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  1. 1. Offeror’s Conference Virginia Foundation for Healthy Youth February 2010 RFP #852P012
  2. 2. Today’s Agenda <ul><li>Background </li></ul><ul><li>RFP #852P012 - Online System </li></ul><ul><ul><li>Getting into the system </li></ul></ul><ul><ul><li>Completing sections of the Application </li></ul></ul><ul><ul><li>How to: </li></ul></ul><ul><ul><ul><li>Text & Numbers </li></ul></ul></ul><ul><ul><ul><li>Uploads </li></ul></ul></ul><ul><ul><li>Final Submission </li></ul></ul>
  3. 3. Background Information <ul><li>VFHY – Originally established VTSF to lead statewide efforts to reduce and prevent youth tobacco use </li></ul><ul><li>New subdivisions include VTSF and VYOP (Virginia Youth Obesity Prevention) </li></ul><ul><li>Grant awards to local organizations </li></ul><ul><li>Provides the state of Virginia with a powerful and successful way to reach kids </li></ul>
  4. 4. Background Information <ul><li>Close to 800,000 kids have received programs! </li></ul><ul><li>Smoking rates for teenagers in VA have dropped almost 10%! </li></ul><ul><li>852P012 – 12th Program RFP in Eight Years </li></ul>
  5. 5. RFP #852P012 <ul><li>All areas of the state are eligible to apply. </li></ul><ul><li>This is a statewide RFP – proposals will be competing with proposals across the state. </li></ul><ul><li>Program(s) must be from the VFHY Compendium. </li></ul><ul><li>Grantees under 852P010 are not eligible to apply. </li></ul><ul><li>Only one proposal per Agency, per Region accepted. </li></ul><ul><li>Grant Amounts </li></ul><ul><ul><li>not to exceed $75,000 per year . </li></ul></ul><ul><li>Award Period: July 1, 2010 – June 30, 2011 </li></ul><ul><li>Submission Date: March 29, 2010 by 11:59pm </li></ul>
  6. 6. RFP #852P012 <ul><li>Organizational Background </li></ul><ul><li>Program Information </li></ul><ul><ul><li>Program Matrix & Work Plan </li></ul></ul><ul><ul><li>Description </li></ul></ul><ul><li>Evaluation </li></ul><ul><ul><li>Local Evaluation </li></ul></ul><ul><li>Budget </li></ul><ul><li>Appendix </li></ul>
  7. 7. Make Sure You….. <ul><li>Fill in the blanks. All are required! </li></ul><ul><li>Save, Save, Save. </li></ul><ul><li>Submit by the required date & time. </li></ul><ul><li>Have a budget that matches program information. </li></ul><ul><li>Save, Save, Save! </li></ul><ul><li>Contact VFHY staff if you have any questions - applications are viewable for Technical Assistance. </li></ul>
  8. 8. A Word About Uploads <ul><li>Types: </li></ul><ul><ul><li>PDF’s, Microsoft Word, Microsoft Excel (link to VFHY web site on application) </li></ul></ul><ul><li>Scan </li></ul><ul><li>From File </li></ul><ul><li>Fax to File – 20 minutes </li></ul><ul><li>Save the downloaded form to your computer, rename, complete. </li></ul><ul><li>Upload to your application. </li></ul><ul><li>Only one file per field-accepts large files. </li></ul><ul><li>New uploads overwrite previous uploads. </li></ul>
  9. 9. Organizational Background Section I.
  10. 10. Organizational Background <ul><li>History: How long has your organization been in business and briefly describe its mission and experience. </li></ul><ul><li>Experience with youth </li></ul><ul><li>Previous Programs & Outcomes </li></ul><ul><li>Specific experience with substance abuse/tobacco use prevention/cessation programs </li></ul><ul><li>Previous experience with grants management </li></ul><ul><li>Grant References: List three in the last 3 years </li></ul><ul><li>Sustainability – How do you plan to continue the program at the end of the grant period? </li></ul>
  11. 11. Considering Sustainability <ul><li>It’s not just more funding. </li></ul><ul><li>Consider Other Factors: </li></ul><ul><li>Organizational Factors (leadership, staff) </li></ul><ul><li>Individual Factors (attitude, skill) </li></ul><ul><li>Programmatic, Strategic & Resource Support </li></ul><ul><li>Sustainability Factors Handout </li></ul>
  12. 12. <ul><li>PROGRAM </li></ul><ul><li>INFORMATION </li></ul><ul><li>*Upload Program Matrix </li></ul><ul><li>& Workplan </li></ul>Section II.
  13. 13. <ul><li>VFHY Compendium of Programs </li></ul>Insert New Table Too Good For Drugs Minnesota Smoking Prevention Program (MSPP) Strengthening Families Program (SFP 10-14) Life Skills Training (LST) Strengthening Families Program (SFP 3-5, 6-11, 12-16) Know Your Body (KYB) Project Toward No Drug Use Intervening With Teen Tobacco Users (TEG) Project Toward No Tobacco Use Helping Teens Stop Using Tobacco (TAP) Project EX Creating Lasting Family Connections (CLFC) Project Alert Athletes Targeting Healthy Exercise and Nutrition Alternatives (ATHENA) Positive Action Al's Pals Not On Tobacco All Stars Full Compendium Listing The Organ Wise Guys Color Me Healthy SPARK Physical Education Healthy Life Style Choices CATCH Obesity Supplemental Programs   Keep A Clear Mind Youth Media Network Teens Tackle Tobacco Anti-Tobacco Media Blitz Supplemental Programs
  14. 14. Compendium Programs <ul><li>Must select program from the VTSF Compendium & Supplemental programs list. </li></ul><ul><li>Always provide full name of program. </li></ul><ul><li>Be sure to select programs that match your targeted youth (age & setting). </li></ul><ul><li>Consult with the program vendor for the most up-to-date information. </li></ul>
  15. 15. Compendium Programs <ul><li>A list of programs are available on the VFHY website at http://www.healthyyouthva.org/vtsf/programs/compendium.asp . </li></ul><ul><li>Optional supplemental Tobacco and Obesity Prevention programs are available. </li></ul><ul><li>Supplemental programs must target the same students as the Compendium program. </li></ul>
  16. 16. Program Matrix Program Implementation Matrix and Work Plan Form Name of Organization: ______________________ (A) Compendium or Supplemental Program (B) Program Setting (C ) Age/Grade of Targeted Youth (D) # of Groups (E) Students Per Group (F) Total # of Targeted Youth (G) Sessions Per Group (H) Session Length (I) Total # of Implementation Hours (D)x(G)x(H) (J) Session Frequency Example : ABC Program School 6 th Grade 3 25 75 15 1 hour (60 min) 3x15x1=45 hours Once per week for 15 weeks Example : XYZ Program Community 4 th Grade 5 20 100 40 .25 hours (15 min.) 5x40x.25 = 50 hours 4 times per week for 10 weeks Total # of Targeted Youth
  17. 17. Obesity Prevention Matrix-optional Total Number of Targeted Youth Once per week for 15 weeks 3x15x1=45 hours 1 hour (60 min) 15 75 25 3 6 th Grade School Example : ABC Program (J) Session Frequency (I) Total # of Implementation Hours (D)x(G)x(H) (H) Session Length (G) Sessions Per Group (F) Total # of Targeted Youth (E) Students Per Group (D) # of Groups (C ) Age/Grade of Targeted Youth (B) Program Setting (A) Compendium or Supplemental Program
  18. 18. Program Information Questions Need and Organizational Response – VFHY’s goal is to prevent all children in the Commonwealth from using tobacco products. There are specific risk factors that increase the likelihood of tobacco use. Please discuss any risk factors identified for your targeted youth and how your organization will adequately address these risk factors with the program(s) you have chosen. Consider the core elements of the program, how they “fit” with the targeted population and how the identified risk factors will be addressed through program implementation. Implementation Plan - Describe the implementation plan for the project. Your plan should include but not be limited to: the youth recruitment plans, staffing and implementation action steps. VFHY Supplemental Programs – VFHY allows the use of supplemental programs along with the core compendium program(s) chosen. Both tobacco prevention and youth obesity prevention supplemental programs are available. Describe any VTSF supplemental programs the organization plans to implement along with the core compendium program (these are located on the VTSF website). Describe how it will enhance the core program and how it will be incorporated into the overall project. Supplemental programs must target the same children as those receiving the Compendium program.
  19. 19. Program Information Questions Collaborating Agencies & Partners - Identify and describe all collaborating/partner agencies and organizations. Include a description of their roles in the project. Staff and Responsibilities - List the position titles, names (if known) and roles of all staff that will be working on the proposed project.
  20. 20. <ul><li>Youth Risk Behavior Surveillance System (YRBSS) www.cdc.gov/yrbs / </li></ul><ul><li>Behavioral Risk Factor Surveillance System (BRFSS) www.cdc.gov/brfss </li></ul><ul><li>Monitoring The Future www.monitoringthefuture.org </li></ul>National Data Sources
  21. 21. <ul><li>Youth Tobacco Survey (YTS) www.vtsf.org/data/youth-tobacco-survey.asp </li></ul><ul><li>Governor’s Office On Substance Abuse Program (GOSAP) www.gosap.virginia.gov </li></ul><ul><li>Virginia Rural Health Data Portal http://www.vrhrc.org/data-portal/index.htm </li></ul><ul><li>Local Risk Behavior Surveys </li></ul><ul><li>School Statistical Data (Smoking violations) </li></ul><ul><li>Local evaluations & interviews </li></ul>Virginia & Local Data Sources
  22. 22. Afternoon Agenda 2:00 – 4:00 pm <ul><li>Criteria for Selecting Programs </li></ul><ul><li>Guiding Principles for Successful Program Selection </li></ul><ul><li>Program Highlights Including Things to Consider </li></ul><ul><li>Selecting Supplemental Programs that match your Selected Compendium Program </li></ul><ul><li>Questions & Answers </li></ul><ul><li>Individualized Program Technical Assistance </li></ul>
  23. 23. <ul><li>WORKPLAN </li></ul>
  24. 24. Work Plan <ul><li>Utilize Workplan form/format provided. </li></ul><ul><li>Goal(s) are pre-determined – prevention or cessation/age specific. </li></ul><ul><li>Utilize objective provided or add your own as required. </li></ul><ul><li>Provide detailed strategies that meet objectives. </li></ul><ul><li>Determine appropriate timelines with defined expected outcomes. </li></ul>
  25. 25. Work Plan <ul><li>Strategies must include statewide &/or local evaluation activities. </li></ul><ul><li>Include PR strategies such as a press release announcing the grant award. </li></ul><ul><li>Include legislative outreach strategies (i.e. submit the Legislative Contact Information Form - due end of July, mail legislative outreach letters in September 2010 and January 2011). </li></ul>
  26. 26. Strategies <ul><li>Strategies are the steps or activities related to the goals & objectives. </li></ul><ul><li>Strategies are the means for reaching goals and objectives. </li></ul><ul><li>Strategies are the road map for your project and serve as a working timeline – it’s The Plan. </li></ul><ul><li>States who is responsible, includes timelines and expected outcomes. </li></ul>
  27. 27. Workplan – 9 and older/Prevention Name of Organization: _____________________________ Program Goals, Objectives and Strategies Goal 1: To prevent the use of tobacco products by youth. Objective 1: At least 75% of participants will perform at a satisfactory level or above on at least one of the VFHY outcome measures by June 30, 2011. Strategies/Activities Projected Actual Responsible Staff Expected Outcomes Start Date End Date Start Date End Date
  28. 28. Workplan – 9 and older/Cessation Name of Organization: _____________________________ Program Goals, Objectives and Strategies Goal 1: To provide tobacco-use reduction/cessation programs to youth. Objective 1: At least 75% of participants will perform at a satisfactory level or above on at least one of the VFHY outcome measures by June 30, 2011. Strategies/Activities Projected Actual Responsible Staff Expected Outcomes Start Date End Date Start Date End Date
  29. 29. Workplan – 8 years and Younger Name of Organization: _____________________________ Program Goals, Objectives and Strategies Goal 1: To prevent the use of tobacco products by youth. Objective 1: Develop your own. Strategies/Activities Projected Actual Responsible Staff Expected Outcomes Start Date End Date Start Date End Date
  30. 30. Optional Obesity Prevention Supplemental Workplan Name of Organization: _____________________________ Program Goals, Objectives and Strategies Goal 1: To prevent obesity in youth Objective 1: Select from objectives provided in instruction packet. Strategies/Activities Projected Actual Responsible Staff Expected Outcomes Start Date End Date Start Date End Date
  31. 31. <ul><li>EVALUATION </li></ul>Section III.
  32. 32. Evaluation – 9 Years & Older <ul><li>Participate in Statewide Evaluation Process. </li></ul><ul><li>Post test only for prevention programs </li></ul><ul><li>Cessation program conducts pre and post testing. </li></ul><ul><li>Level 2 (3 rd -5 th grade) </li></ul><ul><li>Level 3 (6 th -12 th grade) </li></ul><ul><li>Instructor Survey/Cover Sheet – helpful to describe the environment and impact of the intervention. </li></ul>
  33. 33. Evaluation – 8 Years and Younger <ul><li>8 and younger (2 nd grade and below) must provide a local evaluation process. </li></ul><ul><li>May utilize evaluations that come with the Compendium program curriculum. </li></ul>
  34. 34. Local Evaluation <ul><li>May hire (and pay for with grant) an outside evaluator. </li></ul><ul><li>May provide an in-house evaluation – focus groups, surveys. </li></ul>
  35. 35. VFHY Outcome Measures <ul><li>Outcome measures for grades six - twelve: </li></ul><ul><li>Current tobacco use </li></ul><ul><li>Intent to smoke </li></ul><ul><li>Perceived benefits of remaining tobacco free </li></ul><ul><li>Knowledge about the harmful effects of tobacco </li></ul><ul><li>Self Efficacy </li></ul><ul><li>Additional measures for grades six - twelve: </li></ul><ul><li>Percent of students who have ever used tobacco products </li></ul><ul><li>Average number of tobacco products student has tried </li></ul><ul><li>Percent of current smokers who consider themselves a smoker </li></ul><ul><li>Current smoker’s perceived likelihood of quitting smoking in the next six months </li></ul><ul><li>Current smoker’s perceived ability to quit </li></ul><ul><li>Attendance </li></ul>
  36. 36. <ul><li>Outcome measures for grades three – five: </li></ul><ul><li>Intent to smoke </li></ul><ul><li>Knowledge about the harmful effects of tobacco </li></ul><ul><li>Perceived benefits of remaining tobacco free </li></ul><ul><li>Self-efficacy </li></ul><ul><li>Additional measures for grades three – five: </li></ul><ul><li>Rejection of smoking </li></ul><ul><li>Attendance </li></ul>VFHY Outcome Measures
  37. 37. Obesity Outcome Measures <ul><li>Outcome Measures for Obesity Supplemental Programs: </li></ul><ul><li>Knowledge about the importance of daily physical activity </li></ul><ul><li>Knowledge of basic principles of healthful and nutritious foods and snacks </li></ul><ul><li>Knowledge about how to be more active on a daily basis </li></ul><ul><li>Intent to make healthy choices about food, snacks and physical activity </li></ul>
  38. 38. Evaluation <ul><li>Type of evaluation – Select 2 nd grade and below, 3 rd grade and above, or both. </li></ul><ul><li>Program fidelity – refers to the extent to which the program’s core components are followed as described by the developer. Identify and include the fidelity requirements of the selected program & describe how these will be monitored for compliance. </li></ul>
  39. 39. Local Evaluation <ul><li>Strategies – Describe the strategies to be used to complete the evaluation. </li></ul><ul><li>Outcome measures – Describe the outcomes you will be tracking to determine program success. </li></ul><ul><li>Setting – Describe where and when the evaluation will take place. </li></ul><ul><li>Responsible staff – Indicate who will be responsible for conducting the local evaluation (name and title). </li></ul>
  40. 40. Obesity Prevention Local Evaluation <ul><li>All obesity prevention supplemental program implementation must include a local evaluation </li></ul><ul><li>Same requirements as for other local evaluation plans </li></ul>
  41. 41. Statewide Evaluation <ul><li>Setting – Describe where and when the surveys will be conducted. </li></ul><ul><li>Responsible staff – Indicate who will be responsible for conducting the local evaluation (name and title). </li></ul>
  42. 42. <ul><li>Section IV. </li></ul>BUDGET *Upload Line Item Budget Form and Budget Narrative Form
  43. 43. Budget & Justification <ul><li>Utilize forms/format provided. </li></ul><ul><li>Fill in all required areas on the budget forms. </li></ul><ul><li>Record any matching resources in the “Match Contributions” column. </li></ul><ul><li>Totals for each area will be automatically calculated. </li></ul>
  44. 44. <ul><li>Budget expenditures must correlate with workplan activities. </li></ul><ul><li>Budget must include clear justification – with formulas for each line item. </li></ul>Budget & Justification
  45. 45. <ul><li>No Supplanting! </li></ul><ul><li>Indirect Costs – those portions of items that contribute to daily functions of the organization (payroll, secretary, hr, insurance, utilities, etc). Cannot exceed 10% of personnel costs! </li></ul><ul><li>Mileage cannot exceed .50 per mile. Please use your agency’s mileage rate. </li></ul>Budget & Justification
  46. 46. <ul><li>Complete each column </li></ul><ul><li>Ensure that all positions listed are also discussed in the Program Information Section. </li></ul><ul><li>Supplanting: VFHY should not be charged for job responsibilities already covered by other funds. </li></ul>VFHY Project Budget Form VFHY PROJECT BUDGET FORM A. PERSONNEL: Staff salary & benefits. Costs for the Supervisor's salary of program staff cannot exceed 5% of that person's annual salary. Position Title Annual Salary Request from VFHY Match Contributions/ If Applicable Totals         $0.00         $0.00         $0.00         $0.00 Fringe Benefits for Personnel (FICA, Health, etc). Fringes cannot exceed 30% of the salary amount.       $0.00 Totals $0.00 $0.00 $0.00
  47. 47. VFHY Project Budget Form B. CONSULTANTS: Cost to utilize trainer, artist, evaluators or other contractor(s) for short-term work. Type of Expense Rate/ Unit of Reimbursement Request from VFHY Match Contributions/ If Applicable Totals                                         Totals 0.00 $0.00 $0.00 C. TRAVEL: Cost for program staff's travel to implement programs and attend VFHY Trainings. Type of Expense Rate/ Unit of Reimbursement Request from VFHY Match Contributions /If Applicable Totals 2 nights’ lodging, travel, parking and meals for VFHY statewide conference for 2 people total.         Travel and Lodging (if required) for Orientation Meeting                   Totals $0.00 $0.00 $0.00
  48. 48. VFHY Project Budget Form D. RENTAL SPACE/EQUIPMENT: With clear justification, one computer system or peripheral electronic equipment may be purchased, not to exceed $1,200. Other equipment requested MUST be unavailable in the organization, related to the program and clearly justified. Type of Expense   Request from VFHY Match Contributions/ If Applicable Totals                                         Totals $0.00 $0.00 $0.00 E. MATERIALS: Educational materials, products, supplies incentive products. Incentive costs cannot exceed $5.00 per program participant per year. Type of Expense   Request from VFHY Match Contributions/ If Applicable Totals                               Totals $0.00 $0.00 $0.00
  49. 49. VFHY Project Budget Form F. OTHER COSTS: printing, copying, postage, indirect costs (Indirect costs cannot exceed 10% of the personnel costs charged to VFHY). Type of Expense   Request from VFHY Match Contributions/ If Applicable Totals                                                   Totals $0.00 $0.00 $0.00 G. Total Budget       Amount Requested From VFHY Match Contributions/ If Applicable Totals Total Amount of Funds $0.00 $0.00 $0.00
  50. 50. VFHY Budget Narrative A: PERSONNEL – Describe all related personnel costs, including positions, salaries and fringes, and the formulas used to develop these figures. ** Must include organizational rate of fringe. Proper calculations are required to explain ALL personnel rates.** B: CONSULTANTS - Describe all related costs and the formulas used to develop these figures. All responses must be complete, detailed and specifically address calculations used to determine costs. Name of Organization:
  51. 51. E: MATERIALS - Describe all materials to be charged to the grant. D: EQUIPMENT & SPACE - Describe any space rentals, equipment, their costs, and relation to the grant program. VFHY Budget Narrative C: TRAVEL - Describe all related expenses including mileage rates and reasons for travel.
  52. 52. F: OTHER COSTS - Describe any other costs, including indirect costs, copying, etc. and how they are related to the grant. G: TOTALS - Describe all totals, including the in-kind or other contributions to be utilized with the grant. VTSF BUDGET NARRATIVE
  53. 53. Section V. APPENDIX *Upload additional forms as requested
  54. 54. Appendix <ul><li>The Appendix includes: </li></ul><ul><ul><li>Memorandums of Agreement </li></ul></ul><ul><ul><li>Terms & Conditions/Required Statements </li></ul></ul><ul><ul><li>Job Descriptions and Resumes </li></ul></ul>
  55. 55. Memorandums of Agreement <ul><li>Memorandums of Agreement , not letters of support. </li></ul><ul><li>Memorandums of Agreement must be submitted for all partners and collaborators. </li></ul><ul><li>School-based programs require MOA’s from principals and superintendents. </li></ul>
  56. 56. Terms & Conditions/ Required Statements <ul><li>Read thoroughly. </li></ul><ul><li>Enter Authorized Representative’s name as electronic signature. </li></ul>
  57. 57. Job Descriptions and Resumes <ul><li>Include job descriptions for all staff identified in the grant proposal. </li></ul><ul><li>Provide resumes if you have them. </li></ul>
  58. 58. Submitting the Proposal <ul><li>Read final proposal carefully. </li></ul><ul><li>Provide all items and provide them in format required. </li></ul><ul><li>Double check spelling and grammar. </li></ul><ul><li>Show clear relationship between organizations and Memorandums of Agreement. </li></ul>
  59. 59. <ul><li>Have someone else read your saved draft proposal - online or printed in hard copy. </li></ul><ul><li>Ensure that all required forms and documents have been uploaded to your final proposal. </li></ul><ul><li>Submit the proposal ON TIME. </li></ul><ul><ul><li>DEADLINE: March 29, 2010, </li></ul></ul><ul><ul><li>11:59pm </li></ul></ul>Submitting the Proposal
  60. 60. RFP Schedule <ul><li>Release Date – January 22, 2010 </li></ul><ul><li>Proposals Due – March 29, 2010 </li></ul><ul><li>Review Date – April 27, 2010 </li></ul><ul><li>VTSF Board of Trustees Meeting – </li></ul><ul><ul><li>May 11, 2010 </li></ul></ul><ul><li>Awards Posted on healthyyouthva.org – </li></ul><ul><ul><li>May 12, 2010 </li></ul></ul><ul><li>Contracts Mailed – by May 15, 2010 </li></ul><ul><li>New Grantee Orientation – May, 2010 </li></ul><ul><li>July 1, 2010 – Grant Period Begins </li></ul><ul><li>June 30, 2011 – Grant Period Ends </li></ul>
  61. 61. <ul><ul><li>Grants Program Administrators </li></ul></ul>Lisa M. Brown North Region 703-501-3042 Henry H. Harper, III Central Region 434-842-9149 Technical Assistance Judith I. Link Southeast Region 757-886-2882 Jennifer D. Martin Southwest Region 540-961-8485
  62. 62. <ul><li>Donna L. Gassie, Director of Programs </li></ul><ul><ul><li>804-225-3619 </li></ul></ul><ul><li>Compendium/Programs: </li></ul><ul><ul><li>Terri-ann Brown, Program Specialist </li></ul></ul><ul><ul><li>804-225-3466 </li></ul></ul><ul><ul><li>Charlie McLaughlin, Jr., Program Specialist </li></ul></ul><ul><ul><li>804-786-2279 </li></ul></ul>Technical Assistance
  63. 63. Questions? Questions? Questions?

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