Q&A from LA Area D Bidders’ Conference – October 21, 2009
Q: Do you have plans to select more than one agency or just one?
A: CSD plans to select one agency.
Q: How did CSD chose the Area D zip codes/geography?
A: The LIHEAP program defines the designated entities who can provide services. There is a historical precedence—the “outline” of Area D was already established when the LIHEAP legislation passed and CSD maintained those areas.
Q: Will CSD accept a consortium/partnership as Area D?
A: Yes.
Q: Who defines annual Local Plans?
A: CSD defines the framework of the Local Plans, but the agencies develop and contribute the content defining service goals, objectives, and funding plans (for the program areas not subject to statutory funding caps).
Q: I saw online that one provider had a price list for weatherization services. Is the cost charged to the customer or to the state?
A: CSD is not familiar with the provider site you’re referring to, but customers receive services at no cost; the provider bills CSD for services performed (within pre-determined cost guidelines)
Q: If one agency serves as the administrator of an agency, does CSD evaluate just the administrator or the strength of the partnership?
A: CSD evaluates your entire business model.
Q: Can a partner be a subcontractor.
A: Yes, but you must follow procurement requirements in selecting private contractors.
Q: Can a partner be a for-profit organization?
A: Yes.
Q: How much of the money available falls under the requirements of Davis/Bacon (the payment of prevailing wages)?
A: Approximately $11 million, the amount of ARRA funding awarded to Service Area D. It is important to note that Davis/Bacon only applies DOE ARRA funding, and more specifically, certain weatherization (construction activities), excluding administrative, dwelling assessment, post-installation-inspection, outreach, intake, and client education activities.
Q: Does Davis/Bacon require paying employee weekly?
A: Yes, the requirement applies to all direct contractors (Energy Service Providers) and their subcontractors. There is also a payroll certification that must be submitted to CSD seven days after issuance of the pay to employees.
Q: How are current contractors handling Davis Bacon?
A: Varies from agency to agency—some have existing experience with Davis/Bacon; others find it more challenging. Some agencies have elected to procure the services of a third-party entity to perform the various administrative functions required under Davis Bacon.
Q: Of existing CSD agencies, how many use stimulus funding and how many are working with Davis/Bacon?
A: Approximately 36.
Q: Can you leverage and separate ARRA money from the money coming from other program?
A? Yes. Davis/Bacon only applies to ARRA funding; however, if you leverage other funding sources Davis-Bacon may apply to the other funding even if it is not a direct requirement of that funding.
Q: There are a couple agencies providing services in Area D until this contract is awarded. When the new contract is awarded, will those other agencies cease providing services and all the money be awarded to Area D?
A: In general, though the current agencies will likely be allowed to spend-out the funds they have now.
Q: So there could be two agencies working in the same area?
A: Yes, but only for a short period of time.
Q: How many sites (offices, kiosks, etc) are needed in Area D to accommodate the needs of Area D?
A: We can’t answer that. It is up to you to assess local needs and design a plan to meet them.
Q: Does CSD have a number of the populations that needs to be served in Area D?
A: No. The RFA lists the number of households served in recent years, but that is only a small percentage of the need.
Updated 10/26/09: Based on data from the 2000 Census, the low-income population (which, for this purpose, is calculated at 125% of poverty level) is 602,526 for Los Angeles, Area D service territory.
Q: We have heard that other agencies have been given money and do not have the capacity to spend the money quickly enough. Have there been problems with capacity in Area D?
A: All existing providers have had to deal with ramp-up by adding staff, equipment, perhaps new subcontractors for weatherization, etc. There is always a concern with how to plan for the ebb and flow of funding—it is an on-going issue.
Q: How do CAPs (Community Action Partnerships) fit in? Do they get separate money for weatherization?
A: Some energy providers are also CSBG providers, so those dual agencies get weatherization money.
Q: Can you speak more about coordination with utilities?
A: On average, for every five households served with cash assistance, one household receives weatherization assistance. Providers must work with utilities to resolve crisis situations via a pledge system. At the state level, CSD issues payments on behalf of clients.
Q: How long does it take to for a bill to get paid?
A: 3 – 4 weeks, but once the pledge is made, utilities won’t take action to cut service.
Updated 11/12/09: The time period is 3 - 4 weeks once CSD has a completed application on file. The process can take up to 6 - 8 weeks if incomplete applications are submitted, which occurs frequently.
Q: How do you deal with landlords in a multi-family unit if the power is shut off?
A: We don’t deal directly with landlords; we deal with clients. Most units have individual meters, but if they are sub-metered, the payment goes directly to the client.
Q: Is there any seasonal variability in requests for assistance?
A: Not really. Program rules limit assistance to one payment, per household, per program year (Jan – Dec), so many clients know that they’re eligible again in January and calls tend to increase at the beginning of the year.
Q: Does CSD provide guidelines on audits?
A: Yes, we’d refer you to OMB A-133 (available via CSD’s web page: http://www.csd.ca.gov/Contractors/Contractors/Contract%20References.aspx?PageView=Shared ). We also have an audit supplement guide: http://www.csd.ca.gov/Contractors/Contractors/CSD%20Audit%20Guides.aspx
Q: Will you publish a list of everyone who attended today?
A: Yes, as long as they signed in.
Q: Will you publish a list of everyone who intends to submit a bid?
A: The notification to CSD is optional, so we may not know everyone. We will double-check on if this list can be published or not (privacy vs. Public Information) and will update this question once confirmed.
Q: What happened to the former provider in Area D?
A: CSD terminated their status as a provider due to non-compliance with contract and statutory rules governing program.
Q: Are the former years’ cash assistance and weatherization numbers for Area D based on poor performance?
A: No, those numbers indicate an acceptable level of service in the territory.
Q: How many requests for services are received versus the number of clients actually served?
A: We don’t know that. We don’t require providers to report numbers for service requests – just numbers on households receiving assistance. Certainly many more people need service that there is money available to provide that service.
Q: What are the chances of this contract being continued?
A: If the selected provider fulfills the contract requirements, they will be automatically re-funded each year.
Q: So current providers don’t have to go through the bid process each year?
A: Correct.
Q: In Area D, what will CSD invest in money and time to help the newly-selected agency get up and running?
A: CSD will provide technical weatherization assistance and will look into finding an existing provider to provider mentorship.
Q: Can we get a cash advance?
A: Yes, all providers can qualify for a 25% cash advance based on proper justification.
Q: Is there any association that assists providers?
A: There are two: Southern California Forum and ACESS (Association of California Community and Energy Services).
Q: Can a provider be the lead on one proposal and a partner on another?
A: Yes.
Q: Will one provider be expected to operate all three contracts?
A: Yes.
Q: Regarding the license requirements: can a partner or sub hold the license, or must it be the provider?
A: A partner or sub can hold the license, but if a provider provides their own weatherization services, in-house, the provider must hold the licenses.
Q: Where can we go for training go get the licenses?
A: There are organizations that assist people in passing licensing tests, but CSD does not have information on those organizations.