CSA RFP_Questions and Answers.pdf

City of Philadelphia RFP Questions & Answers

Opportunity #: 21260925113655

Question #

RFP

Section

Reference Question Department Response

1 2.1

The project schedule runs through June 2027, but Section

2.1 gives only the expected start date. Please confirm the contract end date and whether June 30, 2027 is the intended completion date.

All City Professional Services Small Order Purchase contracts have a default twelve (12) calendar month term. However, the Department anticipates that all project tasks, milestones, and deliverables will be completed by June 30, 2026.

2 2.2

The service requirements on page 7 call for a minimum of three to four focus groups, while the page 9 schedule lists three. Please confirm the required minimum.

The Department expects a minimum of three focus groups to be facilitated. Applicants may propose up to four focus groups as part of their proposed scope of work and budget.

3 2.2

May the requirements for Spanish-language and immigrant-serving-organization be met through the facilitation of one focus group?

The requirement for a focus group for Spanish language and immigrant serving organization could be met in a singular focus group or two.

4 2.2

For a fixed-price professional-services bid, may the applicant report fully loaded consultant fees in the cost template’s Consultant Expenses category with detailed hours and rates separately, or must the Personnel salary and fringe schedules also be completed?

For a fixed price professional services bid, personnel should be categorized based on their relationship to your organization. If the individual is employed by your company, their costs must be entered in the Personnel tab (salary and fringe schedules). If the individual is a consultant, the costs should be included in the Consultant Expenses category within the detail tab.

5 2.2

May applicants meet the CSA subject-matter, focus-group and language qualifications through named subcontractors?

If so, which commitment letters, resumes, rates or subcontractor disclosures are required at submission?

The Department is seeking an entity which can provide the full scope of services. If Applicant is proposing the use of subcontractors to complete specific components of the project, then Applicant should include details on use of subcontractors in their proposed scope and budget. Applicants should provide a complete list of prospective subcontractors with whom they plan to work with on this project. The list should include:

company name, EIN, scope of work, and percentage of total work allocated to each firm.

Applicants should also include proposed subcontractors when disclosing information through their secure Vendor Record on eContract Philly.

6 2.2

Are there required focus-group size targets, compensation amounts or payment methods, participant age groups, and data-retention or recording protocols? Are City-approved language-access services or host-site arrangements available?

Applicants should propose an estimated number of participants per focus group to ensure that individuals are able to meaningfully participate, while also ensuring that there is a sufficient sample size to adequately represent community voice?

7 2.2

Are there required focus-group size targets? The Department does not have established requirements for age groups represented in focus groups. If awarded, the selected Provider will be expected to identify target groups that will meet the needs of the project. The selected provider should ensure that parent voices is represented in the conversation.

Opportunity Name: Child Savings Accounts Consultant

8 2.2

Are there required focus-group participant age groups? The Department anticipates that residents are compensated for their participation in program activities. The Department does not have a requirement for the compensation amount or method. The Applicant should include their plan for participant compensation in their proposed scope of work and budget. In prior engagement projects, the Department compensated participants with $25 for completing shorter form surveys, $50 for an hour of time to participate in focus groups/one-on-one interviews, or more for routine/sustained engagement.

9 2.2

Are there required compensation amounts or payment methods?

If awarded, the selected Provider will be expected to document focus groups with transcripts and/or thorough notes on feedback. Video/audio recording of focus groups is not required, and the Department is aware that recording may not be appropriate for all settings. Applicants should include in their proposal how they will document feedback, and whether or not they plan to record video or audio for focus groups. The City requires that all records pertaining to performance under a contract shall be maintained for a minimum of five years following acceptance of final payment (PS Small Order Purchase Terms and Conditions Section 5(a).

10 2.2 Are City-approved language-access services available? The City does not directly approve language access services. If awarded, the Provider will be responsible for securing its own language access services.

11 2.2

Are City-approved host-site arrangements available? If awarded, the selected Provider will be required to identify host sites, with approval by the Department. The selected Provider will be responsible for facilitation of any host-site arrangements. All focus groups should be hosted in low and moderate income neighborhoods.

12 2.2

Please confirm whether costs associated with the required resident engagement activities, including participant compensation, host-site expenses, and language-access services, must be included within the $50,000 not-to-exceed fixed price.

The maximum award for this project is $50,000 and all costs to deliver the services must not exceed that amount.

13 2.2

Are the weekly project meetings with City staff anticipated to be conducted virtually, in person, or in a hybrid format?

The Department anticipates that meetings between vendor and department staff will be conducted virtually. The Department reserves the right to facilitating in-person or hybrid meetings, as needed.

14 3.1

If the City elects to conduct Applicant interviews or presentations, are they anticipated to be conducted virtually or in person?

The Department will conduct Applicant interviews virtually.

15 3.2

Is there a preferred format for the independent financial-capacity statement?

There is no strictly required format for the independent financial capacity statement.

However, the statement must come from an independent source and clearly demonstrate the organization’s financial capacity, as specified in the RFP. Applicants must also include at least one current financial document, such as audited or unaudited financial statements, bank statements or references, or a Form 990.

16 4.2

How will the Department evaluate the selection criteria regarding familiarity with Child Savings Accounts? Does the applying organization need to have direct experience Child Savings Account programs? Will the Department consider the qualifications and experience demonstrated through the Applicant’s proposed project personnel/consultants?

Individuals on staff who have knowledge of/experience with Child Savings Accounts work and would be staffed on the project would sufficiently demonstrate an organization's qualifications.

17 22

What baseline program-design documents, proposed target population, existing implementation partners, and Treasury or Keystone Scholars data arrangements will be available to the selected consultant? Which account or eligibility decisions have already been made?

This program is in early in the design phase, so the documents noted in the question do not yet exist. The work of the Provider under this contract will support the development of similar documents or facilitate discussions to inform decisions that will be made by the City of Philadelphia.

18 Appendix A

What is the applicable professional-liability category for this planning and facilitation engagement under Section 12 of the PSSOP terms?

The applicable category would be "All business entities providing professional services other than Health Care or Human Services Providers" PS Small Order Purchase Terms and Conditions Section 12(d)(1).

19 Appendix A

Are current insurance certificates are required with the proposal or before commencement?

Insurance certificates are not required for the Applicant's proposal. If awarded, the selected Vendor would be required to provide sufficient insurance certificates prior to beginning work under the contract.

Q&A