Questions submitted to CBORFP@hektoen.org will be published on this page daily until Tuesday, October 6th at 5pm (CST).

 

General

Does the hektoen.org website contain the RFP?

Yes, the RFP and application can be found at: https://www.hektoen.org/covid-19-community-supports/ 

Can a CBO change from the option indicated in the LOI?

Yes, a CBO can change from the option they indicated in the LOI. The LOI is not binding or required, though we do strongly encourage all applicants to submit. An LOI is to help Hektoen understand the number of reviewers that will be needed to assess applications.

How does a CBO apply? 

A CBO may apply using the Option 1 or Option 2 applications, dependent on the proposal of the organization. Both applications are located on the COVID-19 Community Supports Program webpage. 

Should the primary and alternate liaison to Hektoen and CCDPH be staff of the lead CBO or can it be a partner organization? 

A primary and alternate liaison to Hektoen and CCDPH should be staff of the lead/funded CBO to ensure timely and effective communication related to this program. Lead/funded CBO may identify partner organizations to serve as one of the three representatives to participate in the regional Learning & Action Network and equity lab, “Changing Hearts and Minds for Leadership.”

How many awards are expected?

There is not an expected number of awards. This will be dependent on the number and type of applications Hektoen receives, and alignment with various factors outlined in the RFP to ensure an effective and integrated mix of community supports, geographic distribution across communities CCDPH serves, and inclusion of populations and communities disproportionately affected by COVID-19.

 

Eligibility

What is the criteria for CBO?

Eligible applicants must serve suburban Cook County, excluding: Evanston, Oak Park, Skokie and Stickney Township. As defined in the RFP, a community-based organization (CBO) is a 501(c)(3), not-for-profit organization that has demonstrated service delivery to specific populations or community areas. Additionally, CBOs must have the organizational capacity to conduct the work described in this RFP and have the fiscal and contracting capacity, as well as the accounting and administrative controls necessary to effectively manage a grant.  Requirements include financial stability, fiscal solvency, ability to provide separate reporting for use of funds, and staff to oversee the scope of work and comply with the contract.

Churches within the state of Illinois are typically recognized and approved as “non-profit” organizations.  Many local churches provide community services and may not have applied for 501c3 status.  Are these non-profit entities eligible to apply?

Organizations that do not have 501(c)(3) status are not eligible to serve as the lead CBO and directly apply for funds. We encourage organizations who may act in a “non-profit capacity” without the 501(c)(3) status to use a fiscal agent or partner with another CBO who meet eligibility criteria. 

Can a CBO utilize a fiscal agent in the application?

Yes, a CBO can utilize a fiscal agent as long as the fiscal agent is a not-for-profit or a 501(c)3 organization.

Are Federally Qualified Health Centers (FQHCs) eligible to apply for this funding opportunity?

Yes, FQHCs are eligible to apply for this funding opportunity as long as they meet the criteria set forth in the RFP: 1) being a non-profit organization; and 2) serving communities in suburban Cook County, excluding Evanston, Oak Park, Skokie and Stickney Township.

 

Partnerships

Are partnerships required?

Partnerships are not required for Option 1. However, they are highly encouraged for Option 2 in order to extend the reach and impact of this program. As part of the Option 2 application, a CBO must include a minimum of three letters of support.

Do partner organizations need to receive funding from lead CBO? 

Funds to partner organizations is to be determined by the lead CBO and their respective partners. If it is determined that partner organizations will receive funding as part of the budget for the lead CBO, partner organization should be included in the Contractor section of the budget. To clarify further, those partnering organizations could also apply for this opportunity but the data must not overlap. 

 

Option 1 vs. Option 2

What is the difference between Option 1 and Option 2, and is it possible for Option 1 funds to support expansion of existing programs?

Successful applicants for Option 1 will receive an award of $20,000 ($5,000 for start-up and $15,000 at the end of the project period when deliverables are met). This funding is to support organizations in having representatives attend regional Learning & Action Network meetings (1-2 times per month) and the equity lab; in disseminating COVID-19-related information; and in meeting administrative requirements of this program.  

Successful applicants for Option will receive an award between $50,000 and $300,000. This funding is to support CBOs in implementing an education and outreach program/campaign; expanding existing programs and services; and conducting testing.

If a CBO wants to use the funding to expand an existing program or service, they should apply for Option 2.

Do both Option 1 and Option 2 require disseminating COVID-19 information to clients or populations CBOs serves? 

Yes, both options will require disseminating COVID-19 information to our clients or populations CBOs serve.

 

Potential Projects

Is an example of a viable program utilizing an existing food pantry for training, testing and contact tracing?

CBOs are not expected to conduct contact tracing because contact tracing is and will continue to be done by CCDPH employees. 

This program is focused on supporting community-based organizations as credible, trusted entities in sharing timely and evolving COVID-19 information and providing resources to communities and populations in suburban Cook County – especially those most impacted by the pandemic. 

One of the aspects of the RFP, under Option 2, includes the expansion of existing programs or services. If a CBO has a specific question about their respective program, please email Hektoen at CBORFP@hektoen.org 

Does this funding opportunity support provision of mental health services?

In addition to COVID-19 exacerbating health disparities, the pandemic has also resulted in increases in needs for behavioral and mental health services. One of the aspects of the RFP, under Option 2, includes the expansion of existing programs or services. If a CBO has a specific question about their respective program, please email Hektoen at CBORFP@hektoen.org.

 

CBO Expectations & Outcomes

What are CCDPH’s anticipated outcomes for the CBOs?

For Option 2, we are looking for organizations that have a Work Plan that they are able to implement quickly with their expected outcomes which we will be consolidating and monitoring.

What are the expectations for outreach and education?

A CBO will be expected to establish and execute a localized outreach and education program or campaign, using materials developed by IDPH or CCDPH. The goal of this community support is to gain the public’s trust, provide an understanding of contact tracing, and dispel any related myths. Metrics will be set based on the Work Plan submitted with your proposal.

 

Testing

Is testing required if a CBO applies for Option 2?

For Option 2, there are three separate community supports in which you can propose programming: Outreach and Education, Expanded Support of Existing Programs, and/or Testing. You can apply for a minimum of 1 and a maximum of all 3. Testing is not a requirement for Option 2.

What are the expectations with regards to contact tracing if a CBO conducts community-wide testing?

If a CBO does community-wide testing as part of Option 2 of the RFP, there are no expectations of the CBOs to conduct contact tracing since contact tracing is and will continue to be done by CCDPH employees.

What are the credentials necessary to be considered a qualified tester?

If selecting Testing as part of Option 2, this funding opportunity is seeking to support CBOs who have the infrastructure and experience in providing health services and/or COVID-19 testing, including access to a lab that will process tests and report results to the State OR who partner with another CBO or entity who does. Responses in application and budget should reflect the knowledge, experience, expertise and capacity for testing – whether by lead CBO or a partner organization. For the Testing, lead CBO who meets eligibility criteria or partner organization may include a local community clinic or hospital, a Federally Qualified Health Center (FQHC), or private provider.

Could a church facility be used as a testing site?

A church could be used as a testing site. Whether the facility meets the operational needs for testing would need to be determined by the CBO or partner organization who would be conducting the testing. 

Can a CBO use a lab that they are currently using for testing?

Yes, a CBO can use a lab that they are currently using for testing. Please keep into consideration under this award, the metrics, data collection, and funding would have to be kept separate from the work already being done, keeping the reporting separate as well.

How are test results tracked and shared with CCDPH? 

The entity conducting testing – whether a CBO or partner organization – must have access to a lab that processes tests and reports confirmed COVID-19 cases electronically through the Illinois National Electronic Disease Surveillance System (I-NEDSS)*. Once a report is entered for individuals residing in CCDPH’s jurisdiction into I-NEDSS, it is immediately routed to CCDPH for additional follow-up.

* I-NEDSS is a secure, web-based application available to health care providers and other reporters for input of demographic, medical and exposure information on patients diagnosed with reportable conditions. 

Will CCDPH set up agreements with the labs to process the tests? 

No, CCDPH will not set up agreements with the labs to process the tests. Lead CBO or partner organization must have access to a lab that processes tests and reports confirmed COVID-19 cases to the State. 

What do applicants need to budget if they plan to conduct testing?  

Applicants need to account for personnel and supplies necessary for testing. Responses in application and budget should reflect the knowledge, experience, expertise and capacity for testing – whether by lead CBO or a partner organization. CCDPH will not be providing any supplies for testing.

 

Technical

Does the character limit include spaces?

The character limit for questions does include spaces and punctuation. 

 

Use of Funding

The RFP states that funding cannot be used for bonus pay. Can funding be used to support hazard pay for frontline workers?

Funding cannot be used to support hazard pay for frontline workers. Federal guidelines dictate that special pays can only be charged to grants if it was already existing in Policies, Contracts (including Union bargaining contracts, e.g. Hazard Pay, differential, etc.) prior to COVID-19 pandemic. 

 

The RFP states that funding cannot be used for monies for food or beverages or cash assistance. Can funding be used to buy staples to those who screen positive? Are we allowed to subcontract with our community partners for them to provide the assistance through this mechanism? Are gift cards allowed provided that folks screen positive for need?

Funding cannot be used to support the purchase of food and beverages or to provide cash assistance as indicated in the RFP. This funding restriction also includes gift cards. A CBO may subcontract with a community partner to expand the partner’s capacity to provide this assistance. However, the funding cannot support the community partner with the purchase of food and beverages or provision of cash assistance. These resources would need to be made available through other funding streams.