COUNTY OF ALAMEDAADDENDUM No. 1

to

RFP No. MCCFRE1516

for

Medi-Cal and CalFresh Renewal Assistance and CalFresh Enrollment Project

Specification Clarification/Modification and Recap of the Networking/Bidders Conferencesheld on October 29, 2015 and October 30, 2015

Alameda County is committed to reducing environmental impacts across our entire supply chain. If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

A. Revisions to RFP Specifications, Terms & Conditions

1. Cover Page, Important Notice:

2nd bullet The format of this RFP has been simplified. Only the following pages require signatures

(Must be signed by bidder):

Bid Response Packet (ATTACHMENT No.1), Bidder Information and Acceptance page and Bid Form page

2. Page 4 of the RFP, Section A, INTENT, third paragraph:

The Alameda County Social Services Agency (ACSSA) intends to award an eleven (11) month contract to no more than six (6) bidders, with options to renew, to serve three (3) designated regions within the County: Region 1 (Alameda, Albany, Berkeley, Emeryville, part of Oakland and Piedmont); Region 2 (East Oakland, San Leandro, and San Lorenzo); and Region 3 (Castro Valley, Dublin, Fremont, Hayward, Livermore, Newark, Pleasanton, Sunol, and Union City). In their proposals, bidder(s) should specify the region(s) for which its organization has capacity and intention to provide services.

3. Page 9 of the RFP, Section E, third bullet

If subcontracting, bidder(s) shall identify subcontractors, subcontractor qualifications, and how they plan to work together. Bidder(s) shall identify any existing agreements or MOUs between the bidder(s) and proposed subcontractor(s). Please submit a copy of the MOU(s) with the proposal.

B. Revisions to Attachment 1 Response Packet

1. Page 6 of the Bid Response Packet has been modified as follows:Response Packet:

Item Number of pages

allowed

1. Bidder Information and Acceptance (page 5) of the Bid Response Packet (Attachment No. 1) – signed.

n/a

2. Agency Description 23. Prior Experience 104. Project Summary 65. Cost Efficiency/Fiscal Management 36. Administrative/Organizational Capacity 107. Service Flow Chart 28. Projected Staff 29. Current References 210. Bid Budget Form 211. Budget Narrative Line - item detail 4

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2. Page 12 of the Bid Response Packet has been modified as follows:

BID BUDGET FORMRFP No. MCCFRE1516 – Medi-Cal and CalFresh Renewal Assistance and CalFresh

Enrollment ProjectCost shall be submitted on BID BUDGET FORM. No alterations or changes of any kind are permitted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges and is the cost the County will pay. (Two pages are allowed)

In addition, please attach a Budget Narrative that provides a detailed explanation for each line item listed in the budget. (Four (4) pages are allowed)

BUDGET DETAIL Medi-Cal Program

CalFRESH Program

TOTAL

ADMINISTRATION/FINANCIAL/PROJECTMANAGEMENTStaff Salaries: (list staff and # of FTE% for each position)

1.2.

Subtotal:Staff Benefits:

Subtotal:Subcontracts:1.2.

Subtotal:Operating Costs:TravelTrainingRecruitment/AdvertisingOffice suppliesTelephone/CommunicationsRentUtilitiesInsuranceEquipmentAuditPrinting

$30 per renewal for Medi-calIndirect Costs (10% cap):

GRAND TOTAL

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C. Revision to the RFP Release Notification

Thomas L. Berkley Square2000 San Pablo Avenue, Fourth FloorOakland, California 94612510-271-9100 / Fax: 510-271-9108

Lori A. Cox ssadirector@acgov.org Agency Director http://alamedasocialservices.org

October 20, 2015

SSA Releases Request for Proposals (RFP)

Today, October 20, 2015, Alameda County Social Services Agency (SSA), Department of Adult, Aging, and Medi-Cal Services Workforce and Benefit Administration, announced the release of a new request for proposals (RFP) for the procurement of proposals from organizations for provision of Medi-Cal and CalFresh Renewal Assistance and CalFresh Enrollment Services.

The County intends to award an eleven-month contract (with the option to renew) to the bidder(s) selected as the most responsible bidder(s) whose response conforms to the RFP and meets the County’s requirements.

All organizations/agencies desiring to participate in this RFP process and submit a proposal are encouraged to attend one of two RFP BIDDERS’ CONFERENCES (see conference details below).

Please visit the Alameda County Social Services Agency Website: (www.alamedasocialservices.org) to download the REQUEST FOR PROPOSAL No. MCCFRE1516.

RFP Bidders’ Conferences10:00 a.m. – 12:00 p.m.

OnOctober 29, 2015

Alameda County Social Services Agency2000 San Pablo Avenue

Montclair Room, 3rd FloorOakland, CA 94612

10:00 a.m. – 12:00 p.m.On

October 30, 2015

Alameda County Social Services Agency24100 Amador Street

Harvest Brodiaea Room, 5th FloorHayward, CA 94544

RFP RESPONSE/PROPOSAL DEADLINE: By 2:00 p.m. on November 30, 2015At: Alameda County Social Services Agency, Finance Department – Contracts Office, 2000 San Pablo Avenue, 4th Floor Oakland, CA 94612Attention: Karen Bridges or Marcia Mayberry For more RFP information & contracting opportunities, please visit: http://alamedasocialservices.org/public/index.cfm or http://www.acgov.org/gsa/

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D. Responses to Written Questions

Q1) Is this a new county- funded service?A1) No, Alameda County Social Services Agency (ACSSA) has had similar contracts in the

past. The most recent group of Medi-Cal and CalFresh contracts ended September 30, 2015, the contractors were:

Abode Services, Roots Community Health Center, Homeless Action Center, East Bay Agency for Children, Asian Community Mental Health, and Alameda Family Services.

Q2) Do you have any data on the average estimated number of hours it takes to complete both Medi-Cal and/or CalFresh applications?

A2) The estimated time to complete a Medi-Cal renewal or CalFresh recertification is approximately 30 minutes to 1 hour, depending on the number of household members and how prepared the client is with providing the needed information.

Q3) Will we have a liaison for the Medi-Cal and CalFresh programs?A3) Yes, a Program Specialist will be assigned to provide coordination of program

implementation, technical assistance, and facilitation of meetings. An additional process may be set up to follow up on contractor/client inquiries.

Q4) Is the $30 per renewal for Medi-Cal participants factored into the total Medi-Calallocation of $276,279?

A4) Yes, the $30 per renewal is factored into the total allocation amount.

Q5) Will we have access to CalWIN?A5) No, the only exception is for the new CalFresh applications, the contractors will have the

option to use MyBenefitsCalWIN (MyBCW).

Q6) If an agency identifies a specific region for service delivery, but has walk-ins from another region, should the agency report the out of region clients for Medi-Cal and be reimbursed?

A6) No, contractors will only be reimbursed for the beneficiaries on the list provided by ACSSA.

Q7) Are contractors only expected to renew individuals on the list sent by ACSSA?A7) Yes.

Q8) Will contractors be reimbursed for renewals of individuals not on their lists?A8) No.

Q9) Will the lists provided by ACSSA include information on whether the individuals have CalFresh and language preferences?

A9) Yes, the list will contain recipient demographics, renewal dates, and case status information.

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Q10) How will the total allocation for CalFresh be distributed among the contractors?A10) To Be Determined.

Q11) Will the total allocation be split among multiple bidders?A11) The allocation will be awarded to no more than 6 bidders, see page 4 of the RFP

specifications.

Q12) Does ACSSA intend to provide data reports on the entire effort back to contractors to assist with QA/I like the MCOE contracts?

A12) A report will be provided at set intervals to show the total number of applications and recertifications/renewals received per contractor by month. At this time the CalFesh and Med-Cal Outreach Contract (CAMOC) system will not be used for this project as utilized in the MCOE contract.

Q13) Can bidders bid on more than one region?A13) Yes, bidders should specify the region(s) they plan to serve in their proposals.

Q14) Can bidders use a reference from ACSSA WBA?A14) Yes, bidders should call the reference first.

Q15) How will a bidder know if the ACSSA staff they plan to use as a reference is not on the county selection committee?

A15) Bidders should call the reference first. If the individual is on the county selection committee the individual will let the bidder know there is a conflict of interest.

Q16) How will we be able to process a renewal if an individual does not have their renewal application? Will we be able to start from scratch and/or request a pre-populated application from an ACSSA contact?

A16) ACSSA will work out a process for renewal forms to be provided.

Q17) Will we have access to ACSSA data regarding the number of expected renewals, particularly since we are estimating and evaluating activities needed per region?

A17) Based on available funding for this contract it is anticipated that 8,200 Medi-Cal or Medi-Cal and CalFresh cases will receive renewal assistance and 1,500 new enrollments in CalFresh. The approximate number of renewals by percentages for each region is as follows:

Region 1 - .21% Region 2 - .36% Region 3 - .43%

Q18) Will the funding be divided evenly between the 3 regions?A18) No, as the percentage of clients to be served from each region is different.

Q19) How many bidders will be selected for each region?A19) This determination will be made after reviewing and rating proposals.

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Q20) Will the proposals be either accepted or rejected as is or can they be substantially modified (ex. Decreased funding amount, changed from 2 regions to 1, etc.)

A20) To Be Determined.

Q21) Can documented children be enrolled on their own instead of being added to a renewal application?

A21) For the scope of this project, outreach to undocumented children are those linked to active Medi-Cal cases which may include parents and/or siblings.

Q22) Post SBA implementation, will contractors continue to enroll undocumentedchildren since they will be new applications as opposed to renewals at that point?

A22) Post SB4 implementation, undocumented children can still be added as an additional person to the renewal application. The process and additional information needed to add a person will be provided as part of the program training for contractors.

Q23) Can you provide further clarification regarding the MC renewal budget, is the contractor only reimbursed $30 per application plus 10% administrative fees after enrolling/renewing or is there any base or startup funding?

A23) There is no base or startup funding for this contract.

Q24) Is the application assistance for in- person only for Medi-Cal, if in-person or telephone is the reimbursement still $30?

A24) In Section D, Funding, the reimbursement rate for each completed Medi-Cal renewal application is $30.

Q25) Is the CalFresh enrollment reimbursement rate $30 per application?A25) No. In Section D, Funding, bidders must propose the number of applications they expect

to complete successfully. Vendors must invoice for actual costs.

Q26) Did the the Farm Bill prohibit per application reimbursement for CalFresh?A26) Yes, that is why the reporting and budgeting are different from Medi-Cal.

Q27) Can we cross check current clients with the other bidder’s list and swap or trade with them?

A27) Yes, if contractors agree.

Q28) If the Medi-Cal application is completed over the telephone, is the contractor required to mail the documents to the Social Services Agency at the contractor’s cost?

A28) Yes, contractor will be responsible for mailing the informational notices to the client.

Q29) How often should the contractor send applications/renewals to ACSSA?A29) Contractors should send the applications/renewals on a flow basis and it will also depend

upon the agreed upon delivery system.

Q30) Will ACSSA match the language of the families with the language capacity of the CBO’s when creating the lists?

A30) No, language preference will be included on the list and if the contractor does not have language capacity, the contractor will have access to ACSSA’s language line services.

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Q31) Were renewal packets mailed to Non-MaGI with the required forms?A31) Yes, the current MC210 RV packets are being mailed.

Q32) Will we get confirmation that an application has been turned in when it is received by ACSSA?

A32) No, individual confirmation will not be provided. A report will be provided at set intervals to show the total number of applications and recertifications/renewals received per contractor by month.

Q33) If the beneficiary does not have their forms, is there a way to get their forms?A33) ACSSA will work with contractors to develop a process regarding how paper

applications will be provided.

Q34) When the contractor takes a MAGI renewal, does the contractor complete the renewal using the Federal hub or does the contractor take a paper renewal?

A34) Contractors will complete the MC 0216 renewal form and turn it in to ACSSA and the Eligibility Worker will process the renewal form.

Q35) Are the new CalFresh applicants on a list?A35) No, the CalFresh enrollment should be offered to Medi-Cal only recipients.

Q36) What if someone comes in for a new Medi-Cal application and they want CalFresh?

A36) This is outside of the scope of the RFP. The CalFresh enrollment is targeted to Medi-Cal only beneficiaries. Contractors can provide assistance but will not be reimbursed for these services under this RFP.

Q37) Should contractors keep a copy of the applications and renewals?A37) Keeping copies of forms will be based on the agreed upon delivery system between

ACSSA and contractors.

Q38) Will there be a special delivery system for turning in the renewals and applications to prevent lost and misplaced paperwork?

A38) ACSSA and contractors will work together on a special delivery system for turning in paperwork.

Q39) Does SB4 include children who are here legally but do not currently qualify for full scope Medi-Cal?

A39) No.

Q40) Can we only do renewal applications for those on the list?A40) Yes, renewal assistance should be provided to those individuals on the list.

Q41) Do CalFresh renewals applications have to be done in person?A41) Yes.

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Q42) Is there a specific amount we can apply for?A42) The total amount of funding available for this RFP is $526,279. There is $276,279 in

Medi-Cal funding and $250,000 in CalFresh.

Q43) Do we include checklists in submittal?A43) ACSSA and contractors will create coversheets, checklists, and other tools as needed for

this project.

Q44) Is this available electronically?A44) Yes, some of the tools created can be made available electronically.

Q45) Are you saying that we will have to turn regular clients away if they are not on the list even if we have other funding?

A45) Contractors do not have to turn clients away if they are not on the list, but contractors will not be reimbursed for services provided.

Q46) If the Medi-Cal injunction lasts into contract period will renewal packets be allowed after the 90 day period?

A46) Tentatively yes, pending further information from the Department of Health Care Services.

Q47) Do renewals for CalFresh count for folks not on Medi-Cal?A47) No, the scope of this project is for new CalFresh enrollments linked to Medi-Cal.

Q48) Will renewals only count for people on the lists provided or for all folks in region?

A48) Renewals will only count for individuals on contractor’s assigned/provided lists.

Q49) Medi-Cal is $30 per renewal, what is CalFresh rate of pay?A49) In Section D, Funding of the RFP specifications, bidders must propose the number of CalFresh applications they

expect to complete successfully. Vendors must invoice for actual costs.

Results Based Accountability Measures

Q50) Please provide examples of quantitative RBA measure?A50) Example of qualitative RBA measures would be the number of people

outreached to or the number of applications submitted.

Q51) Please provide examples of qualitative RBA measure?A51) Examples of a qualitative RBA measure is client satisfaction with service or

narratives of outreach activity.

Q52) Does PERU provide technical assistance during the contract term?A52) Yes, PERU provides technical assistance by creating reporting tools and

satisfaction surveys, but the bidder is responsible for data collection, aggregations, and quality assurance.

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Q53) On RBA performance measure #1, do bidders define what they mean by contact?A53) Bidders are asked to define their outreach/contact strategy in measure 1, within

this strategy, types of contacts such as phone, mail, event, etc. will be defined and reported for measure 1.

Q54) Do you want to know specifically what we will measure for performance measures or can that be determined through the contracting process?

A54) Bidders are asked to define outreach strategies, but we will determine the performance measures and create satisfaction surveys.

Q55) Please explain annual quality assurance report?A55) In general we are looking for a description of the process used to collect, store,

and analyze client data. For more information, see the example of a quality assurance report on page 12 of this addendum.

Q56) Explain performance measure1, Number of people contacted as a result of outreach activities. Is it the number of individuals or cases for this RFP?

A56) In terms of RBA measures, we generally look at household/cases. The list you will receive will be for head of case. This would be the same for adding a person. In terms of reporting impacts we can break this into the number of people.

Q57) How do approval ratings figure into the deliverables?A57) They do not, but are used to assess efficacy of strategy, as well as our process.

Q58) What if a contractor talks on the telephone with an individual but an application is not submitted?

A58) If the outreach is part of the outreach strategy (calling clients) then the contact would be counted in performance measure 1 (amount of outreach). But, if no application is submitted, it would not be counted in performance measure 3 (complete packet submitted).

Specifications, Terms, and Conditions

Q59) Can five (5) copies of the proposal be binder clipped?A59) No, please staple or put in a 3 ring binder.

Q60) Section G, Other Requirements of the RFP specifications, explain #4, maintain individual client case files and make these files available and open for inspection by ACSSA staff. Do we need to keep copies of renewal and/or CalFresh applications?

A60) It will depend on the agreed upon delivery system.

Q61) Please explain the number of employees in project staff section of the bidder response packet.

A61) The bidder is asked to list up to eight (8) employee classifications and provide the number of employees within each classification.

Q62) Is it required to register with www.Sam.gov?A62) No, the contracts office will check the website after we receive your proposal.

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Q63) The subcontractor’s qualifications, is this referring to the scope of the project?A63) Yes, the scope, insurance, and license, etc.

Q64) Should bidder identify any existing agreements or MOUs between the contractor and subcontractor?

A64) In section E, Bidder Qualifications of the RFP specifications, if subcontracting the bidder must identify subcontractors, subcontractor qualifications, and how they plan to work together. Bidder must identify any existing agreements or MOUs between the bidder(s) and proposed subcontractor(s).

Q65) Is this referring to previous projects or current projects with work in the area of this RFP’s scope?

A65) Bidder should provide copies of the MOU agreements with the proposal. Yes, the MOUs should address work in the area of this RFP’s scope.

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Insert Contractor NameFY Insert Annual Quality Assurance Report

1. Describe the data collection process your agency developed to track RBA Performance Measures (include all database systems used for this program, the process for entering data in the database, the staff responsible for this collection process and how you gather individual client data and aggregate this into your SSA report).

2. Describe the quality assurance methods used to ensure data quality and accuracy (Frequency of internal data audits, process for internal audits, and staff person assigned to conduct internal audits).

3. Describe the limitations or challenges that the program experienced in the data collection process and/or ensuring data quality.

4. What strategies are you implementing to address these challenges and/or limitations?

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ALAMEDA COUNTY SOCIAL SERVICES AGENCYMedi-Cal and CalFresh Renewal Assistance and CalFresh Enrollment RFP

BIDDER CONFERENCE ATTENDEESThursday, October 29, 2015

NAME ORGANIZATION PHONE EMAIL

Janelle O’Hara Mental Health Advocates 510-835-5532 janellen@mhaac.org

Dan Fee Mental Health Advocates 510-835-5532 Dan@mhaac.org

Christine Lias Building Opportunities for Self- Sufficiency

510-649-1930 clias@self-sufficiency.org

Sonja Fitz Building Opportunities for Self- Sufficiency

510-649-1930 ext. 1008 sfitz@self-sufficiency.org

Sally Waltz East Bay Agency for Children

510-268-3770 ext. 1111 sally@ebac.org

Mila Zimmerman HAC 415-305-1986 mzimmerman@homelessactioncenter.org

Maria Elena Riddle Afghan Coalition 510-846-4075 riddlemer@sbcglobal.net

Dr. N Aboelata Roots Community Health Center

510-830-5035 drnoha@rootsclinic.org

Aquil Naji Roots Community Health Center

510-815-3183 Aquil@rootsclinic.org

Sheryl Grey Serenity House 510-891-0464 sgraytchc@yahoo.com

ALAMEDA COUNTY SOCIAL SERVICES AGENCYMedi-Cal and CalFresh Renewal Assistance and CalFresh Enrollment RFP

BIDDER CONFERENCE ATTENDEESFriday, October 30, 2015

NAME ORGANIZATION PHONE EMAIL

John Sterns Eden I&R 510-537-2710 ext. 511 jsterns@edenir.orgKristin Wagner East Bay Agency for

Children707-337-0428 Kristin@ebac.org

Ann Rubinstein Homeless Action Center 510-836-3260 ext. 309 Arubinstein@homelessactioncenter.org

Njeri McGee-Tyner Alameda Health Consortium

510-297-0234 ntyner@alamedahealthconsortium.org

Gloria Crowell Allen Temple 510-544-8947 gcrowell@allen-temple.org

Kristal Gonzalez Davis Street Community Center

510-347-4620 ext. 163 kgonzalez@davisstreet.org

Carolyn Liu Davis Street Community Center

510-347-4620 ap@davisstreet.org

Lisa Houston A C Comm. Food Bank 510-635-3663 ext. 355 lhouston@accfb.org

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