Amendment 3 Round 3 Q and A~1.pdf

Amendment #3 Request for Grant Proposals

OregonBuys Project #S-10000-00002389

Round 3 Questions:

Question #1:

Is there a recording or any notes from the Preproposal Conference on April 26, 2022?

Answer:

No. The preproposal conference was an unofficial informational meeting only. All formal clarification information or changes to the proposal document is posted in OregonBuys as an Amendment to the RFGP.

Question #2:

How was the 12% administrative/indirect budget cap determined, and how flexible is ODHS APD on it?

Answer:

The indirect rate cap is determined by ODHS APD staff when preparing the RFGP document.

RFGP Attachment 3 Budget Guidance is hereby revised as follows: text shown underlined and bold is inserted as new language:

Indirect/Administrative Expenses Up to 12% of the total budget may be used to cover Indirect/Administrative Costs. If Proposal includes an indirect rate that is higher than 12%, Proposer must submit proper justification and rational for consideration. ODHS APD makes no commitment to honoring any rates higher than 12%.

Question #3:

Are capital costs allowable to be charge with the 12% admin rate?

Answer:

Yes, capital costs may be considered and evaluated as part of any Proposal submitted. The 12% indirect rate is applied to the total budget.

Question #4:

Can we apply for the grant as an LLC? We have an inactive non-profit that has common management with the LLC. Could we propose under the non-profit and reference the work done under the LLC?

Answer:

Please refer to RFGP Section 2.2 Eligibility which lists Eligible Organizations.

Please also refer to RFGP Section 5 Proposal Requirements which lists requirements that must be met by an Eligible Organization to be considered responsive.

Question #5:

Can we schedule a meeting with ODHS to talk about our potential project?

Does my project fit the goals of the Grant Opportunity?

Answer:

Because this is technically a competitive process, ODHS is not able to meet with potential proposers individually regarding their proposed project. Please submit a Proposal for consideration.

Please refer to RFGP Section 2 Minimum Requirements and RFGP Section 3 Project Description to determine if your project meets the requirements of this RFGP.

Question #6:

Can monthly expenditure reporting requirements be negotiated under Exhibit A Part 2 of a completed grant agreement?

Answer:

RFGP Attachment 5, Exhibit A in its entirety will be subject to negotiations between ODHS and Grant Recipients (Awardees).

RFGP Section 7.8 is hereby revised as follows; text shown underlined and bold is inserted as new language:

7.8 Grant Documents

The Grant(s) awarded as a result of this RFGP will be subject to the terms and conditions set forth in the Grant Agreement(s) executed by ODHS and the Recipient and approved by the Oregon Department of Justice, if required. The terms and conditions included in Attachment 5, other than the Exhibit A including Work Plan or Budget, are not subject to negotiation.

Please also refer to RFGP Section 6.2 Final Selection and Award for information regarding unsuccessful negotiations.

Question #7:

If monthly expenditure reporting is required (not negotiable), can Proposers view the monthly expenditure reports and monthly activity reports in the format required by ODHS (referenced in Section 3.2)?

Answer:

Please see revision to RFGP Section 7.8 shown in Answer #6 above. Reporting is negotiable.

Please also refer to RFGP Section 3.2. Reporting Requirements. The Reports will be available for review during the Grant Agreement negotiations period and are not available at this time.

Question #8:

Will the grant be disbursed on a reimbursement basis, or could a disbursement timeline be negotiated based on the proposed work plan?

Answer:

RFGP Attachment 5, Exhibit A, Part 2 will be negotiated between ODHS and Grant Recipients (Awardees).

Please see revision to RFGP Section 7.8 shown in Answer #6 above.

Question #9:

Attachment 3 states "* No single month’s expenses may exceed 9% of the total award, to ensure continued grant activity throughout the grant period unless ODHS gives prior written approval." Would written approval be granted after a Proposal has been awarded?

Answer:

RFGP Attachment 5, Exhibit A, Part 2 will be negotiated between ODHS and Grant Recipients (Awardees).

Please see revision to RFGP Section 7.8 shown in Answer #6 above.

Question #10:

In RFGP Section 5.2.2.3 Culturally Specific Services and Supports, does the table need to be addressed in all of the Proposals, or only those submitted by organizations that meet the definition of "Culturally Specific Organizations"?

Answer:

RFGP Section 5.2.2.3 must be completed for Proposal to be considered responsive. If your organization doesn’t meet the criteria listed, indicate N/A.

7.8 Grant Documents