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AgeOptions Nutrition Request for Proposals 2016-2019 Please call in for audio! 1-559-726-1000 Pass Code: 997058# 2 Technical Assistance Sessions - Returning.

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Presentation on theme: "AgeOptions Nutrition Request for Proposals 2016-2019 Please call in for audio! 1-559-726-1000 Pass Code: 997058# 2 Technical Assistance Sessions - Returning."— Presentation transcript:

1 AgeOptions Nutrition Request for Proposals Please call in for audio! Pass Code: # 2 Technical Assistance Sessions - Returning Applicants

2 Nutrition Request for Proposals Technical Assistance Sessions Returning Applicants

3 Welcome! Agenda Welcome and Introductions Timeline Unified Catering RFP Document/ Process Before Applying Application & Scoring Resources Questions? Webinar Audio Pass Code: # 2

4  Kim Blechschmidt- Director of Planning, Grants & Program Development  Paula Bartolozzi- Grants Administrator  Katie Cahill- Planning Specialist  Kristin Leicht- Registered Dietician  Spencer Harstead- Nutrition Specialist  Chrystal Brown- Grants Specialist/Data  Kristen Gasieski- Grants Specialist/Monitor  Jennifer Eleazar- Grants Specialist/ Fiscal  Phillip Lanier- Planning Intern Introductions Webinar Audio Pass Code: # 3

5 Disclaimer: This technical assistance session will give you a big picture overview of the Request for Proposal process. It does NOT replace your need to read and familiarize yourself with the documents. All materials are binding on successful applicants. Webinar Audio Pass Code: # 4

6 Materials RFP Document- C1 Application- (Zip File)http://ageoptions.org/gallery/nutritionrfp/ C2 Application- (Zip File)http://ageoptions.org/gallery/nutritionrfp/ C1 Scoring Tool- C2 Scoring Tool- Glossary- Nutrition Standards-http://downloads.ageoptions.org/rfp/standards.pdfhttp://downloads.ageoptions.org/rfp/standards.pdf Menu Standards-http://downloads.ageoptions.org/rfp/menustandards.pdfhttp://downloads.ageoptions.org/rfp/menustandards.pdf Budget- (Zip File)http://ageoptions.org/gallery/nutritionrfp/ Webinar Audio Pass Code: # 5

7 JanFebMarchAprilMayJuneJulyAugSeptOct Applications Due! 2/25/15 Technical Assistance Letters of Intent/Denial Issued 4/27/15 Caterer Selection 7/15/15 Revised Budgets Due 8/7/15 Start of Fiscal Year 16! 10/1/15 Caterer Bid Due 6/17/15 Request for Proposals Timeline 6

8 Unified Catering Bid Goals: Cost effective high quality food Leverage buying power. Agencies exempt from this requirement propose: “on-site” cooking or catering from their organization’s central kitchen 7

9 Management & FoodManagement OnlyRestaurant Setting On-site cooking or off-site central kitchen Food brought in by catererFood cooked in restaurant Automatically exempt from caterer bid Participation in caterer bid required Request exemption from caterer bid Unified Catering Bid (continued) Participation in the Unified Catering bid: ** TCLIPs offering ethnic meals should inquire about the catering bid process specific to their organization. 8

10 Nutrition Services RFP The RFP document includes detailed information regarding: Congregate and Home Delivered Meal Programs Available Awards Award Terms Application Process Evaluation of Applications 9

11 Period of Award FY 2016: October 1, September 30, 2016 AgeOptions MAY renew grants for additional years 10

12 Available Funds Revenue projections – these MAY change AgeOptions funding cannot replace funds covered already by a local entity Congregate - $1.9 million Home Delivered - $3.8 million 11

13 High-need areas based on the following factors: Total 60+ (older adults), 60+ living below poverty, 60+ limited English speaking, and/or 60+ minority Four (4) target areas for potential new sites: Nutrition sites which target Limited English Speaking older adults Skokie, Niles, Morton Grove, or Glenview East Hazel Crest, Hazel Crest, Robbins or Posen Orland Park or Tinley Park Congregate Site Funding Priority 12

14 Home Delivered Meals Funding Priority 1 st priority Monday – Friday meal – we will seek to have all of suburban Cook County covered. 2 nd priority Monday – Friday meal special diet – to be addressed during the unified catering bid 3 rd priority Weekend meal or extra meal delivered on Friday for weekend consumption – (based on need established in nutrition assessment) 4 th priority Second meal delivered Monday - Friday (based on need established in nutrition assessment) 13

15 Competitive Applications AgeOptions avoids duplicate provision of services- aims for equal distribution across Suburban Cook -Congregate- by population and area -HDM- by township -Highest score will be awarded if funds are available -Tie- AgeOptions final decision 14

16 Questions Any questions related to the Request for Proposal? 15

17 Consider strengths, threats, and creative opportunities Revisit profile of participants and target community – Determine program goals – Define outreach strategy Before Applying 16

18 Review Nutrition Standards and Requirements for Recipients of Title III Grants – New Terminology: i.e. “Assessor” – Innovation Requirement – Food Handler Training – Code of Conduct Affirm capacity and commitment – Assess trends in your productivity – Evaluate actual costs of service Before Applying - Continued 17

19 Each site/program needs its own application Separate applications for C1 and C2 Separate scoring tools for C1 and C2 Most questions use general scale: o Exceeds expectations = 2 points o Meets expectations = 1 point o Does not meet expectations = 0 points Point value for each response is added for total score Application & Scoring 18

20 Proposed service area C1– suburbs C2—townships Days/hours/type of service Acknowledge and agree– and sign! Application & Scoring: Section 1 Basic Information 19

21 Typed, legible, complete Demonstrates ability to administer program Proposed service activities are allowable Match identified & allowable Match is 15% minimum Budget justification included Application must meet these to be scored Appeals not considered for unscored applications Application & Scoring: Section 2 Minimum Requirements 20

22 Needs Statement Describe target population – use demographic data provided in Appendix Applications without a strong, supported rationale will not be scored favorably Describe high-need area (C1 only) Describe other HDM providers in service area (C2 only but NOT SCORED) Application & Scoring: Section 3 Program Narrative & Budget 21

23 Program Plan & Design Proposed program Vision over 5 years- NEW (See Appendix) Cultural & language needs (See Appendix) Collaboration with existing community agencies Program staffing - manager’s time for C1/C2 needs to be defined Volunteers Consumer input Application & Scoring: Section 3 Program Narrative & Budget (Continued) 22

24 Program Plan & Design continued Opportunities for socialization – C1 at site – C2 with delivery person Program well managed, inviting, inclusive (C1 only) Activities available on site (C1 only) General scoring scale Application & Scoring: Section 3 Program Narrative & Budget (Continued) 23

25 Outreach, Target Group, Community Support Clear outreach plan Proposed location (C1 only) Characteristics of meal service – see lists in application o Special scoring based on number of characteristics Transportation options (C1 only) o Special scoring based on transportation arrangements Application & Scoring: Section 3 Program Narrative & Budget (Continued) 24

26 Innovation New section Standards now require innovation each year, such as o new outreach plan o new program of educational sessions o new program of recreational/social activities In application describe innovation during year 1 Agency’s uniqueness and unique strengths Application & Scoring: Section 3 Program Narrative & Budget (Continued) 25

27 Performance History, Overall Organization We use existing data– do not submit anything Prior 2 years of NAPIS data submissions and Quarterly Service Cost Reports o Scoring based on timeliness and accuracy, and applicant’s Performance Deficiency status Prior 2 years of audits o Scoring based on timeliness and number of findings Most recent AgeOptions Title III monitoring review (for ALL services your agency provides) o Scoring based on number of findings, and applicant’s Performance Deficiency status Application & Scoring: Section 3 Program Narrative & Budget (Continued) 26

28 Performance History, Specific to Service We use existing data– do not submit anything Prior year (FY 14) of client and unit data for this service o Scoring based % of actual-to-budget Prior 3 years (FY 12-14) of unit data for this service o Scoring based on % and direction of trend (positive or negative) Most recent AgeOptions Title III monitoring review (for this service only) o Scoring based on number of findings, and applicant’s Performance Deficiency status History of service provision –this service, this service area o Scoring based on number of years’ history Application & Scoring: Section 3 Program Narrative & Budget (Continued) 27

29 Budget Separate budget and justification for each program/site Budget justification must be included in application (details on next slide) o General scoring – Exceeds/Meets/Does not meet Remainder in Excel, plus 3 hard copies See Budget Instructions for how to navigate spreadsheet Application & Scoring: Section 3 Program Narrative & Budget (Continued) 28

30 Budget - continued Project income (client contribution) o Scoring based on logical/not logical In-kind (donated time, space, goods) o Scoring based on logical/not logical Match (total of In-Kind and local cash) o Scoring based on % of match and local cash Client projections Scoring based on likelihood of success Unit projections o Scoring based on likelihood of success Unit rate o Scoring based on % compared to FY15 budgeted average unit rate Application & Scoring: Section 3 Program Narrative & Budget (Continued) 29

31 Submit separate budget justification for each program/site Clear, logical, specific Describe program Describe cost allocation Describe how project income will be solicited Application & Scoring: Section 4 Budget Justification 30

32 Personnel – all except delivery drivers Travel – all except delivery Supplies – only non-food Food – including caterer Delivery – drivers, gas, insurance, vehicle Other – rent, utilities, insurance  Match details Application & Scoring: Section 4 Budget Justification (Continued) 31

33 One complete set required for each agency Specified items required for each application o Host Site Letter of Support, if needed* o Host Site Agreement, if needed* o Job Descriptions, if different for sites o Program Accessibility Self Evaluation o Disaster Coordinator Contact Sheet *Only needed if using space owned by another organization Application & Scoring: Section 5 Attachments 32

34 Application including budget justification o One electronic copy (Word or PDF) to o 3 three hard copies with original signatures Budget o One electronic copy (Excel) to o 3 hard copies Attachments – complete set o One electronic copy (WORD or PDF) to o 1 hard copy Attachments – additional site-specific items o One electronic copy (WORD or PDF) to o 1 hard copy Application & Scoring: What to submit 33

35 Visit our website for: -Frequently Asked Questions (Updated weekly) -Clarifications -Congregate Best Practices video (Coming soon) 34

36 Questions? 35

37 Since 1974, AgeOptions has established a national reputation for meeting the needs, wants and expectations of older adults in suburban Cook County. We are recognized as a leader in developing and helping to deliver innovative community-based resources and options to the evolving, diverse communities we serve. Thank You! We look forward to reading your applications! Please direct all questions during the application process to


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