Bidders’ Questions and Tentative Responses

Official responses will be provided on or around 2/25/09

Is this an electronic submission?

Yes, two hard copies and one electronic copy. The electronic submission can be submitted first on the due date with the hard copies following soon after, as long as we have the electronic copy by the due date.

Is an electronic letter of interest also acceptable?

Yes, as long as it is signed, a pdf.

Is the time for questions about this later or is this the time?

Yes, we will have the time for bidders’ questions following this; I just want to see if there are any questions on the proposal itself. The big difference is the guidelines that we received from the Mental Health Planning Advisory Council (MHPAC) they set the criteria; they evaluate all the RSN plans and make a recommendation to MHD.

Could you clarify the Mental Health Planning & Advisory Council, who they are?

It is a group of consumers, advocates, providers and governmental representatives from around the State. Chuck Benjamin is on this committee as the RSN representative. The MHD website can give you more information on this committee. Here is the website:

http://www1.dshs.wa.gov/mentalhealth/mhpac.shtml

And they will evaluate our proposals? How does that work, does each RSN evaluate a slate of proposals to send to them or do they get everything you receive?

We will pull together a selection committee which will have consumers, county coordinators, advocates and NSMHA staff, there won’t be anyone on the committee that poses a perceived conflict, such as anyone applying or associated with an application. We’ll have representation from all 5 Counties, they will evaluate the proposals that are submitted using the scoring criteria and make recommendations to NSMHA, to the NSMHA’s planning committee and the Advisory Board. The MHPAC is clear on having local advisory boards approve these and be involved in the process. So we will have an advisory board member or two on the committee as well. It then goes to the Board of Directors; once that is done we will send it on to MHPAC/MHD funding.  Once we hear back from MHPAC/MHD that our plan is approved, we will start developing contracts.

The April 10th date is that where you announce the ones you are sending to the council or is that the date the council will have gotten back to you?

Our plan is not due to MHD until May so this announcement is for the proposals the Board of Directors’ approved from the selection committee. This has always been the process and to date it has not been an issue. The contracts will begin on October 1, 2009 and will run through September 30, 2010. One thing that has changed is the 60 day billing period, MHD has changed the rules and we have to bill within 60 days so we have required that of our providers as well. The billing has to arrive at NSMHA within the 60 day period, from the date of service, if it doesn’t arrive within that 60 day period then it automatically goes to our Board of Directors Finance Committee to approve the billing. We anticipate everyone will provide their billing within the contracted time frame.

So is your deadline 60 days to the State, so we would need to get it to you sooner?

No, the contractor has 60 days to bill to us. The end of the grant is a shorter timeline however, 45 days versus the 60 days.

Also please note, at the bottom of section 2 we are asking you to tell us if the funding is cut further and/or the selection committee funds you at a lesser amount than you have requested what is your minimum funding that would allow you to provide the services; we need a detailed explanation of this; there is also a section about braided/blended funding to address as well.

Is that section scored?

No, that is not rated.

On page 7- letter F "the proposal addresses the utilization of diverse areas of funding" is this scored?

Yes, that is scored.  

I have included as exhibit A from the MHPAC on what they will be scoring the proposals on. It doesn’t necessarily have to fall into these categories; such as if it is not an EBP, just describe the practice you have been using and how it is working. The populations are not prioritized and there is also a list of FBG uses and use restrictions attached to the packet as well.

When it talks about financial assistance to any entity other than a public or non-profit, what is financial assistance?

It is more a granting of funds versus purchasing of services.  FBG is a purchase of services.

Does that mean than that since Sunrise is not a 501c3, that Sunrise can’t apply?

No, for-profits can apply.  Even if the money is going to a for-profit agency they still have to follow the auditing requirements.

So Sunrise can apply?

Yes. We can purchase services or do a cost reimbursement contract.

Cash payments to consumers, is rental assistance allowed?

As long as you pay the landlord, not directly to the consumer. You can provide bus passes, food vouchers, gift cards that kind of thing you just can’t give them cash. Its best if the provider is with the client when purchases are made.

The kinds of things that are typically done with flex funds then?

Yes, and like with flex funds you can not give the actual cash to the consumer. The best practice would be to have someone go with the consumer if a gift card is used to ensure the intended purpose.

On the construction and renovation is that the same thing as a repair?

If is over $5000.00 it is considered capital, so anything under $5000.00 is a non-capital item.

A major renovation of a building would not be allowable?

Yes. A repair up to $5000.00 is allowable. So any renovation less than $5000.00 would work.

Salary paid directly to consumers is OK, such as peer counselors?

Yes, salaries for Peer Counselors are covered. On your budget spreadsheet it describes some of the positions you can hire for.

On the letter of interest form, is there one of those per proposal?

If you want to specify in your letter that it covers all your proposals, one would be sufficient.

On the chart for uses and use restriction, if a consumer is Medicaid recipient and supported employment is allowed under Medicaid it says not to use FBG funds, is that correct?

Because it is a Medicaid service covered by Medicaid. If it is a state plan service to a Medicaid client those are not allowed; FBG funds are to fill in gaps not covered by Medicaid.

So even though that might be one of the services that NSMHA might cut in a drastic budget scenario it would still not be allowed under here?

Because supported employment is part of the Medicaid package, part of the outpatient modality, it should be provided by Medicaid. A consumer who is not covered by Medicaid would be able to use FBG funds for SE services.

So someone without Medicaid you could provide just about anything?

Yes, as long it is related to their mental health wellbeing.

Would any portion of a supported employment that is not billable to Medicaid, still be disallowed?

That is kind of a gray area; we would need to see exactly what it was that you were proposing that isn’t covered under the supported employment plan.

Who will see the most impact at the agency level of this $200,000 reduction? Do you reduce everybody?

That will be up to the Selection Committee.

Who is actually deciding which agency gets how much?

The selection committee will have county coordinators, consumers, advocates and NSMHA staff; looking at all the proposals and making that determination. They will determine level of funding and which grants to fund. There is less funding, so some projects may be funded at a lower level and some may not be funded at all. We are really going to stick to the guideline criteria because we know the MHPAC will be using that criteria.

How close did we get to utilizing all the funding from last year?

It was one of our best years; we got within 4 or 5%; about $50,000 was left over. We put a lot of effort into making sure the grants were spent, having contractors give us plans for the spending  and transferring funding between programs. We will continue to do that to ensure the grant is spent down, it’s a use or lose it grant. There’s a possibility that the state could reduce our overall funding if they see we are consistently spending less.

Was there a lot of transferring funds between programs?

Some voluntarily gave up funding and some we pulled funding from; there were four or five instances.

The priority population of older adults, what is the age considered to be?

60 years old appears to be the general consensus.

Can you define the consumer/family run program?

Any kind of consumer/family involvement in programs would be beneficial. We really have not clearly defined consumer/family run programs.  If you can demonstrate how consumers/family members are integrated in the management/ownership of the project that will suffice.

If we are not actively seeking out but are serving the older adult or homeless population is it worth submitting an application?

I believe our programs touch all these populations so when you complete your proposal, you may want to highlight exactly how your program works with these populations.

Tribal communities-does that mean dealing with a tribe or someone who is a Native American?

It would be contracting with a Tribal nation.  We contract with the Tulalip and Stillaguamish at this time.

When we are reporting number of people served and hours of service does it matter if it is on a monthly basis versus annual?

Because you will be submitting monthly reports unduplicated/duplicated identifiers would be good. Please provide measurable and detailed performance outcomes and measurements.

What does it mean where it asks about Number of meetings/groups/trainings?

I put that in there because some programs don’t do individual one on one services; such as parenting classes

Where it asks "Detailed description of project and a narrative of your budget proposal: (please address scored items 1-12 in the detail of your project) is that an error?

Yes, it is an error it should be 1-7 with 3 a-f being the detailed project description. This will be corrected and reposted onto the website.

On the budget construction and budget forms I don’t see anything that says to attach a proposed budget.

All the materials are on the web.  There are three tabs in the excel workbook to complete. The dates on the budget section will be corrected and reposted.

Our job description for our position is two pages long; do I consolidate down to a shorter paragraph?

You could do that or you if want to attach the job description to the budget section. The budget is not counted in the 4 page limit.

That won’t count as extra pages beyond the four allowed?

No, not on the budget section, you will be ok with that.

So do we put the unduplicated clients served or both numbers?

Yes we would like to see both. We understand about the duplicated client; as long as it fills in your total count, the projected clients you are going to serve in your budget.

If you were proposing a partnership or something like that; would you write the proposal so that all funds went to one entity?

Yes. Whoever applies for the grant will get the funding and you may choose to subcontract.

Do you have some formula for how you figured out the funding for Sea Mar and has it changed?

You can change your funding if you want; anybody you serve who is a non-Medicaid client is covered. You can change it or keep it the same. We did change from cost reimbursement to fee for service.

Our project has reimbursed for case management and prescription services using the rates that NSMHA uses; have they changed?

No, they have not changed so far.

Will the actuary study affect any of this?

This study has not yet started and we are still paying out the same rates per hour. This has nothing to do with Federal Block Grants however.

The deadline for submitting questions is the 23rd then?

Yes, and we will have questions and answers posted by the 25th.

Are the priority populations chosen meant to limit or screen out some applicants?

These have been identified as under served populations.

Do they have a definition for homeless populations or better to have a more general definition?

Margaret can ask that question if needed. They did not provide a definition and it would probably be better to leave unasked and just leave general.

Questions submitted electronically

1.  Is the four page limit only for Section 2, or does it include Section 3 for existing FBG projects?

Yes, the four page limit includes current projects; however, it excludes the budget and budget narrative.

2.  "Item C. Disparities in Mental Health Services are Reduced. (Addressed)?"  Please clarify what that means, what reviewers will be looking for, etc.

In the Presidents New Freedom Commission on Mental Health, where this language originates, the report provides 2 objectives:

Improve access to quality care that is culturally competent.

Improve access to quality care in rural and geographically remote areas.

For more information on this section go to: http://www.mentalhealthcommission.gov/reports/FinalReport/FullReport-04.htm

3.  "Item I. Interagency collaboration within their target population?"  Again, please clarify what that means and reviewers will be looking for.

With the population you’ve identified in your proposal, is your organization collaborating with those agencies that typically serve the population?  Such as, senior services, aging & disability services, drug & alcohol agencies, etc.

4.  On page 7 Items 1 & 2 are scored items, but it is unclear where in the proposal they are to be addressed.  Where would you like these 2 items addressed in the proposal?

Items 1 & 2 should be addressed in Section 2.  Not in the detail of the project, but separately.  Items 1 & 2 will not count toward your 4 page limit.

5.  Does Section 3 count toward the 4 page limit?

No, Section 3 does not count toward your 4 page limit however, we are limiting Section 3 to one page.

6.  Can FBG dollars be used to formally trail CPET in administrative responsibilities and best practices related to cross-system coordination with youth/families?  Can it be used to have staff conduct surveys to identify gaps in care coordination, communication, and collaboration?  Can it be used (as in the past) for hifi wraparound training?

There is no restriction on the sue of funds for what you are proposing.  What you do need to keep in mind are the priorities the Mental Health Planning and Advisory Council have identified in Exhibit A.