REQUEST FOR PROPOSALS (RFP) # 18-690-00 …

1 RFP # 18 690 00 15138 CAC s Q & A s 2/23/17 NEW MEXICO CHILDREN, YOUTH AND FAMILIES DEPARTMENT REQUEST FOR PROPOSALS (RFP) # 18-690-00 -15138 child advocacy CENTERS Response to Written Questions February 23, 2018 ISSUANCE DATE: January 30, 2018 proposal DUE DATE: March 27, 2018 RFP # 18 690 00 15138 CAC s Q & A s 2/23/17 QUESTIONS AND ANSWERS February 23, 2018 Q1. Page 21, IV. Specifications A. Detailed Scope of Work under Performance Measures and Outcomes says: Forensic Interviews are conducted at the CAC (or if offeror s applying for Bernalillo County at the Albuquerque Family advocacy center ) at a minimum of 75% of the time. Please clarify this language and let us know whether it could read as follows: Forensic Interviews are conducted at the CAC at a minimum of 75% of the time. If the offerer is applying for Bernalillo County, Forensic Interviews may also be conducted at the Albuquerque Family advocacy center .

2 A: If offeror is applying to serve Bernalillo County and Albuquerque Metro area, Forensic Interviews can be conducted at their child advocacy center OR at the Albuquerque Family advocacy center (AFAC) a minimum of 75% of the time. Q2. Page 21, Performance Measures and Outcomes RFP calls for a 25% increase annually of prosecution of referred cases. So 25% each year for the 4 year pendency of the contract? This is not likely possible math-wise. Also, the CAC does not have control of the decision to prosecute. A: The contracts will be awarded for one (1) year with an option to renew yearly for up to three (3) years for a total of four (4) years. The RFP Section Specifications and Detailed Scope of Work indicates in the service provision of MDT Coordination & Facilitation that Coordination and management of the MDT should include ensuring efficient interagency communication, information sharing and assessment of involvement of necessary MDT members.

3 This communication should improve education, evidence gathering, advocacy for the child and non-offending caretakers, and mental health service provision for the family. Coordination should also increase the possibility of prosecution of the perpetrator. This RFP, as well as the National Children s Alliance 2017 Standards require CAC s to have a functioning and effective MDT in order to reduce potential trauma to children and families, and conduct forensic interviews when appropriate to obtain information from a child about abuse allegations that will support accurate decision making for the criminal justice, child protection and service delivery system. District Attorney s or Prosecutors are a core member of the MDT and hold offenders accountable and ensure community safety. The MDT response that the CAC will coordinate and facilitate, provides for Quality Assurance review of cases to ensure effectiveness of the system that includes all MDT members.

4 In order to reach the performance measure, data will be tracked and collected on each child that a forensic interview was completed on. In FY2019, the data collected will be used as a base-line for future years. If the contract is renewed for FY2020, FY2021 and FY2022, data collected will need to show that of the children that received an interview, there will be a 25% increase in criminal complaints filed by the district attorney (DA) for prosecution from the prior year. This performance measure does not look at convictions for child abuse, just at an increase in criminal complaints/prosecution filed by the DA, as a result of the MDT Coordination & Facilitation, as well as the evidence gathered by the forensic interview. RFP # 18 690 00 15138 CAC s Q & A s 2/23/17 Q3. So this RFP is requiring an outcome that is not only impossible, but completely is out of the control of the CAC.

5 This is problematic. How should we proceed? A: See answer to question #2. Q4. RFP requires a 70% screening accuracy regarding the need for a medical exam. How is this outcome to be measured? A: Section requires the offeror to describe how the CAC determines the need for a medical evaluation. The CAC/MDT protocol must include guidelines to circumstances under which a medical evaluation for child sexual abuse is recommended. Based on the offeror s response and the MDT protocol developed, the CAC will work with CYFD to develop the process to this measurement based on the individuality of the CAC MDT protocol. Q5. Is this RFP open to tribes? A: Yes Q6. Page 30 C 2 Financial Stability Your requesting 10K form, Non-Profit don t file them with IRS we us 990? Can we sent the 990 in lieu of the 10K? A: Offerors must submit the appropriate IRS forms that coincide with the type of business or non-profit organization.

6 Q7. On Page 61. Appendix D, Item A. Personnel Costs, are payroll taxes considered part of the Salaries & Wages category or are they part of the Fringe Benefits category? On Page 61, are Salary & Wages and Fringe Benefits typos? A: Please refer to the IRS link regarding definition of fringe benefits . Item , Salary and Wages and Item Fringe Benefits was a typo and has been removed from the RFP. Q8. On Page 61, Item C. Administrative Overhead Costs, for purposes of preparing a budget for this application, should we calculate 20% of our total budget proposal REQUEST for this category? A: Calculate up to a max of 20% of the total budget proposed requested. Section C of the cost response form that is to be submitted requires to list each indirect cost separately. See instructions re: non-allowable expenses (cannot exceed 20% of Item A & Item B) Q9.

7 On Page 61, Item Consultant/Contract Services, can an applicant include contractual services of a certified Forensic Interviewer in this section to provide coverage on an urgent basis ( , Our agency Forensic Interviewers are not available due to medical reasons, are on vacation, etc.)? A: Yes, that would be an allowable contracted service relating to the deliverables of the Scope of Work. Q10. On Page 20, C. proposal Format, #5, with the total number of pages for the responses to Section IV that shall not exceed twenty (20) pages, we are wondering if this will be enough pages to address the nearly nine (9) pages of specifications that applicants will be providing RFP # 18 690 00 15138 CAC s Q & A s 2/23/17 written responses for (General questions) To give applicants more time to generate applications of the highest quality, is there a possibility that the RFP#18-690-15138 may be given an extension?

8 A: Twenty (20) pages are the maximum allowed per the RFP. The RFP sequence of events has been changed. Please see amendments that have been posted on the CYFD website Q11. Based on a number of varied issues raised about Appendix F during the pre-conference, will consideration be given to removing (deleting) the Appendix F Organizational Reference Questionnaire? A: The RFP has been amended and is posted on the CYFD website as part of an amendment, Appendix F Organizational Reference Questionnaire has been completely removed from the RFP requirements. Q12. Page 21. Performance Measures, 5th Bullet There will be a 25% increase in prosecution of child abuse and/or sexual abuse cases referred to the local district attorney annually. We, as CACs, cannot make the DA Office prosecute cases. Please advise on CYFD expectations as to how CACs may be able to provide a measurable response to this requirement.

9 A: Refer to answer on question #2. Page 21. Performance Measures, 6th Bullet There will be a 70% screening accuracy regarding the need for a medical exam. What type of screening tool might be available for CACs to measure the accuracy of this requirement? A: Refer to answer on question #4. Q13. Page 24 paragraph F refers to making Policies and Procedures available. Do these need to be included with the submission of the RFP and if yes, should the full policy and procedures be included in the copies as well? I ask because our P&P manual is 300+ pages. A: Section Requires that the organization provide all Policy and Procedures as attachment A. Because of the size and large number of pages that an agency has in policy and procedure manuals, Attachment A can be submitted electronically on the thumb drive. Please ensure that the technical specifications, section for attachment A in the original and all 5 copies indicate that the policy and procedures are on the thumb drive.

10 Q14. Page 25 #1 At minimum bi-monthly MDT meetings are conducted does bi-monthly mean MDT s should meet twice per month or at minimum once every 2 months? A: Bi-monthly is defined per this RFP as once every two (2) months. Q15. Page 30 - #2 Financial Stability Offerors must submit copies of the most recent years independently audited financials should this read most recent year s (meaning the past single year) or is it more than 1 year and if so, how many? A: Offeror must submit copies of the most recent independently audited financial statements and the most current 10K, as well as financial statements for the preceding three (3) years, if they exist. If independently audited financial statements do not exist, the offeror must state the reason and, instead, submit sufficient information ( D & B report) to enable the evaluation committee to assess financial stability of the offeror.