Welcome to the Black Infant Health (BIH) Request for Proposal (RFP) Frequently Asked Questions (FAQ) document. This resource compiles queries submitted to the First 5 Orange County via the first5oc.cfcoc.ocgov.com email address. Below, you’ll find answers to each submitted question.
Please be aware that although we aim to offer informative answers to your inquiries, the ultimate decisions and authorizations related to the BIH program are determined based on the rules and stipulations outlined by the California Department of Public Health (CDPH), which restricts the extent of information we can provide. We appreciate your interest and commitment to improving Black infant and maternal health outcomes, and we look forward to your participation in this critical initiative.
FAQ’s
1. Knowing that funding for FY 23/24 needs to be spent within two months (May-June 2024), can we use FY23/24 funds to:
- Pre-pay for rent for the entire 3 years
- Can we use funding to furnish the office space
- Can we purchase incentives for participants that will be distributed over the remaining two years?
- Can funds in the first year (May-June 24) be used for additional administrative staff to assist with hiring, securing rental space, creating policies and procedures, etc.
HCA has elevated the question about pre-paying rent to CDPH. We are awaiting a written reply and will update the FAQ when we receive a response. Incentives may be purchased in Fiscal Year 23-24 as listed in the budget approved by CDPH. Operational costs, such as furnishing and administrative staff may be possible if aligned with the budget approved by CDPH. Any requested changes to the budget must be approved by CDPH. Details regarding the budget will be shared with the selected subcontractor.
2. In the RFP, it states the minimum number of participants is: At least 160 participants must be served (a minimum of 72 prenatal and 32 postpartum, and 56 in individualized 1:1 support). Is this per year or over the course of 3 years?
- The requirement applies annually.
3. At some BIH clinics, participants are allowed to stay enrolled until their infant’s first birthday. Is that different for OC? What are the entrance and exit guidelines for participants at OC?
- The entrance and exit guidelines for participants will be provided in greater detail to the selected subcontractor.
4. Do we have any say in who Orange County Health Care Agency hires for the Nurse Position and BIH Coordinator position?
- No. HCA has to follow its internal hiring process and has been learning from other health jurisdictions implementing BIH in our region to identify the key qualities, background, and experience needed to support successful implementation of BIH.
5. Are OC BIH staff supervised by County staff (The BIH Program Coordinator and Public Health Nurse) or are they supervised by the subcontractor? If it is the subcontractor, are we able to use funds towards a Program Manager to supervise staff?
- No. HCA will supervise the BIH Coordinator and Public Health Nurse.
- HCA inquired with CDPH if the staffing model for the BIH program can include a Program Site Director and received verbal confirmation that this position proposal can be added. However, the budget for FY 23-24 does not currently allow for funding for this position. HCA will propose a new budget to CDPH starting FY 24-25 requesting additional funding for this position. Final budget amounts are set forth by CDPH and HCA cannot guarantee any funding amounts.
6. Will the County staff (The BIH Program Coordinator and Public Health Nurse) be on-site at our facility or housed at HCA?
- Based on BIH program expectations set by CDPH, it is expected that the Public Health Nurse has the ability to perform BIH program functions on-site during group sessions and remain available for other duties as assigned including 1:1 support, case conferences etc. The Public Health Nurse and Coordinator will have their primary office location at the Health Care Agency. They will need space at the subcontractor’s BIH location in order to perform their duties.
7. Can you provide recommendations on affordable office space in North Orange County
(Between Irvine and Anaheim)
- The Village at 17th street in Santa Ana offers excellent affordable office space options though availability is not guaranteed. We will work with the sub-contractor to locate affordable options for BIH facilitation.
8. Can we include a 10% indirect cost? Are there any restrictions on indirect costs, (ie is indirect calculated using the total budget or only salary and fringe?
- When the original budget was created, indirect costs were not included. We will work with the selected subcontractor to adjust the budget as necessary and submit to CDPH for consideration.
9. Do we need to submit a budget? If so, when?
- At this time, a budget submission with your letter of interest is not required. Post-selection, we will collaborate with the subcontractor to ensure budget compliance with CDPH requirements.
10. Will HCA or First 5 OC have a say in all staff hired by the subcontractor or only approving replacement staff should that happen? Is it all replacement staff or specific positions?
- First 5 Orange County and HCA will not be involved in the subcontractor’s hiring process. However, staff hired by the subcontractor must meet certain education and experience requirements as set forth by CDPH. These requirements will be shared with the selected subcontractor. Additionally, First 5 OC and HCA have a vested interest in the success of the project, which includes understanding who is being hired to fulfill key positions and provide direct services to the community. First 5 Orange County will work with the selected agency to develop the final budget which includes staffing. If identified staff are replaced over the course of the project, the subcontractor must submit the change to First 5 Orange County for approval.
11. Are there any costs that are not allowable? If so, what are they? As an example, may we use part of the budget to purchase food for support groups?
- Certain costs are not permissible, and we will provide detailed guidance to the selected subcontractor. However, you are allowed to allocate budget funds for participant incentives, including meals during group sessions.
12. Can the mental health professional be an intern?
- HCA received direction from CDPH that the mental health professional position should not be an intern.
13. Can we subcontract the mental health position?
- Per CDPH, subcontracting is permitted with approval by First 5 Orange County and HCA.
14. Will the selected applicant be allowed to include allocated indirect/administrative costs in the final budget? If so, will there be a specific limit or maximum as a percentage of direct or total costs?
- When the original budget was created, indirect costs were not included. We will work with the selected subcontractor to adjust the budget as necessary and submit to CDPH for consideration.
15. Please clarify that our understanding of the ramp-up expectations are correct: The selected applicant will be expected to execute the contract on or before May 1, and then they would have another three months from the contract execution date to hire and train staff sufficient to provide full services.
- First 5 Orange County will prepare an agenda item for their April 3rd board commission meeting. Following board approval, First 5 Orange County will work with the selected subcontractor to finalize the service agreement. Once there is an executed service agreement, the subcontractor can begin ramp up activities, including but not limited to hiring staff. However, we understand that three months is not sufficient time for the full ramp up of services. Our intention is to utilize as much of the funding as possible before the end of the current fiscal year (June 30, 2024).
16. Are there any types of costs that will be unallowable?
- Certain costs are not permissible, and we will provide detailed guidance to the selected subcontractor.