Upcoming Disaster case management (formerly Phase II)
Frequently Asked Questions
The information provided here is the most accurate to date, but is subject to change. Please refer back to this page frequently for any new information.
Posted 06.25.08, 5:05 p.m. CST
In our response to the RFQ, are we required to submit resumes' of staff we intend to move or hire into the role of Family Liaison or Supervisors? May we, instead of resumes', submit a listing of intended transfers/hires with qualifications?
You should submit resumes of those individuals on staff that will play a key role in your program as well as job descriptions. However, you may submit only one job description even if there are several individuals serving in such capacity (for example: Family Liaison and Supervisor require only one job description for each role even though there are multiple staff in that capacity). Organizations that are selected for funding should adhere to the minimum qualifications as described in the RFQ.
Is there an estimated number of clients for southwest Louisiana? This information would be helpful in creating a budget for the program.
Refer to the Appendix D for the numbers by parish. These are the most current parish numbers available from FEMA to date. Consider these parish numbers, the maximum capacity that your organization could serve, and the financial guidelines within the RFQ.
In the Budget Template provided for our use I can't find an Object Code Column. Please advise how we may comply with this requirement in our budget.
In creating your budget please follow the Budget Template and categories already set forth. We recognize that the instructions refer to Object Codes, but it is not necessary to include object codes in your budget.
Posted 06.24.08, 9:45 a.m CST
For our budget: In the RFQ the Length of the Project is 9 months in the Executive Summary section, although the project may not begin until July. With a hard end date of March 1, 2009 this would dictate an 8 month length of project. Is that the project period we should budget for?
Your budget should be developed with a project end date of March 1, 2009.
Our organization has a standard of 12 percent administrative cost. In figuring that cost, is it acceptable to develop our complete program budget, then add 12% to that aggregate figure as our administrative costs? On what line item in the budget form would we put the administrative cost?
Indirect / Administrative Costs are allowed at a maximum of 12% of total program costs. However, an itemized budget for these costs must be submitted. Please see Appendix B of the RFQ for more details.
Is there a signature page or board resolution required in our response to the RFQ for the FEMA Case Management Pilot Program?
No. A board resolution is not required in response to the RFQ. However, additional documentation such as a board resolution may be required of organizations selected to contract with the Recovery Corps.
We are willing to use the Efforts to Outcomes (ETO) software. It would be helpful to preview that software. Is that available to review?
We do not have a preview of ETO available for review. Please know that Efforts to Outcomes (ETO) Software® is a product of Social Solutions. ETO® is a user-friendly application that we feel confident organizations will gain great benefit from using. The software is outcomes-focused, comprehensive and easy to navigate. We will offer a number of training opportunities for agencies selected to participate in the disaster case management program.
Posted 06.20.08 4:03 p.m. CST
We are providing case management to the elderly in eastern New Orleans and surrounding areas of New Orleans. We are seeking case managers to assist us in providing the services to senior adults to rebuild or relocate to their homes and apartments. I have worked for low-income seniors for twenty years and, as a result, I have opened an office to assist them and their families with services. We need case managers in the agency to reach out to senior adults in the New Orleans area.
At this time, we are only seeking responses to the RFQ. Please contact the Office of Elderly Affairs, Department of Social Services, Department of Health and Hospitals or American Association Retired Persons for more immediate assistance.
Posted 06.20.08, 3:05 p.m. CST
Page 6 of the RFQ states, "FEMA's DCM-P funds may not be used for direct services." What is the Recover Corps' definition of "direct services"? Are case management services not considered direct services?
Direct service refers to the provision of financial assistance to clients, such as rent payments, utility payments, etc. The provision of case management service is not considered a direct service and therefore is allowed.
How can I, a Licensed Social Worker in private practice, assist in your company?
The current Request for Qualifications is intended for non-profit, for-profit, quasi-governmental or parish/local entities only. The Recovery Corps will not consider responses from individuals.
Posted 06.20.08, 10:30 a.m. CST
Although the contract is technically cost reimbursement, there is a performance-based provision in there. Will it be a flat-rate per client enrolled? If so, how will that rate be determined and will the flat rate amount be based on contract total and expected number of clients enrolled?
Reimbursement of the contract is on an expended costs basis. The sub-contractor will bill us for costs of services and administration. The performance based language that was added to the payment deals with measurements of success, which must be met prior to any invoices being paid.
Since this contract is so time-limited, can we base our staffing on static caseloads of 25, with the assumption that say, 3 months will be the average service length?
Although we understand the obvious time constraints of the program, please make projections based on your organization’s ability for staffing to meet the Family Liaison: Client ratio of 1:25. There will of course be varying need among clients, but 3 months should be a reasonable average for most case management services.
Our organization has a standard of 10% administrative cost. In figuring that cost, is it acceptable to develop our complete program budget, then add 10% to that aggregate figure as our administrative costs?
Yes. Develop a complete budget to cover all direct costs associated with providing disaster case management pilot and any administrative cost should be 10% of that total.
The second request for RFQs noted that adequate submissions were received from "Greater New Orleans and Baton Rouge", but not from other areas. Is the North Shore (ie, Region 9 or the Florida Parishes) considered "Greater New Orleans" and, if so, are you still accepting submissions from Region 9?
The Greater New Orleans area referred to primarily includes Orleans and Jefferson Parishes. We are accepting responses from organizations serving any affected geographic areas including Orleans and Jefferson.
Posted 06.18.08
We have (2) locations (in different Cities) of our Counseling Center that provides Case Management Services; do we prepare two separate RFQs?
If your organization operates as a single entity under one governing board of directors, then you may submit only one response. In your proposed project description please describe the capacity of the organization overall as well as the functional capacity of the two locations to respond to the need as defined in the RFQ.
May we budget for client assistance, such as, deposits, home settlement costs (furniture and other house hold items)?
In response to the current RFQ, your budget should not reflect costs associated with such direct services. However, if funding for such client assistance becomes available, then selected organizations will be informed of the parameters for such funds and a separate budget will be requested.
In the original DCM-P RFQ on page 20, the total number of households with active FEMA leases in Louisiana is listed as 16,318; however, the RFQ reissued June 17, 2008, approximates 29,000 households to be served by this program. How were the additional households identified and where are they located?
The state and FEMA provided the numbers referenced in both RFQ. Appendix D in the RFQ lists the most current information on household numbers by parish that was available at the time the RFQ was developed. The additional household numbers which total approximately 29,000 include the original target population as well as households that the state identified in the following groups: Corporate Lodging Consultants, Inc; Corporate Lodging Consultants Prime; and Financial.
We do not anticipate receiving any additional information regarding these numbers, therefore please project your organization’s ability to serve as many households impacted by the storms that you are capable of serving in each of the geographic locations in which you provide services.
Will FEMA provide a list of households, with contact information, to the services providers selected to administer this program? Will the household contact information received from FEMA include telephone numbers?
It is expected that some client contact information will be available from FEMA and the HUD-DHAP program. However, it is also expected that agency outreach will be critical to client enrollment and such client information will obtained directly at that point of contact.
Post 06.17.08
What if my organization already submitted a response to the RFQ?
All previously submitted responses are being considered and it is not necessary for organizations to re-submit any information. However, organizations that previously submitted responses can make any modifications or amendments or, if they wish, submit entirely new proposals. Questions can be sent to phase2@recoverycorps.org.
Post 06.10.08
Would you please clarify by what you mean in terms of direct lead contacts who are dedicated to the following functions: Quality Assurance/Evaluation, Data Management, Communications and Finance?
For each function (quality assurance/evaluation, data management, communications, and finance), there must be a person on site at the agency who will serve as a designated lead contact for that function. They do not have to be dedicated full-time to this program or function, but must be available to handle all responsibilities associated with the function and be able to provide related information to and answer questions from Recovery Corps staff in a timely manner. FOR EXAMPLE: Should there be a finance-related question, the Recovery Corps will expect to discuss such a matter with an authorized agency contact familiar with the financial management of the organization.
Posted 06.09.08
In reviewing the RFQ, I don't see an estimated per cost formula. Does the Recovery Corps or FEMA have a recommended per cost formula you would like for agencies to use?
There is no estimated per cost formula. No information has been received from FEMA.
With respect to elements identified as important selection criteria for organizations, is there any flexibility in keeping current KAT and Phase I case managers who do not meet the minimum bachelor's degree requirement?
The Recovery Corps recognizes that there may be rare exceptions regarding educational requirements and experience will be considered with a minimum of three (3) to five (5) years in human services or a related field. Where exceptions are made, the Recovery Corps will require the organization to submit justification, including a resume of persons in question and organizations should expect a follow-up inquiry.
As a disaster-affected resident, what kind of assistance can I get for myself or my family members?
This Request for Qualifications is specific to organizations providing case management services to families such as yours. For immediate assistance, you may dial 2-1-1 for information regarding available assistance.
Posted 06.06.08
How much money is available to implement the case management program?
FEMA has not given any information regarding the expected funding amount for the Disaster Case Management Pilot Program.
How can I plan a budget without knowing the anticipated amount of funding?
You should submit your most realistic budget which takes into account the full scope of services you will be expected to deliver within the framework of the Recovery Corps’ Recovery Case Management model. Consider target population and population numbers in the geographic area that you intend to serve, as well as staffing requirements along with any other mandatory program considerations as detailed in the RFQ.
How do I submit my response?
Four (4) copies of your complete response may be hand carried or may be sent by mail/courier service. Please refer to page 9 in the section of the RFQ entitled “Directions for submitting a response” for submission instructions. Copies cannot be made at the Recovery Corps office. The Recovery Corps will not accept nor consider any information sent by e-mail or by facsimile.
May I submit my response electronically?
No. For the purpose of this RFQ please submit only paper copies of your response. Please refer to page 9 in the section of the RFQ entitled “Directions for submitting a response” for submission instructions.
Why are electronic budget forms available on the web site? Do I need to submit my budget electronically?
DO NOT SUBMIT YOUR BUDGET ELECTRONICALLY. The budget template forms are available as an excel document and budgets should be prepared using these standard forms, but submitted with your response as a paper copy. If your organization is selected, we will request your budgets electronically in this format. Please keep these documents in an excel format in the event that your organization is selected for funding.
Who do I contact if I need technical assistance or require more information?
You may submit questions in writing to: phase2@recoverycorps.org
Are late responses accepted?
Late responses will not be accepted under any circumstances.
Hand carried and mailed responses must be submitted by June 11, 2008 by 5:00 PM (CST) or else it will not be considered for review.
Are site visits conducted as a part of the review process?
Site visits are not part of the review process.
Who will review responses?
All responses are reviewed by selected staff of the Louisiana Family Recovery Corps and may be further reviewed and evaluated by a consultative committee of volunteers from the non-profit sector. All correspondence regarding submitted responses should be directed to Karen A. Chustz, Recovery Planning Manager.
When will I find out the outcome?
We hope to notify all organizations by mail of the outcome of your response within ten (10) days after the June 11, 2008 submission date. However this is subject to change. Also, considering the very short time frame in which this program is to begin, notices may also be sent via email.
If you are selected, you will receive additional notification in writing, The Notice of Award, with instructions regarding the contracting process and any additional documentation which may be required.
If you are not selected, you will receive notification in writing. If you are still uncertain as to why your organization was not selected, you are permitted to make a formal inquiry via written request.
Are the dates in the RFQ firm?
No, please consider all dates described in the RFQ tentative with the exception of the due date for responses. All other dates may be subject to change.
What are the reporting requirements if I am are selected?
All selected applicants will be required to attend a mandatory training at which time all details of reporting requirements will be discussed. Upon completion of the project, or within thirty (30) days, sub-contractors must submit both fiscal accounting and narrative reports on the final outcomes. Reports must contain progress on goals and objectives stated in the response.