Health Initiatives RFP: Keep New York Covered (KNYC)
Updated post
The Community Service Society (CSS) invites non-profit community-based enroller organizations to participate in a unique opportunity to receive funding for outreach and marketing of enrollment services through the grant-funded Keep New York Covered (KNYC) project for Monroe and/or its neighboring counties. A consortium of generous funders seeks to ensure that as many New Yorkers as possible retain coverage as federal Public Health Emergency (PHE) enrollment rules end in the coming year, necessitating the renewal of more than 9 million New Yorkers' health insurance coverage. CSS is a lead agency in both the New York State Department of Health (DOH) Navigator and Facilitated Enrollment for the Aged, Blind and Disabled (FE-ABD) programs. CSS serves as the programmatic and administrative hub for the KNYC initiative and will: launch the KNYC outreach network; award sub-grants; and convene sub-grantees for monthly learning and sharing meetings.
This second procurement opportunity is being issued because CSS did not receive sufficient response from the region to KNYC’s first procurement invitation, issued in November 2022. You can view the RFP here.
Update: Applications will be due on February 7, 2023, and CSS expects to announce awards on February 10, 2023, via the CSS website, www.cssny.org/rfp. If you have any questions about the RFP, please do not hesitate to reach out to us: outreachrfp@cssny.org.
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December 15, 2022
Thank you all for applying for the Keep New York Covered program. After carefully reviewing all applications received, CSS has selected the below organizations to participate in next year’s Keep New York Covered program. We are working hard to identify additional funding sources and may be able to include additional organizations in future funding rounds for this program.
Awardees:
ACR Health
Adhikaar for Human Rights and Social Justice
Adirondack Health Institute, Inc.
Arab-American Family Support Center
Asian Americans for Equality
Community Outreach Center
Coordinated Care Services, Inc.
Council of Peoples Organization
Dominican Women's Development Center
Emerald Isle Immigration Center
Entertainment Community Fund
Finger Lakes Community Health
Gay Men's Health Crisis
Healthy Community Alliance
Human Services Coalition of Tompkins County, Inc.
Legal Assistance of Western New York, Inc.
Make the Road New York
Maternal-Infant Services Network of Orange, Sullivan and Ulster Counties, Inc.
MinKwon Center for Community Action
Mothers & Babies Perinatal Network
Nassau-Suffolk Hospital Council
North Country Prenatal Perinatal Council
Public Health Solutions
South Asian Council for Social Services
The Neighborhood Center, Inc.
United Jewish Organization of Williamsburg
Urban Health Plan
Westchester Disabled on the Move, Inc.
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Got questions about the RFP? View our Q&A below.
Q&A (Version 2, Updated Nov. 16, 2022)
Q: Do you have some more information on what's going to change regarding the Public Health Emergency? Does that affect only certain types of insurance plans?
A: When the Public Health Emergency (PHE) ends, it will affect automatic renewals for everyone enrolled in Medicaid, Essential Plan and Child Health Plus coverage. As their renewal month comes up, each individual with that type of coverage will have to take action to keep their coverage.
Q: What happens if the Public Health Emergency does not end right away, and we have been awarded an outreach grant? Do we have to continue with the project?
A: On November 11, 2022, the federal government did not provide the required 60-day notice necessary to end the Public Health Emergency in January 2023. However, the Keep New York Covered (KNYC) sub-grantees can begin to provide outreach in anticipation that the PHE will end at some point during the first quarter of 2023. CSS will issue grants on a rolling basis as more information becomes available about the end of the Public Health Emergency to align start dates with the community’s need.
Q: If the PHE doesn’t end when it is expected to, how will this funding opportunity be impacted?
A: The funding consortium, CSS and the New York State of Health staff will closely monitor the timing of the end of the PHE. The funding period depends on the end date of the current Public Health Emergency as well the timing of -- and amount of -- grants secured from the consortium of funders for the KNYC project. The KNYC sub-grants will be issued on a rolling basis. CSS will be open to negotiating start dates or may request start dates with a sub-grantee that best meet its community’s needs, contingent upon the timing of the funding stream that supports its sub-grant.
Q: If the PHE is extended beyond January, will the awards announced in December be postponed until further notice? Does this mean reapplying if extended for a length of time like a year?
A: CSS seeks to issue only a single RFP for the KNYC project. Sub-grants will be awarded on a rolling basis as more information becomes available about the end of the PHE and as funders join the KNYC funding consortium. No reapplication is anticipated.
Q: Is there public data available that would show how many people in our catchment area might be affected by the ending of the Public Health Emergency?
A: Publicly available data on enrollment by coverage type, broken down by either zip code or congressional district is available at this link: Enrollment Data | NY State of Health
Q: My agency doesn’t currently provide enrollment services to the ABD population. If we are awarded the grant, where could I direct ABD folks to? We would like to provide ABD enrollment services as well.
A: The New York State Department of Health procured Facilitated Enrollment for the Aged, Blind, and Disabled (FE-ABD) program in 2014. It is likely that DOH will re-procure this program in the future. In the meantime, to help with referrals, CSS will provide contact information for FE-ABD agencies to all sub-grantees and ensure that connections are made between local organizations conducting enrollment work. Likewise, FE-ABD agencies will be provided with local Navigator group information for the non-ABD population enrollments.
Q: What is the start and end date of the project?
A: The funding period depends on the end date of the current PHE as well as grant awards from the consortium of funders. CSS anticipates a 10 to 12-month funding period, most likely beginning in January 2023.
CSS continues to advocate for dedicated outreach funding for local enrollment groups both in its state advocacy efforts as well as its funder advocacy appeals. Accordingly, there is a possibility, but no guarantee, of renewed funding in the future for community-based outreach activities.
Q: Will there be a baseline or target for this program?
A: CSS, funders, and participating organizations will negotiate outreach and enrollment performance baselines and metrics for each individual sub-grant based on proposed outreach methods, service area, grant size, and other factors that may be raised by sub-grantees.
Q: Will there be any client work/assistance required? How does this project integrate with the navigators project?
A: There will be no client work/assistance required for this project as the grant will not fund enrollments. Instead, it will fund outreach and marketing activities that drive enrollees to the sub-grantee, which has separate (DOH) funding to conduct direct enrollment activities (e.g., Navigator or FE-ABD funding). That said, the proposal narrative should include an estimate of how many consumers may be enrolled as a result of outreach funded by this grant.
Q: The subcontractor is on their own to figure out how to differentiate KNYC deliverables from current contract deliverables?
A: CSS will provide simple tools and strategies to help a sub-grantee track the specific deliverables mentioned in the RFP, including the number of people reached and subsequently enrolled as a result of the marketing and outreach activities funded by this grant. Participating organizations will be able to use this information to differentiate these enrollments from their overall enrollments.
Q: Will we have to propose a specific range of enrollment numbers?
A: This grant will not fund enrollments. Instead, it will fund outreach that drives enrollments. That said, the proposal narrative must include an estimate of how many consumers may be enrolled as a result of outreach funded by this grant. In other words, it is hoped that this funding will drive additional enrollments that have occurred because of the dedicated KNYC outreach and marketing grant.
Q: We are the lead agency and have a subcontractor for our DOH/NYSOH funding. Would this funding be for both entities? How would we apply? – just us as a lead or do both agencies apply together or separately?
A: Any organization with a NYDOH Navigator or FE-ABD enrollment contract is encouraged to apply, including both lead agencies and subcontractor agencies. Agencies can choose to apply jointly but must clearly indicate this on their application. Lead and subcontractor agencies can also apply separately if they would like. In other words, leads and subcontractors may apply separately, jointly, or file both a separate application and be included as part of another (e.g., lead’s) applications. CSS asks all applicants to please specify if they are participating in the submission of more than one application in its KNYC response.
Q: My agency is a subcontracting agency. Can we still apply?
A: Yes. Any agency with NYDOH Navigator or ABD enrollment contract (or subcontract) is encouraged to apply. This includes both lead and subcontractor agencies.
Q: CSS is the contractor and the lead. My agency would be the subcontractor/subgrantee only, not lead?
A: CSS is the administrative and funding hub for the KNYC outreach/marketing project. Your agency would be a sub-grantee in the KNYC outreach project. That said, an agency can file a response to this RFP as a lead sub-grantee on behalf of one or more other agencies (with their permission of course!).
Q: Why is there a grant range ($20,000 - $80,000)?
A: Grant awards will depend on available funding, quality, scope, geographic location, number of proposals submitted, and other factors. The grant range presented shows the anticipated sizes of grant awards. The sub-grant financial ranges are based on a similar outreach and marketing project, called the “Reaching the 5%” project, which successfully operated in Central and Western New York between 2020-2022.
Q: How many counties will each agency cover for the $20,000-$80,000?
A: It is up to the responding agencies to propose the number of counties, and which counties, they plan to cover with their sub-grant. There is no restriction or requirement on how many counties should be covered by an applicant.
Q: Is the funding only for one year?
A: The funding period depends on the end date of the current Public Health Emergency as well the timing of -- and amount of -- grants secured from the consortium of funders for the KNYC project. CSS anticipates a 10 to 12-month funding period, most likely beginning on a rolling basis in January, 2023.
If funding is available for future years’ work, an extension or renewal of the initial grant may be negotiated based upon completed and projected deliverables, programmatic needs, and availability of future funding for this purpose.
Q: When will funds be dispersed?
A: The sub-grants are expected to begin on a rolling basis, beginning January 1, 2023. It would be helpful to CSS and its reviewers if the applicant specifies its preferred start date in its application, and CSS will try to accommodate that request. CSS may also request a particular start date based on the PHE end date and/or availability of funding in a particular region.
Q: How will the money be distributed to grantees?
A: Grant funding will most likely be disbursed evenly on a monthly basis, following the completion of deliverables.
Q: We are a navigator agency and are aware we cannot promote any material without prior authorization from the New York State of Health. How would that work with KNYC?
A: NY State of Health requires approval if you use funding directly from the navigator grant, or if you use NY State of Health branding. If you use separate funding and/or do not brand with the NY State of Health logo, you do not need to obtain approval from NY State of Health. However, all KNYC promotional materials, funded by this sub-grant, will be subject to review by CSS staff before distribution.
Q: We have done outreach programs in the past and were required to do door-to-door outreach. Is that a requirement of this program?
A: No, door-to-door outreach is not a required activity for the KNYC project. Applicants are encouraged to tailor its proposed grant-funded activities to the needs of the population and area they service. Please feel free to be creative with proposed outreach ideas. CSS may be able to provide technical support to organizations interested in trying new outreach methods. In addition, CSS will try to arrange for marketing and outreach experts to present at the KNYC quarterly (or more) meeting, along with encouraging cross-pollination of ideas amongst sub-grantees in those meetings.
Q: Can we apply if we are doing outreach through another grant?
A: Yes. That said, the proposal narrative should include the specifics of the outreach funded by this grant and how it differentiates from the current grant.
Q: Will CSS provide training to our staff?
A: CSS will lead a learning collaborative for all KNYC network sub-grantees through quarterly (potentially monthly) interactive learning sessions where organizations will share best practices and receive technical support.
Q: What materials for outreach will CSSNY provide?
A: Sub-grantees will have access to an online portal with updated outreach and marketing resources and data analysis to inform targeting of activities. Resources will include best practices from KNYC sub-grantee organizations, DOH resources and tools, and communication campaign and messaging tools developed by a professional communications firm engaged to inform the initiative. CSS will invite messaging experts, including Ichor Strategies, to sessions based on the needs of the KNYC network.
Q: For the position – would this be a completely new hire or an added responsibility to a current staff person?
A: Applicants have the option to add another FTE, use existing staff, or contract with an outside entity (e.g., a local marketing firm, a social media intern) to conduct grant activities. It is important to describe how the funding will be used, whether for staffing (if used) or something else to conduct the activities outlined in the RFP. If the funding will be used to fund existing or future staff, please describe their background, experience, and current duties (if applicable). Please describe how that staff person will deliver or supervise services under this project.
Q: How much of the budget should be used to cover staff costs? How many staff members?
A: There is no requirement to use grant funds to cover staff costs. Applicants may propose using funds for staff time, marketing and outreach services or materials, an outside vendor, some mix of these, or some other approach.
Q: Do we need to provide a budget for the advertisement we will be doing based on the resources CSS provides?
A: Applicants should provide an explanation of all proposed budget items—including advertising if it is part of the applicants proposed scope—in the Budget Narrative, including the cost and scope of work.
Q: Is there a maximum allowable indirect rate we can include, or any other budget restrictions we need to consider?
A: There are no additional restrictions to consider. CSS will work with groups that are selected to finalize budgets, and the budget should make it clear the organization can achieve the results they are committing to using the resources available. For example, if the organization targets in-person outreach, the budget should demonstrate reasonable FTE to do the outreach in person.
Q: Regarding the Proposal Narrative and Budget Narrative, do you require certain formatting, font size, spacing, etc. or can these be simple Word documents?
A: There are no formatting requirements.
Q: Regarding the Letter of Commitment, is there a certain text that you require? Please clarify.
A: The Letter of Commitment should include a statement reflecting the applicant’s commitment to reaching the goals of this program as well as their readiness to begin working at the start of the contract.
Q: On page 6 of the RFP, it states the cover form must be signed by either our Executive Director or the President of our Board of Directors, but the form itself indicates that it needs to be signed by both. Can you please clarify?
A: Thank you for drawing this inconsistency to our attention. CSS only requires one signature of either the ED or President of the Board of Directors.