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					                            FIRST 5 Santa Clara County
                 Superior Court and Family Resource Center Initiative

                                 Questions and Answers

                                       Revised 3/8/10

     New questions and answers that were added after the Bidders Conference on
          2/17/10 are listed below starting with question number thirty-eight.

Q1.     The RFP states that the selected grantee will serve 1,500 families and 2,500
        through the Court program component. Do you have a projected break
        down of the number of families that will be served for each of the six court
        locations?

A.      We don’t have this information at this time, but will research this and will post the
        answer on our website if we can get more details from data provided by the courts


Q2.     Did you say that with the opening of the new Family Justice Center which
        will open in San Jose in a few years that you expect the staff funded under
        this initiative for the FRC/CW component will support the downtown FRC
        and the Family Justice Center FRC?

A.      The grantee who is chosen to implement the FRC component of this initiative will
        be expected to staff the FRC at the new Family Justice Center. The staff will also
        remain in the downtown FRC. This will accomplish two objectives; serving young
        children in the courts and the surrounding community as well


Q3.     Our FIRST 5 funded Learning Together Initiative FRC is located in 95110,
        but is less than two miles from the court. Are we eligible to be the FRC
        under this initiative as well?

A.      Yes. If you already have a facility, you must also demonstrate how you will serve
        children and families in the downtown area, specifically in the 95112 zip code.


Q4.     Why is the Medi-Cal approved provider a pre-requisite for applying for the
        Court component of this initiative and is there enough time to apply to be
        approved as a Medi-Cal provider before the RFP deadline?

A.      The RFP requires that an agency who applies for component 1 (court specialist)
        of the initiative be a Medi-Cal provider for sustainability purposes. FIRST 5 Santa
        Clara County funding is a declining revenue source. FIRST 5 provides seed
        money for initiatives which can then be sustained through Medi-Cal. No, there is
        not time to apply and become an approved Medi-Cal provider in time to apply for
        this RFP. The Medi-Cal provider approval process is conducted through the
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      County Department of Mental Health – it is not determined by FIRST 5 Santa
      Clara County.


Q5.   What is the expectation for serving families under this initiative who do not
      have Medi-Cal?

A.    By law, FIRST 5 funding must be utilized to serve all children so it is the
      expectation of FIRST 5 that all children and families who want services under this
      initiative are provided services. We know that the majority of the children involved
      in the dependency court system are Medi-Cal eligible.


Q6.   What is the transition plan and timeline for the current FIRST 5 Santa Clara
      County Court Specialist staff who are working in the courts?

A.    There will be a solid transition plan for current Court Specialists. FIRST 5 Santa
      Clara County will work with the agency that is selected under the RFP to build a
      transition plan which will involve discussing roles and level of support needed.


Q7.   Can an applicant for this initiative propose to hire only a part-time FRC
      Coordinator under the FRC/CW component?

A.    No. This Initiative requires that the FRC Coordinator will be a full-time position.


Q8.   Can an applicant for this initiative propose to hire only a part-time Clinical
      Supervisor under the Court component?

A.    No. This initiative requires that the Clinical Supervisor will be a full-time position.


Q9.   When the FRC at the Family Justice Center in San Jose opens, will the FRC
      funded under the Superior Court and Family Resource Center Initiative be
      phased out?

A.    No. The goal of FIRST 5 Santa Clara County is to have many FRC’s in the
      community that meet a variety of needs families have.


Q10. Can an applicant move money between line items in the proposed budget
     forms (B1 and B2) and between the two different budgets (the Court
     Program Budget and the FRC/CW budget)?

A.    FIRST 5 Santa Clara County would like to emphasize that we have configured the
      proposed budgets based on our own recommendations. If you move money
      between line items please indicate how you will serve the targeted number of
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      children and families in the court system. Applicants are allowed to make
      alternative line item or budget proposals and need to bear in mind that these
      proposed budgets are going to also be considered by the review panel.


Q11. What is the estimated percentage of children under this initiative who will
     be eligible for Medi-Cal/EPSDT?

A.    Currently we do not have that information for children involved in the Family Court
      System. The data we have currently, indicates that children involved in the
      Dependency Drug Treatment Court are all eligible for Medi-Cal (600 children).


Q12. Will Cost of Living Allowances (COLA’s) be available for staff funded under
     this initiative in years two and three of this funded initiative?

A.    The level of FIRST 5 funding available is contingent on FIRST 5’s annual budget.
      The current budget environment is tenuous. In prior years, FIRST 5 has allowed
      for minimal COLA increases. However, FIRST 5 is uncertain if this will be the
      case in future years.

Q13. Will funding under the Court component of this initiative be “carved out” for
     Medi- Cal/EPSDT eligible children?

A.    FIRST 5 will research the answer to this question. We will confer with the Mental
      Health Department and post the answer on our website.


Q14. Should the estimated dollar amount for Medi-Cal billing be included as a
     matching fund source on the budget forms?

A.    Medi-Cal and EPSDT dollars should NOT be included under the “Match” line item
      in the budget forms.There are specific questions in the narrative section of the
      RFP under Section C. Collaboration and Sustainability that address the dollar
      amount that would be anticipated to be matched by EPSDT.


Q15. How many grants will be awarded?

A.    One proposal/application will be funded under this initiative. However, an
      application may be submitted by a single agency applying to implement both
      components or one or more agencies collaborating together to implement both
      components. If a joint application is funded, with more than one agency
      collaborating together to implement this initiative, separate contracts will be
      issued between FIRST 5 and each agency responsible for the implementation.




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Q16. On the application cover sheet, there is only room to list two organizations
     applying together under a joint application. Where do we list additional
     partners if more than two organizations are in a partnership?

A.    An applicant has two choices on addressing this issue:
      a.    Write in the names of additional partners on the existing cover sheet or
      b.    Copy the cover sheet and insert the name of the additional partners on the
            second cover sheet.


Q17. How many people can attend the Oral Interview portion of the selection
     process?

A.    Up to five people can attend the Oral Interview.



Q18. Is the following allowed: Organization A applies to implement both the
     Court Specialist and the CW component and Organization B applies with
     Organization A to implement the FRC component?

A.    Yes.


Q19. If two organizations apply jointly and Organization A is going to implement
     all of Component 1 (Court Program), can both Organization A and
     Organization B also implement Component 2 (FRC/CW) together? For
     example, can Organization A propose to do some of the FRC work and
     some of the CW work and can Organization B propose to do some of the
     FRC work and some of the CW work?


A.    The following is acceptable as an example: Organization A can propose to
      implement Component 1(Court Program) and additionally propose to implement
      either the Community Worker or the FRC piece of Component 2. An agency
      cannot propose to implement a piece of the Community Worker function and a
      piece of the FRC function. The function of the Community Worker or the FRC
      elements must remain intact under one agency. For example, under a joint
      application this would allow for Organization A to implement Component 1 (Court
      Program) and implement the FRC piece of Component 2 as well, while
      Organization B implements the CW piece of Component 2. Another example
      would be for Organization A to implement Component 1 (Court Program),
      Organization B to implement the FRC piece of Component 2 and Organization C
      to implement the CW piece of Component 2.



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Q20. Our agency is an approved Medi-Cal Provider but is not currently working in
     the Superior Court system. Should an organization already have a
     relationship with the court system in order to apply to implement the Court
     Specialist Program component?

A.    Not necessarily. An agency is encouraged to describe their current
      experience working with young children and families who are experiencing similar
      issues as children and families involved in the court system (ie. DV, substance
      abuse, high conflict relationships) and also describe how they would build that
      relationship with the court system.


Q21. Will there be a separate RFP released for trainers for the Workforce
     Development section of the Superior Court and Family Resource Center
     initiative?

A.    No.


Q22. How important is cultural competency in awarding of this RFP? How do
     you define cultural competency?

A.    Cultural competency is very important in this RFP. Staff hired for this Initiative
      must be reflective of the community they will serve. They must also have the
      necessary language skills to meet the needs of the children and families they will
      be serving. Please refer to the job description requirements for the Court
      Specialist, FRC Coordinator and CW positions in the appendix of the RFP for
      details. Data tells us that the court population to be served is primarily Latino,
      Vietnamese and Caucasian.


Q23. The RFP states that funded Court Specialists will be located at the courts
     and at the FRC. Have the court locations agreed to provide office space at
     all six court locations? Also, what resources will be available to funded
     staff who will work out of the court sites?

A.    Staff funded to implement the Court Specialist program component will be
      stationed at the six courthouses in order to engage with families, however at this
      time there is not designated space for Court Specialists at all six locations. The
      Park Center plaza location currently has a small working space for Court
      Specialists. The chosen applicant will work with the designated court locations
      and FIRST 5 to explore the opportunity at each site for space. Court Specialists
      can utilize space at the downtown FRC, also funded under this initiative to also
      meet with families. FIRST 5 also has funded FRC’s throughout the county, under
      the Learning Together Initiative, where Court Specialists could meet with families.
      Resources needed by Court Specialist staff should be built into the proposed
      budget on Form B1.


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Q24. Will there be resources available under this RFP for language translation for
     families where English is their second language ?

A.    No. It is the expectation that staff that are hired under this initiative speak the
      most prevalent languages of families to be served (Spanish, Vietnamese and
      English) and provide resources in languages that meet the needs of families..

Q25. On the RFP Form B2, under the FRC/CW budget, there is a line item listed
     as “FRC Infrastructure”. Can you define what this would cover?

A.    Chairs, tables, lamps, and other items that would support operating a facility. In
      addition, the selected facility be ADA approved and have restrooms so this line
      item could be used to pay for those costs as well.


Q26. In the previous “Learning Together Initiative” RFP that was released and
     funded by FIRST 5 Santa Clara County, there were also Associate
     Community Worker positions, who received stipends and Volunteer
     Community Worker positions. Is there an Associate Community Worker
     and Volunteer Worker component for this RFP?

A.    No. The funding for this initiative is limited to two full-time, salaried Community
      Workers. An applicant may propose to include the Associate Community Worker
      positions or Volunteer Worker positions, in-kind, if desired.


Q27: How will workforce development providers and curriculum to be delivered
     to funded staff under this RFP be decided?

A.    FIRST 5 Santa Clara County utilizes evidence-based curriculum to train our
      grantees. Curriculum and trainings will be provided through the FIRST 5
      Community of Learning, and through the Learning Partnership (a collaboration of
      Social Services Agency, Santa Clara County Department of Mental Health, and
      the Santa Clara County Department of Drug and Alcohol).



Q28: The RFP states that this initiative will roll out on July 1, 2010. Will there be a
     ramp-up period?

A.    Yes, it is part of the technical assistance we provide. We are expecting the ramp
      up period to take approximately 6 months with an anticipated full roll out date to
      occur in December 2010.




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Q29. Under this initiative, will there be a clinical treatment component provided?

A.    Yes, there is a clinical treatment component available to the children and families
      served through this initiative that includes mental health/developmental
      assessments and referral to appropriate home visitation and therapeutic services
      provided by the FIRST 5 System of Care.

Q30. In billing for Medi-Cal/EPSDT under this initiative, one billable service
     category is called “case management and linkage”. Will this program be
     billed under this category?

A.    FIRST 5 will confirm with the Mental Health Department what codes can be used
      to bill under this initiative and what services will be billable. This information will
      then be posted on our website. FIRST 5 would also like to refer potential
      applicants to the Medi-Cal handbook for code identification.


Q31. What are the minimum space requirements for FRC facility?

A.    There are no minimum requirements, but applicants should refer to the RFP, page
      16, for the services that are expected to be delivered in the FRC. There should
      be space for individual and group meetings. Applicants may not have a site
      when they apply but must then answer the appropriate questions in the RFP
      about what they would do to secure one. FIRST 5 can also work with an
      applicant to help find a location that would best serve families and meet ADA
      standards.


Q32. What is a reasonable amount of space to allocate in an FRC to be available
     for other partners in community?

A.     The FRC must engage the community and meet their needs. Applicants are
      encouraged to use their best judgment in determining what space is needed for
      outside partners.


Q33. The RFP states that the FRC facility must be open “non-traditional business
      hours, including evenings, school holidays, and vacations.” Would an
     agency need to adjust their schedule if they are not open on Sundays?

A.    The agency would be advised to seek input from the community they are
      serving to determine FRC hours of operation that meet the identified needs of
      families and children and then adjust the hours accordingly.




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Q34. Does the amount of match that an applicant lists on the budget forms
     influence scoring?

A.    Yes, that would influence the scoring in that section of the narrative.


Q35. In addition to putting the match information in Form B3, will FIRST 5 require
     documentation/proof of the Match?

A.    Yes. At the time of contracting.


Q36. In order for an applicant to bill Medi-Cal, a child must be diagnosed with a
     DSM-IV diagnosis and meet medical necessity. What is the expectation of
     how an applicant will bill Medi-Cal if the family will only remain an open
     case for 60-90 days?

A.    FIRST 5 will confirm with the Mental Health Department what codes can be used
      to bill under this initiative and what services will be billable. This information will
      then be posted on our website. FIRST 5 would also like to refer potential
      applicants to the Medi-Cal handbook for code identification.


Q37. FIRST 5 Santa Clara County has a long history of making its wide array of
     services available to families through a strong referral system. Why is it
     necessary to require that both components, the Court Specialist Program
     and the Family Resource Center/Community Worker, come in under one
     application?


A.    The RFP requires that only one application be submitted, even among those
      agencies who may be applying jointly as collaborative partners, because this
      allows applicants to develop their own partnerships. In this way, agencies are
      empowered to choose partners that build on each other strengths, rather than
      having a separate process for each component, which would result in the review
      panel deciding which agencies should work together. Furthermore, it is essential
      that the two components under this initiative be intricately connected in order for
      the entire initiative to be successful and one application allows for partners to
      demonstrate through the application the connections between the two
      components.




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Q38. Which activities would be Medi-Cal billable under the Superior Court/
     Family Resource Center Initiative?

A.    Applicants funded to provide Court Specialist services will have the following
      responsibilities: help families navigate the court system, conduct developmental
      screenings (ASQ and ASQ-SE), refer children to the FIRST 5 System of Care via
      KidConnections, assist families with accessing KidConnections services and
      interface with a network of local service providers to secure access to court-
      ordered programs, services, and activities for families and their children. The
      activities outlined above will be provided for a period of 30-90 days.

      These up front activities meet the Santa Clara County Department of Mental
      Health criteria for billing Medi-Cal. A portion of the selected applicant’s contract
      (for Court Specialist services) will include a carve out to the Department of Mental
      Health. This carve out will allow the selected applicant to bill for Court Specialist
      services.

      We will continue to work with the Department of Mental Health and the chosen
      applicant to confirm the appropriate billing code the Court Specialists will utilize
      for Medi-Cal Billing.

Q39. Are Court Specialists required to make a diagnosis in order to bill Medi-Cal
     for their services?

A.    No. Court Specialists will be able to bill Medi-Cal for performing the up front
      responsibilities that will occur prior to the Level 1 or Level 2 assessment. The
      KidConnections team will be responsible for providing a diagnosis.

      Court Specialist responsibilities include: help families navigate the court system,
      conduct developmental screenings (ASQ and ASQ-SE), refer children to the
      FIRST 5 System of Care via KidConnections, assist families with accessing
      KidConnections services and interface with a network of local service providers to
      secure access to court-ordered programs, services, and activities for families and
      their children.


Q40. The Superior Court and Family Resource Center Initiative: is that meant to
     replace the current program/services that providers have contracted with
     FIRST 5 or would that be in addition to it?

A.    No, the Superior Court and Family Resource Center Initiative is not meant to
      replace current Home Visitation or Therapeutic services already funded through
      FIRST 5 Santa Clara County. Please see the answers to questions 38 and 39 for
      information regarding court specialist activities. You can also refer to Appendix C
      pages 39-41 and pages 22-43 in the RFP for more information.




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Q41. Does FIRST 5 have any further information regarding Medi-Cal billing,
     including the services, which will be approved for billing, the flow-through
     of reimbursed dollars, etc.?

A.    The Court Specialist contract will include a carve out to the Department of Mental
      Health for Medi-Cal billable services. During contracting, the awarded applicant,
      FIRST 5 and the Department of Mental Health will meet to discuss the amount of
      the carve out, the appropriate billing code the Court Specialists will utilize for
      Medi-Cal billing and other issues related to EPSDT funding.

      Please see the answers to questions 38 and 39 for information regarding Court
      Specialist activities. You can also refer to Appendix C pages 39-41 and pages
      22-43 in the RFP for more information.




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