RFP 6166 S-44300-00014996 QA.pdf

RFP 6166-0/ S-44300-00014996

HB3321 Comprehensive Inventory, Assessment, Analysis and Report Q&A

Question Answers Regarding, pg. 17, section 4.9.4.2: Does the reciprocal preference apply to Washington State? If so, at what percent?

Reciprocal preference does apply to Washington State.

We have checked the NASPO website and the reciprocal preference percentage for Washington is not listed. We have reached out to the contact listed on the website but have yet to receive a response. At this time, we are unable to confirm the percentage.

Should we receive a response to our inquiry we will submit an amendment to this RFP with their response. We apologize for the inconvenience.

Regarding pg. 9, section 3.1.1: What specific qualifications (e.g., degrees, job titles) or systems knowledge qualifies as public finance experience for this project?

WR: Knowledge or relevant experience to federal, state, or local government budgeting and accounting, grantmaking, contracting. Experience with financing rules (federal grants, etc) for major public health funding streams and Medicaid also a plus.

(pg. 4 of RFP) Is the initial maximum cost of $500,000 for the initial contract period until September 1, 2026? Would any renewal or extensions up to the maximum of 5 years also be included within the $500,000 or have additional funding?

This RFP has an estimated not-to-exceed amount of $500,000.00 and the contract resulting from the RFP will have an expiration date of September 1, 2026.

We cannot guarantee any extensions in time or the not-to-exceed amount at this time.

(pg. 11 of RFP) Is the page limit on the entire Project Implementation Plan 8 pages or only the comprehensive management plan within the Project Implementation Plan? Is the 8 page limit double or single spaced?

The Project Implementation Plan is to not exceed 8 pages total, including the comprehensive management plan. Single or double spaced does not matter as long as its complete and does not exceed 8 pages.

What is the indirect rate (%) for this funding?

10%

Is there any preference given to conducting the activities specified in the RFP in-person vs. virtually?

No preference.

Are references to be submitted as 1-page Letters of Support or in another format such as a table?

1-page Letters of Support

Will the different meetings mentioned in the RFP (kick off, check ins with Commission staff, bi-monthly check ins with Commission Prevention Committee) be in person or virtual?

Virtual

Will the discovery meeting (Task #3) be virtual?

Virtual

What types of products or documentation do you anticipate the contractor producing through this project?

Status reports, documentation for methods used in extracting and analyzing financial and program information, a final report that addresses assessment findings of 4a. through 4d.

Has the commission worked with a previous contractor on a similar scope of work to prepare the 2020-2025 strategic plan?

The commission did work with a previous contractor to support the work to prepare the 2020-2025 and has engaged with contractors on research and analysis projects.

Can you describe the components of the “Project Implementation Plan” and the “Project Management Plan” and how those two plans differ?

Disregard the difference in language – that is a word choice error and there will only be one plan required. The project implementation plan shall include details on the timeline, activities, and deliverable dates for each task outlined in the RFP. The plan shall include key personnel assigned, priority level, and questions to be resolved by ADPC and Contractor.

We will submit a revised memo reflecting the correct wording.

Do you anticipate the contractor will engage in additional primary data collection beyond the interviews outlined in the RFP (p.7)?

The contractor may need to use survey methods in 4.a.-4.c. for clarity or context but that is up to the contractor’s overall methodological approach.

Can you describe what is meant by the component to map local sector relationships and capacity?

Identify regional or local leaders and key partnerships with respect to prevention, for example: local alcohol and drug policy commissions or coalitions and their capacity to support schools or a campaign.

Will the Commission help facilitate any data sharing agreements or access to existing databases?

Yes

What is required to submit for the reference - contact information and brief project description?

Reference should include contact information and brief project description and a short statement/letter of support.

Are incentives for those contributing to any data collection an allowable expense?

Yes

Are the 2-page resumes included in the 20 page limit?

Resumes are included in the 20-page limit.

For the list of documents NOT included in the 20-page limit please see Section 3.2.2.

Are travel costs expected to be included or allowed?

Are management fees allowed?

Sample Contract, Exhibit A, Part 2:

Reporting Requirements outlined reference Section 5 in Part 1, however, should this reference Section 4?

This is just a sample contract and will be edited to reflect all correct references, as well as any other changes OHA deems necessary when a contract is issued.

Attachment D - Price proposal form contains several cells with broken formulas, Can we edit the form or use our own template?

You may edit as needed, we will only accept Price Proposals using our form.

Inclusion of Tribal Nations (RFP Reference: Section 2.4, Scope of Work, page 7–8) Does the Commission expect Tribal Nations whose geography overlaps with Oregon to be included in the inventory, assessment, and financial analysis?

If yes, can the Commission describe its current relationships with Tribal Nations and whether it is willing to support or facilitate the contractor’s efforts to engage with Tribal governments for data collection and collaboration?

Analysis of expenditures and programs by Tribal Governments is not within the scope of the Alcohol and Drug Policy Commission. We will ask the contractor to note where tribal set asides exist – but we are not pursuing financial analysis of tribal expenditures. Voluntary information offered by the tribes on programs, expenditures and needs are welcome. We do ask that the contractor understand and report on county and school district programs that serve tribes and people enrolled in the tribes.

(RFP Reference: Section 3.2.2, Proposal Page Limits, page 9) Question: Could the Commission clarify which items count toward the 20-page proposal limit? Specifically, do the cover page, cover letter, table of contents, and resumes for key personnel count toward the limit, or are they excluded?

All the items listed in your question are included in the 20-page limit.

All required documents besides what is listed in section 3.2.2 Proposal Page Limits are to be included in the 20-page limit.