COVID-19 Community Engagement Request for Services FAQ - May 2020
Please note that the question and answer period has ended. Final questions and answers have been posted to ensure all applicants have access to the same information prior to the proposal submission deadline.
Last updated 6/5/20 at 3 pm CST.
Question: Can organizations apply for both media and community engagement contracts?
Answer: Some Tribes and community-based organizations may be qualified for both (if they run a radio station, for example). Otherwise, we strongly encourage media vendors to respond only to the diverse media RFS and community-based organizations with broader missions to respond only to the community engagement RFS.
UPDATE ON 5/29: An exception may be made in cases where certain cultural communities lack culturally-specific media vendors that serve their community and meet their language needs. In that case, CBOs that fill the need for media messaging in those communities may be competitive in the diverse media RFS review process.
Question: In our current work, we have collaborated with our neighborhood association. Can we collaborate and submit the engagement proposal request collaboratively?
Answer: Yes, collaboration is encouraged. In the case of joint proposals, please identify one organization as the fiscal lead who will enter into the contract with MDH if selected for funding. Please be sure to detail the roles of each entity and how you will collaborate in your proposal.
Question: How can our group apply using a fiscal agent? We are not registered in State yet as an organization. We previously we worked with an agent for census funds.
Answer: Applicants must have state or federal recognition as a formal organization or entity, such as a Federal Employer Identification Number or 501(c)3 status. Organizations or groups that do not have state or federal recognition may apply with a fiscal agent. A fiscal agent is an organization that assumes full legal and contractual responsibility for the fiscal management and award conditions of the contract funds and has authority to sign the contract. A fiscal agent is often a different organization than the operating organization (which performs the work). In a multi-organization collaboration, however, one organization must be designated as the fiscal agent.
Question: Can you explain how exactly partners will be part of this? Are we expected to provide personal data on our people?
Answer: Organizations will not be asked to share personal data on people without their permission. MDH and partners will work with funded contractors and other community partners to figure out roles and how best to support community members through the testing, case interview, and contact tracing process.
Question: Can providers select some tasks and not others?
Answer: Yes. The Responder will be proposing a set of ideas in your proposal. We’re not expecting an organization to do everything/all tasks.
Question: What kind of entities can apply to this contract?
Answer: Community-based organizations, nonprofits, and Tribes. Individuals are not eligible to apply.
Question: Is there a way to have a conversation with MDH about what we can do and what we cannot do?
Answer: MDH is still in the process of determining the roles of the many different players in testing, case investigation and contact tracing and getting community feedback on these processes. Because of that, the proposal form for this RFS asks Responders more about their capacity to provide these services within communities and ideas to advance this work. If you are selected, MDH will work with you more closely to determine the specific details of the work and work plan.
Question: Can organizations apply for an amount of less than $10,000?
Answer: We recommend that applicants submit a request for between $10,000 and $75,000, although requests of less than $10,000 will also be considered.
Question: I did not see a budget form. Is there one, or do we just provide a big estimated number?
Answer: Responders do not need to submit a full budget. In the proposal form, please indicate an estimated dollar amount needed to accomplish the ideas and proposed activities described in your application. If you are selected, MDH will work with you more closely to determine the specific details of your budget.
Question: If a contract is awarded, how will we bill for services? Actual expenses incurred or hourly/project rate?
Answer: MDH anticipates using an up-front payment structure for these contracts, in which contractors receive 50% of their payment at the beginning, then two additional lump sums later in the contract period. Contractors will need to keep track of all expenses incurred, as there will be a financial reconciliation at the end of the contract period and before the final payment is issued.
Question: Is this contract reimbursement based?
Answer: MDH anticipates using an up-front payment structure for these contracts, in which contractors receive 50% of their payment at the beginning, then two additional lump sums later in the contract period. Contractors will need to keep track of all expenses incurred, as there will be a financial reconciliation at the end of the contract period and before the final payment is issued.
Question: Do "contracts" include grants from MDH as well? Or just fee for service deals?
Answer: These are contracts for services, not grants.
Question: If you received a recent MDH grant from the $250M made available through the legislature, are you ineligible for this RFS?
Answer: Current MDH contractors and grantees are eligible.
Question: Could you please give an example of a trauma-informed lens?
Answer: A trauma-informed lens means taking into account a person’s and community’s history when providing services to make sure they don't get re-traumatized when receiving those services. For example, if the cultural community has experienced institutional racism through medical or experimental testing without their consent, the service provider should be sensitive to their reasons why they may not trust health professionals. More information about using a trauma-informed lens can be found on MDH’s website: Trauma-Informed & Intersectional Approaches Toolkit – Centering healing and justice in maternal and child health needs assessment work.
The document cites the following: “Trauma-informed approaches recognize the pervasive consequences of oppression and traumatic stress for individuals, communities, and systems.” Please note: This document refers to a specific field of work – the field of maternal child health. The entire document is not necessarily relevant to this RFS, and is meant to illustrate an example of a trauma-informed lens or trauma-informed approach.
Question: What does “engagement” mean to MDH?
Answer: MDH expects contractors to support individual community members in understanding the process and connect them to the resources they need. MDH will also defer to funded contractors and your expertise and knowledge of your community in terms of the best methods for engagement.
Question: What is the plan to deploy contact tracing? Will MDH be hiring for these roles?
Answer: This information will be shared widely when it becomes available. Hiring may take place through MDH or a larger contracting firm.
Question: To what degree will community members be connected to COVID-19 services by the agencies awarded contracts?
Answer: Most of the essential clinical services around COVID-19 (testing, case interviews, and contact tracing) will continue to be provided by Local Public Health (LPH) agencies, Federally Qualified Health Centers and others. Once contractors are selected for this RFS, they will work in close collaboration with MDH and others to ensure community members are appropriately connected.
Question: Will contact tracing training be required to participate in this project?
Answer: At this point, MDH is not expecting contractors to do contact tracing. We anticipate that contractors selected through this RFS will play more of a supportive role by increasing community understanding of contract tracing, removing barriers, etc.
Question: We're finding that in the immigrant communities that we work with, there’s a lot of misinformation. We'd like to include communications to help correct the information, is this acceptable as part of our deliverables?
Answer: MDH is working separately with media vendors to promote accurate information more broadly in diverse communities. As community-based organization/Tribe contractors, we anticipate that you will provide accurate information as well, but this is not the primary purpose of this RFS.
Question: Will MDH be providing a media kit, or is it part of our role to develop that for our communities?
Answer: MDH has a separate RFS for media partners. There is no need for contractors in this RFS to have a media kit.
Question: Does the goal of the intervention we suggest have to be to connect communities to COVID-19 testing and contact tracing, or can it be to support the community in other areas where they need support during COVID times? The issue of connection to services has to do with ongoing credibility. If for instance someone needs housing, or daycare, or chemical dependency services.
Answer: MDH recognizes the need for meaningful connections to many types of resources and services. This is another area in which MDH will seek contractors' input, and we will continue to advocate at a state level for needed resources/services. However, through this funding, contractors must focus their efforts on testing, case investigation, and contact tracing.
Question: Is it of benefit to be already partnering with an applying media vendor?
Answer: Partnering with a media vendor applying for the media RFS is allowable, but will not increase the likelihood of being selected. The focus of this RFS is on supporting communities related to testing, case interviews, and contact tracing, although we know there are many other needs as well. Contractors will be able to provide feedback to MDH on those other needs.
Question: During the application process, will we be asked to provide supplemental materials like past year financial records?
Answer: Because these are contracts, not grants, funded contractors generally do not need to provide financial records from the past year. Please do note the insurance requirements in the standard State P/T Contract template [EXPIRED LINK].
Question: Do you encourage people to apply as a group/collaborative effort?
Answer: Yes, collaboration is encouraged. In the case of joint proposals, please identify one organization as the fiscal lead who will enter into the contract with MDH if selected for funding. Please be sure to detail the roles of each entity and how you will collaborate in your proposal.
Question: I filled out the application online. We are not a recognized organization at this time. Can we still apply?
Answer: Applicants must have state or federal recognition as a formal organization or entity, such as a Federal Employer Identification Number or 501c3 status. Organizations or groups that do not have state or federal recognition may apply with a fiscal agent.
Question: Will this webinar and the webinar for media vendors be available as a recording? Will the slides of this webinar be made available so that we can review in a more measured way?
Answer: Yes, the slides and recording will be posted online with captions. All questions asked during this webinar will be posted with responses in the online FAQ section.
Question: Is this making the assumption that community members are not participating testing because they don't want to? What if community members want to participate but there are barriers? The majority of the community we work with have tried to get tested and the challenge has been cost of medical care or the clinics agreeing to do the tes,t but not willingness to be tested.
Answer: Contractors selected through this RFS will help to identify those barriers and work with MDH to address them so that community members may participate in testing, case interviews, and contact tracing. We recognize that the barriers may be different across cultural communities, geographic locations, etc.
Question: The primary goal of this funding is "to increase community understanding and participation," right?
Answer: Yes. This Request for Services asks community-based organizations and Tribes to propose a plan for culturally relevant, linguistically appropriate, and timely community engagement activities to aid the state in increasing community understanding of and participation in COVID-19 testing, case investigation, and contact tracing. Organizations and Tribes will be asked to learn about community questions and needs related to COVID-19 testing, case investigation, and contact tracing; work with the State and its partners to address those community needs; and connect communities to testing, case investigation, and contact tracing. The primary audience(s) for community engagement must include people of color, American Indians and/or LGBTQ Minnesotans.
Question: Our l goal is to work with youth ages 16-24; will there be barriers if we are reimbursing youth under 18 for paid work?
Answer: No. Contractors may also consider providing stipends to youth or other community members who provide services such as adapting content for specific audiences or reviewing messages from a community perspective.
Question: Do we advise people to get tested when we reach out to them – that everybody should get tested?
Answer: The guidance on testing changes as testing availability changes. Currently, the guidance is that people who do not have symptoms generally should not be tested for COVID-19. If selected for funding, MDH will provide updated guidance and messaging to contractors.
Question: Do community education activities count towards this effort?
Answer: Community education activities focused on COVID-19 testing, case interviews, and contact tracing would be an eligible activity.
Question: When is the proposal form available online?
Answer: It was made available on May 25 on the Request for Services page under Response Requirements and Submission. It will close on June 7 at 11:59 pm.
Question: Do you need a notice of intent to apply for this project?
Answer: No. The State will review complete responses submitted on or before June 7, 2020 by 11:59 pm.
Question: Can contract funds be used for salaries?
Answer: Yes.
Question: Will MDH entertain joint proposals (multiple agencies applying together) with budgets that exceed $75,000?
Answer: Proposal budgets must not exceed $75,000, even for joint proposals.
Question: My organization has offices and programs in multiple cities, both in the Twin Cities and Greater Minnesota communities. Would we be permitted to submit multiple proposals, related to each region where work is planned, or limited to one for the agency?
Answer: An organization may submit multiple proposals.
Question: Do I need to fill out the standard State P/T Contract template?
Answer: No. This attachment to the RFS is shared only so that applicants are award of the standard contracting language and requirements in the case that you are selected for funding.
Question: I understand insurance is one of the required attachments. Are there any other attachments required with this proposal?
Answer: You do not need to submit any attachments related to insurance as part of your application. All required information is submitted through the Proposal Submission Form. To understand the standard insurance requirements that will apply to funded contractors, please review the State’s standard State P/T Contract template [EXPIRED LINK].
Question: We are a for profit organization, can we still apply? Would we need a fiscal agent?
Answer: For profit organizations are eligible if they consider themselves a community-based organization. Applicants only need a fiscal agent if the lead entity does not have state or federal recognition as an organization.
Question: Is the entire work plan (table and context/narrative) limited to 5 pages or just the context/narrative part?
Answer: The entire work plan, including the table and the context/narrative, should be no more than 5 pages.
Question: Our organization can provide legal analysis related to the intersection between immigration status and COVID testing. Numerous immigrants have fears and questions about whether COVID testing and treatment will affect their immigration status and if so—how. Our information and advice could be utilized by community groups to be able to answer those questions. We envision providing information/materials such as fact sheets and FAQs on specific concerns for undocumented folks and immigrants that could be used broadly by the grassroots orgs that are engaging with communities. Our staff could also be available for presentations and media appearances with organizations that are funded through this project in order to answer questions for the community re: the relationship between status, testing, and treatment. As this is a bit different from what you have described as sample tasks, does this approach is a fit for possible funding under this specific RFS?
Answer: This appears to align with the purpose of RFS with regard to educating and supporting communities (provide legal analysis, fact sheets, and presentations related to immigration status, COVID-19 testing, CICT and care). We would advise that the activities included in your proposal align with the scope of COVID-19 testing, case investigation, and contact tracing.
Question: Now that the deadline is extended, can I fill out another a proposal submission form? I found some errors in the first proposal I submitted, and I would like to include more information.
Answer: Yes, you may resubmit. If you choose to resubmit, please send an email to health.covidoutreach@state.mn.us with the date/time of your first submission, requesting that it be removed from consideration.
Question: I understand that the Proposal Submission Form is what we use to apply for funding. However, I don't see any mention on it of the work plan template and 5-page requirement. Am I missing it? I see number 12 asks for proposed activities, is this where the work plan goes? I am applying for community engagement, not media services.
Answer: Yes, your proposed plan should be your answer to #12 in the Proposal Submission Form. The work plan template applies only to proposals for the Diverse Media RFS, not the Community Engagement RFS.
Question: Our organization is not minority-led, but we would like to take the lead in applying, in support of our communities of color based on recent events/circumstances. Many BIPOC-led organizations are overwhelmed right now and our organization has the capacity to apply. We are hoping we can lead the application-writing effort in collaboration with strong partners from BIPOC organizations. The intent would be that our organization would handle contract management while our BIPOC partners would lead outreach.
Answer: There are a couple of options: First, your organization could take on a primary role in writing the application, but a partner organization led by people of color, American Indians, and/or LGBTQ individuals could still serve as the lead applicant, if they will have the capacity to manage the contract going forward. Or, a second option is that an organization that is not led by people of color, American Indians, and/or LGBTQ individuals is eligible to apply, although they will not receive priority for funding. If choosing the second option, you would answer “no” to question #2 in the Proposal Submission Form, but could describe your partnerships in questions #3 and #10, for example.
Question: Could you describe acceptable activities of the contract in more detail, specifically case interviews and contact tracing? Can activity be solely educational and communication outreach/campaign?
Answer: MDH is still in the process of determining the roles of the many different players in testing, case investigation, and contact tracing and getting community feedback on these processes. Because of that, the proposal form for this RFS asks Responders more about their capacity to provide these services within communities and ideas to advance this work. If you are selected, MDH will work with you more closely to determine the specific details of the work and work plan. Please note that we do not anticipate that Responders to this RFS will be conducting testing, case interviews, or contact tracing, but rather supporting community members in understanding and participating in these processes.
Question: Could you expand on whether the intent is for exploration to conduct future community needs assessment?
Answer: Exploration to conduct future community needs assessment will likely not be a priority activity. We anticipate that contractors will learn about community needs during the course of engaging communities to increase understanding of and participation in testing, case interviews, and contact tracing.