AIC_RFP_Q_A.pdf

Q & A for Arts in Corrections Program Coordinating Organizations RFP 2024-00, Event ID 0000032799

1. How can we help our facilities update their needs in Appendix 2?

Answer: Facilities should coordinate with their Community Resource Managers (CRMs) to update their needs in Appendix 2. Proposals should match the needs outlined by each institution. For more information, refer to Appendix 2 of the RFP.

2. In light of "Art Providers," do proposers need to show that their teams are certified, degreed, or published, or is experience sufficient?

Answer: Certification, degrees, or being published are not mandatory. Experience working with incarcerated populations or similar settings is more important. Points are awarded based on relevant experience, cultural competency, and the ability to deliver high-quality programming. See Section VII:

Expected Competence and Minimum Qualifications for more details.

3. What if we are new to AIC but not to teaching/leading CDCR arts programs? Do we still need to do a mandatory training?

Answer: New proposers should plan for three months to complete mandatory training and institutional clearances. However, its possible that your mandatory trainings with CDCR will not take that long and you can start programming sooner. Refer to Section VI: Institutions for the timeline and requirements.

4. How do I ZIP the files? Is a letter of approval from CRMs beneficial?

Answer: Instructions for submitting proposals are provided in Appendix 3: Submission Instructions. It does not have technical advice on creating a zip file. I recommend research using a search engine such as Google or Yahoo to learn more. A letter of approval from CRMs can be beneficial, as proposals that match the CRM’s request or are accompanied by a letter of approval from CDCR staff receive a higher score. See Section VI: Institutions for more information.

5. Are Cost Points calculated for each individual institution application, or for the organization’s proposal overall?

Answer: Cost points are calculated per institution. Each institution’s application must include a separate budget table, and cost points are based on the specific budget submitted for that institution. See Appendix 3 for budget submission details.

6. Can we submit a proposal that includes services beginning in January 2025 instead of November 1, 2024?

Answer: The contract period begins on November 1, 2024. If services need to start later, it should be clearly explained in the proposal with justification. Refer to Section IX: Key Action Dates for the contract timeline.

7. Does the budget need to be in Excel format?

Answer: Yes, the budget must be submitted in Excel (.xls) format. This is specified in Appendix 3:

Submission Instructions.

8. Will only one contract be awarded per institution, or could multiple contracts be awarded for the same institution?

Answer: It is possible for multiple contracts to be awarded for the same institution if competitive proposals are received and its within the AIC budget for the 2024-2025 State Fiscal Year. See Section II:

Purpose of the RFP, which details the possibility of multiple awards for the same institution.

9. In Attachment 2, Proposer References, please clarify the meaning of "Value or Cost of Service."

Answer: "Value or Cost of Service" refers to the total monetary value or cost of the services provided by the proposer to the referenced client. This is meant to assess the scope and scale of the proposer's prior work. See Attachment 2: Proposer References for details.

10. Last year, a small number of organizations received multiple contracts while many others did not receive any contracts. Will this be the same this time?

Answer: The RFP encourages broad participation and does not guarantee the same distribution of awards as last year. All proposals are evaluated on their merits and alignment with the needs of CDCR institutions. See Section II: Purpose of the RFP for more information on awards.

11. If we don't get this RFP, can we still go forward with an amendment from previous funding?

Answer: If your amendment was accepted but not activated due to the overlap with this RFP, it might still be possible to proceed with the addendum if you don’t receive this RFP award. Ensure that any funding timelines are still applicable and contact the relevant office for confirmation. Remember: All State contract amendments must take place before the end of your contract date.

12. You mention a 3-year record of work to qualify. If instructors have many years of work in their field but not yet 3 years in prisons, would the entity qualify for a contract?

Answer: The RFP requires at least one year of experience in correctional settings, and three years in the specific artistic discipline. If the entity meets this criterion, they may still qualify for a contract. See Section VII: Expected Competence and Minimum Qualifications for more information.

13. What is the typical schedule for a workshop series within an institution? (e.g., frequency, duration)

Answer: The RFP does not specify a typical schedule as it varies based on the institution and the proposal. Proposers are encouraged to tailor their programs to the needs of each institution.

Communication with institution Community Resource Managers are encouraged.

14. If we have two programs we want to propose, should they both be on the same proposal per institution or should they be separate proposals?

Answer: You may submit multiple programs for one institution as long as you stay within the $86,000 maximum budget per proposer, per institution. You will submit them together as one proposal.

15. Is the cap per institution 84K or 86K?

Answer: The correct cap per institution is $86,000. Refer to Section IV: Maximum Budget for further details.

16. Does our organization need to have prior experience in California to submit an RFP, or can we apply if we’ve done similar work in other states?

Answer: Organizations do not need to have prior experience in California, but they must demonstrate experience in correctional settings or equivalent environments. See Section VII: Expected Competence and Minimum Qualifications.

17. What is the total maximum budget that can be awarded for this RFP?

Answer: The maximum budget for each institution is $86,000. For further details, see Section IV:

Maximum Budget.

18. Will there be an additional RFP for arts and technology, as was announced on the AIC site for months?

Answer: This RFP does not include arts and technology. The purpose of this Q&A is to answer technical questions about this specific RFP.

19. Would letters of support from CRMs or Wardens be accepted if institutions did not respond?

Answer: Proposals that match the needs outlined by CRMs or include letters of approval from CDCR staff will receive higher scores. Refer to Section VI: Institutions.

20. Do we need to wait to receive funds before starting the program, or can we begin while awaiting funding?

Answer: This RFP is meant to pay for work that has been completed each month. Simply put, you must do the work, invoice the CAC for that work, and then receive payment.

21. Will experience in corrections as an employee have value?

Answer: Yes, experience in corrections is considered valuable and relevant to the proposal evaluation process. See Section VII: Expected Competence and Minimum Qualifications.

22. Will facilities that did not respond to the needs survey be excluded from programming?

Answer: Institutions that did not respond to the needs survey may still be eligible for programming, though proposals matching the needs of responding institutions may receive higher scores. See Appendix 2 for more on needs.

23. Is it okay if the first class is still in progress at the end of 11 months?

Answer: The RFP encourages completing the program within the 11-month contract period. If the first class extends beyond this, it may impact the final invoicing and reporting requirements. However, we may extend the contract for “time only.”

24. What is meant by “Administrative Experience”?

Answer: Administrative Experience refers to the experience in managing arts programming, especially in correctional facilities or similar environments. See Section VII: Expected Competence and Minimum Qualifications for details on qualifications.

25. Will experience in corrections as an employee have value?

Answer: Yes, experience in corrections, including work as an employee within correctional facilities, is valuable and relevant. Experience working with incarcerated populations or within institutional settings enhances the credibility of your proposal. See Section VII: Expected Competence and Minimum Qualifications for more details.

26. If an institution didn’t respond to the needs survey, will that be interpreted as that institution not having as much need as an institution that did respond?

Answer: No, the lack of response from an institution in the needs survey does not necessarily imply less need. However, proposals that match identified needs or are supported by a letter from the institution may score higher. For more information, see Appendix 2.

27. The RFP acknowledges that it takes a number of months to establish a program at a new institution. Since the length of the contract is 11 months, is it okay if the first class is still in progress at the end of 11 months?

Answer: Programs should ideally be completed within the 11-month contract period. However, if delays are anticipated, they should be clearly outlined in the proposal to ensure the timeline is understood and managed. There is a possibility that we can grant contract extensions for “time only.”

28. I’m sorry but I was not clear on your answer about obtaining a letter of approval from a CRM whom we have already worked with.

Answer: A letter of approval from a CRM can be beneficial, especially if it indicates support for continuing a program at the institution. Proposals that align with CRM requests or are accompanied by a letter from CDCR staff receive a higher score. Refer to Section VI: Institutions for more on this.

29. What is meant by “Administrative Experience”? Does it relate to program administration in correction facilities or organizational administration?

Answer: Administrative Experience refers to the experience managing and overseeing arts programming, particularly in correctional or comparable settings. It includes organizational administration and the ability to coordinate, implement, and manage arts programs effectively. See Section VII: Expected Competence and Minimum Qualifications for more on qualifications.

30. The contract period for this RFP is only 11 months. If there is a delay in the start of contract (paperwork), would we be able to begin providing services and then, once everything is in place, invoice for services beginning November 1st?

Answer: Programs should only begin after the contract is in place. The contract period starts on November 1, 2024, and any services provided should align with that start date. See Section IX: Key Action Dates for more on the contract period.

31. I believe Chuckawalla and CAC closed. Will these institutions still be available for programming?

Answer: If institutions like Chuckawalla or CAC have closed, they will not be available for programming under this RFP. Ensure that the institutions listed in Appendix 2 are those actively accepting proposals.

32. Due to disability accommodations, some of our staff only provide services virtually. Is this an acceptable program design for this RFP?

Answer: Virtual program designs are generally not prioritized, as the RFP emphasizes in-person, onsite programming within correctional facilities. However, accommodations may be considered on a case-by-case by case basis, but you must communicate with the institution you wish to program at to have those accommodations approved. See Section V: Proposal Components for more on program design.

33. Will your answers to all of these questions in this chat be included in the FAQs?

Answer: Yes, all questions submitted in the Q&A, including those from the webinar, will be included in the FAQ document, which will be posted on E-Procure and the AIC website. This information can be found in Section IX: Key Action Dates.

34. Are accepted/awarded grants all or none? If applying for programming in two institutions, is it possible that funding would be provided for one institution and not the other?

Answer: Yes, it is possible for funding to be awarded for one institution and not the other if you apply for multiple institutions. Each proposal is evaluated independently based on its merits and alignment with the institution's needs. See Section IV: Maximum Budget and Section VI: Institutions for further details.

35. Are there any art forms that CAC wants to prioritize in the RFPs?

Answer: The RFP does not specify prioritized art forms. However, programs should align with the needs of the institutions and the goals of the Arts in Corrections program, which emphasizes rehabilitation, personal growth, and community connection through the arts. See Section II: Purpose of the RFP for more on program goals.

36. Can individuals apply for a grant without being affiliated with a particular organization?

Answer: No, individuals cannot apply without being affiliated with a qualified organization for CAC grants. However, for this RFP contract opportunity, businesses registered as Sole Proprietors may apply for this opportunity. See Section I: Eligible Applicants for details on eligibility requirements.

37. If the directors have been previously incarcerated in a federal institution and created programs while inside for 5+ years and have a nonprofit, would that be considered experience? Have such organizations ever been awarded this grant in the past?

Answer: Experience creating programs while incarcerated can be considered relevant, especially if they demonstrate knowledge of the correctional system and arts programming. See Section VII: Expected Competence and Minimum Qualifications for more on experience requirements.

38. Can you please describe every step of the awarding process?

Answer: Proposals are reviewed and scored based on the criteria set out in the RFP, including program quality, organizational qualifications, and budget. The highest-scoring proposals for each institution are prioritized, and funding is distributed until the budget is exhausted. The process aims to ensure a fair distribution of awards across institutions. See Section V: Proposal Review Process for more details.

39. How much is CAC intending to award for this RFP?

Answer: The maximum amount that can be awarded for each proposer, per institution is $86,000. See Section IV: Maximum Budget for further details on funding.

40. We have two programs we want to propose for one institution. Should we submit two separate proposals?

Answer: You may submit multiple programs for one institution as long as you stay within the $86,000 maximum budget per proposer, per institution. You will submit them together as one proposal. See Appendix 3: Submission Instructions for guidance on submitting multiple proposals.

41. Please clarify about facilities that did not respond to your survey; will you not provide a grant for work at those facilities?

Answer: Institutions that did not respond to the needs survey are not excluded from the process, but proposals matching the needs of responding institutions may receive higher scores. Proposers should aim to address the identified needs outlined in Appendix 2.

42. RFP Section VI states “Proposals that match the Community Resource Manager’s request OR are accompanied with a letter of approval from CDCR staff will receive a higher score.” Does this contradict what was stated in the Q&A that letters of support are not accepted?

Answer: Letters of support from CDCR staff, such as Community Resource Managers (CRMs), can enhance the proposal and lead to a higher score. The clarification in the Q&A likely refers to the types of letters acceptable. See Section VI: Institutions for more details.

43. If we are scheduled to begin a program at an institution on Oct 23 as unpaid volunteers, can we apply for an AIC contract at that same institution and start as paid contractors on Nov 1?

Answer: Yes, you may apply for an AIC contract and transition from unpaid volunteers to paid contractors once the contract period begins on November 1, 2024. Ensure that the proposal reflects this timeline. See Section IX: Key Action Dates for contract start dates.

44. For the budget template, if the organizational costs are greater than the maximum budget in the RFP, do we modify and lower the costs in the budget sheet to conform to the maximum allowed in this RFP?

Answer: The budget should not exceed the maximum of $86,000 per institution.

45. You ask for the proposing organization’s annual budget. Ours varies from year to year (and can vary significantly depending on whether we receive AIC contracts). Do you want us to provide our projected budget for the current fiscal year or the most recently ended fiscal year?

Answer: The RFP requests the organization’s most recent annual budget. This information is for data collection purposes and will not directly impact scoring. See Appendix 3 for the budget submission details.

46. How will we begin to get involved in this program if we are a nonprofit music school?

Answer: You can apply as a nonprofit organization under this RFP. Ensure your proposal aligns with the goals of the Arts in Corrections program and meets the eligibility requirements. See Section I: Eligible Applicants and Section II: Purpose of the RFP for details on how to get involved.

47. Given all these questions, and some unanswered, will there be consideration for an extension to the deadline?

Answer: The current deadline remains as specified in the RFP, with proposals due by October 14, 2024.

We do not anticipate any submission extensions and any changes will be communicated through official channels. See Section IX: Key Action Dates for the submission timeline.

48. How can we learn more about the limitations of musical instruments allowed in the facilities?

Answer: The RFP does not provide specific guidelines regarding musical instruments. For more information about limitations, you should consult directly with the institutions or Community Resource Managers (CRMs) where you plan to provide services. Instruments permitted may vary by facility depending on security and programming considerations. Contact the facility’s CRM for guidance.

49. Since Centinela was not on the list as an error, how should our organization proceed in knowing if the needs survey was completed by the CRM? If the CRM is able to send you an email by tomorrow at 5 PM, what information should be included?

Answer: An e-mail was sent out to Centinela’s CRM for arts discipline requests along with all the rest of the CRM’s prior to publishing this RFP. Unfortunately, there was no response. Appendix 2 was fixed to reflect this. Refer to Section VI: Institutions for more information on CRM support.

50. Should programming start dates at new institutions be February 1 or later given the time needed for mandatory trainings and institutional clearances?

Answer: New proposers should allow at least three months for mandatory training and institutional clearances. This means programming at new institutions may need to start around February 1, 2025, or later, depending on how quickly clearances are processed. However, its possible that your trainings and clearances happen much faster and programming dates may start sooner as a result. See Section VI:

Institutions for details on clearance timelines.

51. For the budget template, if the organizational costs are greater than the maximum budget in the RFP, should we modify and lower the costs in the budget sheet to confirm to the maximum allowed in this RFP?

Answer: Yes, you must adjust the budget to meet the maximum budget allowed in the RFP, which is $86,000 per institution. Ensure that the costs in the budget sheet align with the allowable amount. See Appendix 3: Submission Instructions for budget details.

52. You ask for the proposing organization’s annual budget. Ours varies from year to year. Should we provide our projected budget for the current fiscal year or the most recently ended fiscal year?

Answer: The RFP asks for the organization’s most recently ended fiscal year budget. This data is primarily for informational purposes and is not a scoring criterion. See Appendix 3 for budget submission guidelines.

53. If the directors have been previously incarcerated in a federal institution and created programs while inside for 5+ years and have a nonprofit, would that be considered experience, and have such organizations ever been awarded this grant in the past?

Answer: Yes, this type of experience would be considered relevant, especially if it demonstrates leadership, program development, and experience working in correctional settings. The RFP encourages diverse proposals from those with lived experience, but I can not specify whether similar organizations have been awarded this grant in the past. See Section VII: Expected Competence and Minimum Qualifications for details on experience requirements.

54. Are accepted/awarded grants all or none? If applying for programming in two institutions, is it possible that funding would be provided for one institution and not the other?

Answer: Yes, it is possible to receive funding for one institution and not the other if you apply for multiple institutions. Each proposal is evaluated independently, and funding decisions are made based on the strength and alignment of each proposal with institutional needs. See Section IV: Maximum Budget and Section V: Proposal Review Process for more details.

55. Who will be reviewing the RFPs?

Answer: The RFPs will be reviewed by a panel of individuals, including California Arts Council staff and experts in the field of arts programming and CDCR staff. The panel evaluates proposals based on the criteria outlined in the RFP. See Section V: Proposal Review Process for information on the review process.

56. Does our organization need to have prior experience in California in order to submit an RFP, or can we apply if we’ve done similar work in other states?

Answer: Your organization does not need to have prior experience in California. Similar work in other states will be considered as relevant experience, especially if it aligns with the goals of the Arts in Corrections program. See Section VII: Expected Competence and Minimum Qualifications for more on relevant experience.

57. Are there any art forms that CAC wants to prioritize in the RFPs?

Answer: The RFP does not specify any prioritized art forms. However, programs should align with the goals of the Arts in Corrections program, which focus on rehabilitation, personal growth, and community connection through the arts. See Section II: Purpose of the RFP for more on program goals.

58. How much is CAC intending to award for this RFP?

Answer: The maximum amount that can be awarded for each institution is $86,000. See Section IV:

Maximum Budget for more details.

59. Will there be consideration for an extension to the deadline, given the number of questions and the limited time?

Answer: The current deadline remains October 14, 2024, with no indication of an extension in the RFP.

Any updates or changes to the deadline would be communicated through official channels. See Section IX: Key Action Dates for the proposal submission deadline.

E-Mailed Questions:

1. We had a question regarding the upcoming RFP. While looking through the list of State Institutions, we noticed CEN (Centinela) is not listed. Would it be ok if we also apply to run our program there even though it is not listed?

Answer: Centinela (CEN) is now listed in the updated RFP as an eligible institution. You may submit a proposal for this institution provided it aligns with the guidelines and requirements set forth in the RFP.

2. There are two places in Hanford that have a need for this project: the juvenile detention center and Samual House Recovery. Would both qualify for a proposal for this grant?

Answer: No, neither the juvenile detention center nor Samual House Recovery would qualify under the Arts in Corrections (AIC) program. The AIC program is specifically designed for CDCR adult institutions.

3. Just wanted to confirm that the Ventura facility is not eligible for this grant since it serves juveniles.

Answer: You are correct. The Ventura facility serves juveniles and is therefore ineligible for this grant, which is focused on CDCR adult institutions.

4. I am interested in applying for the Arts in Corrections grant with a cultural dance program proposal.

Although I have a long history of working within non-profit organizations, I am an independent artist.

Can individuals who have program proposals also apply, or is this restricted to organizations only?

Answer: The RFP is open to California-based nonprofit arts organizations or other eligible entities.

Independent artists cannot apply directly unless they are registered to do business as a sole proprietor or affiliated with an eligible organization.

5. Question: We are providing programming utilizing the arts as a form of therapy at the Santa Barbara County Main Jail. Would this institution programming enable us to apply for grant funding?

Answer: No, the Santa Barbara County Main Jail is not a CDCR facility and, therefore, is ineligible for AIC funding. The AIC program is only for CDCR institutions.

6. How are the wardens and CRMs at institutions consulted when reviewing applications?

Answer: Proposals that include a referral letter from a Community Resource Manager (CRM), warden, or other CDCR staff will receive a higher evaluation score. This collaboration strengthens the proposal’s alignment with institutional needs and priorities.

7. Please confirm that if we receive discretionary funding from the State for programs in California prisons, but it’s not tied to a specific contract, we’re still eligible to submit a proposal in response to this RFP.

Yes, you are eligible to submit a proposal even if you receive discretionary funding, as long as the funding is not tied to a CDCR or a CDCR related CAC contract that overlaps with the program dates outlined in this RFP.

8. Can we submit a proposal that includes services beginning in January 2025 instead of starting services on November 1, 2024?

Answer: No, services must begin by November 1, 2024, as specified in the RFP. A later start date would not comply with the required timeline for this grant.

9. Are Culinary Arts considered a viable or needed AIC art proposal for this bid?

Answer: While Culinary Arts is not specifically listed in the RFP, proposals across multiple art forms are welcome, and programs that demonstrate alignment with institutional needs will be considered. If Culinary Arts can be justified as meeting the program’s goals and requirements, it may be a viable option.

10. Can a class be held for longer than an hour? Would it be better to extend a five-week course into a ten-week course?

Answer: Class duration can vary based on institutional needs and available resources. It’s recommended to coordinate with the institution regarding the appropriate length and structure of the course.

11. Could ceramic arts be included in an AIC Program proposal?

Answer: Yes, ceramic arts, as a form of visual arts, are eligible under the AIC Program and can be included in your proposal. However, please speak to the CRM’s office at the institution you wish to program in to discuss whether or not any equipment you are bringing in aligns with CDCR policy.

12. Question: What is the total amount of funding that the state will award through this RFP?

Answer: The maximum budget is $86,000 per proposer, per institution.

13. Could a small business fill out the Social Security Number portion afterward if awarded a contract?

Answer: No, all required information, including the Federal ID Number or Social Security Number, must be provided with the initial proposal submission. However, CAC does have the right to black out sensitive information prior to disclosing them. Please refer to: Government Code Section 6254

14. Question: Could an organization submit a link to a website that has their music and video samples?

Answer: Yes, links to music and video samples can be submitted as part of your proposal, as long as the links are not broken and accessible.

15. Why is the contract period only 11 months?

Answer: The 11-month contract period, from November 1, 2024, to September 30, 2025, is designed to align the Arts in Corrections (AIC) program cycle with California Arts Council (CAC) grant program dates.

This ensures that the funding, implementation, and evaluation timelines are synchronized with CAC’s overall grant funding cycle, allowing for a more streamlined administrative process and timely evaluation of services within the fiscal year.