Revised NSD16-001

• STEP 3: Print files and submit

required narratives and attachments.

• Issues or questions, RFP Contact:

– David Reitz, MPA

– Email: david.reitz@fortworthtexas.gov or – Fax: 817-392-8903

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Overview of RFP

• REVISED Version of the RFP is Available

– As of 2/6/17, revisions were made to PART I and II of the RFP to clarify certain ambiguities. – Please make sure to submit the ‘REVISED’ version of the RFP.

• RFP for public service, housing rehabilitation, and

architectural barrier removal programs only

• Annual contract beginning October 1, 2017 through

September 30, 2018

• Funding commitments & execution of contracts contingent

upon receipt of grant agreements from U.S. Department of Housing & Urban Development (HUD)

• Minimum request of $75,000 to be considered for funding
• r proposals will be disqualified

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Overview of RFP

• PART I – REQUEST FOR PROPOSAL (RFP)

SUMMARY AND INSTRUCTIONS

– Section provides background information and details the RFP requirements – MUST be submitted prior to the proposal due date (§3.0):

• Exhibit “A” due NLT February 10, 2017 at 4:00pm
• Exhibit “B” due NLT February 21, 2017 at 4:00pm
• PART II – REQUEST FOR PROPOSAL (RFP)

APPLICATION & REQUIRED ATTACHMENTS

– Forms and application materials that must be submitted

• 2 original paper hard copies – No faxes & Sealed Packages Only
• 2 flash drives – must have Microsoft Office files and a scanned

version of the proposal

– Verify that all requested information is attached – All attachments must be signed by Agency representative

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PART I – REQUEST FOR PROPOSAL (RFP) SUMMARY AND INSTRUCTIONS

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Overview of RFP – Part I, §1.0

SUBMISSION OF PROPOSALS:

• Contents in the 2 flash drives:

– Save narrative responses to PART II in a Microsoft Word file

• Make sure to identify each response by referring it to the applicable section,

question, and reference number

• For example, Part II, Section II is the narrative section and responses should be

drafted in the same or a similar format as the following: Question: Response: §II.2a - Homeless Prevention, Inc. through the SafeNight Program intends to provide shelter services to the homeless population in Fort Worth.

– Save a complete version of all required worksheets in PART II – Save a PDF Scan of the entire proposal, all submissions MUST include:

• Narratives from PART II
• Completed worksheets from PART II
• Complete and signed attachments from PART II
• All required supporting documentation

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Overview of RFP – §1.3-2.0

• DELIVERY OF PROPOSALS

– Proposals must be hand-delivered at the following address:

City of Fort Worth Neighborhood Services Department Attn: David Reitz, MPA 908 Monroe Street, 3rd Floor Fort Worth, TX 76102

– Proposals are due NLT Wednesday, March 15, 2017 at 12:00 noon – Late proposals will not be accepted or considered under any circumstances

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Overview of RFP – §3.0

• Statement of Intent/Statement of

Receipt due February 10, 2017 at 4:00 p.m.

– Hand-deliver to 908 Monroe St., 3rd floor or email to David Reitz, MPA at

david.reitz@fortworthtexas.gov

• Form available on page 18 of

PART I – Exhibit “A”

• CDBG applicants must submit a

separate proposal for each proposed program

– Multiple programs on the same form will result in disqualification

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Overview of RFP – §3.0

• Section 504 Self-

Evaluation/Questionnaire due February 21, 2017 at 4:00 p.m.

• Hand-deliver at 908 Monroe St.,

3rd floor or email to Elizabeth Cox at:

elizabeth.cox@fortworthtexas.gov

• 1 Form per Agency
• Form available on pages 19-20
• f PART I – Exhibit “B”

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Overview of RFP – §4.0-5.0

• Responses must be complete
• Anything that is ambiguous, incomplete, or unclear will

not be considered and may result in disqualification

• Explanations, clarification requests, and questions about

this RFP must be requested from David Reitz by Tuesday, February 21, 2017 at 12:00 noon via email at david.reitz@fortworthtexas.gov

• Responses will be published by close of business

Tuesday, March 7, 2017 on the Neighborhood Services Department webpage at

http://fortworthtexas.gov/neighborhoods/grants

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• CDBG proposals must be for programs that

provide services to low- and moderate- income Fort Worth households.

• ESG proposals must address the needs of

homeless individuals and families in the City of Fort Worth.

• HOPWA proposals must address the needs of

persons with HIV/AIDS living in Tarrant, Johnson, Parker, Wise, Hood and Somervell counties.

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Overview of RFP – §6.0

• Status of Consolidated Plan priorities will be

reviewed to determine how performance goals are being met

• Eligible activities have been prioritized based
• n current Consolidated Plan achievement

rates for each goal:

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Overview of RFP – §6.0

• The Consolidated Plan

priorities with the largest achievement gaps to date are identified as “Critical Needs” services

• Proposals that contain

activities that serve one of these critical needs areas will be given special consideration when evaluating submissions:

• Use of community centers by PSAs (CDBG only)

– Ensures that services to low- to moderate- income residents are available in their neighborhoods – Encourage subrecipients to provide all or a portion of their program services in a COFW community center – Agency is not required or expected to move its entire program to a community center

• Seeking agencies willing to provide pilot programs to expand

customer base & provide services to communities surrounding seven targeted community centers

– The provision of services at community centers not listed in the RFP may also be considered, provided that the program is in an area with a high concentration of very low income residents.

• Programs should complement existing available programming

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Overview of RFP – §6.0

• Preference will also be given to proposals

that seek to provide any of the following services at one of the community centers:

– Youth Services: Tutoring/Homework Assistance, Drug Education/Prevention, Anti-Bullying, Reading/Literacy, etc. – Teen services & Young Adult Services: Life skills, Financial/ Economic Literacy, Community Responsibility, etc. – Family Centered Services: Basic Computer Skills, Financial/Economic Literacy, Parenting Skills – Senior Citizens & Active Aging Adults Services: Senior Computer Basics, Acquiring new skills for the active adult, Introduction to Social Media, Senior Fitness – Health & Nutrition Services – Physical Fitness Services

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Overview of RFP – §6.0

• Preference will be given for proposals

that seek to provide services at any of the following community centers:

• The provision of services at community

centers not listed in the RFP may also be considered, provided that the program is in an area with a high concentration of very low income residents.

• Proposers interested in providing services at a community center

must attend at least one of the following on-site visits:

• Point of Contact: Monique Hill, District Superintendent for

Community Action Partners Community Centers

– monique.hill@fortworthtexas.gov or 817-392-5775

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Overview of RFP – §6.0

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Overview of RFP – §7.0

• Attendance at one of the three

pre-proposal conference is mandatory

• Pre-proposal conferences held at:

Neighborhood Services Department 3rd Floor Conference Room 908 Monroe Street Fort Worth, Texas 76102

• Attendance at your assigned

Community Development Council (CDC) meeting is mandatory

• Failure to attend a pre-proposal

conference or assigned CDC meeting will result in disqualification

• Sections 8.0-21.0 contain general information

regarding the relationship between the City and proposers/grantees, and other administrative stipulations (tax exemption, insurance, etc.)

– Contact with any employees or officials of the City other than the department’s Senior Planner or the Minority and Women Business Enterprise Office is discouraged and may result in disqualification – Proposers may not take advantage of any errors or omissions contained within the RFP, and must promptly notify the City in writing of any errors/omissions discovered by February 28

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Overview of RFP – §8.0-21.0

• Proposals will be evaluated based on seven criteria:

– Program Description, Agency Experience, & Board Diversity (10 points) – Consolidated Plan & Community Need (15 points) – Critical Need Fulfillment (5 points) – Consistency with City Plans, Studies, and Partnerships (5 points) – Use of Community Centers – CDBG (5 points) – Financial Capacity & Financial Leveraging (5 points) – Compliance/Internal Audit Issues (10 points)

• Total Possible Score – 55 points maximum

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Overview of RFP – §22.0

• Program Description, Agency Experience, & Board

Diversity

– Program Description: Provide a detailed description of the proposed program – who, what, where, why, how?

• Number/type of clients served
• Student-teacher ratio (1:15 max for child/youth)

– Agency Experience:

• Agency and Staff qualifications (certifications, awards, licenses, etc.)

and time spent serving low/moderate income clients in Fort Worth

• Grant administration experience (federal/other)

– Board Diversity: Provide information about the makeup of the agency’s board, efforts to diversify

• Total Possible Score – 10 points

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Overview of RFP – §22.1

• Consolidated Plan & Community Need

– Consolidated Plan: Proposals will be rated based on the proposers’ ability to demonstrate proposed program satisfies a goal(s) established in the Consolidated Plan – Community Need:

• Proposals will provide details about how proposed program will meet

a community need by contributing to the attainment of one of the City’s Consolidated Plan goals for a particular category/service type

– Proposals addressing High Priority goals listed in §6.0 will be given

special consideration

• Description of neighborhood service area, with particular emphasis on

Racially/Ethnically Concentrated Areas of Poverty (R/ECAPs)

• Response should include information on how the proposed program

has addressed the targeted community need in the past

• Total Possible Score – 15 points

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Overview of RFP – §22.2

• Critical Need Fulfillment

– Proposers that choose to provide proposed program services in consistency with the City’s Consolidated Plan Critical Needs are eligible for up to 5 points

• Consistency with City Plans, Studies, and Partnerships

– Proposals will be rated based on consistency with needs identified by:

• Neighborhood Services Department Senior Services

Community Assessment

• Age-Friendly Fort Worth Plan
• Fort Worth Literacy Partnership
• Fort Worth Directions Home Plan

– Up to 5 points may be awarded

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Overview of RFP – §22.3-22.4

• Use of Community Centers (CDBG only)

– Rating will place preference on proposers that choose to provide proposed program services at one of the City’s community centers – Proposals will provide the following information:

• Types of service(s) to be delivered
• Frequency/availability (school year/summers, weekends,

evenings, etc.)

– Programs must be offered for a minimum of 45 minutes per session, and at least once per month

– City must review and approve all curriculum/handouts prior to distribution – Youth programs must have a 1:15 maximum ratio

• Criminal background checks required on all staff/volunteers
• Total Possible Score – 5 points

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Overview of RFP – §22.5

• Financial Capacity & Financial Leverage

– Financial Capacity ratio will be based on taking the annual average beginning monthly fund balance and the average monthly operating expense – Financial leverage ratio will be based on the ratio of City funds to non-City funds making up the total program budget – How dependent is the agency on City funds? – What is the cost per unit of service/client relative to the same or similar service provide by like agencies?

• Total Possible Score – 5 points

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Overview of RFP – §22.6

• Compliance/Internal Audit Issues

– History of City’s Compliance monitoring over past 3 grant periods – History of City’s Internal Audit review over past 3 grant periods – History of compliance or audit findings/ concerns from any

• ther funding source

– Compliance with federal, state, and local laws and ordinance (for example, SAM violations, overdue taxes, or outstanding liens or judgment, etc.)

• Total Possible Score – 10 points

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Overview of RFP – §22.7

• Statement of Receipt/Statement of Intent

– REMINDER: due February 10, 2017 at 4:00 p.m. – Submit personal delivery to the address below or email to:

City of Fort Worth Neighborhood Services Department Attention: David Reitz, MPA 908 Monroe Street, 3rd Floor Fort Worth, Texas 76102 Email: david.reitz@fortworthtexas.gov

• Section 504 Self-Evaluation/Questionnaire

– REMINDER: due February 21, 2017 at 4:00 p.m. – Submit via personal delivery or email “Attention: Elizabeth Cox”

• r elizabeth.cox@fortworthtexas.gov
• The City will disqualify any proposal for which a Statement of

Receipt/Statement of Intent or Section 504 questionnaire is not received by the due dates listed here

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Overview of RFP – Exhibits A-B

PART II – REQUEST FOR PROPOSAL (RFP) APPLICATION

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• All proposals must have a cover

sheet completed and attached

• Agency RFP contact listed on this

page will be the only person receiving communication related to the RFP

• Be sure to initial next to each

number indicating that you have received and read all sections

• Proposals are due Wednesday,

March 15, 2017 by 12:00 noon

– No late proposals will be accepted – All proposals must be hand-delivered to 908 Monroe Street, 3rd Floor

Overview of RFP – Part II

• Contact information and details

about the agency and program

• Agencies must identify a single

RFP contact person within their

• rganization

– RFP contact will be the only person receiving communications – Must be consistent with page 1

• Self certification signed by

individual with contract authority

Overview of RFP – §I

• Five narrative subsections with multiple questions in each
• Narratives should not be longer than ten pages
• Each question is identified by the section, narrative, and

question identifier preceding it

– i.e. “II.1g” references section “II”, narrative “1”, question “g”.

• Responses to narratives must be numbered in a

corresponding manner

– Narrative responses without identifiers corresponding to questions listed in the RFP may be marked incomplete

• All applicable charts contained within this section must be

completed in full

Overview of RFP – §II

• Narrative 1 - Program Description, Agency Experience, & Board Diversity:

– Two-page narrative that fully describes the program proposed for funding

• Narrative 2 – Consolidated Plan & Community Need:

– One-page narrative that explains how the proposed program addresses a Consolidated Plan priority and meets an important need

• Narrative 3 – Financial Capacity & Leveraging:

– One-page narrative that describes the agency’s financial capacity to implement the proposed program – Agencies must include financial statements, audit records, etc.

• Narrative 5 – Use of Neighborhood Centers:

– One-page narrative that describes how the agency will partner with Neighborhood Centers to provide community-based programming (as applicable)

Overview of RFP – §II

• Narrative II - Board Diversity Example

– Board has 9 seated members, 1 vacant seat (10 seats total) – 5 Males: 1 Black, 1 White, 3 Hispanic – 4 Females: 1 Black, 1 White, 2 Hispanic

BOARD COMPOSITION

Race

Number of Males Number of Hispanic Males Number of Females Number of Hispanic Females White Black/African American Asian Other: Native American, Pacific Islander, etc. Total (per column) Total filled positions Number of vacant positions Total authorized positions

Overview of RFP – §II.1q

3 3 4 2 1 1 5 3 4 2 9 1 10

• Section II.1

– Attach organization chart, resumes for key staff (supervisors and employees) paid in part

• r in full by the grant

– Standard performance report/client tracking report template for the proposed program – Policy on outreach plan or board member recruiting, as applicable

• Section II.2

– Attach data or research to support the need for the proposed program and how it addresses the stated community need

• Section II.3

– Financial capacity supporting documentation (bank statements showing beginning balances for each month, bank letters, lines of credit, most recent audit documentation)

• Section II.4

– Submit a copy of the report(s) if the agency received any findings or concerns from its financial auditors; attach agency procurement policy

• Section II.5

– Attach a copy of agency personnel policy addressing background checks – For youth/childcare programs, attach a copy of sample curriculum/handouts, etc.

Overview of RFP – §II (Key Documents)

• Cost eligibility evaluated based OMB

requirements located at 2 CFR part 200

• All applicants must complete a grant specific

annual program budget

– City reserves the right to reject any particular line item listed on Column B – Additional lines may be added to illustrate budget accurately

• Each applicant must submit both an
• rganizational budget and a program budget

– City does not have a specific form for organizational budget submission

• ‘Total’ column should equal the sum of

‘Grant Budget’ plus ‘Other Sources’

• ‘Other Sources’ must be identified in the

lower part of the Worksheet

– ‘Federal/HUD Funds’ is not sufficient

• Must request a minimum of $75,000

Overview of RFP – §III

• Only applies to agencies who

will request grant funds for salaries

• Must list correct position titles
• Annual Salary

– Hourly Rate * 2080 = Annual Salary

• Ex. $10.50 * 2080 = $21,840
• % charged to grant
• Ex. 50%
• Total amount charged to grant
• Ex. $21,840 *.50 = $10,920

Overview of RFP – §III.D

• Leverage of Funds

– City does not provide 100% of the funding for programs – List funding sources and amount of funds that will make up the remainder of your program budget – Documentation of commitments must be attached for all funding sources listed

Overview of RFP – §IV

• ESG Match

– ESG funds must be matched dollar for dollar – Match can be all or a portion of the leveraged funds listed in the Leverage of Funds section – Dollars used as match can only be committed to one ESG award (no double dipping) – Write down specific funding sources, i.e. fundraising; amounts

• Must attach documentation of commitment letters or agreements

already executed

• Must submit all of the backup for the dollars identified in the

‘TOTAL PROGRAM BUDGET’ line

Overview of RFP – §IV.A

• Grant specific questionnaires

– CDBG – check one of three eligibility factors, answer question V.1

• Note: programs serving 51% low/moderate income persons, and requesting reimbursement for

salaries, will be required to report to the City all clients that were served by staff members paid with grant funds

– ESG – answer questions V.2-V.8 – HOPWA – answer questions V.9-V.20, as applicable – Attach all required supporting documentation

Overview of RFP – §V

• §V.A – ESG Applicants Only

– Attach a copy of the agency discharge policy and procedures that ensure that clients are not released or exited into homelessness or into another McKinney-Vento funded program, and/or established procedures to link clients to housing and other resources necessary to address barriers to self-sufficiency

• §V.B – HOPWA Applicants Only

– Attach a copy of the marketing plan or policy on how outreach to potential clients is conducted – Submit a copy of the completion certificate demonstrating that at least one agency employee has completed HUD’s ‘Training Curriculum for HIV/AIDS Service Providers and Housing Providers’

Overview of RFP – §V (Key Documents)

• Attachment A – Drug Free Work Place Policy Statement

certification

• Attachment B – Lobbying Restrictions certification
• Attachment C – Disclosures and Declarations form
• Attachment D – Conflict of Interest questionnaire
• Attachment E – Certification of Interested Parties
• Attachment F – Criminal Background Checks acknowledgement
• Attachment G – Federal Regulations notification form

– Sample notice of beneficiary rights

• Attachment H – Agency Verification certification

Overview of RFP – Required Attachments

Summary Disqualification

• Failure to submit Statement of Receipt/Statement of Intent by

February 10, 2017 at 4:00 p.m.

• Failure to submit Section 504 Self-Evaluation Questionnaire by

February 21, 2017 at 4:00 p.m.

• Failure to attend a Pre-Proposal Workshop
• Late submission/delivered to wrong location
• Alteration or modification of the forms
• Failing to meet the requirements of the RFP
• Proposal involves an activity that is ineligible or does not meet

funding objectives

• Ambiguous or incomplete responses
• Failure to attend/present proposal at CDC meeting

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Response Delivery

• REMINDER: Proposals are due on March 15, 2017 at

12:00 noon

• Deliver to:

City of Fort Worth Neighborhood Services Department Attention: David Reitz, MPA 908 Monroe Street, 3rd Floor Fort Worth, Texas 76102

• LATE RESPONSES WILL NOT BE CONSIDERED

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Timeline After Delivery (Tentative)

*Presentations are made to the Community Development Council at City Hall in City Council Conference Room. Meetings begin at 6:15 p.m. unless otherwise specified.

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Staff & Agency Presentations - ESG & HOPWA April 12, 2017 Staff & Agency Presentations - CDBG April 19, 2017 Staff Presents Funding Recommendations to CDC May 10, 2017 Action Plan to City Council July 25, 2017 Comment Period Ends/Council Approves August 1, 2017 Agency Deadline to Sign Contracts September 30, 2017 Mandatory TA Workshop TBD (September) Contract Year Begins October 1, 2017

Agency Presentations

• City staff will present and provide the CDC board

with a summary of each Agency proposal submitted

• City staff will also provide the scores for each

agency and rank them based on each ConPlan goal

• After each City staff presentation, agencies will

have the option to follow up with a brief presentation about their proposal – Agencies may take up to 2 minutes

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Mandatory Technical Assistance Workshop

• Attendance is required

– Contract will be contingent on attendance

• Date/Time TBD – Anticipated September 2017
• Tentative Agenda Topics

– Program

• Client Eligibility
• Reporting Tutorial

– Financial

• Source Documentation Requirements
• Timesheet Requirements

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Helpful Links

• OMB cost eligibility evaluation criteria is available at:

http://www.gpo.gov/fdsys/pkg/FR-2013-12-26/pdf/2013-30465.pdf

• Program-specific requirements for eligibility of expenditures and participants can be

found at the following websites:

– CDBG: http://portal.hud.gov/hudportal/documents/huddoc?id=DOC_16476.pdf – ESG: http://www.hudhre.info/esg/ – HOPWA: http://www.hudhre.info/index.cfm?do=viewHopwaHome

• “Low/moderate income persons” means individuals with incomes at or below 80%
• f the Area Median Income (AMI) according to current HUD limits available at:

http://www.huduser.org/portal/datasets/il.html

• Age-Friendly Fort Worth Plan: http://fortworthtexas.gov/news/2016/12/AARP-age-

friendly-communities/

• Fort Worth Literacy Partnership: http://fortworthtexas.gov/news/2016/09/Mayors-

Reading-Initiative/

• Fort Worth Directions Home Plan:

http://www.directionshome.org/plan/DirectionsHome.pdf

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Questions/Comments?

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