Q&A for the PYD RFP process

The full Disability Mentoring Initiative Request for Proposals can be found at this link.

RFP timeline:

  • October 6, 2017: Proposal released
  • November 15, 2017: Proposal due date
  • December 10, 2017: Decision announced
  • January 1: 2018: Collaboration begin


Question 1: Are the monthly ongoing mentor and staff trainings through the National Center for Mentoring Youth with Disabilities delivered online?
Answer 1: Yes, the ongoing mentor and staff trainings and meetings are hosted online.

Question 2: Is the 2-hour pre-match orientation and training session prior to first mentor and mentee outing (Item no. 4a), and the additional 2 hours of training prior to mentor being matched with mentee (Item no. 4b) – are these online sessions (or, if not, where are these trainings held)?
Answer 2: These training sessions should be held and facilitated by the collaborator for their mentors. These should be offered in person.

Question 3: Quarterly in-person training sessions for mentors (Item no. 4c) – are these held in Boston? Are these trainings held during the week or on weekends? Are we able to build those travel costs into the budget?
Answer 3: These are held and facilitated by the collaborator at a time and location of their choice. Expenses related to the trainings can be built into the budget.

Question 4: Could our mentors be assigned to multiple mentees, having some one-on-one meetings with them and also group meetings?
Answer 4: Preference will be given to one-to-one matching.

Question 5: I am working with a group of young men that fit the criteria for at risk youth for this grant. They reside for a period of nine to twelve months in a low security residential DJJ facility. Are they still eligible?
Answer 5: Yes, as long as they meet all of the eligibility requirements listed in the RFP.

Question 6: In terms of partners to sustain the services beyond the grant, while I could name some potential partners I don’t think I would have enough time in four or five weeks to get absolute commitments. Would that be adequate for the purposes of applying to the RFP?
Answer 6: Listing potential partnerships can suffice for the proposal.

Question 7: I wasn’t sure if we could apply seeing we are in MA. Would you consider us because we are outside Boston?
Answer 7: Yes, as long as services are delivered in other parts of the state outside of Greater Boston (outside of the 128 beltway).

Question 8: What are the data collection and evaluation tools (do we have to download software, purchase programs, etc.)? Would we incur a cost for these tools?
Answer 8: Evaluation tools are provided as PDF documents to offer online or hard copy. Collaborators can determine the best way to store this data (examples include spreadsheets, Survey Monkey, existing data base).

Question 9: Please provide an example of the “service projects and activities throughout the year” (Item no. 24) so that we may build these costs into the budget.
Answer 9: Service projects and activities can be determined by the collaborator and can include a variety of options (sporting events, cultural events, game nights, etc.). Often community partners will donate tickets to events.

Question 10: Is a sample project budget available?
Answer 10: There is not a sample budget available.

Question 11: What is allowable rate for overhead and occupancy?
Answer 11: If an entity has an established indirect rate with a Federal agency that is valid at the commencement of the contract, it may use that indirect rate. Expired indirect rates must be renewed in a timely manner. If the entity does not have an established indirect rate, it may use the de minimis rate of 10%. Bidders should be aware that claiming indirect expense does not increase the overall amount of funds available for the project, but would reduce the amount of fund available for direct expenses.