RFP Questions & Answers Released

Published on March 15, 2023

Question #1

If they aren’t equipped to address all components of a project, should organizations still apply with the aspects they can do?

Yes, they are welcome to do so – or they could co-apply with another organization to fulfill the full scope of work (or as a subcontractor)

Question #2

Since this was voted on by ward, are they looking at demographics by ward? What are they looking for when they say demographics?

The primary recipients of the service should be in the Ward identified. Ideally, demographic information matches the information outlined in the City’s Demographic Statement. Additional information will be required based on the ARPA qualification information included in the RFP – which would include household income data and/or location of residence within a Qualified Census Tract.

Question #3

References are only 4 points. If someone is to apply and not include references or not have all 3 references — will application still be considered?

Yes – they would simply forfeit the points awarded for this item.

Question #4

If any section is not completed will your application be disqualified? Is it better to do something vs. nothing?

It might depend on the section – if an applicant can’t fulfill the full scope of work but wants to submit on a portion of the work, they may do so. But if a complete section is omitted (such as the Equity Plan or Work Plan) the proposal is not likely to be considered.

Question #5

Any insight around the pilot and the time frame? If you want to start with a small group, say 10 people vs outreach to the whole community? Could I do 2 pilots one with a different demographic (besides first ward) and another with first ward and then create a larger program? It needs to include 1st ward, where does that fit in a pilot schema?

The intent is that the primary beneficiaries are in the First Ward and meet the ARPA qualifications. The time period can extend through December 2026 if desired (and supportable by the proposing organization). Thus, the proposal could include multiple sessions over that period of time.

Question #6

If I’m creating a pilot program for the 1st ward, how is that going to demonstrate utility for the entire City? That’s why I was thinking it’d be helpful to have more than one pilot.

The intent is that the primary beneficiaries are in the First Ward and meet the ARPA qualifications.

Question #7

Can we look at page 18 and 19 of RFP proposals and get more clarification on that aspect of the RFP? (regarding AMI and proving our demographic outreach)

According to the Treasury Department, the primary beneficiaries should meet the income qualifications or reside within one of the Qualified Census Tracts. This means most, if not all, should meet those requirements.

Question #8

Attachment 3 — is that saying that it is a requirement of the program and we have to show that’s who is impacted? Is documentation required? It doesn’t appear that that is included anywhere in the evaluation.

Yes – See #7 above. Attachment 3 is a reference for the “ARPA Funding Alignment” section on page 4 of the RFP.

Question #9

Participatory Budget started as grassroots and now seems to have a bureaucratic RFP process, could you speak to why?

The City by law must engage in a competitive RFP process for the distribution of taxpayer funds.

Question #10

What is the City to Concur statement on page 6 in the Proposal Elements?

This ensures that if there’s a significant change in leadership for the program, that the City is notified and can concur with the change – the selection is based, in part, on the implementation team so we want to ensure that qualified personnel are carrying out the work throughout the term of the contract.

Question #11

Are there any reporting requirements aside from what they include in their evaluation?

No, but each awardee will be expected to share information with evaluators from The Johnson Center as part of the measurement process. More detail will be provided to the awardee(s) once selected.

Question #12

For the Domestic Violence RFP, domestic violence and human trafficking can be two separate populations, is the expectation that the project is serving folks who are both survivors of domestic violence and human trafficking?

No - it could be either/or, a collaborative proposal or a single proposal covering both. Ultimately we will select the alternative that best meets the stated intent & outcomes.

Question #13

The word pilot is used for each RFP, is it expected that it is something new for each project? Could it still be doing something that we already do or is it expected that it’s a new program that we haven’t done before?

It can be a new program or the expansion of an existing program. The funding is provided on a pilot basis, meaning there is no guarantee of continuing funding at the expiration of the contract period.