Sub-Grants B & C - Illinois Department of Human Services

Transcript Sub-Grants B & C - Illinois Department of Human Services

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

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 2

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 3

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 http://www.dhs.state.il.us

. All questions and answers posted in the FAQs on the DHS website are considered valid and official.

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 5

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 6

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 7

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 8

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 9

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 10

Sub-Grant B Direct Service (DS) Grant

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 11-18 year olds 12

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 13

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 14

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 15

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 16

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’.

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 18

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 19

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 20

Sub-Grant B: Direct Service Grant

Parent/Family Education 21

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 22

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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 23

Sub-Grant B: Direct Service Grant Mentoring

Sub-Grant B: Direct Service Grant

 Goal – To provide youth with the opportunities and resources for health development and rational life decision making 25

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 26

Sub-Grant B: Direct Service Grant

 A mentoring relationship should: – Foster care and support – Encourage individuals to develop to their fullest potential – Be voluntary 27

Sub-Grant B: Direct Service Grant

 Mentoring standards for the ‘Planning’ and ‘Implementation’ stages are located on pages 40 & 41 of the SAPP RFP 28

Sub-Grant B: Direct Service Grant

Communication Campaigns 29

Sub-Grant B: Direct Service Grant

 Communication campaigns that are developed to address ATOD issues a purposeful promotional strategy to change: – Knowledge – Attitudes – Behavior 30

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.

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.

Sub-Grant B: Direct Service Grant

Local Coalition 33

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 34

Sub-Grant B: Direct Service Grant

 Optional Activities – Recruitment of schools in the 2012 and 2014 IYS administration – Supplemental activities 35

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 36

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 37

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 38

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.

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 40

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.

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: 4 delivered th quarter On Track hours and the discrepancy between the number of hours projected and actual number Program Performance Analysis (PPA) results for all programs rated – If your agency did not receive a PPA report, indicate this information in your response 42

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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.).

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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 11-18 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.

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 5-12 th 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. 45

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 46

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) 47

Sub-Grant B: Direct Service Grant

Description of Programs/Services – 35 points (20 pages maximum) 48

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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 49

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

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 51

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

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 53

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

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 55

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

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 57

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

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 59

Sub-Grant B: Direct Service Grant

  Communication Campaigns – Cont’d Department standards (see pg. 42-44)  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 60

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 61

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 62

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

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 64

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 65

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 66

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

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 68

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 69

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 70

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 71

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 72

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 73

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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 74

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 75

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 76

Sub-Grant B: Direct Service Grant

 Applicants will be evaluated on the following criteria: Agency Qualification 25 pts Needs Statement 25 pts Description of Program/Services 35 pts Evaluation 5 pts Budget 10 pts

Total 100 pts

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.

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 79

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 80

Questions and Answers

Sub-Grant C Strategic Prevention Framework (SPF)

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 11-20 year olds in a targeted geographic community by following the Strategic Prevention Framework (SPF).

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 84

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 85

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

Sub-Grant C-Strategic Prevention Framework

 The goal is always community-level change in substance use consumption patterns and consequences.

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. 88

Sub-Grant C: Strategic Prevention Framework

    SPF grant will support ‘universal’ and ‘selected’ serving youth ages 11-20 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.

Sub-Grant C: Strategic Prevention Framework

 Additional information regarding the SPF process can be located at: www.prevention.samhsa.gov/about/spf.

aspx 90

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 91

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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 92

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.

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 94

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 95

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 96

Sub-Grant C: Strategic Prevention Framework

– 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.

Sub-Grant C: Strategic Prevention Framework

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 98

Sub-Grant C: Strategic Prevention Framework

– Describe your procedure for conducting and maintaining background checks.

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: 4 delivered th quarter On Track hours and the discrepancy between the number of hours projected and actual number  Program Performance Analysis (PPA) results for all programs rated – If your agency did not receive a PPA report, indicate this information in your response 100

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.).

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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 11-18 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 102

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 5-12 Grade th 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 – Note: For private schools, no information is required for Low Income or Mobility Rate. 103

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 5-12 th only and Source – Total Enrollment across Grades 5-12 th 104

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 105

Sub-Grant C: Strategic Prevention Framework

    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.) 106

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.

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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 108

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 109

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

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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.

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Sub-Grant C: Strategic Prevention Framework

 Description of Program/Services – Cont’d – Applicants proposing to serve school-aged youth 11-18 years of age must obtain Letter of Commitment from public and private schools in the target area serving 6 th , 8 th , 10 th and 12 th grades – Commitment from private schools is required only if the majority of youth in the target area (50% or over) attend private schools 112

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 113

 

Sub-Grant C: Strategic Prevention Framework

Description of Program/Services – Cont’d If you plan to proposing to serve college student population, aged 18-20 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

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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 115

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) 118

Sub-Grant C: Strategic Prevention Framework

 Applications will be evaluated on the following criteria: Agency Qualifications 25 pts Needs Statement 25 pts Description of Program/Services 35 pts Evaluation 5 pts Budget 10 pts

Total 100 pts

Bonus (Underage Drinking Focus) 5 pts

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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.

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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 122

Important RFP Information

 RFP may be viewed and/or downloaded at http://www.dhs.state.il.us/page.aspx

?item=57432 123

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 email to [email protected]

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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 email, disk or by fax.

Late proposals will not be considered and will automatically be disqualified.

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Important RFP Information

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

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. 127

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. 128

Questions and Answers

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