Transcript Slide 1

Offeror’s Conference
Virginia Foundation for Healthy Youth
RFP #852P017
Tobacco Use Prevention & Cessation
Programs with Youth in Virginia
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A few items before we start…
 Make sure you have signed in
 10:00-1:00….maybe sooner
 Please ask questions BUT if you have specific
questions about fit for your project, etc,
please save those questions for later
 This powerpoint will be available on the VFHY
website
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Today’s Agenda
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Introductions
Background VFHY and RFP#852P017
Online Application System
RFP #852P017 Review and Instructions
 Types of Funding Available
 Component I & Component II Requirements
 RFP Timeline
VFHY Background
Created in 1999 by the
Virginia General Assembly as a result of the Master Settlement
Agreement.
In 2009, the General Assembly expanded our mission to include the
prevention and reduction of childhood obesity in addition to reducing
and preventing youth tobacco use.
Comprehensive Approach: Programs, Marketing, Research
VFHY funds evidence-based programs for tobacco use prevention and
cessation in local schools, after-school sites, faith-based centers and
through youth-serving community organizations.
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VFHY’s Winning Formula
 Over 1 million kids have received programs!
 14th Tobacco Use Prevention/Cessation RFP
 VA High School Smoking Rate down to 11.1% (2013-14
VYS results). A decline of 65% since our work began!
 www.VFHY.org
RFP #852P017
Tobacco Use Prevention & Cessation Programs with Youth in Virginia
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All areas of the state are eligible to apply.
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Grants will be awarded using Best Value Process, statewide.
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Tax-exempt non-profit, governmental and charitable
organizations are eligible to apply.
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Program(s) must be from the VFHY Compendium.
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Only one Proposal per organization per region accepted.
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Grant Amounts not to exceed $60,000 per year.
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Award Period: July 1, 2015 – June 30, 2018
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Submission Deadline: October 16, 2014 by 11:59pm
Types of Funding Available
(Page 3)
Materials Only
 Program materials only
 Minimal grant management support
 Materials & Staffing
 Program materials
 Instructional staff/management staff
 Requires an annual policy, systems or
environmental change objective
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Applying Online – Make Sure You…..
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Get started early.
Fill in the blanks. All are required!
Ensure you are completing the correct region’s RFP.
Submit by the required date & time.
Upload all required forms.
Save, Save, Save!
Contact VFHY staff if you have any questions applications are viewable for Technical Assistance.
Grant System Login
There is a
sticker on the
inside of your
notebook to
place your
email address
and password.
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Agency Screen
EXAMPLE
Uploading Documents
 Types:
 PDF’s, Microsoft Word, Microsoft Excel (link to
VFHY web site on application)
 Scan
 From File
 Fax to File – 20 minutes
 Save the downloaded form to your computer,
rename, complete.
 Upload to your application.
 Only one file per field-accepts large files.
 New uploads overwrite previous uploads.
Using the Online System
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Question and Answer Format
Scroll down to respond to questions
Print a hard copy of questions
Complete answers in Word, spell check,
then cut and paste into online proposal
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RFP #852P017 Outline
(Page 6)
Proposal Summary
I. Organizational and Program History
II. Program Information
III. Evaluation
IV. Budget
V. Appendix
Component I & Component II
(Page 7-8)
Materials Only grants require only Component I
•Selection and implementation of a VFHY Compendium
Program
Materials & Staffing grants require both Component I AND
Component II –
•Selection and implementation of a VFHY Compendium
Program
•Policy, systems or environmental change strategy(ies)
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Component II
Policy, Systems and
Environmental Change Activities
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Component II Activities
 Offerors requesting funds for Staffing and Materials
must complete Component II.
 Examples of activities are provided by VFHY. Others
with policy, systems, environmental change focus
may be considered.
 A minimum of one activity must be completed per
year.
 Component II activities should be on their own
workplan (Check Component II at top).
Example Activities
COMPONENT II: Activities to Prevent and Reduce Youth Tobacco Use
Cessation Interventions
Activities to promote tobacco cessation resources
Health Communications Interventions
Awareness activities regarding harmful effects of tobacco
Merchant Education/Youth Access
Promote compliance with Virginia youth access laws
Tobacco and E-Cigarette Free Environments
Awareness activities regarding the hazards of secondhand smoke and
environmental impact of cigarette waste
(VA Schools must have e-cigarette policies by July 1, 2015)
Others?
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Component I
VFHY Compendium Program
Implementation
Component I
 Must select program from VFHY Compendium of
Programs list.
 Provide full name of program.
 Be sure to select programs that match your targeted
youth (age & setting).
 Consult with the program vendor for the most up-to-
date information.
VFHY Compendium of Programs
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All Stars
Al’s Pals
Botvin Life Skills Training
HALO (Healthy Alternatives
for Little Ones)
Keepin' It Real
Lead and Seed
Media Detectives
Media Ready
Minnesota Smoking
Prevention Program (MSPP)
• Not on Tobacco (NOT)
• PALS: Prevention through Alternative
Learning Styles
• Positive Action
• Project Alert
• Project EX
• Project TND
• Project TNT
• Strengthening Families Program 6-11
• Strengthening Families Program 10-14
• Too Good for Drugs (TGFD)
Compendium Programs
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A list of programs are available on the VFHY
website
Select the program listed and click to be taken
to more specific information
At the end of the description, there are
additional links for more specific details
For Example:
 www.vfhy.org
Compendium Programs Technical
Assistance
For technical assistance related to compendium
programs, please contact:
Charlie McLaughlin, Jr.,
VFHY Training and Resource Manager
Phone: 804-786-2279
Email: [email protected]
Any questions about the
Compendium/Component I &
Component II?
Summary Information
Compendium Program Title(s): Include all programs
Program Summary: Brief synopsis of program plan
Amount Requested: Total requested for 3 years
Program Setting: Drop Down/School, Community, Faith
Geographic Region: Drop Down/North, Central, SEast, SWest
Funding Type: Drop Down/Materials Only, Staffing & Materials
VA State Senate and House Legislative Districts:
• Enter number of the districts, ie: VA Senate: XXX, VA House: XXX
• Information for office location AND program location
Section I.
Organizational
Background
Organizational Background
(Page 8)
 Organizational and Program History: Describe organization’s
program history and background and any affiliations with
other organizations.
 Previous Programs and Outcomes: Describe previous
programs with youth with outcome information. Include
specific tobacco prevention/cessation programs.
 Previous Grants Management: Previous grants management
experience including any grant awards from VFHY
Any questions regarding
Section I?
Section II.
Program Information
Program Information Questions
(Page 10)
Need and Organizational Response:
 Adequately describe the need in the
community.
 Utilize relevant data to support the
description of need.
National Data Sources
Youth Risk Behavior Surveillance System (YRBSS)
www.cdc.gov/yrbs/
Behavioral Risk Factor Surveillance System (BRFSS)
www.cdc.gov/brfss
Monitoring The Future
www.monitoringthefuture.org
Virginia & Local Data Sources
Virginia Youth Survey
www.vfhy.org/dataUPDATE
Governor’s Office On Substance Abuse Program (GOSAP)
www.gosap.virginia.gov
Virginia Rural Health Data Portal http://www.vrhrc.org/dataportal/index.htm
Local Risk Behavior Surveys
School Statistical Data (Smoking violations)
Local evaluations & interviews
Organizational Response, continued
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Describe the organization’s ability to address the need
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This is a narrative of the workplan strategies and should
demonstrate the organization’s ability to adequately
address the need as defined by the organization.
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Program Matrix Implementation Form
 Complete matrix form for all three years
 Provide details of:
 Selected program
 Targeted youth
 Session Information
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Program Implementation Matrix
Name of Organization: _________________________________
YEAR ONE (2015-2016): 
(A)
Compendium
(B)
Program
Setting
(C )
Age/Grade
of
Targeted
Youth
YEAR TWO (2016-2017) 
(D)
# of
Groups
(E)
Students
Per
Group
(F)
Total # of
Targeted
Youth
(G)
Sessions
Per
Group
YEAR THREE (2017-2018) 
(H)
Session
Length
(I)
Total # of
Implementation
Hours
(J)
Session
Frequency
(D)x(G)x(H)
Example:
ABC Program
Example:
XYZ Program
th
School
10 Grade
Community
9 Grade
th
3
25
75
15
1 hour (60
min)
3x15x1=45 hours
5
20
100
40
.25 hours
(15 min.)
5x40x.25 = 50 hours
Total Number of Targeted Youth
Once per
week for 15
weeks
4 times per
week for 10
weeks
Workplan Form
(Page 9)
 Indicate Component I or Component II, Grant Year
and Name of Organization at top.
 Goal(s) are pre-determined – prevention or cessation.
 Develop your own measurable objective(s).
 Provide detailed strategies that meet objective(s).
 Determine appropriate timelines with defined
expected outcomes.
Writing Objectives
Goal Provided on VFHY Workplan Form:
 To prevent the use of tobacco products by youth.
OR
 To provide tobacco-use reduction/cessation programs for
youth.
Objectives
 Statements describing the results to be achieved, and the
manner in which they will be achieved. You may need
multiple objectives to address a single goal.
 Offerors must define their own measurable objective(s).
Source: Developing Program Goals and
Measurable Objectives. cdc.gov
Attributes of SMART objectives:
Specific: includes the “who”, “what”, and “where”. Use
only one action verb to avoid issues with measuring
success.
Measurable: focuses on “how much” change is
expected.
Achievable: realistic given program resources and
planned implementation.
Relevant: relates directly to program/activity goals.
Time-bound: focuses on “when” the objective will be
achieved.
Source: Developing Program Goals and
Measurable Objectives. cdc.gov
Objectives can be process or outcome oriented
Process objectives describe the
activities/services/strategies that will be delivered as
part of implementing the program.
Example of a SMART process objective:
By June 29, 2006 (time bound), increase the number
of training sessions given for Health Education
program partners on “Implementing and Evaluating
System Change” (specific & relevant) from 10 to 14
(measurable & achievable).
Outcome objectives specify the intended effect of the
program in the target population or end result of a
program. The outcome objective focuses on what your
target population(s) will know or will be able to do as a
result of your program/activity.
Example of a SMART outcome objective:
By December 31, 2009 (time bound), increase awareness
of the signs and symptoms of stroke and the importance
of calling 9-1-1 among African American men in [State]
(specific & relevant) from 11% to 15% (Baseline: 2005
BRFSS) (measurable & achievable).
Source: CDC Division for Heart
Disease and Stroke Prevention
Objectives vs. Activities/Strategies
Objectives are different from listing program activities.
 Objectives are statements that describe the results
to be achieved and help monitor progress towards
program goals.
 Activities are the actual events that take place as
part of the program.
Resources
CDC
http://www.cdc.gov/healthyyouth/evaluation/
pdf/brief3b.pdf
http://www.cdc.gov/healthyyouth/tutorials/w
ritinggoal/page001.htm
Workplan Strategies
(Page 9-10)
 Strategies include all the activities required to reach the
defined objectives.
 Strategies are the means for reaching goals and
objectives.
 Strategies are the road map for your project and serve as
a working timeline – it’s The Plan.
 States who is responsible, includes timelines and expected
outcomes.
Workplan Strategies
 Must include statewide and local evaluation activities.
 Include Public Relations strategies (ie: press release
announcing the grant award).
 Include legislative outreach strategies including
identifying legislators, completing a legislative contact
form, and sending emails/letters.
 For Materials & Staffing grants, include Component II
Workplan
Recruitment Plan
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Describe identification of appropriate target youth
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Outreach Efforts
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Referral Methods
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Ensure ongoing participation
Considering Sustainability
It’s not just more funding.
Consider Other Factors:
 Organizational Factors (leadership, staff)
 Individual Factors (attitude, skill)
 Programmatic, Strategic & Resource Support
 Sustainability Factors document
Section II, Continued
Collaborating Agencies & Partners
Identify all partners and provide a description of roles within the
scope of the proposed program.
Staff & Responsibilities
List position, title, names (if known) and roles of all staff working
on the grant.
Program Fidelity
Identify and include fidelity requirements of selected program
and describe monitoring activities for compliance.
Any questions about
Section II?
Section III.
EVALUATION
Evaluation
Grantees are required to conduct an evaluation of their
funded program(s).
Evaluation Strategies
Indicate activities to be used to evaluate the success of the program(s).
Outcome Measures
Describe the outcome measure used to determine the success.
Setting
Describe where evaluation activities take place.
Responsible Staff
Indicate staff responsible for implementation of evaluation activities.
Statewide Evaluation:
Concept Mapping
Program Coordinators and Instructors complete an
online activity that collects information related to the
VFHY evaluation goals.
 STEP 1: Brainstorm 6-10 statements in response
to a prompt (Instructors)
 STEP 2: Sort all brainstormed statements
(Coordinators)
 STEP 3: Rate all brainstormed statements
(Instructors and Coordinators)
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2012-2015 Evaluation Goals
 Year 1: Determine the characteristics of instructors
most effective with engaging youth in tobacco use
prevention programs.
 Year 2: Determine barriers to tobacco use prevention
programming implementation.
 Year 3: Determine factors related to sustainability of
program interventions.
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Evaluation - Characteristics
• Characteristics such as enthusiasm, authenticity
and being genuine were rated as most important
to effectively engage students.
• 68% of instructors are satisfied with
compendium programs.
• No uniform belief that being aware about youth
culture and being creative and innovative are
important characteristics of tobacco prevention
teachers.
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Evaluation – Youth Findings
 70% of youth would enjoy working with
others their age to prevent tobacco use
 58% of youth know where resources are to
help people to not smoke
 55% of youth are confident in their ability to
convince peers to not smoke
 46% tried to convince others to stop smoking
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Evaluation Findings - Barriers
Barriers to providing an effective classroom
experience included:
– Classroom management – resources/space
– Curriculum implementation –
outdated/boring/wrong age materials
– Environmental barriers – acceptance of
smoking/exposure to tobacco use
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Evaluation – Youth & Barriers
 Many youth felt they did not learn anything new
 Youth were aware of the tobacco company tactics
with advertising
 Youth were able to discuss the health problems and
addictive qualities related to tobacco use
 Youth felt they might be able to convince peers not
to smoke
 Youth were not familiar with VFHY
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Section IV.
BUDGET
Budget
(Pages 10-12)
 Determine separate budgets for each grant year.
 Utilize form/format provided including defined VFHY
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line items categories.
One excel document/separate workbooks for each
year.
Fill in all required areas on the budget forms.
Record any matching resources in the “Match
Contributions” column.
Totals for each area will be automatically calculated.
Complete each column.
Do not overwrite cells that contain formulas.
Budget & Narrative Description
 A narrative description for each line item section will be
entered below each line item section. This should include
clear justification for the line item as well as any
formulas/calculations.
 Budget expenditures must correlate with workplan
activities.
 Relevance – ensure that all budget items correspond to
activities described in the proposal.
No Supplanting!
VFHY should not be charged for job responsibilities already covered.
VFHY should not be charged for staff already in place to do programming
UNLESS:
• Current duties of full-time employees are being shifted and job descriptions
are submitted to document the change.
OR
• Current staff are part-time and additional hours are added to conduct grant
program(s) only. by other funds.
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Supplanting vs. Supplementing
Replace, take the place of (Supplant)
Vs.
Add on to, build upon (Supplement)
Example:
ABC agency has full-time program staff in their after-school program.
This staff does a variety of after-school programming with kids. The
new VFHY program doesn’t add time to the staff person – same
duties, same time, different program. To receive funds for the staff
person already paid would be supplanting and is not allowable.
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Budget & Narrative Description
 Fringe benefits cannot exceed 30% of personnel salaries
requested from VFHY.
 For Materials Only Grants – 5% of the grant coordinator’s
salary may be charged to the grant
 Ensure that all personnel positions listed are also discussed
in the Program Information Section.
 Mileage cannot exceed allowable state rate (currently 56
cents per mile). Please use your agency’s mileage rate.
Budget & Narrative Description

Other Costs and Indirect Costs are defined separately.
 Other Costs include postage, copying, printing
 Indirect Costs are those portions of items that contribute to daily
functions of the organization (payroll, secretary, human resources,
insurance, utilities, etc.). Cannot exceed 10% of VFHY personnel costs!
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Any questions about
completing the budget
forms?
Costs for Component II activities should be limited and
reasonable.
VFHY TOBACCO USE PREVENTION PROGRAM BUDGET FORM
ORGANIZATION NAME:
VFHY BUDGET YEAR:
2015-2016
A. PERSONNEL: Staff salary & benefits. Cost for the Supervisor's salary of program staff cannot exceed 5% of Supervisor's salary.
Position Title
Annual Salary
Request from VFHY
Match
Totals
Contributions/ If
Applicable
$0
$0
$0
$0
$0
$0
Fringe Benefits for Personnel (FICA,
Health, etc.) Fringes cannot exceed 30%
of the salary amount.
Totals
NARRATIVE DESCRIPTION FOR SECTION A. PERSONNEL
$0
$0
$0
Any questions about
completing the budget form?
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Section V.
APPENDIX
*Upload additional forms as requested
Appendix
The Appendix includes:
 Memorandums of Agreement
 Terms & Conditions/Required Statements
 Job Descriptions and Resumes
Memorandums of Agreement
 Memorandums of Agreement, not letters of support.
 Memorandums of Agreement must be submitted for all
partners and collaborators.
 School-based programs require signed MOA’s from
principals and superintendents.
Terms & Conditions/ Required Statements
 Read thoroughly.
 Enter Authorized Representative’s name as electronic
signature.
Job Descriptions and Resumes
 Include job descriptions for all staff identified in the
grant proposal.
 Provide resumes if you have them.
Closing Thoughts
&
Reminders
Submitting the Proposal
 Read final proposal carefully. Have someone else
review it as well.
 Provide all items and provide them in required
format. Ensure all required forms are uploaded.
 Double check spelling and grammar. Consider
writing the proposal in Word, use spell check, then
copy and paste into the online system.
 Show clear relationship between organizations and
within Memorandums of Agreement.
Submitting the Proposal
Submit the proposal ON TIME.
Deadline: October 16, 2014, 11:59 p.m.
VFHY staff cannot be reached after 5 p.m.
for technical assistance.
RFP Schedule
 Release Date – August 13, 2014
 Proposals Due – October 16, 2014
 Review Dates – Mid November, 2014
 VFHY Board of Trustees Meeting – December 4, 2014
 Awards Posted on www.vfhy.org – December 5, 2014
 Contracts Mailed – January 20, 2015
 New Grantee Orientation – May/June, 2015
 July 1, 2015 – Grant Period Begins
 June 30, 2018 – Grant Period Ends
Technical Assistance
Regional Grants Administrators
Lisa Brown
North Region
703-501-3042
Judy Link
Southeast Region
804-642-2418
Terri-ann Brown
Central Region
804-225-3466
Jennifer Martin
Southwest Region
540-961-8485
Technical Assistance
Donna L. Gassie, Director of Programs
804-225-3619
[email protected]
Compendium/Programs:
Charlie McLaughlin, Jr.
VFHY Training and Resource Manager
804-786-2279
[email protected]
Final Questions?