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Posted Questions Concerning GSP RFQ and RFP
A. REGARDING THE RFQ FOR SITE RESOURCE COORDINATORS
(1) Clarification of Coordinators’ employment delineation and criteria
The contract between the GSP and KCS gives the GSP the option of providing resource coordinators to the community schools directly as GSP employees (as we did this year at Norwood) or through subcontractors with partner agencies (as we did at Lonsdale and Green Magnet). We will look to the Site-steering Committees for guidance on this decision, to be reviewed on an annual basis. Subcontracting agencies must secure the approval of the school principal and the GSP before placing a site coordinator in a school. For that reason, subcontracting agencies are encouraged to include the principal and GSP’s Vice President of Operations in the hiring process.
(2) The Insurance Checklist states that the certificate must show the bid number and title. Where can I find that information?
The bid number is unnecessary. The bid title is either After Care, Mental Health or Resource Coordinator.
(3) Is the Insurance Checklist (p. 17 of document of After-Care RFP) required for the Site Resource Coordinator application? If so, is it the same as the After-Care Checklist?
An insurance checklist is not required for this RFQ. Liability insurance will be required as part of the subcontract.
(4) Do we need to submit a separate bid for each school site that we want to contract for Resource Coordinator or can we submit one proposal that shows our agency’s qualifications to be a contractor for community schools resource coordinators and list the schools where we want to contract?
One proposal with a list of the community schools you wish to serve is sufficient. However, there may be circumstances (e.g. a facility in the same neighborhood as the school) that make you uniquely qualified to serve a particular school. Please emphasize these.
(5) Do the Resource proposals need to address the specific needs of each school?
Coordinators will be selected by the Site Steering Committees at each community school. If there are particula school needs that your agency would be able to address as a resource coordinator, I would certainly include that in the proposal.
(6) Is there any type of outline that can be provided to show the type of information that you are looking for in the Resource Coordinator bid?
No.
(7) Are there any attachments, such as insurance checklists, or any other information that needs to be attached to the resource coordinator bid?
Successful RFQ applicants will be required to sign a subcontract with the GSP that includes liability insurance.
(8) Will there be any funding provided by the GSP to pay for the Site Coordinators? If so, what is the amount GSP will contract to agencies for this role?
Yes, The GSP will provide funding for the Resource Coordinator plus some incidental expenses.
(9) Do we need to submit a budget of any type for this proposal to show how any funds granted will be expended?
No.
(10) Please note: Ability to successfully pass a drug and background check implied and required for all positions.
B. REGARDING THE RFP FOR AFTER-CARE PROVIDERS:
(1) Clarification of “other schools”
Community Schools for 2013-14 will include Pond Gap, Lonsdale, Green, Norwood, Sarah Moore Green, Christenberry, Vine Middle and possibly Inskip.
(2) Clarification of “Hours of Operation” with regards to Middle Schools (Section 4.4)
Hours of operation have not yet been determined for Vine Middle School.
(3) Clarification of “Fixed Fee Agreement” (Tab V)
The fixed fees normally charged for use of the facility are being waived. We would expect that these funds be used to provide scholarships for students who may not be able to pay yet do not qualify for CAC funds. We do not want any student to be turned away.
(4) Clarification of “CAC Fee Rate” (Tab V)
The CAC Fee Rate is the discounted rate provided by the Knoxville – Knox County Community Action Committee for parents who qualify based on income.
(5) Clarification of licensing requirements (Tab VII)
Licensure by either DHS or TDOE is sufficient.
(6) Tab IV Experience/Qualifications requests a copy of DHS State of Tennessee licensing requirements for operating after school-aged childcare programs. Does this indicate that you want proof of our compliance with these requirements, or the actual list of DHS requirements, as found on their website?
Proof of compliance with DCS requirements is all that is required.
(7) The Insurance Checklist states that the certificate must show the bid number and title. Where can I find that information?
The bid number is unnecessary. The bid title is either After Care, Mental Health or Resource Coordinator.
(8) Of the community schools, which schools have pre-school programs that need after school services?
All listed community schools desire after care.
(9) If KCS operates a free after school tutoring program at community schools (21st Century Community Learning Grant), how would this program that is free (operating from approximately 2:45-5:30 pm) work in conjunction with the after care provider at the community school (that may charge a fee)? Would the after school provider be able to sustain their program if other students went to the free 21st Century tutoring program?
Providers could work in conjunction with each other. However, it would depend on the number of students with regard to sustainability for the After Care provider. This has been provided in the past with the After Care provider serving both roles.
(10) How would the two programs (the 21st Century after school program and the After Care Provider program) work together and would adequate space be allowed for both programs?
If the same provider for both would not be an issue; however, space would have to be coordinated in this endeavor per schools capacity limit.
(11) What would be the hours of operation for After Care? May we choose?
Steering Committee review per need of Community School and staffing at the school specified. Hours are 2:45-6:00 pm per RFP.
(12) Will funds be awarded to successful bidders to assist in operating the program at the community school or is it expected that the after school program for community schools be self-sustaining through charging after school program service/childcare fees? If there are funds awarded to successful bidders, how much will be awarded per school?
It is expected that the after care program be self-sustaining.
(13) Clarification of staff to student ratio (Conflict between Section 4.2 and Appendix B Chart 2)
Staff to student ratio is to be 1:15.
(14) Would it be acceptable for an after school program to be certified by the TN Department of Education (as opposed to the TN Department of Human Services) and is it acceptable to show current site certifications through the TDOE?
Yes.
(15) Do we need to submit a separate proposal for each school in which we want to be a provider or can we submit one proposal that outlines our general after school program design for community schools and list the community schools that we want to be the provider of in the cover letter?
One proposal with a list of schools for which you would like to provide after care services will suffice.
(16) Are item 6-9 on the Insurance Checklist (p. 17 of RFP) required for After-Care?
Yes. For aAfter Care and Mental Health this is a qualifying factor. We have to provide each school with a list of fully qualified vendors.
(17) Clarification on “independent contractor insurance”
Anyone working for you (either as an employee or as an independent contractor) must be covered by your liability insurance.
(18) Please note: Ability to successfully pass a drug and background check implied and required for all positions.
C. REGARDING THE RFP FOR MENTAL HEALTH CARE PROVIDERS:
(1a) Is the accident report a GSP/KCS form that is required, or is it referring to the individual organization’s our own paperwork for documenting accidents? (Section IV; 4.1 Communication)
There is a KCS form that we would expect to receive a copy of as well as copies of any other incident or accident reports, including police reports.
(1b) Is this procedure just for accidents/incidents that occur within the school facility?
No, any accident or incident arising from your provision of services pursuant to this contract.
(2) Clarification of “recognized certification” (Section IV; Specifications; 4.2 Experience and Qualifications of Staff)
This refers to credentials of individual staff members.
(3) Section IV; Proposal Format, Tab III and IV: Typographical Errors
Tab III: Please replace “after care” with “mental health care.”
Tab IV: Please replace “child care programs” with “mental health care programs”
Replace DCS with “Copy of State of TN License requirements for operating mental health programs”
* We apologize for the typos! *
(4) Please note: Ability to successfully pass a drug and background check implied and required for all positions.
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