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Substance Abuse Prevention Program Request For Proposal CHP-49791

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Presentation on theme: "Substance Abuse Prevention Program Request For Proposal CHP-49791"— Presentation transcript:

1 Substance Abuse Prevention Program Request For Proposal CHP-49791
Kim Fornero, Bureau Chief November 1, 2 and 3, 2011 Chicago, Bloomington and Mt. Vernon Sub-Grants B & C

2 Agenda 12:30 p.m. - 5:00 p.m. Overview of Sub-Grant B-Direct Service Grant Overview of Sub-Grant C-Strategic Prevention Framework Overview of proposal container information Overview of proposal submittal process and deadlines Tips for grant-writing Q & As

3 FAQs All questions must be submitted on index cards.
PLEASE PRINT AND INCLUDE Agency Name Date Question(s) Questions will be collected by designated DHS staff

4 FAQs Question and responses provided at the Bidders’ Conferences are not considered valid and official. All questions and responses will be posted in writing, via a Frequently Asked Questions (FAQs) at All questions and answers posted in the FAQs on the DHS website are considered valid and official.

5 Bidders’ Conference Objectives
Gain an understanding of the four different SAPP Sub-Grants Provide clarification regarding the four Sub-Grants Increase your knowledge of the RFP application process

6 Substance Abuse Prevention Program - Future Direction
Based on recommendations that emerged from a site visit from SAMHSA, the Department will identify communities based on: Presence of youth substance issue supported by objective data Alignment with the State’s established goals and objectives Demonstrated working partnership with local multi-sector coalition

7 New SAPP System The Department is introducing a new four-pronged SAPP system comprised of: Sub-Grant A- Local Capacity Building Sub-Grant B-Direct Service Sub-Grant C-Strategic Prevention Framework Sub-Grant D-State Capacity Building

8 New SAPP System The coordination and collaboration of the new four sub-grants will: Acknowledge varying levels of community capacity or readiness to provide services Acknowledge the diverse issues and availability of providers in the communities Sustain the workforce by reducing staff turnover and creating opportunities for upward mobility

9 New SAPP System The coordination and collaboration of the new four sub-grants will: Establish clear performance standards, expectations and accountability Use evidence-based substance abuse prevention approaches Support strategic planning process

10 New SAPP System A total of 14.6 million will be awarded per state fiscal year (except FY12) for all SAPP across all four Sub-Grants Contract may be awarded up to 2.5 years

11 Sub-Grant B Direct Service (DS) Grant

12 Sub-Grant B: Direct Service Grant
Goal To increase the availability of high-quality prevention services that have the greatest potential to impact factors that contribute to alcohol, tobacco and other drug (ATOD) consumption and consequences of year olds

13 Sub-Grant B: Direct Service Grant
The maximum award per Direct Service grantee is not to exceed $70,000 per FTE and related expenses If applicant proposes to deliver a communication campaign, additional resources may be available for implementation. Applicant may request additional funding

14 Sub-Grant B: Direct Service Grant
Designed for community service areas of no smaller than 20,000 to no longer than 175,000 total residents For various reasons, grant writing started a while ago but was delayed for various reasons (e.g. budget) and the 2000 Census help inform this guidance, the Department will honor both 2000 and 2010 Census information and use just need to include the data source and year as requested

15 Sub-Grant B: Direct Service Grant
Services to be Performed Delivery of Direct Services Targeting Individuals and Families - Required Create or Enhance a Coalition and Conducting First Three Steps of the Strategic Prevention Framework - Required Optional Activities Recruitment of schools for participation in the 2012 and 2014 Illinois Youth Survey (IYS) implementation Supplemental activities Overview – two required and two optional

16 Sub-Grant B: Direct Service Grant
Applicant delivering direct services targeting individuals and families must deliver one or more of the core Direct Service approaches Youth Prevention Education Parent/Family Education Mentoring Communication Campaigns Must address at least 1 of 4

17 Sub-Grant B: Direct Service Grant
Youth Prevention Education Goal To increase prevention-related drug knowledge and resistance skills, ultimately enhancing ‘protective factors’ and reversing or reducing ‘risk factors’. Define risk and protective factors

18 Sub-Grant B: Direct Service Grant
Effective program components: Social skill development Peer and media pressure resistance Anti-drug attitudes and norms Effective self management skills

19 Sub-Grant B: Direct Service Grant
Applicants may elect to use one or more curricula Evidence-based curricula approved for use by IDHS Based on standards that have been established by the IDHS for YPE programs Approved list or agency-developed in alignment with evidence-based standards

20 Sub-Grant B: Direct Service Grant
See Attachment 6 for Evidence-based curricula approved by IDHS A detailed description of the YPE standards can be located on pages 37 & 38 of the SAPP RFP Applicants must adhere to all of these standards

21 Sub-Grant B: Direct Service Grant
Parent/Family Education

22 Sub-Grant B: Direct Service Grant
Parent/family education programs are designed to: Enhance parental engagement Equip parents and families with the information, skills and parenting strategies to communicate and interact with their children in ways that promote healthy lifestyle choices

23 Sub-Grant B: Direct Service Grant
Applicants may elect to implement either: A Department-approved parent and/or family education curriculum See Attachment 6 for Evidence-based curricula approved by IDHS Standards-based parent and/or family education curriculum A detailed description of the parent/family education standards are located on page 39 of the SAPP RFP. Applicants must adhere to all of these standards

24 Sub-Grant B: Direct Service Grant
Mentoring

25 Sub-Grant B: Direct Service Grant
Goal To provide youth with the opportunities and resources for health development and rational life decision making

26 Sub-Grant B: Direct Service Grant
Mentoring is a structured one-on-one relationship between an adult (18 years of age or older) and a young person that focuses on the need of the mentored participant Narrow definition: One on one, adult to youth Not group or peer-to-peer

27 Sub-Grant B: Direct Service Grant
A mentoring relationship should: Foster care and support Encourage individuals to develop to their fullest potential Be voluntary

28 Sub-Grant B: Direct Service Grant
Mentoring standards for the ‘Planning’ and ‘Implementation’ stages are located on pages 40 & 41 of the SAPP RFP Pg. 40 – first item listed, you will see written? – yes written is expected

29 Sub-Grant B: Direct Service Grant
Communication Campaigns

30 Sub-Grant B: Direct Service Grant
Communication campaigns that are developed to address ATOD issues a purposeful promotional strategy to change: Knowledge Attitudes Behavior

31 Sub-Grant B: Direct Service Grant
Social Norms marketing is an approach to communication campaigns that uses various media channels to correct the misperceptions by promoting factually substantiated norms in the target population.

32 Sub-Grant B: Direct Service Grant
Detailed description of the ‘Planning’ and ‘Implementation’ standards for Communication Campaigns are located on pages 42 & 43 of the SAPP RFP.

33 Sub-Grant B: Direct Service Grant
Local Coalition

34 Sub-Grant B: Direct Service Grant
Grantees must create and/or enhance an existing local coalition and conduct a local needs assessment in order to develop a local strategic plan addressing alcohol, tobacco or other drugs

35 Sub-Grant B: Direct Service Grant
Optional Activities Recruitment of schools in the 2012 and 2014 IYS administration Supplemental activities

36 Sub-Grant B: Direct Service Grant
Proposal Content Executive Summary Agency Qualifications/Organizational Capacity Service Area Needs Statement Description of Program/Services Agency Evaluation and Reporting Budget and Budget Narrative Go into a more in-depth review of the information that needs to be submitted

37 Sub-Grant B: Direct Service Grant
Executive Summary – Not Scored (1 page maximum) Name of Applicant Agency Type of grant applied for Description of the targeted service area(s); total number of residents; total number of school-aged youth 11-18; total number of schools; and total number of institutions of higher education (if applicable) Type of direct service(s) proposed Projected number of recipients served, if applicable Total amount of funds requested Overview and quick snapshot for IDHS and reviewer about your agency and what you are proposing

38 Sub-Grant B: Direct Service Grant
Agency Qualifications/Organizational Capacity - 25 points (5 pages maximum) Brief description of all of the services provided by your agency Description of your agency’s current programs and activities relevant to the services described in Sub-Grant of RFP Describe how your agency is rooted in geographic areayou propose to serve Description of linguistic and cultural competence of the organization and as it relates to the provision of existing services Provide evidence of your agency’s cultural competence to serve the service area. Describe how participants receive effective, understandable and respectful services, provided in the participant’s preferred language and in a manner sensitive to cultural beliefs and practices Learn more about your agency and its overall experience, experience related to this area and how your provide culturally competent services As I stated earlier, staff are an integral to the success of SAPP so we want to know more about current or staff that will be hired Review each point

39 Sub-Grant B: Direct Service Grant
Agency Qualifications/Organizational Capacity – Cont’d Description of existing linkages with community resources and services, particularly with organizations addressing substance abuse treatment, mental health treatment and other human services not provided by the applicant agency. Include plan to establish those linkages, if linkages do not currently exist. Any additional information that the applicant feels might be relevant to a reviewer in determining the agency’s ability to carry out a quality program Organizational chart of the applicant organization (local program site) showing where the program and its staff will be placed should be included as Appendix C – DS: Organizational Chart. If sub-contractors will be used, include the relationship with those organizations in the chart. We don’t work in isolation, need to work with other organizations In this area, it is important to be able to refer youth, family members or citizens you interact seeking more in-depth services This is a prevention program, we do not provide intervention or treatment services as a part of this grant Bolded the Appendix to draw your attention to information you will need to submit and not just describe

40 Sub-Grant B: Direct Service Grant
Agency Qualifications/Organizational Capacity – Cont’d Evidence that the program director is qualified on the basis of education and experience to direct the program. Present the resumé of the person who will direct this program as an attachment labeled Appendix D – DS: Resumé/Job Description of Project Director. If that individual has not yet been hired, present the agency director’s job description as an attachment labeled Appendix D – DS: Resumé/Job Description of Project Director. Describe strategies used to recruit and retain diverse personnel that are representative of the proposed service area More information that will need to be submitted in the appendices

41 Sub-Grant B: Direct Service Grant
Agency Qualifications/Organizational Capacity – Cont’d Resumés (or job descriptions, if vacant) for all employee positions (key staff) who will be funded with this grant, and an indication of the percent of time those employees will spend in this program. Include the resumés and/or job descriptions of key staff in Appendix E – DS: Resumés/Job Descriptions – Key Staff. Describe your procedure for conducting and maintaining background checks. Because you interact with children, a vulnerable population, you need to describe your agency’s procedures for conducting and maintaining documentation for background checks

42 Sub-Grant B: Direct Service Grant
Agency Qualifications/Organizational Capacity – Cont’d Past Performance (only completed by SAPP Comprehensive Grant Program funded during the last two fiscal years) Provide FY09 and FY10 report information: 4th quarter On Track hours and the discrepancy between the number of hours projected and actual number delivered Program Performance Analysis (PPA) results for all programs rated If your agency did not receive a PPA report, indicate this information in your response Question re: fiscal years to present, only the ones listed, FY09 and FY10, and they are not the two previous fiscal years You need to work with your staff in your agency to locate reports

43 Sub-Grant B: Direct Service Grant
Service Area – Not Scored (3 pages maximum) Geographic boundaries Type Setting Indicate whether your agency owns or rents physical space in the geographic area and if so, the length of time your agency has occupied it. Indicate the mileage and travel time between your agency’s office and the furthest community you intend to serve. The applicant’s agency must be within 75 miles and/or no more than 1.5 hours of travel time of the proposed service area to be served. If applicable, indicate if your agency has multiple locations. If not, indicate “Not Applicable”. Any unique characteristics of the community/ies or populations you propose to serve, if applicable (i.e. diversity such as age groups, culture, religion, sexual orientation, etc.). Type – county(s), municipality(s) or Chicago Community Area(s) Setting – provided resources to help you determine the setting according to U.S. Census definitions --- it is important not to assume you know the setting designation

44 Sub-Grant B: Direct Service Grant
Needs Statement – 25 points (5 pages maximum) For your targeted geographic area, provide data for each indicator listed below and also include the data source and the year the data represents. Provide for each county, municipality or Chicago Community Area, if you propose to serve multiple areas. If you propose to serve multiple areas, also provide the total (combined) numbers for the following indicators: Total number of residents Race/ethnicity of residents Total number of school-aged youth ages and percentage of students relative to the total number of residents Race/ethnicity of school-aged youth by school (must be provided for public schools) Include relevant data to document whether youth population is underserved. A population is underserved when there are insufficient services and resources to meet the level of need or risk in the community. Provide objective data about your geographic area School Report Card Data - Enter School Name Click on “About Students” Hover over About Students and you will see additional information for race/ethnicity, enrollment, class size

45 Sub-Grant B: Direct Service Grant
Needs Statement – Cont’d Use template to prepare a table with information as indicated regarding schools in your target geographic area(s). Must include all public and private schools serving 5-12th grade students Identify information sources used for Low Income, Mobility Rate and Enrollment by Grade Note: For private schools, no information is required for Low Income or Mobility Rate. Create template –replicate Must provide information for all public and private schools Private schools less information is required

46 Sub-Grant B: Direct Service Grant
Contents of Form/Table School Name School Type (Public or Private) Community Percent Low Income and Source (public schools only) Mobility Rate and Source (public schools only) Enrollment by Grade Level and Source Total Enrollment: Grades 5-12 Charter? Community – County, Municipality or CCA School Report Card provides low income, mobility rates and enrollment

47 Sub-Grant B: Direct Service Grant
Needs Statement – Cont’d Provide following information about the geographic area, if available. For each indicator, provide the data source and the year the data represents. Use most recent data available and the data that best represent your geographic area. Self reported survey results must have been compiled within the past four years (2006). Critical incidents involving alcohol, tobacco and/or other drugs Youth substance abuse use data/trends compared against state rates Data related to school settings (i.e. alcohol, tobacco or other drug related school expulsions suspensions) Ideally, use the most recent data available and smallest unit of analysis for the geographic area to be served Can be from the past five years (no later than 2006) Want to get a sense of the problems in the community

48 Sub-Grant B: Direct Service Grant
Description of Programs/Services – 35 points (20 pages maximum)

49 Sub-Grant B: Direct Service Grant
Youth Prevention Education Applicants must submit: Detailed description of the approved YPE or standards-based curriculum you intend to use Indicate whether you will be using a standards-based or Department-approved curriculum and the population served by each curriculum (universal or selected) Provide a rationale for the selection of the curriculum (e.g. suitable for the population, mobility rates, etc.) Provide a plan for unanticipated implementation issues (e.g. snow days) If you proposed Department-approved curriculum, provide rationale for any anticipated adaptations to the original curriculum. Adaptations that would significantly reduce exposure to or content of tested program will result in lower score. Indicate “no planned adaptations” if no proposed adaptations will be made Defined Universal and Selected Review Attachment 6

50 Sub-Grant B: Direct Service Grant
Youth Prevention Education – Cont’d If proposing a standards-based curriculum, describe how your curriculum addresses each standard (see pages 37 & 38) Include a copy of your agency and a copy of the curriculum in Appendix F – DS: Agency’s standards-based curriculum – Youth Prevention Education All standards Pg. 50 – references standards (see below) – you should reference pages 37-38

51 Sub-Grant B: Direct Service Grant
Youth Prevention Education – Cont’d Use YPE Education Implementation Table (pg. 50) If the school mobility rate in any of your proposed delivery school exceeds 25%, describe how you will ensure youth will received the number of core and booster sessions prescribed by the curriculum Must provide additional information if mobility rates exceeds 25%

52 Sub-Grant B: Direct Service Grant
Youth Prevention Education – Cont’d Submit Letters of Commitment if services are to be delivered in a school or community-based setting On the School or Agency’s letterhead and signed by a community-based agency’s Executive Director or school administrator/official, must include the following content: Acknowledge their commitment to support your agency’s delivery of the proposed YPE curriculum, core and booster sessions to be administered in future years Name of the curriculum Grade level(s) targeted for the core sessions The number of sessions in the core curriculum The length of the sessions, in minutes The number of classes, by grade level All Letters of Commitment – Youth Prevention Education should be presented in Appendix G – DS: Letters of Commitment – Youth Prevention Education Specifics are required in letters of commitment

53 Sub-Grant B: Direct Service Grant
Parent/Family Education Applicants must submit: Detailed description of the Department-approved parent/family education curriculum or standards-based curriculum intended to use Indicate name and type of curriculum (standards-based or Department-approved) If proposing Department-approved curriculum, provide a rationale any anticipated adaptations. Include information regarding additions, deletions or revisions. Adaptations that would significantly reduce exposure to or content of tested program will result in lower score. Indicate “no planned adaptations” if no proposed adaptations will be made

54 Sub-Grant B: Direct Service Grant
Parent/Family Education – Cont’d If proposing a standards-based curriculum, indicate whether the curriculum is developed or will be developed. Describe how your curriculum addresses each standard (see page 39) Include a copy of your agency and a copy of the curriculum in Appendix H – DS: Agency’s standards-based curriculum – Parent/Family Education All standards

55 Sub-Grant B: Direct Service Grant
Parent/Family Education – Cont’d Use the Parent/Family Education Table Site Groups to be Served and Number per Group Number of Sessions Session Length (minutes) Session Frequency Develop a written recruitment and retention plan that identifies and addresses barriers to program participation Create template

56 Sub-Grant B: Direct Service Grant
Parent/Family Education – Cont’d Submit Letters of Commitment of services that will be provided in community-based sites On agency’s letterhead, need to include the following content: Acknowledge their commitment to support your agency’s delivery of the proposed parent/family curriculum Name of the curriculum Population (universal only) The number of sessions in the curriculum The length of the session (in minutes) All Letters of Commitment – Parent/Family Education should be presented in Appendix I – DS: Letters of Commitment – Parent/Family Education Specifics in letters Pg. 53 – Population (universal or selected) – only universal

57 Sub-Grant B: Direct Service Grant
Mentoring Applicants must submit: Detailed narrative description of the Mentoring program including: Determination if program will be initiated at the Planning or Implementation Phase and basis for that decision Setting: school, community-based or both Grade levels of youth to be served Number of youth to be served (mentored) per fiscal year For the phase selected (Planning or Implementation), description how your agency will address the established standard in that phases. If you propose to begin in the Implementation phase, describe how your agency has already addressed each of the Planning phase standards Indicate where you are starting

58 Sub-Grant B: Direct Service Grant
Mentoring – Cont’d Letters of Commitment if proposing services in a school and or community-based site. On the agency’s letterhead, Letters of Commitment should include: Acknowledgement of their commitment to support your agency’s delivery of a mentoring program Statement that they have read the Mentoring standards and adhere to any standard they may be responsible for All Letter of Commitment – Mentoring should be presented in Appendix J – DS: Letters of Commitment - Mentoring

59 Sub-Grant B: Direct Service Grant
Communication Campaigns Applicants must submit: Detailed narrative description of the communication campaign you intend to implement. Specify whether your campaign will be a general communication campaign or social norms campaign and the basis for that decision Identification of target population Clearly identify the type of campaign – general or SNM Addition in instructions – State if you are starting at Planning or Implementation phase

60 Sub-Grant B: Direct Service Grant
Communication Campaigns – Cont’d Department standards (see pg ) State if you will initiate at the Planning or Implementation Phase and basis for that decision Describe how each standard will be addressed If you propose to begin in the Implementation phase, describe how your agency has already addressed each of the Planning phase standards Baseline data must be less than two years old during Planning or Implementation and should be cited in your program narrative Indicate the phase you are starting

61 Sub-Grant B: Direct Service Grant
Communication Campaigns – Cont’d Letters of Commitment from each school At minimum, the letter, on the school’s letterhead, needs to include: Acknowledge their commitment to support your agency’s delivery of a communication campaign Willingness to collect data Willingness to promote the messages developed You may use youth to obtain information about parents or community

62 Sub-Grant B: Direct Service Grant
Communication Campaigns – Cont’d Present information in table format (see template for Communication Campaign Planning and Implementation Table) School/Site Grade or age levels Type of campaign Proposed phase to begin Implementation frequency Indicate the phase your agency is starting with

63 Sub-Grant B: Direct Service Grant
Communication Campaigns – Cont’d All Letters of Commitment – Communication Campaign should be presented in Appendix K – DS: Letters of Commitment – Communication Campaign

64 Sub-Grant B: Direct Service Grant
Create or Enhance a Local Coalition All applicants must: Provide a detailed narrative about developing or enhancing a substance abuse prevention coalition in your community Specify whether you will develop or enhance a coalition and the basis for that decision Create or enhance a local coalition Provide information based upon response

65 Sub-Grant B: Direct Service Grant
Create or Enhance a Local Coalition – Cont’d If you propose to enhance an existing coalition, provider the additional information: Name of coalition Total number of coalition members and the number of sectors on the coalition List of coalition members (one person can only represent one sector) A plan for recruiting missing coalition sectors Month and year coalition was established Mission and/or vision of the coalition Organizational structure of the coalition, if applicable, identify the sub-committee and their purpose Summary of coalition accomplishments to date

66 Sub-Grant B: Direct Service Grant
Create or Enhance a Local Coalition – Cont’d If you propose to develop a new coalition, you must provide following information: Specify the name, title and sector of the stakeholders and organizations interested in serving on your coalition Nature of the relationship with your agency Number of years the relationship has been in place Please note that the coalition may not be the agency’s board of directors Coalition can’t an agency’s board of director

67 Sub-Grant B: Direct Service Grant
Create or Enhance a Local Coalition –Cont’d All applicants must submit, signed dated Letters of Commitment from key stakeholder in the geographic area. Letters must be signed on the agency’s letterhead, with the exception of parents, residents and youth who are not affiliated with an organization with following content: Commitment to participate on the coalition and develop its capacity Statement of openness to engaging in strategic planning Letters of Commitment should be presented in Appendix L – DS: Letters of Commitment - Coalition

68 Sub-Grant B: Direct Service Grant
Optional Activities If you plan to implement any optional activities, provide a detailed narrative that includes: Identify the type of service and how you intend to provide them Identify type of service

69 Sub-Grant B: Direct Service Grant
Optional Activities – Cont’d For non-school based supplemental services, identify and describe the service Identify the type of activity Number of sessions Length of sessions Number of weeks the program will operate Age group to be served Projected number of youth to be served Settings where the services will be delivered Identify any community partners that will assist, describe their role Identify how youth will be recruited and retained Identify how the services will be linguistically and culturally appropriate Provide detailed information about the proposed activity(s)

70 Sub-Grant B: Direct Service Grant
Optional Activities – Cont’d For IYS recruitment, list the schools with grades 6, 8, 10 and 12 in your service area and designate those that participated in the IYS in 2008 or 2010 Identify a plan to recruit additional schools in the area to participate in the 2012 administration of the IYS Pg. 26 – first dot point under Optional Activities – deleting local coalition Ambassador for IYS Learn about the tool Promote it in your target area

71 Sub-Grant B: Direct Service Grant
Total Number of Participants Served Present information in a table format (see Direct Service Grant Summary Table) Present a summary for each of the proposed approaches For Column 3, Part II, H3 – Service Area, to obtain information about the total number of youth in the geographic area See page 57 Present info in a table format, present summary Provide an example 1,000 youth my agency proposes to serve There are 10,000 youth in my target area 100/10,000 – 10% Youth projected to be served: 2,700 Total number of youth in target area: 8,000 2700/8000 = 34% If a box is shaded, do not need to complete

72 Sub-Grant B: Direct Service Grant
Agency Evaluation and Reporting – 5 points (3 pages maximum) Describe the ways your agency organizes and maintains process data (i.e. rosters, satisfaction surveys, content logs) Describe your capacity to summarize, report and use process data for program planning improvement, revision or elimination Describe how you have shared information with community stakeholders, institutions and community representatives for planning and evaluation purposes Collect and maintain documentation and use it for planning

73 Sub-Grant B: Direct Service Grant
Budget & Budget Narrative – 10 points (4 pages maximum for Budget Narrative) Budget & Budget Narrative should reflect 12 month time period Complete “Detailed Budget Financial Report Expanded Rows and Columns Updated 9/20/11” found on DHS website Provide a budget narrative which describes how appropriate resources and personnel have been allocated Provide calculations to demonstrate how you arrived at amounts Budget narrative in a format of your choice Lots of questions regarding 12 month period – July 1, 2012 thru June 30, 2013 Use the Department’s forms Provide narrative in a format of your choice, that provides details about the specifics of your budget and calculations – not just a total

74 Sub-Grant B: Direct Service Grant
Budget & Budget Narrative – Cont’d Clearly identify one-time staff training and start-up Funds must be allocated for: One required one-day orientation meeting One new two-day new workers training Six required training programs Assume trainings will be held in central IL, over two-day period and project staff must attend Funds may be allocated for: CADCA membership CADCA Mid-Year Leadership and/or National Leadership Forum (at least one staff member and one coalition member) Up to $10,000 for communication campaigns Meetings and trainings must be allocated for Pg. 59 – Assume central IL – is an addition Highlight communication campaigns

75 Sub-Grant B: Direct Service Grant
Budget & Budget Narrative – Cont’d Any sub-contractual agreements must be included in the budget and budget narrative and include the amount and nature of the work to be performed No more that 15% of funds may be used for Optional Activities No more than 15% of funds may be allocated for Optional Activities - most resources expended on two required services

76 Sub-Grant B: Direct Service Grant
Budget & Budget Narrative – Cont’d In budget narrative, present information in table format (see Direct Service Grant – Cost Per Participant – All Sites, page 60) For Column 5, see your budget to obtain information for the amount of funds dedicated to each approach to calculate the percentage of funds dedicated Total devoted to each approach/total amount requested = percent of funds dedicated to the approach For Column 6, provide the cost per participant by approach Divide the # of youth or adults to be served by the total amount of funds dedicated to the approach Cost Per Participant – review # of youth: 500 # of parents: 50 Total: 550 Total amount of $: % of funds dedicated to approach Cost per participant

77 Sub-Grant B: Direct Service Grant
Applicants will be evaluated on the following criteria: Agency Qualification pts Needs Statement pts Description of Program/Services pts Evaluation pts Budget pts Total pts

78 Sub-Grant B: Direct Service Grant
Proposal Container and Format Requirements Entire application must be sequentially page numbered, beginning with cover letter. Hand-numbering is acceptable. Appendices must be clearly separated with cover sheet for each appendix labeled with the appropriate appendix letter and name. If your agency includes a cover letter it should be number 1 and then through the end of the proposal including appendices and cover sheets

79 Sub-Grant B: Direct Service Grant
Proposal Container and Format Requirements Typed (printed) on 8.5 x 11 inch paper using 12 point type, 10 point type may be used within tables in black ink except on letterhead and stationary for letters of commitment Program narrative must be typed, single-spaced, on one side of page, with 1 inch margins on all sides Program narrative includes the following sections: H2 – Agency Qualifications/Organizational Capacity H3 – Service Area H4 – Needs Statement H5 – Description of Program/Services H6 – Agency Evaluation and Reporting TOTAL page limitations for the program narrative: 36 Basics No colored ink can be used These comprise of the program narrative and the page limit applies: no more than 36 pages

80 Sub-Grant B: Direct Service
DS Proposal Content Checklist Applicant Service Area Plan: ____ of ____ Review page 98 – Proposal should contain the information in this order Complete checklist to ensure all documents are submitted The checklist is submitted as one of the attachments Pg. 17 –guidance starts

81 Questions and Answers

82 Sub-Grant C Strategic Prevention Framework (SPF)

83 Sub-Grant C: Strategic Prevention Framework
Goal To reduce consumption of, consequences from and contributing factors to alcohol, tobacco, marijuana and prescription drug misuse/abuse among year olds in a targeted geographic community by following the Strategic Prevention Framework (SPF).

84 Sub-Grant C: Strategic Prevention Framework
The SPF is a structured planning process that can be applied to prevention systems at both the state and local level SPF process is an effective way for coalitions to address substance abuse issues within a community SPF provides structure for coalitions to identify most pressing substance abuse problems in their community Promoted by SAMHSA, largest source of funding for prevention SAMHSA promoted through their discretionary grant programs: SPF SIG and PFS grants and want to be more spread adoption SPF is promoted in SAMHSA/CSAP publications Coalition is a mechanism for community involvement

85 Sub-Grant C: Strategic Prevention Framework
SPF uses a data driven approach to understand the most pressing community issues Who is affected most by the problems Why the problems are happening (contributing factors or intervening variables) What programs, practices and policies are most effective in addressing these problems and contributing factors

86 Sub-Grant C: Strategic Prevention Framework
Strategic Prevention Framework - Five Step Process: Assessment Capacity Building Planning Implementation Evaluation Within each step, there is a focus on both cultural competence and sustainability Circular process Can be applied to any discipline Not anything new – strategic planning Called different things depending upon source Way to support it in an intentional way

87 Sub-Grant C-Strategic Prevention Framework
The goal is always community-level change in substance use consumption patterns and consequences. Community level change, not only participant level change with a small group of students Bonus points for addressing underage drinking

88 Sub-Grant C: Strategic Prevention Framework
Grants for SPF are allowed $75,000 for a Project Coordinator (FTE) and associated expenses. Up to $75,000 for additional resources for implementation of evidence-based prevention services may be available in FY13. No more than $150,000 will be awarded to any applicant. Current Partnerships for Success grantees are not eligible for the SPF grant program in their PFS service area.

89 Sub-Grant C: Strategic Prevention Framework
SPF grant will support ‘universal’ and ‘selected’ serving youth ages and their families, school and communities. Service area must be no smaller the 20,000 and no larger than 175,000 total residents. An applicant may submit multiple Sub-Grant C plans. Each plan, must adhere to the requirements for Sub-Grant C including target population size. Define universal and selected populations Size – U.S. Census 2000 data was used, will accept both 2000 and 2010 Each plan must adhere to community size parameters

90 Sub-Grant C: Strategic Prevention Framework
Additional information regarding the SPF process can be located at: For more information

91 Sub-Grant C: Strategic Prevention Framework
Grantees must: Partner and work with a multi-sector coalition that has been in existence for at least 1 year Submit present local self-report and other data to justify need Implement evidence-based services using the SPF Providers and their coalitions will be expected to start at the Assessment Phase Illinois Youth Survey or Core/National College Health Survey participation is required from at least 50% of the schools and/or students Coalition must be a partner Use data Will implement EBPs Must gather data if none available

92 Sub-Grant C: Strategic Prevention Framework
Eligible for a SPF grant, applicant must: Partner with an existing coalition that has been in existence for at least 12 months Coalition must be comprised of at least 8 of the 12 sectors: Youth Parents Business Media School Youth-serving Organization Law enforcement Faith-based Organization Civic/Volunteer Groups Health care Local government Other organizations involved in reducing substance abuse Pg. 66 – Media is listed twice, one will be deleted

93 Sub-Grant C-Strategic Prevention Framework
Important Information Current Partnership for Success grantees are not eligible for the SPF grant. Applicants for the SPF grant are not eligible to receive a Local Capacity Grant. Applicant may submit multiple Sub-Grant C plans. May submit multiple sub-grant C: SPFs

94 Sub-Grant C: Strategic Prevention Framework
Proposal Content Executive Summary Agency Qualifications/Organizational Capacity Service Area Needs Statement Description of Program/Services Agency Evaluation and Reporting Budget and Budget Narrative Overview and quick snapshot for IDHS and reviewer about your agency and what you are proposing

95 Sub-Grant C: Strategic Prevention Framework
Executive Summary – Not Scored (1 page maximum) Name of Applicant Organization Name of Coalition Type of grant applied for Service area include the county(s), municipality(s) and Chicago Community Area(s), the setting, total number of residents; total number of school-aged youth 11-20; total number of schools; total number of institutions of higher education (if applicable) Total amount of funds requested Pg. 67 – deleted Indicate the element of the framework you are proposing to initiate – everyone expected to start with Assessment phase)

96 Sub-Grant C: Strategic Prevention Framework
Agency Qualifications/Organizational Capacity - 25 points (5 pages maximum) Brief description of all of the services provided by your agency Description of your agency’s current programs and activities relevant to the services described in Sub-Grant of RFP Describe how your agency is rooted in geographic areayou propose to serve Description of linguistic and cultural competence of the organization and as it relates to the provision of existing services Provide evidence of your agency’s cultural competence to serve the service area. Describe how participants receive effective, understandable and respectful services, provided in the participant’s preferred language and in a manner sensitive to cultural beliefs and practices

97 Sub-Grant C: Strategic Prevention Framework
Agency Qualifications/Organizational Capacity – Cont’d Description of existing linkages with community resources and services, particularly with organizations addressing substance abuse treatment, mental health treatment and other human services not provided by the applicant agency. Include plan to establish those linkages, if linkages do not currently exist. Any additional information that the applicant feels might be relevant to a reviewer in determining the agency’s ability to carry out a quality program Organizational chart of the applicant organization (local program site) showing where the program and its staff will be placed should be included as Appendix C – SPF: Organizational Chart. If sub-contractors will be used, include the relationship with those organizations in the chart.

98 Sub-Grant C: Strategic Prevention Framework
Agency Qualifications/Organizational Capacity – Cont’d Evidence that the program director is qualified on the basis of education and experience to direct the program. Present the resumé of the person who will direct this program as an attachment labeled Appendix D – SPF: Resumé/Job Description of Project Director. If that individual has not yet been hired, present the agency director’s job description as an attachment labeled Appendix D – SPF: Resumé/Job Description of Project Director. Describe strategies used to recruit and retain diverse personnel that are representative of the proposed service area

99 Sub-Grant C: Strategic Prevention Framework
Agency Qualifications/Organizational Capacity – Cont’d Resumés (or job descriptions, if vacant) for all employee positions (key staff) who will be funded with this grant, and an indication of the percent of time those employees will spend in this program. Include the resumés and/or job descriptions of key staff in Appendix E – SPF: Resumés/Job Descriptions – Key Staff. Describe your procedure for conducting and maintaining background checks.

100 Sub-Grant C: Strategic Prevention Framework
Agency Qualifications/Organizational Capacity – Cont’d Past Performance (only completed by SAPP Comprehensive Grant Program funded during the last two fiscal years) Provide FY09 and FY10 report information: 4th quarter On Track hours and the discrepancy between the number of hours projected and actual number delivered Program Performance Analysis (PPA) results for all programs rated If your agency did not receive a PPA report, indicate this information in your response

101 Sub-Grant C: Strategic Prevention Framework
Service Area – Not Scored (3 pages maximum) Geographic boundaries Type Setting Indicate whether your agency owns or rents physical space in the geographic area and if so, the length of time your agency has occupied it. Indicate the mileage and travel time between your agency’s office and the furthest community you intend to serve. The applicant’s agency must be within 75 miles and/or no more than 1.5 hours of travel time of the proposed service area to be served. If applicable, indicate if your agency has multiple locations. If not, indicate “Not Applicable”. Any unique characteristics of the community/ies or populations you propose to serve, if applicable (i.e. diversity such as age groups, culture, religion, sexual orientation, etc.).

102 Sub-Grant C: Strategic Prevention Framework
Needs Statement – 25 points (5 pages maximum) For your targeted geographic area, provide data for each indicator listed below and also include the data source and the year the data represents. Provide for each county, municipality or Chicago Community Area, if you propose to serve multiple areas. If you propose to serve multiple areas, also provide the total (combined) numbers for the following indicators: Total number of residents Race/ethnicity of residents Total number of school-aged youth ages and percentage of students relative to the total number of residents Race/ethnicity of school-aged youth by school (must be provided for public schools) Include relevant data to document whether youth population is underserved. A population is underserved when there are insufficient services and resources to meet the level of need or risk in the community. Socio-economic status

103 Sub-Grant C: Strategic Prevention Framework
Needs Statement – Cont’d Use template to prepare a table with information as indicated regarding schools in your target geographic area(s). Must include all public and private schools serving 5-12th grade students Identify the information sources used for the information in the table Identify information sources used for Low Income, Mobility Rate and Enrollment by Grade Note: For private schools, no information is required for Low Income or Mobility Rate.

104 Sub-Grant C: Strategic Prevention Framework
Needs Statement – Cont’d School Demographic Table School Name School Type (Public or Private) Community and County Low Income and Source (public schools only) Mobility Rate and Source (public schools only) Enrollment by Grade Level for Grades 5-12th only and Source Total Enrollment across Grades 5-12th

105 Sub-Grant C: Strategic Prevention Framework
Needs Statement – Cont’d If you plan to target a college student population, provide the following information about the public and private institutions of higher education in your targeted area: Name of institution of higher education Type of school Characterize the school: commuter or campus Total number of students under the age of 21 Total number of students Total number of institutions of higher education in your geographic area Identify the source used to report information

106 Sub-Grant C: Strategic Prevention Framework
Needs Statement – Cont’d Provide following information about the geographic area, if available. For each indicator, provide the data source and the year the data represents. Use most recent data available and the data that best represent your geographic area. Self reported survey results must not be older than 2006. Youth substance abuse use data/trends compared against state rates Youth substance abuse contributing factors (e.g. retail and social access indicators, norms, attitudes, parent communication, etc.) Data related to school settings (i.e. alcohol, tobacco or other drug related school expulsions suspensions) Data related to the community (i.e. number of alcohol related fatalities and deaths, number of zero tolerance violations, number of false identification violations, number of vendors that failed compliance checks, etc.)

107 Sub-Grant C: Strategic Prevention Framework
Description of Program/Services – 35 points (10 pages maximum) Provide a narrative that includes the following information regarding your coalition and the geographic area selected by your agency in partnership with your coalition. The coalition must address alcohol, tobacco or other drugs as an area of focus. A coalition or a sub-committee may not be the agency’s board of directors.

108 Sub-Grant C: Strategic Prevention Framework
Description of Program/Services – Cont’d Name of the coalition Total number of coalition members or the total number of sub-committee members A list of the coalition members Name of the member Organization the member represents Sector One sector per person

109 Sub-Grant C: Strategic Prevention Framework
Description of Program/Services – Cont’d Month and year coalition was established Organizational structure, if applicable, identify the sub-committees and their purpose Identify the priority substance Provide a summary of the coalition’s accomplishments to date. Describe the types of activities or work conducted by the coalition. Provide information regarding readiness of the coalition to adopt work associated with the SPF

110 Sub-Grant C: Strategic Prevention Framework
Description of Program/Services – Cont’d See page 72 Assessment Capacity Building Planning Letter of Commitment is required from the chair of the coalition. If the chair is an employee of your agency, the Letter of Commitment must be signed by another member of the coalition, preferably a co-chair or member of the executive committee Letter of Commitment – SPF Coalition should be presented in Appendix F – SPF: Letter of Commitment – SPF Coalition

111 Sub-Grant C: Strategic Prevention Framework
Description of Program/Services – Cont’d Applicants must demonstrate local commitment to participating in IYS and/or the Core Survey (or National College Health Assessment Survey) data of Spring 2012 by submitting Letters of Commitment from participating institutions. If your agency plans to serve youth in both age categories, you must present information for both School-aged Youth and College Students. Must collect data from these sources

112 Sub-Grant C: Strategic Prevention Framework
Description of Program/Services – Cont’d Applicants proposing to serve school-aged youth years of age must obtain Letter of Commitment from public and private schools in the target area serving 6th, 8th, 10th and 12th grades Commitment from private schools is required only if the majority of youth in the target area (50% or over) attend private schools Must demonstrate you have commitments to collect this data

113 Sub-Grant C: Strategic Prevention Framework
Description of Program/Services – Cont’d Letter on school’s letterhead and signed by school principal, should include: Name of the survey (IYS) Year the survey will be administered Grades housed in the building Stated commitment to administer the survey with grades housed in the building Specifics in the letter we will be looking for

114 Sub-Grant C: Strategic Prevention Framework
Description of Program/Services – Cont’d If you plan to proposing to serve college student population, aged years of age, must obtain Letters of Commitment from institutions of higher education in your targeted area. The letter, on the school’s letterhead and signed by the representative from the institution, needs to include the following content: Name of the survey Year the survey will be administered Stated commitment to administer the survey with the grades housed in the building All Letters of Commitment – IYS, Core/Assessment should be presented in Appendix G – SPF: Letters of Commitment – IYS, Core/Assessment

115 Sub-Grant C: Strategic Prevention Framework
Description of Program/Services – Cont’d Calculating Participation Rate Divide the number of schools that have provided letters of commitment to participate in the survey in 2012 by the total number of schools in your geographic area SPF applicants must demonstrate commitment of 50% of the schools 50% or better in terms of participation in the survey

116 Sub-Grant C: Strategic Prevention Framework
Agency Evaluation and Reporting – 5 points (3 pages maximum) Describe the ways your agency organizes and maintains process data (i.e. rosters, satisfaction surveys, content logs) Describe your capacity to summarize, report and use process data for program planning improvement, revision or elimination Describe how you have shared information with community stakeholders, institutions and community representatives for planning and evaluation purposes

117 Sub-Grant C: Strategic Prevention Framework
Budget & Budget Narrative – 10 points (4 pages maximum for Budget Narrative) Budget & Budget Narrative should reflect 12 month time period Complete “Detailed Budget Financial Report Expanded Rows and Columns Updated 9/20/11” found on DHS website Provide a budget narrative which describes how appropriate resources and personnel have been allocated Provide calculations to demonstrate how you arrived at amounts Budget narrative in a format of your choice

118 Sub-Grant C: Strategic Prevention Framework
Budget & Budget Narrative – Cont’d Applicants’ budgets cannot exceed $75,000 Reasonable start-up allowed Funds must be allocated for: One required one-day orientation meeting Six required training programs Assume trainings will be held in central IL, over two-day period and project staff must attend CADCA membership CADCA Mid-Year Leadership and/or National Leadership Forum (at least one staff member and one coalition member) If alcohol is a priority, applicant must attend National Enforcing Underage Drinking Laws National Conference (at least one staff member and one coalition member)

119 Sub-Grant C: Strategic Prevention Framework
Applications will be evaluated on the following criteria: Agency Qualifications pts Needs Statement pts Description of Program/Services pts Evaluation pts Budget pts Total pts Bonus (Underage Drinking Focus) pts Bonus points awarded for underage drinking

120 Sub-Grant C: Strategic Prevention Framework
Proposal Container and Format Requirements Entire application must be sequentially page numbered, beginning with cover letter. Hand-numbering is acceptable. Appendices must be clearly separated with cover sheet for each appendix labeled with the appropriate appendix letter and name.

121 Sub-Grant C: Strategic Prevention Framework
Proposal Container and Format Requirements Typed (printed) on 8.5 x 11 inch paper using 12 point type, 10 point type may be used within tables in black ink except on letterhead and stationary for letters of commitment Program narrative must be typed, single-spaced, on one side of page, with 1 inch margins on all sides Program narrative includes the following sections: H2 – Agency Qualifications/Organizational Capacity H3 – Service Area H4 – Needs Statement H5 – Description of Program/Services H6 – Agency Evaluation and Reporting TOTAL page limitations for the program narrative: 26

122 Sub-Grant C: Strategic Prevention Framework
SPF Proposal Content Checklist Applicant Service Area Plan: ____ of ____ Review page 99 – Proposal should contain the information in this order

123 Important RFP Information
RFP may be viewed and/or downloaded at

124 Important RFP Information
The final deadline to submit any written questions regarding the SAPP RFP is 12:00 p.m. on November 14, 2011. Please submit all questions in writing, via to

125 Important RFP Information
Proposals must be received no later than 1:00 p.m. on November 18, 2011. Must submit 1 original and 5 copies of the proposal. The Department will not accept applications submitted by , disk or by fax. Late proposals will not be considered and will automatically be disqualified.

126 Important RFP Information
Mail completed proposals to: Illinois Department of Human Services Bureau of Community Based and Primary Prevention 401 S. Clinton, 4th Floor Chicago, Il 60607 Attention: Kimberly Fornero/SAPP Procurement #CHP 49791

127 Grant Writing Tips Be clear and succinct. Reviewers are not interested in jargon, acronyms, boilerplate, rhetoric, or exaggeration. They are interested in learning precisely what you intend to do, and how your project responds to the criteria presented. Use clear headers. The narrative is single-spaced and a large amount of text. To assure completeness and ease of review, follow guidance regarding the use of headings under H. Proposal Content in each sub-grant.

128 Grant Writing Tips Answer all questions and submit information requested in appendices and attachments. The RFP contains a number of items: narratives, forms that need to be completed and lots of attachments. Be sure to respond to all information requested. Be sure to label the appendices in accordance with guidance and include other required forms and attachments. Don’t make assumptions. Even if you have received funding from the Department/Division in the past, do not assume your reviewers know anything about you or your program. Use one or two impartial proofreader(s). Before you submit your proposal, let someone who is completely unfamiliar with your project read the RFP and then read and critique your proposal. Find someone else in your agency that will check your proposal to ensure it meets all of the specifications in regards to Proposal Container and Format Requirements and Proposal Content Checklists.

129 Questions and Answers


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