32083 - RFP 2023-006 Early Childhood Issue Area
Funding Opportunity Details
Social Services Administration Unit
Pre Application Deadline: Nov 14, 2023 3:01 PM
Final Application Deadline: Dec 12, 2023 3:01 PM
Status Closed
Posted Date Oct 17, 2023 2:01 PM
Award Amount RangeNot Applicable
Project Dates 04/01/2024 - 03/31/2025
Award Announcement Date
Categorical Area
Recurring Opportunity No
Program Officer Helen Howell
Phone 5129725000 x
Description
Updated 10/25
RFP 2023-006 Early Childhood Issue Area: Competition WebsiteAustin Public Health (APH) seeks proposals in response to this Request for Proposals (RFP) from qualified nonprofit organizations or quasi-governmental entities (Offerors) with demonstrated experience in early childhood services to provide direct childcare, education, quality improvement in early childhood services, and parental education to individuals and households residing and/or working in Austin/Travis County.
RFP Issue Date:
Tuesday, October 17, 2023
Proposal Due Date:
Tuesday, December 12, 2023 by 3 PM CST
Intent to Apply Due Date:
Tuesday, November 14, 2023 by 3 PM CST
Anticipated Start date of contract:
April 1, 2024
Questions regarding the RFP are due on or before:
Tuesday, December 5, 2023 by 3 PM CST
Technical Assistance regarding submission of the RFP in PartnerGrants are due on or before:
Tuesday, December 12, 2023 by 2 PM CST
Questions must be submitted in writing to the Authorized Contact Person or through PartnerGrants
Authorized Contact Person:
Name: Helen Howell
Title: Social Services Funding Specialist Senior
E-Mail: APHCompetitions@austintexas.gov
Questions and Answers will be available:
In PartnerGrants and on the solicitation website: https://www.austintexas.gov/article/2023-006-early-childhood-rfp
Optional Pre-Bid Meeting Dates and Times
Registration Required with these links:
Pre-Bid Meeting 1: October 24, 2023 10 AM CST
Optional Office Hours Dates and Times
Registration Required with these links:
Office Hours 1: November 1, 2023 1 PM CST
Office Hours 2: November 2, 2023 10 AM CSTAPH is only accepting proposals through the Partnergrants database. No paper copies will be accepted.
Interested Offerors must do the following:
Offerors Initial Steps: Registration:
- Confirm that your organization is a registered vendor with the City of Austin.
- To find the City of Austin Vendor Number please visit Austin Finance Online. And search for the organization’s legal name.
- To register to become a potential City of Austin vendor, go to Austin Finance Online. to register or email VendorReg@austintexas.gov
- Be a registered user in the Partnergrants database. The proposals will be submitted through this web-based system.
- To register, visit the Partnergrants website and click on “Register Here.” Note that the organization’s City of Austin Vendor number is required to complete registration in PartnerGrants.
Offerors Initial Steps: Pre-Application
- Complete an Annual Agency Threshold Application in the PartnerGrants database.
- This form must be submitted once per 12 months and remains valid for all competitions closing within that time-period. The threshold application will be reviewed by APH staff and the offeror will be notified once approved. Offerors should note the submission date for future use
- Once logged into PartnerGrants, click on “Opportunity” and then opportunity title “Annual Agency Threshold Application-Applicants for Funding Start Here” to complete a new threshold application.
- Complete a separate Intent to Apply form for each proposal the offeror plans to submit by the due date identified in Form 1 – Offer Sheet.
- Once logged into PartnerGrants, click on “Opportunity,” then opportunity title “RFP2023-006 Early Childhood Issue Area” and click “Start New Application” to complete an Intent to Apply form. The Intent to Apply form includes a Threshold Certification verifying completion of Step 1 above – state the date the Threshold was submitted.
| Description | File Name | Type | Size | Upload Date |
|---|---|---|---|---|
| 1 - Offer Sheet 2023-006 Early Childhood | 1 - Offer Sheet 2023-006 Early Childhood.pdf | 209 KB | 10/17/2023 12:38 PM | |
| 2 - Proposal RFP 2023-006 Early Childhood - updated 12/5 to enable entry for "Total Amount Requested" on page 2 | 2 - Proposal RFP 2023-006 Early Childhood. .docx | docx | 162 KB | 12/05/2023 05:02 PM |
| 3 - Budget Narrative and Funding Summary RFP 2023-006 Early Childhood | 3 - Budget Narrative and Funding Summary RFP 2023-006 Early Childhood.xlsm | xlsm | 34 KB | 10/17/2023 12:39 PM |
| 4- COA RFP Certifications and Disclosures | 4- COA RFP Certifications and Disclosures Updated 1.pdf | 229 KB | 10/17/2023 12:39 PM | |
| A- RFP Application Threshold Checklist | A- RFP Application Threshold Checklist updated 1-31-22.pdf | 190 KB | 10/17/2023 12:40 PM | |
| B- Standard Solicitation Provisions and Instructions 2023-006 Early Childhood | B- Standard Solicitation Provisions and Instructions 2023-006 Early Childhood.pdf | 429 KB | 10/17/2023 12:40 PM | |
| C - RFP Scope of Work with funding amount corrected to $2,400,000 (from typo $2,400,00) | C - RFP Scope of Work 2023-006 Early Childhood...pdf | 319 KB | 11/01/2023 12:43 PM | |
| D - APH Client Eligibility Requirements | D - APH Client Eligibility Requirements.pdf | 266 KB | 10/17/2023 12:41 PM | |
| E- Social Services Combo Agreement Boiler w Exhibits | E- Social Services Combo Agreement Boiler w Exhibits.pdf | 344 KB | 10/17/2023 12:42 PM | |
| F - Applying for APH-Funded Opportunity PartnerGrants Instructions with Threshold | F - Applying for APH-Funded Opportunity PartnerGrants Instructions with Threshold.pdf | 835 KB | 10/17/2023 12:44 PM | |
| Pre-Bid Meetings 10/24 and 10/26 Attendance | RFP 2023-006 Early Childhood Pre-Bid Attendance..pdf | 156 KB | 10/26/2023 03:34 PM | |
| Pre-bid Slides | Pre-bid Slides 2023-006 Early Childhood .pdf | 1 MB | 10/25/2023 04:01 PM | |
| RFP 2023-006 Early Childhood Questions and Answers - updated 12/8 | RFP 2023-006 Early Childhood Questions and Answers 12.8.pdf | 176 KB | 12/08/2023 12:52 PM |
| Submitted Date | Question | Answer |
|---|---|---|
| Oct 30, 2023 4:01 PM | Does a CLAS Policy & Procedure suffice for the required Language Access Policy | If your CLAS policy includes language access it can be relevant. Please submit what you have. |
| Oct 30, 2023 4:02 PM | If a Threshold Application has been submitted and approved, is it intuitive in PartnerGrants where to note the approval date? | Yes- Any agency user assigned to the Threshold workflow may go to "Applications." Select the desired submitted application (the page in PartnerGrants defaults to current applications, but Thresholds may also be found in archived applications if older). If you have trouble accessing or navigating PartnerGrants, please email aphcompetitions@austintexas.gov |
| Oct 30, 2023 4:02 PM | If you are applying for Direct Care and "all programming within this scope", do multiple proposals need to be submitted? | No, not if the programs aren't distinct programs. If it's one program providing several types of services, you may submit one proposal. If you’re proposing separate programs, separate proposals need to be submitted; 1 per program. |
| Oct 30, 2023 4:03 PM | When does the Conflict of Interest (referenced in Form #4) need to be completed? | Please see Form 4 - City of Austin Certifications and Disclosures, section 6 and 7 regarding due dates for the Conflict of Interest Disclosure questionnaire. Offerors’ signed Form 4 is due with other proposal forms #1-4 on December 12th @ 3pm |
| Oct 30, 2023 4:03 PM | We are interested in supporting childcare providers who operate micro-business childcare services from their private residences in low-income communities. Would our project be eligible under the wraparound/support services section? | Yes, it is eligible. There will be restrictions regarding providers, they must have state certification or be trying to achieve Texas Rising Star status. |
| Oct 30, 2023 4:04 PM | Do spaces count towards word count in the Proposal? | No |
| Oct 30, 2023 4:04 PM | Is there an estimate regarding the number of separate grant awards that will be made by APH for this solicitation? | We are expecting to award 4-7 agreements with a minimum request amount of $60,000 |
| Oct 30, 2023 4:04 PM | Would the requested grant award amount be expected to cover the initial one-year period, or the full 60 month period? | Offerors should request the initial 12-month amount. Pending future funding availability, the 60-month total would be the 12-month amount times 5. |
| Oct 30, 2023 4:05 PM | Is this presentation being recorded and will it be shared after? | The presentation is not recorded, but the slides are available on our website and PartnerGrants. |
| Oct 30, 2023 4:06 PM | Is a program that only provides parenting education & case management to parents, but no services to their children, eligible to apply under this solicitation? | Yes, as long as the focus population is parents of children ages 0-5. |
| Nov 3, 2023 12:27 PM | Are direct financial assistance services for children ages 0-5 for items like diapers and formula eligible for this funding? | Yes, per the Scope of Work Section VI. Services Solicited, please see the bullet point regarding wraparound services. |
| Nov 3, 2023 12:28 PM | Does the Intent to Apply program title have to be the same as the Proposal title? | It’s ideal for them to have the same title, but not necessary. If you don’t choose the same title for both, please make them close so it’s clear that the Intent to Apply corresponds to the Proposal. This is especially important if you are submitting multiple Intents to Apply and Proposals. |
| Nov 13, 2023 4:29 PM | How should we address the income verification requirement for direct financial assistance for clients in our work statement if our program does not verify income client income for services, as our clients are children? | All clients have to confirm income eligibility (and can through self-attestation of income) to receive cash financial assistance or specific requested items (ie. child care supplies). If the assistance is being provided to each client, without exception, like if your is providing a backpack with child care products to each client or each client has dues provided for them to join a program – this is considered a program cost (GenOps) and won’t need to be in DCA. Direct assistance to clients that is provided on a situational basis (especially gift cards or payments on a client’s behalf) requires income eligibility. Assistance or items provided to all clients without exception is a General Operating expense that can be negotiated in the work statement. |
| Dec 5, 2023 2:33 PM | 1. If we have less than two years of experience, are we disqualified from applying or is it a reduction in points? 2. We are also asked to demonstrate high quality services in Austin/Travis County for a min of 2yrs, and performance reports are required, will this be considered a point reduction if we can’t provide a full 2yrs? | 1. Please see the Scope of Work section X – Applicant Minimum Qualifications: “Agencies, board of directors, or leadership staff submitting a proposal must have a minimum of two years established, successful experience providing services OR must already have one or more directors with a minimum of two years’ experience in related workforce development, adult basic education, literacy education, job placement, public communication, or advocacy role(s).” 2. Please see the Proposal Section 1 regarding required answers about performance. If the applicant’s answers to these questions demonstrate less than 2 years’ experience, yes, that will affect scoring. |
| Dec 8, 2023 12:47 PM | Does the required 2 years of experience and performance have to be within the City of Austin/Austin Public Health, or is it our overall experience? | No, experience does not have to be limited to partnership with or funding from the City. |
| Dec 8, 2023 12:48 PM | My organization did not get the letter of intent submitted by the deadline; can we still apply? | APH does not accept applications for funding after the Intent to Apply deadline. |
| Dec 8, 2023 12:48 PM | The RFP indicates that at least $62,400 is allocated to quality improvement projects - should $62,400 be the maximum amount requested? | All applicants, including those proposing quality improvement programs, can request up to the full RFP amount of $2,400,00. The reference to $62,400 in Scope of Work section III just means at least that much is dedicated to quality improvement initiatives. |
| Dec 8, 2023 12:48 PM | Can you provide any guidance about what percentage of the overall project budget the City of Austin is willing to fund? | APH could fund up to 100% of the proposed budget. |
| Dec 8, 2023 12:49 PM | For Form 2 - RFP Proposal - what is the desired font size and font type for the responses? | The document’s protection feature automatically sets font type and size. |
| Dec 8, 2023 12:49 PM | For Form 2- RFP Proposal for Part 2. Section 1. Item 11 - Can you provide examples of "Please attach appropriate documents such as policies, demographic reports, etc. to support your described experience.” | This is up to the agency’s discretion; any documents that will clearly answer elements of the question. |
| Dec 8, 2023 12:49 PM | For Form 2 - RFP Proposal Question 12 - Is it permissible to simply type the answers in the chart rather than choosing answers from the drop-down menu? | Answers in column 2 must be selected from the drop-down menu. Be sure to click within the area that says, “Click here for Drop Down Menu.” |
| Dec 8, 2023 12:50 PM | Data.Austintexas.org site lists two figures regarding wages to support a family in Austin: $28.08 in large font and in smaller font below, "Target $22.20". Which of these figures would be the minimum expectation for staff paid under this contract? | Data.Austintexas.org (linked in the Scope of Work page 4) states that the current livable wage in Austin is $28.08. Below that, the small text indicates that Austin is “off-target,” with an average below $28.08 and the next reasonable improvement is $22.20. For reference, the City of Austin currently pays a minimum wage of $20.80 per hour. Please see question #31 in the Workforce Readiness RFP Proposal for details that the City is seeking regarding consideration of livable wages for your staff. It’s an open-ended question. |
| Dec 8, 2023 12:50 PM | Under Performance Measures, there are 4 standard social services outcome measures, and a place for 1 additional proposed outcome. Is it possible to include two additional proposed outcomes? | Applicants can propose 1 additional outcome where there’s space in Proposal Question 24B. If your application is selected for award, you will have the opportunity to negotiate any additional outcomes with your contract manager. |
| Dec 8, 2023 12:50 PM | Is it possible to adapt one of the standard social services outcome measures in our Proposal? | Applicants must select at least one of the Outcomes listed in the Scope of Work Section VIII and Proposal question 24B. These can’t be replaced with other outcomes, as they align with the City’s Business plan. Applicants can describe how these outcomes are defined for their program. |
| Dec 8, 2023 12:50 PM | I do not have a paid MS office subscription, and I think it’s affecting my ability to type in the Proposal document. Is there another way I can access the application to complete? | Please email aphcompetitions@austintexas.gov prior to the technical assistance request deadline of Mon. Dec. 11. If you’re not able to access a working version of Microsoft Word, you could construct your own Word doc by doing the following to ensure it matches this Proposal exactly. Copy everything directly from the Proposal, ensuring that you copy the wording of all questions and drop down menus exactly and include all elements such as attachments, adhere to word limits, and create your own Word version in .doc or .docx format. Please see Pre-Bid slides 49-56 for these Proposal details and more. Please be advised that it is strongly recommended to complete the Proposal version attached (and listed on the website), to avoid errors or omissions. Making your own version should be the last resort. |
| Dec 8, 2023 12:51 PM | Do outcome measures include individuals of all ages (i.e., children or adults)? Or does it just cover adults? | Individuals counted in performance measures are those who are listed in the Priority Populations section of the RFP Scope of Work. Regarding the Early Childhood RFP, since children and/or parents/guardians/caregivers could be receiving services, it would depend on the type of service (for example, child care or parenting education services). |
| Dec 8, 2023 12:51 PM | How do we upload our Proposal and attachments? | The Proposal must be submitted in .doc or .docx (as noted in Pre-Bid slide 50). To submit the Proposal, click on 2- Proposal in PG. Likewise, to upload your Offer Sheet, Program Budget, and COA, click on the respective links in PG. To upload attachments associated with various questions in the Proposal, click on ASD/Additional Supporting Documentation. Once you click, you can enter a description; use your description to title each attachment clearly, using only letters and numbers (as noted in Pre-Bid slides 43, 50, 52). We suggest including the corresponding Proposal question number in your description. |
| Dec 8, 2023 12:51 PM | Does question #28 in the proposal require us to list only City Funded staff or City Funded and Other Funded staff working on the proposed program? | In question 28, Applicants are required to list City funded positions first, then other funded positions. Q 28 point #2 states, “List position titles only…who will be partially or totally funded by the requested CITY FUNDING portion of the Budget in this Proposal.” Here, we are instructing that any City funded staff listed here should also be listed in the City funded section of your Budget form, 2nd tab – Budget Narrative. |