Office of Administration | Bureau of Financial Operations | Division of Procurement 402 Health and Welfare Building | Harrisburg, PA 17105 |P 717.783.3767 | F 717.787.3560 | www.dpw.state.pa.us February 22, 2013 FLYER 1 SUBJECT: RFA NO. 17-12 PENNSYLVANIA SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM EDUCATION (SNAP-ED) Dear Prospective Offeror: The attached package represents a formal issuance of materials related to the Commonwealth of Pennsylvania, Department of Public Welfare Request for Application (RFA) 17-12 Pennsylvania Supplemental Nutrition Assistance Program Education. 1. Response to the questions posed at the pre-proposal conference of February 15, 2013. 2. Power Point presentations from the pre-proposal conference. 3. Sign-In sheet from the pre-proposal conference. 4. List of Sub-grantees NO ADDITIONAL QUESTIONS REGARDING RFA 17-12 WILL BE ACCEPTED OR ANSWERED EITHER VERBALLY OR IN WRITING. All proposals must be received by March 18, 2013 at or before 2:00 p.m., by the Department of Public Welfare, Division of Procurement, Room 402, Health and Welfare Bldg., 625 Forster Street, Harrisburg, Pennsylvania 17120. Sincerely, Daniel R. Boyd, Director DPW Division of Procurement
Transcript
Office of Administration | Bureau of Financial Operations | Division of Procurement 402 Health and Welfare Building | Harrisburg, PA 17105 |P 717.783.3767 | F 717.787.3560 | www.dpw.state.pa.us
Dear Prospective Offeror: The attached package represents a formal issuance of materials related to the Commonwealth of Pennsylvania, Department of Public Welfare Request for Application (RFA) 17-12 Pennsylvania Supplemental Nutrition Assistance Program Education.
1. Response to the questions posed at the pre-proposal conference of February 15, 2013. 2. Power Point presentations from the pre-proposal conference. 3. Sign-In sheet from the pre-proposal conference. 4. List of Sub-grantees
NO ADDITIONAL QUESTIONS REGARDING RFA 17-12 WILL BE ACCEPTED OR ANSWERED EITHER VERBALLY OR IN WRITING. All proposals must be received by March 18, 2013 at or before 2:00 p.m., by the Department of Public Welfare, Division of Procurement, Room 402, Health and Welfare Bldg., 625 Forster Street, Harrisburg, Pennsylvania 17120.
Sincerely,
Daniel R. Boyd, Director DPW Division of Procurement
ANSWER
Of the 21 current partners, can we receive a list of these, contacts of, and
past performance with the state?
In order to determine subgrantees within current partners we will need to
evaluate their future capabilities.
Attached, please find a list of the current partners.
1
2
Where are the 22 Key Personnel currently located? Are they regionalized to
provide greater coverage?
They are currently located in State College.
QUESTION ANSWER
QUESTION ANSWER
3
Who are the current subcontractors? Can we get a list from the
Department?
The list is attached as an appendix to this document.
4
What did the recent budget cuts consist of? Where (specifically) were
funds reduced?
The American Taxpayer Relief Act of 2012 called for a
reduction of SNAP-Ed funding for Federal Fiscal Year
2013. In January 2013 there was a 27.5% reduction
across all states. PA's SNAP-Ed funding for FFY 13 of
$25,443, 375 was decreased to $18,404,472.
QUESTION ANSWER
QUESTION ANSWER
QUESTION ANSWER
7
How do you define an "assumption" in the cost submittal? Applicants should only price their application based
upon information and instruction that is given in the
RFA that will accurately reflect the costs of completing
the tasks and requirements of the RFA.
5
Is a yearly request for proposals required for subgrants? Yes.
6
If selected, can the terms of the final contract be negotiated during the
award process?
Post selection, the Department is only willing to
discuss modifications to certain provisions of the
Standard Terms and Conditions that may not be
applicable depending on the applicant that is selected.
QUESTION ANSWER
QUESTION ANSWER
QUESTION ANSWER
9
Must we use MicroSoft Project 2000 for the Work Plan? What software
applications are acceptable to use?
You do not need to use MicroSoft Project 2000,
however, it must be a program that is MicroSoft Office
compatible.
10
How do you define Key Staff? Is it all management entity staff members?
Do you need 8 sealed copies of client references for each staff member?
Key Staff as defined in the RFA are as follows- SNAP-
Ed. Project Director, Director of Program Evaluation,
Project Coordinators, and Nutritionists.
You only need 3 client references for each Key Staff
member and only one sealed copy of each reference.
8
How do you define a redacted version of the technical proposal? Redacted versions of the technical proposal are
necessary when there is confidential and proprietary
information provided in the submittal, or if the
technical submittal contains trade secrets which are
protected.
QUESTION ANSWER
QUESTION ANSWER
11
Should we use preliminary budget amounts of all known subgrantees (local
partners)?
Yes, if you know the amounts.
12
The RFA States, "The program has grown to 21 partners reaching 63
counties with SNAP-Ed. There were 229,943 individuals that participated in
nutrition education in Federal Fiscal Year(FFY) 2010 and 215,387 individuals
participated in FFY 2011 with a total of 8,550,629 contacts. " Does the
scope of work include consolidating the 21 partners adn all the contacts
into one contract? Or, does the scope include managing these partners and
activities?
The scope of the work includes managing partners
and activities. Additionally part of the scope of work
would be issuing a yearly Request for Applicants. As
the management entity it would be your responsibility
to determine partners that will be contracted for the
following years SNAP-Ed programming. The funding
would go to the management entity and the partners.
The Management entity would be responsible for
maintaining contracts with the partners.
QUESTION ANSWER
QUESTION ANSWER
13
The RFA Key Personnel are "SNAP-Ed project director, director of program
evaluation, project coordinators, nutritionists". Is there a specified number
of project coordinators and nutritionists that are required? For instance,
hypothetically if we recommend 5 but the DPW knows that 15 are required
to have successful implementation of requirements.
There is not a specific number that DPW is looking for.
Currently the program is managed with an estimated
22 personel staff.
14
Are a certain nubmer and % of employees expected to be full time? We anticipate that the key personnel would be full
time employees. The Department expects the
selected applicant to propose staffing solutions to
meet the prgram requirements of the RFA.
QUESTION ANSWER
QUESTION ANSWER
16
Is there a hard wired plan for deployment or estimated level of effort? It is anticipated that there will be a transition period
from the time the contract is signed until full
implementation October 1, 2013.
15
Are there locations and offices expected to be held and staffed at more
than one location around the state?
The locations for SNAP-Ed programming is expected
to be such to provide state-wide coverage. The offices
for the management entity can be at one central
location.
Supplemental Nutrition Assistance
Program Nutrition Education (SNAP-Ed)
Request for Applications (RFA) #17-12
Pre-Application Conference
February 15, 2013
William (Mac) Spiker, Michelle Herring, and Del Hart,
Bureau of Financial Operations
Cathy Buhrig, Jessica Garvick, and Atrese Winston
Bureau of Policy
Other Commonwealth Staff
Attendees
Introductions
2
Housekeeping
Background & Project
Overview
RFA #17-12 Timeline
Technical Submittal
Critical Points
Clarifications
Break
Preliminary Answers to
Questions
Adjournment
Agenda of Activities
3
Sign-In Sheets
Emergency Exits
Restrooms
All questions should be written and provided after the
technical submittal presentation.
Housekeeping
4
Federal regulations allow states the option of providing
nutrition education to SNAP recipients as part of
program operations.
The SNAP-Ed program is intended to provide children
and needy families better access to food and a more
healthful diet through its food assistance programs
and comprehensive nutrition education efforts.
Establish SNAP-Ed programming across the state.
Background & Project Overview
5
DPW is looking to establish a SNAP-Ed Project
Management Entity (ME).
DPW is focusing on expanding SNAP-Ed
programming to reach more of the state.
DPW would like the program to expand to show an
increase in SNAP-Ed participants increasing their
healthy eating habits and physical activity.
Background & Project Overview
6
The goal of Supplemental Nutrition Assistance Program Nutrition
Education (SNAP-Ed) is to improve the likelihood that persons
eligible for SNAP will make healthy food choices within a limited
budget and choose physically active lifestyles consistent with the
current Dietary Guidelines for Americans and U.S Department of
Agriculture (USDA)
The focus of SNAP-Ed should be health promotion to help SNAP
eligible individual’s establish healthy eating habits and a
physically active lifestyle. Focus is placed on the primary
prevention of diseases to help SNAP eligibles that have risk
factors for diet-related chronic disease prevent or postpone the
onset of disease by establishing healthier eating habits and being
more physically active.
Background & Project Overview
7
The specific behavior outcomes for SNAP-Ed are:
SNAP-Ed participants will make half of their plate fruits
and vegetables, at least half of grains will be whole
grains, and they will switch to fat-free or low-fat milk
and milk products. They will increase physical activity
and reduce time spent in sedentary behaviors as part
of a healthy lifestyle, also they will maintain
appropriate calorie balance during each stage of life-
childhood, adolescence, adulthood, pregnancy and
breastfeeding, and older age.
Background & Project Overview
8
01/31/13: RFA Posted
02/15/13: Pre-Application Conference
02/22/13: Questions & Answers posted
03/18/13: Applications due at 2 PM
March-May: Evaluation and selection
RFA #17-12 Timeline
9
Bidders must respond to all areas of the work statement.
The Technical Submittal shall be comprised of the
following:
Statement of the Problem.
The understanding of the services and related
requirements.
Qualifications for the project.
Overall approach to the project.
Technical Submittal
10
Shall be comprised of the following:
Management Summary:
Description (narrative) of the proposed effort and
a list of services to be provided.
Highlight the sub-grantee process and scope of
their work.
Describe any proposed staffing and qualifications,
as well as resources available.
Highlight any proposed approaches that the
applicant considers especially notable.
Technical Submittal
11
Shall be comprised of the following:
Work Plan:
Include a detailed work plan showing the sequence of events and
time required to fully implement this project by October 1, 2013.
Prior Experience:
Include experience in behaviorally focused, science-based
nutrition education interventions, projects, or social marketing
campaigns that focus on: Health promotions to help individuals
eligible for SNAP to establish healthy eating habits and a
physically active lifestyle; and/or primary prevention of diseases to
help the SNAP eligible population that have risk factors for diet-
related chronic disease, prevent or postpone the onset of disease,
by establishing more physically active lifestyles, and healthier
eating habits.
Technical Submittal
12
Shall be comprised of the following:
Personnel:
Include the number of personnel and where they will be
located during the time engaged in the project.
Indicate the responsibilities of the personnel.
Identify any intended sub-grantees.
Include the sealed Personnel Reference Questionnaires.
Training
Indicate any training that would be recommended, if
appropriate.
Technical Submittal
13
Shall be comprised of the following:
Financial Capability:
Submit information, concerning the financial
conditions of the organization/company.
Emergency Preparedness:
Describe how a crisis would impact operations.
Describe emergency response continuity of
operations plan.
Technical Submittal
14
All applications will be evaluated, based upon the following
criteria:
Soundness of Approach
Applicant Qualifications
Personnel Qualifications; and,
Understanding the Problem
Technical Submittal - Evaluation Criteria
15
Each application must have 2 separately sealed submittals:
Technical
Cost
Do not include any cost data in the technical portion of the
application.
Applications that include any assumptions in the cost submittal
may be rejected.
Applications must be complete, with a signature provided.
All applications must follow the time periods specified in the RFA.
Critical Points – Submittal Sections
16
Bidders must provide:
1 original copy of the Technical Submittal.
8 paper copies of the Technical Submittal.
2 paper copies of the Cost Submittal.
2 complete and exact copies of the entire application
(Technical, Cost, along with all requested documents) on
CD-ROM or Flash Drive in Microsoft Office or Microsoft
Office-compatible format.
1 redacted version of the Technical Submittal on CD-
ROM or Flash Drive in Microsoft Office or Microsoft
Office-compatible format.
Applications must be received by 2:00 P.M. on March 18, 2013.
Critical Points – Submittal Delivery
17
DPW will not be providing space, computers, internet connectivity, network support, software or desktop support. The selected applicant must have access to this technology.
The selected Applicant will propose and develop performance standards, focusing on behavior outcomes it anticipates to meet.
The selected Applicant must ensure the inclusion of the Pennsylvania Nutrition Network as a sub-grantor and a portion of the administration fee.
The selected Applicant will implement SNAP-Ed through fiscal arrangements with internal administrative units and external sub-grantors.
The selected Applicant will manage and implement a yearly SNAP-Ed plan.
Critical Points - Requirements
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Technical Portion = 70% of total points
Cost Portion = 30% of total points
Critical Points - Selection Criteria
19
The Commonwealth reserves the right to
award all, some, or none of the elements of
the project.
Critical Points – Award
20
To date, 0 written questions have been submitted by
email.
You may submit additional questions today on the
forms provided. We will not answer any question, that
is not provided in writing.
Please use the next few minutes to finalize your
questions.
Questions & Break
21
We will now take a short break so we may review your
questions. Following the break, we will provide a
response to your questions.
No answer is official until it is answered in writing.
Answers will be posted to the DGS website as an
addendum to RFA #17-12, by February 22, 2013.
Questions & Break
22
Preliminary Answers.
No answer is official until it is answered in writing.
Answers will be posted to the DGS website as an
addendum to RFA #17-12, by February 22, 2013.
Preliminary Answers to Questions
23
This concludes the Pre-Application Conference.
No further questions will be entertained or answered.
Thank you for your attendance.
Adjournment
24
SNAP-Ed Subgrantees
Fayette County Community Action Agency, Inc.
Fulton County Food Basket, Inc.
Community Action Program of Lancaster
Williamsport School District
Einstein Healthcare Network
Pittsburgh Community Services, Inc.
Penn State Nutrition Links
Commission on Economic Opportunity
Urban Nutrition Initiative – University of Pennsylvania
Drexel University
Health Promotion Council of Southeastern Pennsylvania
PA Nutrition Education Network
Maternal and Family Health Services, Inc.
The Food Trust
School District of Philadelphia
Penn State Cooperative Extension-Westmoreland County
