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Request for Application (RFA) #11-10829 - Answers to RFA Questions

January 13January 19 | January 27 | February 14 | February 29

 

February 29, 2012

1. Q:  Please confirm that key staff are the only staff required to be named in this RFA as described in Personnel Section, and Budget and Budget Justification.  Will proposals be deemed responsive and eligible for optimal scores if other non-key staff are also name in these sections?

    Answer:  As described in the RFA:

    Personnel Plan

    "Identify by name and/or position title, each key staff person that will have primary responsibility for managing, directing, overseeing and/or coordinating the work of assigned staff, sub-grantees and/or independent consultants and who will maintain effective communications with CDPH."

Budget Pages 

"Identify the projected detailed expenses...for each position."

    Budget Justification

    "Describe the duties of each position and the specific role each will perform in this project."

     

    Applications that name non-key staff will be deemed responsive. 

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February 14, 2012

1. Page 42: Form 8-Personnel Plan requests "position titles" for all proposed positions, number personnel in each position, FTE by position, and salary rate or wage range.

Q: Examples provided regarding the FTE requirement do not exceed 1 FTE. Please clarify whether 1) the term "positions" is intended to refer to a type of position, i.e., quality control specialist I or Administrative Assistant III, and 2) that the FTE could be higher than 1.0 FTE when several of these positions are necessary. For example:

Example 1
Position Title: Quality Ctrl Spec I
#of Personnel: 2
Total FTE: 1.5
Annual Wage Range: $50,000-$75,000

Position Title: Admin Asst III
#of Personnel: 1
Total FTE: 0.5
Annual Wage Range: $45,000-60,000

Or alternatively is the term "positions" intended to refer to a single individual position where the FTE could not exceed 1.0 per the following?

Example 2
Position Title: Quality Ctrl Spec I
#of Personnel: 1
FTE:1
Annual Wage Range: $50,000-$75,000

Position Title: Quality Ctrl Spec I
Number of Personnel: 1
FTE: 0.5
Annual Wage Range: $50,000-$75,000

Position Title: Admin Asst III
Number of Personnel: 1
FTE: 0.5
Annual Wage Range: $45,000-60,000

Answer: Information presented in either example is acceptable.

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2. Page 45, Form 11-Budget Detail Worksheets requires funded position title or classification, annual rate for each position/classification, FTE, and total salary (annual rate x FTE). We may have several employees with the same position titles, but differing annual salaries.

    Q: On Form 11, should the position titles of each proposed employee in that position be listed on a separate line with the corresponding employee’s proposed annual salary?

    Answer: Yes.

    Q: Or should the sum of the FTEs per position title be included and the annual salary range for the position (minimum and maximum rate) be listed?

Answer: No.

3. Page 48, Form 14-Budget Justification requires a description of duties of each position and specific role on the project.

Q: On Form 14, should each proposed position (not to exceed 1.0 FTE) be listed separately or should there be one description per position title? For example:

Example 1
Quality Ctrl Spec 1 FTE - role on project is X
Quality Ctrl Spec 0.5 FTE - role on project is X and Y
Quality Ctrl Spec 1 FTE - role on project is Y

Example 2
3 Quality Ctrl Specs (2.5 FTE) – their role on project is X and Y

    Answer: If the job descriptions and roles are exactly the same, they can appear as Example 2.  If distinct, then Example 1.

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4.  Page 49, Regarding Appendices.

    Q: Can we have appendices above and beyond what is listed on page 49 in RFA?

    Answer: Yes.

5.  Form 9 -- Facilities & Resources

    Q: Are we to include facility, support services, and/or equipment that will not be included in the RFA budget and are only supported by leveraged funds?

    Answer: No. 

 

January 27, 2012

1. Q:  Can applicants apply solely to pass funds on to another agency?

    Answer:  The direct and primary recipient must perform a substantial role in carrying out project objectives and not merely serve as a conduit for an award to another party.

2. In the regional RFA question response 26, it was indicated that the NIH biosketch could be adapted to become the required 1-2 page resume for key staff. The NIH biosketch has margins that are narrower an 1".

    Q: Can the NIH biosketch be used with its current margins, or must it be modified to have 1" margins?

    Answer: The NIH biosketch can be used with its current margins.

3. P. 10. 1. Perform case finding and follow back activities. "The applicant shall provide a plan for all activities…including but not limited to hospital casefinding, pathology laboratory case finding (e-path case finding), casefinding in non-hospital facilities..."

    Q: Are regional staff expected to perform case finding in all regional hospitals and physician offices?

    Answer: Each applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.  In this example, the Applicant will need to determine much casefinding to perform based on the Applicant’s resource allocation.

    Q: Is pathology laboratory case finding limited to pathology laboratories that are reporting electronically (i.e., by e-path)?

    Answer: Each applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B. In this example, the Applicant will need to determine much casefinding to perform at pathology laboratories based on the Applicant’s resource allocation.

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4. Q: How can the scope of work be completed for 20-30% less than current funding? What areas of the SOW would you suggest not be performed?

    Answer: Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B. The budget will be periodically re-evaluated in future years based on the known facts.

5. Page 7: In the first paragraph, the RFA states that "This RFA will be primarily for assistance with regional registry operations." This sounds like a restrictive contract.

    Q: Please describe what is meant by assistance and what latitude the regional registries have in providing input to the CSRB in planning, defining, modifying, and implementing the activities to be completed by the regional registries.

    Answer: Recipient activities are outlined in Chapter 2 "Recipient Activities" of the RFA.  Applicants will need to determine how best to allocate resources, to best meet the RFA requirements.  Each Applicant has the opportunity to describe its respective approach to this issue.

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January 19, 2012

1. Page 6 Available Funding Allocations

Case counts are expected to rise across all regions due to the aging of the population in California.  Cost savings from automation initiatives will take some time to be realized and are not expected to be available at the start of the grant period.

Q: How does the state anticipate monitoring and evaluating the success/or failure of this approach given the goal of increased utilization of cancer data for                                                               research?                                                

Answer: CDPH will monitor and evaluate grants in compliance with the executed Grants, per the terms and conditions of the Grants.

 

2. Q: Proposed State and NPCR funding for Region 3 – $445,837/annual.  The proposed annual funding is $174,163 less than current expenditures for the same activities in this region. Please clarify how the impact of these funding reductions on completeness, timeliness, and accuracy can be mitigated.

Answer: Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B. The budget will be periodically re-evaluated in future years based on the known facts.
 

3. Q:  Proposed State and NPCR funding for Region 4 – $149,791/annual.  The proposed annual funding is $310,209 less than current expenditures for the same activities in this region. Please clarify how the impact of these funding reductions on completeness, timeliness, and accuracy can be mitigated.

Answer:  Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B. The budget will be periodically re-evaluated in future years based on the known facts.

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4. Q:  Proposed State and NPCR funding for Region 5 -- $315,248/annual.  The annual funding is a $77,253 decrease from current budgeted amounts for CCR and NPCR funding for Region 5. Please clarify how the impact of these funding reductions on completeness, timeliness, and accuracy can be mitigated.

Answer:  Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B. The budget will be periodically re-evaluated in future years based on the known facts.

 

5. Q:  Proposed State and NPCR funding for Region 7/10 --$654,769/annual.  The annual funding is a $265,231 decrease from current expenditures the region. Please clarify how the impact of these funding reductions on completeness, timeliness, and accuracy can be mitigated.

Answer:  Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B. The budget will be periodically re-evaluated in future years based on the known facts.

 

6. Q:  Does the state’s low static per case funding in this RFA indicate that the state expects a lesser quality (yet one meeting national standards), but more uniform product from state and NPCR funding, and regions can conduct higher quality and more timely procedures if they attract funds from other sources that will pay for the quality and timeliness increases?

Answer:   The State expects to meet national data quality standards.  Regional registries may seek outside funding for other projects.

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7. Page 7, Introduction, 1st sentence, “able to assist with administration of regional activities of the CCR?”

Q:  Please define “able to assist with administration of regional activities of the CCR?”
Answer:  Recipient activities are outlined in Section 2 of the RFA, “Recipient Activities.”

 

Q:  If the regional registry is responsible for collecting and processing the data to include case and data item consolidation, it would appear that this is more than assisting with the administration of regional activities. The regional registry is actually doing all of the activities with the assistance of the central registry data management system. Is this not correct?
Answer:   The regional registry is responsible for the activities outlined in the Scope of Work. 

 

Q:  Also, based on the information in this RFA, it is not known or clearly defined what this automation will be. This could be a moving target. If automation moves at a slower pace than expected, projections by the regions could result in a loss of funds/resources without the necessary functionality being in place. Please clarify how the applicant is to provide this level of detail.
Answer:  Applicants will be expected to “project” how their budget will evolve with progressive automation of data collection and processing over the five years of the grant, based on the “projected” automation goals outlined during the RFA period.

 

8. Page 7, Introduction, 2nd paragraph, 3rd sentence, “Applicants will be expected to document how their operational plan and budget will evolve with progressive automation of data collection and processing by the Eureka system over the five years of the grant."

Q:  How can the applicant describe how their operational plan and budget will evolve when the level and amount of automation done at the central registry will not be known until it is implemented?

Answer:  Applicants will be expected to “project” how their operational plan and budget will evolve with progressive automation of data collection and processing by the Eureka system over the five years of the grant, based on the “projected” automation goals outlined during the RFA period.

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9. Page 8, Introduction, paragraph 4, “After collection and processing at the regional level, the data flows to the central registry’s Eureka data management application.”
This statement is incorrect. Currently, data is processed by the regional registry in the Eureka data management application.

Q:  Would you consider modifying so that applicants know how to respond consistent with the flow diagram you included in the appendices to the RFA.

Answer:  The statement is inaccurate on Page 8, Introduction, paragraph 4 as stated.  All cancer cases collected from all reporting sources such as hospitals, physician offices, pathology laboratories and related source document data will be uploaded directly into Eureka (or manually entered into Eureka), and be processed in Eureka by Regional Registry staff.

 

10. Page 9 Section C, bullet 2 states: Administer the collection and processing of data from regional hospitals, physician offices, pathology laboratories, and other facilities utilizing Eureka.

Q:  What other specific facilities are you referring to and who will be responsible for Eureka installation, upgrades and maintenance at these yet to be defined facilities?

Answer:  There are no plans for Eureka installations at facilities yet to be defined. Eureka is a web-based application directly accessible by cancer reporting sources using the public internet.  Eureka upgrades and maintenance will be performed by the grantee awarded the Statewide Central Reporting System RFA #11-10828. 

Definition of Cancer Reporting Facilities per the state regulations:

Cancer Reporting Facilities
Cancer reporting facility means a hospital or other facility which treats or diagnoses cancer and is also one of the following:

(A) A facility currently licensed as a health facility under the provisions of Chapter 2, commencing with Section 1250, of Division 2 of the Health and Safety Code;

(B) A surgical clinic licensed under Chapter 1, Section 1204, of Division 2 of the Health and Safety Code;

(C) A facility covered by the provisions of Section 1206, except for subsection (f), of the Health and Safety Code which, while not licensed as a clinic, is operated for the predominant purpose of diagnosing or treating cancer or where a minimum of 100 or more cancer cases are diagnosed or treated in a year.

Reporting Requirements

(11) Cancer reporting facilities within a reporting region shall report to the regional cancer registry the required data as listed in Volumes I and III of the 1986 California Cancer Reporting System Standards. These reports shall conform to Volumes I, II and III of the 1986 California Cancer Reporting System Standards. When a cancer reporting facility fails to produce reports meeting the standards cited above, the regional cancer registry may perform the data collection and collect compensation from the facility for the activity at cost.

(12) Cancer reporting facilities shall report to their regional cancer registry each reportable case within six months of the time the case comes under the care of, or is admitted to, the facility.

(13) Cancer reporting facilities with an active follow-up program shall report follow-up information to the regional cancer registry no less frequently than quarterly.

(14) A facility not already defined as a cancer reporting facility under these regulations which diagnoses or treats cancer and is a primary care clinic as defined in Section 1204, Health and Safety Code or an acute psychiatric hospital as defined in Section 1250, Health and Safety Code shall report each cancer case to its regional cancer registry, or to the local health department, the choice to be determined by the regional registry, using the Confidential Morbidity Report (Form PM-110), shown below, within 30 days of the date the patient is admitted to the facility or treated in the facility for the first time. These reports shall conform to California Cancer Reporting System Standards, Volume IV.

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11. Page 9, Section C, bullet 6 states: “Provide necessary resources and epidemiologic expertise to use regional and data to:”

Q:  Was this suppose to state: Provide necessary resources and epidemiologic expertise to use regional (delete and) data to?” Please clarify.

Answer:  Yes.


12. Page 10, 1. and 3. “The Applicant shall provide a plan….”

Q:  Is said plan expected to be part of the application? Yes. Or does this reference a performance objective that is to be obtained after award?”

Answer:  Each Applicant is expected to develop a plan to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.

 

13. Page 10: In the 1st paragraph the RFA states that “The primary activities to be conducted by the regional registries are case finding, data collection and processing, and quality control…” Surveillance and research is not mentioned as a primary activity.

Q:  Please indicate the importance in priority of research and surveillance functions at the regional level?

Answer:  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.

 

14. Page 10, Section 2. A. 4, Please define what activities are included in “active follow-up.”

Q:  What active follow-up efforts are expected?

Answer:  Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B. 

 

15. Page 10. 3. Process new cases, new corrections, follow-up data; P. 13, B. Sample Activities, 3.1 Summary of Visual Editing, “IPAQ assignments made after sample of cases selected”; and Form 6B: Scope of Work.

Q:  Should the applicant anticipate an increase or a decrease in the percentage of cases required to be visually edited during the grant period and budget accordingly?

Answer:  Each Applicant will need to “project” and determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B. 

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16. Page 10, Section 2, Item 1., 2nd sentence

Q:  Are regional registry staff expected to promote the expansion of electronic pathology reporting as well as other electronic reporting? Please define what promotion is expected and provide example.

Answer:  Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B. 

 

17. Page 11: Section 2, Item 4. The RFA states that “The applicant shall support statewide data management activities by participating in Eureka testing and supporting the recruitment and implementation of electronic reporting from regional pathology and other reporting facilities.”

Q:  Please quantify the amount of FTE and other efforts that are expected?

Answer:  Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B. 

 

18. Page 11, under item number 8: The RFA states that the “Applicant shall provide staff to actively participate in the coordination of activities among the central and regional registries.”

Q:  Please identify the amount of FTE expected and at what level of expertise is needed. Please define the structure for this participation.

Answer:  Regional registries will be expected to have relevant staff members participate in teleconferences, committees, task forces, workgroups, conferences, and other activities as necessary for communication and coordination of statewide activities among the regional and central registries.

 

19. Page 11, B Sample Activities, 1.1 Pathology Casefinding, subcategory “enter reportable cases in Eureka casefinding system”.

Q:  Can a different software application be used for data entry, with the cases uploaded from that system into the Eureka casefinding system?

Answer:  Yes.  The current plan is to support five solutions that can be used to create or upload a case into the Eureka Casefinding system.  The five supported solutions are:

1. Eureka Casefinding. Eureka Casefinding provides a web-based screen for manually creating a new case from path-lab information directly into Eureka. 

2. TransMed 2 is a software solution of vendor Artificial Intelligence in Medicine (AIM). The program creates NAACCR formatted abstract records from pathology reports at the pathology laboratory database. AIM is installed at the path-lab and sends the cases directly into the Eureka Health Level 7 (HL7) Parser that feeds cases directly into Eureka Casefinding. 

3. Public Health Information Network Messaging Services (PHINMS) works in conjunction with Electronic Mapping, Reporting, and Coding (eMaRC) Plus. The EMaRC Plus program creates NAACCR formatted abstract records from pathology reports and sends the cases directly into the Eureka Health Level 7 (HL7) Parser that feeds directly into Eureka Casefinding. 


4. CMR Path software is a laptop PC solution. Cancer abstractors visit path-labs and enter data from paper path reports into CMR Path software running on a laptop, and then upload the CMR Path reports into Eureka Casefinding (starting July 2012).  

5. Paper Path Scanning Optical Character Recognition (PPS/OCR).  Paper path reports are scanned, OCR’d, and uploaded into Eureka Casefinding (starting July 2012). 

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20. Page 11, Section 4 states: “The Applicant shall support statewide data management activities by participating in Eureka testing and supporting the recruitment and implementation of electronic reporting from regional pathology and other facilities.”

Q: Should this statement actually state: and implementation of electronic reporting from regional pathology laboratories and other facilities?”

Answer:  Yes, the word “laboratories” is missing.  It should state “regional pathology laboratories” instead of just “regional pathology”.

 

21. Page 11, Section 4 states: “The Applicant shall support statewide data management activities by participating in Eureka testing and supporting the recruitment and implementation of electronic reporting from regional pathology and other facilities.”

Q:  Electronic pathology reporting occurs at the regional registry level and thus shouldn’t the statewide data management support the electronic reporting from regional pathology laboratories and other facilities?

Answer:  All electronic pathology reports will be loaded into Eureka in one of five supported solutions. The five supported solutions are:

1. Eureka Casefinding. Eureka Casefinding provides a web-based screen for manually creating a new case from path-lab information directly into Eureka. 

2. TransMed 2 is a software solution of vendor Artificial Intelligence in Medicine (AIM). The program creates NAACCR formatted abstract records from pathology reports at the pathology laboratory database. AIM is installed at the path-lab and sends the cases directly into the Eureka Health Level 7 (HL7) Parser that feeds cases directly into Eureka Casefinding. 

3. Public Health Information Network Messaging Services (PHINMS) works in conjunction with Electronic Mapping, Reporting, and Coding (eMaRC) Plus. The EMaRC Plus program creates NAACCR formatted abstract records from pathology reports and sends the cases directly into the Eureka Health Level 7 (HL7) Parser that feeds directly into Eureka Casefinding. 

4. CMR Path software is a laptop PC solution. Cancer abstractors visit path-labs and enter data from paper path reports into CMR Path software running on a laptop, and then upload the CMR Path reports into Eureka Casefinding (starting July 2012).  

5. Paper Path Scanning Optical Character Recognition (PPS/OCR).  Paper path reports are scanned, OCR’d, and uploaded into Eureka Casefinding (starting July 2012). 

 

22. Page 12, Section 2.1 states: Identify case as ready to abstract by reviewing CNExT Suspense file.

Q:  Why is a specific software vendor named here?
Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.  CNExT is used here as an example.

Q:  Doesn’t this apply to any software vendor suspense files?
Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.  CNExT is used here as an example.

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23. Page 12, Section 2 Collect data from cancer cases from regional hospitals.

Q:  Will the regional registries be expected to purchase multiple CNExT licenses to accommodate these work efforts or will this be managed via Direct Access in Eureka effective July 1, 2012 and thereafter?

Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  CNExT is an example.

 

24. Page 12, B. Sample Activities, 2. Collect data from cancer cases from regional hospitals, subcategory “Identify case as ready to abstract by reviewing CNExT suspense file”.

Q:  Can a software application that is not CNExT but is approved by CCR be used to collect data from regional hospitals?

Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  CNExT is an example.

 

25. Page 14, 4.3 Active Registry Follow-up, subcategory “print delinquent follow-up summaries (MD and hospital).”

Q:  What is the definition of “delinquent” as used here?

Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

 

26. Page 14, 4.3 Active Registry Follow-up, Subcategory “mail/deliver report to hospital following a phone call stressing the importance of them providing information.”

Q:  If a non-ACoS hospital fails to respond to the follow-up request, will the regional staff be expected to visit the hospital to obtain follow-up information?

Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

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27. Page 14, 5.1 Monitoring Hospital Compliance. Subcategory "prepare and mail ...reports."

Q:  Can an electronic method to deliver the reports be used instead of the USPS mail or a courier service?

Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

 

28. Page 14, Section 6.2 Recoding Audits states:  “Recode sample of cases in Recoding Audit Module.”

Q:  What mechanisms will be established by the state data management to ensure support and maintenance of the Recoding Audit Module?

Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

 

29. Page 14, Section 6.1 and 6.2, Sample Activities
Currently, the central registry conducts recoding audits with voluntary participation from the regional registries.

Q:  Are recoding audits only to be conducted at the regional level?
Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

Q:  Why are recoding audits not also listed under section 6.1?
Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

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30. Page 15, Section 6.5 CDC Quality Control Audits

Q:  SEER can also conduct audits in its’ registries which would require regional registry involvement similar to the CDC Quality Control Audits. This is not included in the RFA. Why?

Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

 

31. Page 15, 6.6 Training.

Q:  Will regional staff be expected to provide training outside of its respective region?

Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

 

32. Page 15, 6.6 Training. "Provide training to new staff and hospital registrars."

Q:  This is a broad statement. What specific components of the training of new staff are envisioned or expected?

Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

 

33. Page 15, 6.6 Training
Provide training to new staff and hospital registrars. 

Q:  The term “new staff” needs to be defined. I have no idea what this means – all regional registry new staff or abstracting staff.  What about non-data collecting staff?

Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

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34. The phrase “meetings regarding edits”

Q:  Again, what does this mean? Request definition and scope

Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

 

35. The phrase “new edit resolution”

Q:  Again, what does this mean? Request definition and scope.  Whose edits – the standard setters?
Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

Q:  Actually, the term “Training” needs definition and expansion as to scope. Do the authors mean training and education? Does this mean modern educational modalities directed towards the adult learner? Who provides training and education for the regional “training” coordinator? Who creates content?
Answer:  The table titled “Sample Activities for Performance Objectives Related to Regional Data Collection and Processing” is intended to provide examples of activities that may be performed at a regional cancer registry.  It is not intended to be exhaustive or to represent a detailed Scope of Work.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work.

 

36. Page 18, C. Anticipated Available Funds. The regional funding breakdown is “based on approximate caseload."

Q:  What was the approximate number of cases used to determine annual funding for each region?
Answer:  A three year historical average was used to determine the number of cases.

Q:  What was the method used for determining the number of cases on which annual funding was calculated?
Answer:  A three year historical average was used to determine the number of cases.

 

37. Page 18, C. Anticipated Available Funds.
Analysis of CCR data shows that case counts are projected to increase 5-6% over the grant period, due to population aging. Yet, the “anticipated available funds” do not increase over the grant period, representing an overall 8% budget decline assuming even a 2% annual COL rise.

Q:  Has the likely increase in case counts been taken into consideration in structuring the level budget?
Answer:  Budgets and activities for future years of the grant period will be re-evaluated annually based upon available funds.

Q:  How can the “anticipated available funds” support increased case ascertainment and processing each year, even assuming increased production efficiency?
Answer:  Budgets and activities for future years of the grant period will be re-evaluated annually based upon available funds.

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38. Page 30. “Raters will consider the following when scoring the Applicant's Approach: Does the applicant describe a performance standard, metric, acceptable quality level and monitoring system for each element of the work plan?”

Q:  Please provide examples of a performance standard, metric, acceptable quality level and monitoring system for one element of the work plan.

Answer:  Applicants will need to develop their own response to each element of the work plan.

 

39. Page 30. “Raters will consider the following when scoring the Applicant's Approach: Is there evidence of existing or planned collaboration with other programs.”

Q:  Please provide a definition of "other programs."

Answer:  Programs other than the California Cancer Registry.

 

40. Page 30. “Raters will consider the following when scoring the Applicant's Approach: Does the plan demonstrate an innovative approach to cancer data collection and surveillance?”

Q:  Please provide an example of an "innovative approach."

Answer:  Applicants will need to develop their own response to each element of the work plan.

 

41. Page 31, Agency Capability, 5th bullet
Raters will consider the following when scoring the Applicant Agency Capability: Are adequate database management system resources documented?

Q: Since each regional registry will be using the Eureka Database Management system, please define what is meant in this bullet. Are regional registries expected to have/provide resources for Eureka?
Answer:  The Regional Registries are expected to provide the resources necessary to securely access Eureka using the Internet; to provide the resources necessary to ensure that local desktop and network performance are adequate to meet the scope of work activities; to provide the resources necessary to monitor local system security and network performance; and to provide the resources necessary to trouble-shoot local issues associated with accessing, monitoring, and using the Eureka system.  

Q:  Are regional registries expected to have independent database management systems, and if so, for what purpose?
Answer:  No.

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42. P. 34. “Has the applicant provided sufficient justification of any data collection costs that may exceed the statewide average (such as cost of living, rural area requiring more extensive travel)?”

Q:  What is the average cost (statewide) for data collection?

Answer:  Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B. The budget will be periodically re-evaluated in future years.

 

43. Page 40, Section 1c: “If any major complications or delays are envisioned at any stage of performance, describe [them] and include a proposed strategy for overcoming….”

Q:  Under the current contract, we have experienced major complications to our regional work from statewide CCR functions and activities, e.g., persistent slowness in Eureka programming and production of statewide case listings, inaccuracy of statewide case listings. Should we anticipate continued complications in these areas?

Answer:  Each Applicant will need to determine how best to respond to the RFA requirements as outlined in the Work Plan Narrative - Form 6A.

 

44. P. 40, Section 1c: “If any major complications or delays are envisioned…, describe…and include a proposed strategy for overcoming….”

Q:  Under the current contract, we have experienced major complications to our regional work from statewide CCR functions and activities, e.g., persistent slowness in Eureka programming and production of statewide case listings, and inaccuracy of statewide case listings. If we anticipate continued complications, should we describe them and budget accordingly?

Answer:  Each Applicant will need to determine how best to respond to the RFA requirements as outlined in the Work Plan Narrative - Form 6A.

 

45. Page 40 - Form 6B - Scope of Work (SOW). “Required Service 1.1: Conduct pathology casefinding.”

Q:  What is the scope of pathology casefinding?
Answer:  Each applicant is expected to describe the work to be performed to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.

Q:  Is pathology casefinding to be performed in every hospital pathology department and free standing pathology laboratory?
Answer:  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.

 

46. Page 40 - Form 6B - Scope of Work (SOW). “Required Service 1.2: Conduct casefinding in non-hospital facilities.”

Q:  What is the scope of casefinding in non-hospital facilities?
Answer:  Each applicant is expected to describe the work to be performed to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.

Q:  Is casefinding to be performed in every non-hospital facility (surgery centers, infusion centers, radiation therapy centers) in our region?
Answer:  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.

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47. P. 40 - Form 6B - Scope of Work (SOW). “Required Service 2.1: Abstract data from medical records.”

Q:  What is the intent of this service, given that regional staff abstract data from non-hospital sources and provide abstracting and data reporting services to those facilities that contract with the regional registry?

Answer:  The service broadly refers to the general process of collecting information for individuals diagnosed with cancer from medical records at any type of facility where cancer patients are diagnosed and/or treated.  Each applicant is expected to describe the work to be performed to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.

 

48. Page 40 - Form 6B - Scope of Work (SOW). “Required service 4.3: Conduct active follow-up to obtain vital status on cancer patients.”

Q:  What is the performance standard for active follow-up?

Answer:  Each applicant is expected to propose and describe the performance standard they will expect to meet for each element of the Scope of Work.

 

49. Page 40 - Form 6B - Scope of Work (SOW). “Required service 6.2 - 6.6: Perform quality controls (recoding, re-abstracting, casefinding and CDC audits).”

Q:  Who will provide the selection criteria for these audits?
Answer:  The audit selection criteria will be provided by the Grantee awarded the Statewide Central Reporting System RFA #11-10828. 

Q:  How many audits are expected to be performed in each year of the grant?
Answer:  Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B. Each Applicant will need to determine how many audits could be performed each year based on its proposed resource allocation.

 

50. Page 40 - Form 6B - Scope of Work (SOW). “Required service 6.2 - 6.6: Perform quality controls (recoding, re-abstracting, casefinding and CDC audits).”

Q:  Based on past experience, what is the level of effort required for each of these audits?

Answer:  Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.  The Applicant will need to determine the effort needed to complete this work activity based on the Applicant’s proposed process model.

 

51. Appendix 18, Page 6 of 59. 2. Budget Contingency Clause.

Q:  How soon after any decrease or unavailability of funding will the Grantee be informed of such a change in order to stop working so as not to perform work that will not get reimbursed?

Answer:  If funding for any fiscal year is reduced or deleted by the budget Act for purposes of this program, CSRB will notify the Grantee and inform them whether the Grant will be cancelled or whether an amendment to the Grant will be offered.

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52. Appendix 18, Page 6 of 59. 2. Budget Contingency Clause.

Q:  Is there a way the Grantee can avoid any gap between current year funding and funding for the following year?

Answer:  Grantees have to abide by the terms and conditions of the executed Grant.

 

53. Appendix 18, Page 6 of 59. 3. Prompt Payment Clause.

Q:  The Government Code listed is not applicable to our organization. What is the applicable code covering prompt payment, if any?

Answer:  See summary of the California Prompt Payment Act at:  http://www.documents.dgs.ca.gov/pd/smallbus/PromptPaymentAct.pdf

 

54. Appendix 18, Page 7 of 59. 6. Progress Payment Withholds.

Q:  If 10% is withheld, will it be withheld for all 5 years for personnel costs?

Answer:  No.  10% withholds are typically released quarterly upon receipt of pre-defined grant deliverables.

 

55. Appendix 18, Page 7 of 59. 6. Progress Payment Withholds.

Q:  Will the amount withheld include fringe benefits and/or indirect costs on the personnel costs?

Answer:  10% withholds apply to all costs, excluding direct costs associated with equipment purchases, media buys, operating expense items, or procurements not directly associated with Grantees personal performance.

 

56. Appendix 18, Page 7 of 59. 6. Progress Payment Withholds.

Q:  When will be the withheld 10% be released, for example, at the end of each project year, or as a total cumulative amount at the end of the contract period, or in some other way?

Answer:  10% withholds are typically released quarterly upon receipt of pre-defined grant deliverables.

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57. Appendix 18, P. 13. 18. Priority Hiring Consideration. “…the Grantee shall give priority consideration in filling vacancies in positions funded by the Grant to qualified recipients of aid under Welfare and Institutions Code Section 11200...”.

Q:  How would an organization know that an applicant is eligible for priority hiring status because s/he is on welfare?

Answer:  It would be the responsibility of the candidate to provide information that they are in the CalWorks Program.

 

58. Appendix 18, P. 13. 18. Priority Hiring Consideration. “…the Grantee shall give priority consideration in filling vacancies in positions funded by the Grant to qualified recipients of aid under Welfare and Institutions Code Section 11200...”.

Q:  Is an organization permitted to hire the best qualified candidate?

Answer:  Yes, but assuming that both candidates are equally qualified, the preference must be given to the qualified CalWorks program recipient.

 

59. The website (http://www.cdph.ca.gov/programs/csrb/Pages/CCR-RegionalRFA-11-10829.aspx) lists a series of forms (11A- 12E) that are to be used for budgets. For these Excel spreadsheets, it appears that there are discrepancies between the Form numbers listed on the website and on the forms themselves, and the Form numbers on the tabs at the bottom of each spreadsheet.

Q:  Do we assume that the Form numbers on the website and in the titles are accurate and ignore the spreadsheet tab titles? 

Answer:  The Form numbers on the website and in the titles are correct.  The spreadsheet tab titles have been updated to reflect the accurate Form number.

 

General

60. Q:  What role/opportunity will Region 5 have in planning the future of the CCR?

Answer:  Regional registries that are awarded funds under this RFA will be expected to participate in the planning and coordination of regional and statewide cancer registry activities.

 

61. Q:  Will there be additional efforts to introduce stronger verbiage in the California Health and Safety Code Cancer Reporting to mandate electronic pathology reporting transmissions from pathology laboratories?

Answer:  This information is not needed for the completion of this application.

 

62. Regional Registry Directors should have a routine and periodic forum for providing strategic planning guidance and input to CSRB in a genuine collaborative model rather than in a top down model presaged by this RFA. Strategic planning is omitted from the Regional Registry RFA.

Q:  Please clarify how the regions comprising the Greater California Region will be included in supporting California’s Cancer Registry planning going forward.

Answer:  Regional registries that are awarded funds under this RFA will be expected to participate in the planning and coordination of regional and statewide cancer registry activities.

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63. During the current contract period, mechanisms have been in place for directors of the CCR regional registries to engage in strategic planning with and provide guidance and input to the CCR leadership.

Q:  Will similar mechanisms be in place, such that we should budget for this activity?

Answer:  Regional registries that are awarded funds under this RFA will be expected to participate in the planning and coordination of regional and statewide cancer registry activities.  Each applicant will need to determine how to set priorities and allocate resources to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.

 

64. Advance Payment Provision

Q:  Given that the State needs time to process invoices from grantees, will the State consider making an advance payment available to awardees?
Answer:  Advance payments are not authorized for Grant agreements.

 

Q:  If not, what will the state do to reduce the financial burden on the grantees of financing operations for many months, especially when the state may not be able to pass its budget act in a timely manner?
Answer:  See summary of the California Prompt Payment Act at:  http://www.documents.dgs.ca.gov/pd/smallbus/PromptPaymentAct.pdf

 

 

January 13, 2012


1. Page 9: 

Q:  Please define and distinguish between the CCR and the CSRB in terms of post award reporting and supervision functions, structure, relationships to the regions, communications, and funding sources.

Answer:  CCR is a program of CSRB.  Grantees awarded for Regional Cancer Registry activities will have a direct Grant relationship with CSRB as outlined in the resulting Grant Agreement, and post award reporting will be between Grantee and CSRB.  CSRB will not have direct supervision of any Regional Cancer Registry grantee staff.  Funding will flow from CSRB to Grantee via the executed Grant.

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2. Page 10, Section A.2 states: “The reporting facility must pay for such services under a reimbursement mechanism approved by the State.”

Q:  Please clarify this statement. Must all fee for reporting agreements between reporting facilities and regional registries need to be approved by the State?
Answer:  Basic boilerplate of fee reporting agreements will need to be approved by the State.  Each individual agreement, as long as they comply with the approved boilerplate, will not have to be approved by the State.


Q:  Must the funding go to the state or may the funding be held in the region and reported as program income as is currently the case. 
Answer:  Grantees will be able to receive income generated as a result of Grant activities as program income.  Any income received by Grantee will have to be reported to CSRB in a format prescribed by CSRB in the resulting Grant Agreement. 

 

3. Page 16, E. “Agencies must be financially stable and solvent to have adequate cash reserves to meet all financial obligations while awaiting reimbursement for the state.”

Q:  What is the definition of "adequate cash reserves"? 
Answer:  Financially stable and solvent to have sufficient cash reserves to meet all financial obligations.


Q:  What is the duration of time for which “adequate cash reserves is expected to exist?
Answer:  CDPH adheres to the California Prompt Payment Act for processing vendor invoices.


Q:  Does this expectation refer to 6 months or one year of operations expenses, or some other duration?
Answer:  CDPH adheres to the California Prompt Payment Act for processing vendor invoices. 

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4. Page 18, Anticipated Available Funds: Separate accounts are needed to monitor state and federal expenditures for federal audits.

Q:  How is the institution to provide documentation to auditors if one grant combines state and NPCR funds?
Answer:  Additional budget detail worksheets can be created to break out federal costs from state costs.  CSRB will work with awarding Grantees to develop detailed worksheets to accommodate all audit requirements.

 

5. Page 18, Anticipated Available Funds.  There are specific Code of Federal Regulations requirements for federal grants and contracts that need to be separately approved by prime and/or subawardee legal counsel prior to grant acceptance.

Q:  How and when will the new combined grant allow for this legal review?
Answer: CDPH will be responsible for meeting all Federal compliance requirements as the direct recipient of the federal funds.  The terms and conditions applicable to the organizations accepting these funds via this RFA are outlined in the appropriate appendices of the RFA. 

Q:  What is not expected of the regional registries in view of the decreased funding?
Answer:  Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.

 

6. Page 19, 4. General Information, C. Anticipated Available Funds. “Funding is a blend of State and Federal CDC funds.”

Q:  Under what specific legal authority may state and CDC funds be “blended” as laid out by the RFA? Please cite.
Answer:  State Grants may incorporate multiple funding sources.

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7. Page 19, 4. General Information, C. Anticipated Available Funds. “Funding is a blend of State and Federal CDC funds.”

Q:  Would grantees that also hold SEER contracts be able to separate state and federal components of grant funding in order to describe the non-federal cost-share requirement to SEER?
Answer:  Additional budget detail worksheets can be created to break out federal costs from state costs.  CSRB will work with awarding Grantees to develop detailed worksheets to accommodate SEER cost-share reporting requirements, if needed.

Q:  If state and federal components of grant funding can be separated in order to describe the non-federal cost-share requirement to SEER, how will this be done?
Answer:  Additional budget detail worksheets can be created to break out federal costs from state costs.  CSRB will work with awarding Grantees to develop detailed worksheets to accommodate SEER cost-share reporting

 

8. Page 20, G. Matching Funds and P. 48, Form 15 –Leveraged Funds. The RFA indicates that CDPH will evaluate applications based on leveraging criteria. It specifies that “Leveraged funds can be from another federal grant, from an Applicant's own resources, or resources from other third party sources.”

Q:  How is “other third party” defined? Please provide the criteria of eligibility, a specific definition, and one or more examples of such sources.
Answer:  Other third party funding includes any funds not defined as federal grant funds or resources of the applicant.  Examples include, but are not limited to, funds from private or public foundations, independent institutions, private donors, etc., that specifically support one or more of the Performance Objectives of the RFA, as outlined in the RFA.

 

9. Page 20. “…CDPH will evaluate Applications based on leveraging…[which is] when an Applicant proposes to provide additional funds to support or complement their application which are above and beyond the CDPH funds awarded…Leveraged funding should specifically support one or more of the Performance Objectives for this RFA.”

Q:  Are leveraged funds considered necessary for completing the specified SOW? Or is the SOW expected to be fully completed using only the “anticipated available funds”?
Answer:  Leveraged funds are not considered necessary to complete the specified SOW.  Each Applicant will need to determine how best to allocate resources to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.

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10. Page 21. 5. Staffing Changes after Grant Award. “CDPH reserves the right to approve or disapprove changes in key personnel that occur after CDPH awards the grant.”

Q:  What is the exact definition of key personnel? 
Answer:  Positions with major roles and responsibilities for Grant activities.

 

11. Page 23. Format requirements. The SOW (Form 6B) is on 8.5 x 14-inch paper and the instructions for additional pages related to a form specify 8.5 x 11-inch white paper.

Q:  Is it acceptable for additional pages to Form 6B be on 8.5 x 14-inch paper?
Answer:  Yes, additional SOW pages can be submitted on 8 ½ x 14 legal size paper.

 

12. Page 28. Stage 2 - Narrative Application Evaluation/Scoring.

Q:  What are the criteria for membership on the rating committee?
Answer:  This is not relevant to applying to this RFA.

Q:  Are the RFA reviewers all members of the rating committee?
Answer:  Yes, reviewers of the RFA make up the rating committee.

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13. Page 30. “Raters will consider the following when scoring the Applicant's Approach: Does the applicant describe a performance standard, metric, acceptable quality level and monitoring system for each element of the work plan?”

Q:  Please provide examples of a performance standard, metric, acceptable quality level and monitoring system for one element of the work plan.

Answer:  Performance Standard – A targeted level of accomplishment associated with a desired set of outcomes and expectation.  Performance Standards should be declarative sentences that provide a performance level that can be understood and measured. If it cannot be measured, it should not be a Performance Standard.

Performance Metric – How the performance standard will be measured.  When Performance Standards describe the development and implementation of a plan or the submission of a report, the metric will be very straightforward: date of delivery and implementation. When Perfor¬mance Standards describe tasks or activities, a quantitative metric would be required to determine whether or not the performance standard is being adhered to.

Acceptable Quality Lev¬el – The expected performance level.  The Acceptable Quality Level governs the performance of a particular task or activity.  For example, “Help Desk inqui¬ries must be answered within ten minutes” or “Key personnel must have security clearances.” Often, the metric simply restates the quantitative standard described in the Performance Standard.

Monitoring System – The mechanisms used to evaluate the work to be performed.  These mechanisms include systems such as surveillance or monitoring instruments that can be used to measure performance and monitor Acceptable Quality Levels. Some standard monitoring or surveillance instruments include reports, surveys, audits, and design specifications.

Applicants are also encouraged to search out other resources for developing performance based scopes of work, many of which are accessible on the internet.

 

14. Page 30. “Raters will consider the following when scoring the Applicant's Approach: Do the proposed regional registry activities adequately address the mission and priorities of the CCR?”

Q:  The mission of the CCR is given at http://www.cdph.ca.gov/programs/ccr/Pages/AboutUs.aspx, but we do not find CCR priorities specified. What are the priorities of the CCR?
Answer:  A correction will be made to the RFA to only address the mission of CCR, which is available at the link provided.


15. Page 33, Agency Capability, 10th bullet. Has the applicant provided sufficient justification of any data collection costs that may exceed the statewide average (such as cost of living, rural area requiring more extensive)?

Q: Does this mean that the applicant can exceed the amount of the funds allocated to them as long as they have adequate justification? What is the statewide average data collection cost referenced in the RFA?
Answer:   This bullet is being eliminated from the Evaluation Criteria that raters will consider when scoring the applicant’s Cost.

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16. Page 33, Item 7. “Are the salaries appropriate for the position classifications?”

Q: Individual organizations will be the grantees resulting from this RFA. Individual organizations may have different title and pay plans, different compensation philosophies and different staff fulfillment models. What criteria will the raters use to determine appropriateness?
Answer:  Raters will consider reasonableness of cost based on functions of position and information/justifications provided in the application.

 

17. Page 33, Item 7. “Are the salaries appropriate for the position classifications?”

Q:  Will the raters take into consideration the regional variations and economic cycles in market based pay rates? Please provide a complete list of applicable position classifications or consider eliminating this requirement that may not apply under a grant mechanism.
Answer:  Raters will consider reasonableness of cost based on functions of position and information/justifications provided in the application.

 

18. Page 33: Leveraging Resources.

Q:  Are the amounts given for leveraging (“scales per region”) annual or totals over 5 years?
Answer:  Annual


Q:  Do the amounts given for leveraging (“scales per region”) include both direct and indirect costs (a situation that would benefit applicant institutions with high IDC rates), or are they direct costs only?
Answer:  Both.

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19. Page 34, Scoring of Leveraging Resources. “Do the funds support the types of activities approved for leveraging funds?

Q. Please confirm that all performance objectives are approved for leveraging.
Answer:  Leveraged funding should specifically support one or more of the eight Performance Objectives for this RFA as outlined under “Recipient Activities” (Section 2) of the RFA.

Q. Are these amounts related to annual leverage amounts? Or to leverage amounts available over the five year period? Please clarify.
Answer:  Annual

 

20. P. 35, 7. Grant Award, C. Unanticipated Tasks. “…“In the event unanticipated or additional work must be performed that is not identified in this RFA,…CDPH will initiate a grant amendment to add that work. All terms and conditions…in the final grant including the salary/wage rates, unit rates and/or other expenses…on the Applicant’s Budget Detail Work Sheets will apply to any additional work.”

Q:  Will additional funding be provided for any additional work specified in a grant amendment?
Answer:  Any Grant Amendments will be executed in compliance with the terms and conditions of the Grant.

 

21. Page 39, Form 6A, Work Plan Narrative

Q:  A list of detail (names of primary responsible party and of key staff, timeline for completion, how success will be measured, key outcomes, plan for measuring and improving standards, etc.) is required for each major task or activity associated with 8 performance objectives and 40 items of required service along with detail on risks of delay or failure, assumptions made in answering, omissions, etc.
Answer:  Instructions for completing Form 6A, Work Plan Narrative, in Section 8, Forms Instructions, will be amended.  Provision 1.b. in its entirety will be eliminated.  In addition, Provision 1.d. will be eliminated.

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22. Page 39 Form 6A, Work Plan Narrative cont. There is a 25 page limit for this section. Providing this level of detail at this degree of granularity is not possible in this number of pages.

Q:  Please advise how applicants can succeed in obtaining optimal points within this framework or consider modifying this requirement.
Answer:  Instructions for completing Form 6A, Work Plan Narrative, in Section 8, Forms Instructions, will be amended.  Provision 1.b. in its entirety will be eliminated.  In addition, Provision 1.d. will be eliminated.

 

23. Page 39. Form 6A - Work Plan Narrative - Section 1b. Per Question #13 in the Statewide RFA Q&A, the equivalent section of the statewide RFA (P. 66 Form 6A Work Plan Section 2.b) was eliminated from the Statewide RFA.

 

24. Q:  Will a similar deletion occur to Form 6A - Work Plan Narrative - Section 1b of the Regional RFA?

Answer:  Instructions for completing Form 6A, Work Plan Narrative, in Section 8, Forms Instructions, will be amended.  Provision 1.b. in its entirety will be eliminated.  In addition, Provision 1.d. will be eliminated.

 

25. Page 42. Form 8, 1.g. "Include a 1-2 page resume for each key staff person (professional, managerial or supervisory) that will exercise a major administrative, policy, or consulting role in carrying out the project work."

Q:  If some such staff are to be supported entirely by non-CCR/CDC funds (e.g., funds that will be leveraged), should the applicant include resumes for such staff?
Answer: Yes

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26. Page 42, 1.g. "Include a 1-2 page resume for each key staff person (professional, managerial or supervisory) that will exercise a major administrative, policy, or consulting role in carrying out the project work."

Q:  Can an NIH biosketch be adapted for this purpose?
Answer: Yes

 

27. Page 45, Operating Expenses

Q:  May applicants include the costs of rent in this line item?
Answer:  Yes, rent costs can be included as an Operating Expense.

 

28. Page 45, B. Fringe Benefits. This RFA discussion of fringe benefits does not address any potential changes to the fringe benefits rates.

Q:  Does the grantee have authority to rebudget if the grantee’s organization raises its fringe benefit rate during the grant period?
Answer:  Provisional or pending increases in indirect cost rates will be included in awards only if they are documented prior to execution of the grant agreement. The maximum indirect costs that CSRB pays is the lesser of: (a) the current federally approved rate for the budget year; or (b) the rate provided for in the approved budget. Under no circumstances will funded projects be supplemented to reflect an unanticipated increase in the ICR rate.

 

29. Page 47. I. Indirect Costs

Q:  Description says that indirect costs should be calculated as a percentage of total direct costs. If an Applicant’s federal IDC rate is calculated on a different base, say modified total direct costs (total direct costs less equipment and subcontracts), does the state still want our costs displayed as instructed rather than as provided in our federal rate? Please clarify.
Answer:   If the applicants IDC rate is calculated on a Modified Total Direct Cost, please note MTDC in the area after the percentage rate, and include the total dollar amount of the MTDC.

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30. Appendix 18, Page 3 of 59. 5. Sub-grantee Requirements – need prior written authorization for services costing $5,000 and more.

Q:  What will happen if the original agreement for services was under $5,000, but it was later modified to be over $5,000?
Answer:  If the original sub-grantee amount is increased to an amount of $5,000 or greater, prior written authorization will be required from CDPH.  A process for acquiring this approval will be provided to the awarded Grantees.

 

31. Appendix 18, Page 3 of 59. 5. Sub-grantee Requirements – need prior written authorization for services costing $5,000 and more.

Q:  Are multiple agreements allowed for the same consultant, if each contract is below $5,000?
Answer: This would depend on the Scope of Work for each agreement and time frames.  Breaking out work efforts to increments below $5,000 to circumvent the bidding process would not be allowed.

 

32. Appendix 18, Page 3 of 59. 5. Sub-grantee Requirements – need prior written authorization for services costing $5,000 and more.

Q:  Would a $5,000 limit be applied per year, per contract, or per job?
Answer:  Per sub-grant.

 

33. Page 10. 3. Process new cases, new corrections, follow-up data; P. 13, B. Sample Activities, 3.1 Summary of Visual Editing, “IPAQ assignments made after sample of cases selected”; and Form 6B: Scope of Work.

Q:  Who will determine the percentage of cases the applicant is required to visually edit?
Answer: Each Applicant will need to determine how best to allocate resources, to best meet the RFA requirements as outlined in the Scope of Work, Form 6B.  In this example, the Applicant will need to determine what percentage of cases to visually edit based on the Applicant’s resource allocation.

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34. Q:  Does a posted CDPH response to a question about the regional RFA constitute an amendment to the RFA even if the corresponding text of the RFA remains unchanged as posted on the internet? 

Answer:  If an answer to any RFA question results in an edit/correction to the RFA text, the item is included as an edit/correction on the RFA Clarifications, Corrections, and Modifications link on the website.

 

35. Page 18 of the RFA states that anticipated available funding is "a blend of State and Federal CDC funds.

Q: Does this mean that regional registries will not receive separate NPCR awards?
Answer: Correct, Regional Registries will not receive separate NPCR awards.

 

 

 
 
Last modified on: 2/29/2012 8:13 AM