nutrition request for proposals 2016-2019 technical assistance sessions for new applicants
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Nutrition Request for Proposals 2016-2019
Technical Assistance SessionsFor New Applicants
Welcome!Agenda
• Welcome/ Introductions• Materials/Terms • The Aging Network • Our Meal Programs
– Successful Programs• RFP Document / Process• Questions?• Break• Before Applying• Application/ Scoring• Resources• Questions?
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Introductions
Kim Blechschmidt- Director of Planning, Grants & Program Development
Paula Bartolozzi- Grants Administrator
Katie Cahill- Planning Specialist
Kristin Leicht- Registered Dietician
Spencer Harstead- Nutrition Specialist
Chrystal Brown- Grants Specialist/Data
Kristen Gasieski- Grants Specialist/Monitor
Jennifer Eleazar- Grants Specialist/ Fiscal
Phillip Lanier- Planning Intern
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Disclaimer:This technical assistance session will give you a
big picture overview of the Request for Proposal process. It does NOT replace your
need to read and familiarize yourself with the documents. All materials are binding on
successful applicants.
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Materials•RFP Document- http://downloads.ageoptions.org/rfp/RFP.pdf
•C1 Application- http://ageoptions.org/gallery/nutritionrfp/ (Zip File)
•C2 Application- http://ageoptions.org/gallery/nutritionrfp/ (Zip File)
•C1 Scoring Tool- http://downloads.ageoptions.org/rfp/c1scoring.pdf
•C2 Scoring Tool- http://downloads.ageoptions.org/rfp/c2scoring.pdf
•Glossary- http://downloads.ageoptions.org/rfp/glossary.pdf
•Nutrition Standards-http://downloads.ageoptions.org/rfp/standards.pdf
•Menu Standards-http://downloads.ageoptions.org/rfp/menustandards.pdf
•Budget- http://ageoptions.org/gallery/nutritionrfp/ (Zip File)
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Glossary Terms:• Fiscal Year (FY)- federal FY, October 1 – Sept 30• Match - local cash and in-kind contributions• Local Cash - donations or cash payments made
by non-federal sources• In-kind - value of property or services
contributed by a funded agency• Project income – client contributions
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The Aging NetworkT H E A G IN G S E R V IC E S N E T W O R K
A cce ssS e rv ices
C o m m u n ityS e rv ices
In -ho m eS e rv ices
In s titu t ion a lS e rv ices
N u trit ionS e rv ices
V o lun ta ryO rg an iza tio ns
L eg a lA ss ista n ce
S e n io rC e n te rs
G o vern ors & S ta te L eg is la to rs
L o ca l S e rv ice P rov id e rs
A re a A ge n cie s on A g ing
S ta te U n its o n A g ing S ta te A d v iso ry C ou n c ils
D e p artm e n t o f H ea lth a n d H um a n S e rv icesA d m in s tra tio n fo r C om m un ity L iv ing
A d m in stra tio n on A g ing
P re sid e n t C o n g re ss
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Area Agencies on Aging in Illinois
• AgeOptions = Planning and Service Area (PSA) 13 (Suburban Cook)
• 2nd Largest Population: • Over 480,000 people
over 60• 130 Municipalities
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About our Meal Programs
Older Americans ActGoals for Delivery of Services
–Reduce hunger and food insecurity–Promote socialization of older adults–Promote the health and wellbeing of
older adults
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Congregate Dining (Title IIIC-1) • Community locations • Nutritionally balanced meals• Approved menus• Socialization• Education and information on benefits• Services and programs• 33 sites managed by 21 providers
About our Meal Programs- Continued9
Successful Congregate Programs
• Highly engaged Site Leaders• Opportunities for Socialization• Options for Participant Involvement• A strong Cultural Connection
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Home Delivered Meals (Title IIIC-2) • Approved menus• Daily meal delivery• Wellness checks • Deemed eligible by an Assessor Agency• 20 distribution points managed by 11
providers
About our Meal Programs- Continued11
Jan Feb March April May June July Aug Sept Oct
Applications Due!2/25/15
Technical Assistance
Letters of Intent/Denial Issued4/27/15
Caterer Selection7/15/15
Revised Budgets Due8/7/15
Start of Fiscal Year 16!10/1/15
Request for Proposals Timeline
Caterer Bid Due6/17/15
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Unified Catering Bid • Goals:
• Cost effective high quality food• Leverage buying power.
• Agencies exempt from this requirement propose:
• “on-site” cooking or catering from their organization’s central kitchen
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Management & Food Management Only Restaurant Setting
On-site cooking or off-site central kitchen Food brought in by caterer Food cooked in restaurant
Automatically exempt from caterer bid
Participation in caterer bid required
Request exemption from caterer bid
Unified Catering Bid (continued)
** TCLIPs offering ethnic meals should inquire about the catering bid process specific to their organization.
Participation in the Unified Catering bid:
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Nutrition Services RFPThe RFP document includes detailed information
regarding:
• Congregate and Home Delivered Meal Programs
• Available Awards• Award Terms• Application Process• Evaluation of Applications
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Period of Award
• FY 2016:
October 1, 2015 - September 30, 2016
• AgeOptions MAY renew grants for additional years
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Available FundsRevenue projections – these MAY change• AgeOptions funding cannot replace funds covered already
by a local entity• Congregate - $1.9 million• Home Delivered - $3.8 million
Grant systemMatch requirementsVoluntary contribution (Project Income/Program Income)
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High-need areas based on the following factors: • Total 60+ (older adults), • 60+ living below poverty, • 60+ limited English speaking, and/or • 60+ minority
Four (4) target areas for potential new sites:• Nutrition sites which target Limited English Speaking older adults • Skokie, Niles, Morton Grove, or Glenview • East Hazel Crest, Hazel Crest, Robbins or Posen • Orland Park or Tinley Park
Congregate Site Funding Priority
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Home Delivered Meals Funding Priority1st priorityMonday – Friday meal – we will seek to have all of suburban Cook County
covered.
2nd priorityMonday – Friday meal special diet – to be addressed during the unified catering
bid
3rd priorityWeekend meal or extra meal delivered on Friday for weekend consumption –
(based on need established in nutrition assessment)
4th prioritySecond meal delivered Monday - Friday (based on need established in nutrition
assessment)
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Competitive Applications
AgeOptions avoids duplicate provision of services- aims for equal distribution across Suburban Cook- Congregate- by population and area- HDM- by township- Highest score will be awarded if funding is
available - Tie- AgeOptions final decision
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Questions
Any questions related to the Request for Proposal?
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BREAK
• Consider alignment of goals and objectives• Determine the vision for your site(s)
– Program Design– Target Community & Potential Participants
• Assess implementation needs and timeline– Location– Equipment & Supplies– Staffing & Volunteers– Other Inputs
• Affirm capacity and commitment
Before Applying22
Evaluating Capacity & Commitment
• Operational Expectations– Review the Nutrition Standards, Requirements for Recipients of Title III
Funds, and Menu Standards
• Reporting Expectations– Monthly service data– Quarterly Service Cost Report– Quarterly Significant Development Report– Year-end Close-out
• Network Participation- Quarterly Funded Agency Meetings- Quarterly Nutrition Meetings
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•Each site/program needs its own application•Separate applications for C1 and C2•Separate scoring tools for C1 and C2•Most questions use general scale:
o Exceeds expectations = 2 points
o Meets expectations = 1 point
o Does not meet expectations = 0 points
• Point value for each response is added for total score
Application & Scoring24
Application & Scoring: Section 1 Basic Information
•Proposed service area•C1– suburbs•C2—townships•Days/hours/type of service•Acknowledge and agree– and sign!
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•Typed, legible, complete•Demonstrates ability to administer program•Proposed service activities are allowable•Match identified & allowable•Match is 15% minimum•Budget justification included
•Application must meet these to be scored•Appeals not considered for unscored applications
Application & Scoring: Section 2 Minimum Requirements26
Needs Statement
Describe target population – use demographic data provided in Appendix
Applications without a strong, supported rationale will not be scored favorably
Describe high-need area (C1 only) Describe other HDM providers in service area (C2
only but NOT SCORED)
Application & Scoring: Section 3 Program Narrative & Budget
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Program Plan & Design•Proposed program•Vision over 5 years-NEW (See Appendix)•Cultural and language needs (See Appendix)•Collaboration with existing community agencies• Program staffing - manager’s time for C1/C2 needs to
be defined•Volunteers•Consumer input
Application & Scoring: Section 3 Program Narrative & Budget (Continued)
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Program Plan & Design continued•Opportunities for socialization
– C1 at site– C2 with delivery person
• Program well managed, inviting, inclusive (C1 only)•Activities available on site (C1 only)•Scoring: key word is clear!•General scoring scale
Application & Scoring: Section 3 Program Narrative & Budget (Continued)
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Outreach, Target Group, Community Support
• Clear outreach plan• Proposed location (C1 only)• Characteristics of meal service – see lists in applicationo Special scoring based on number of characteristics
•Transportation options (C1 only)o Special scoring based on transportation
arrangements
Application & Scoring: Section 3 Program Narrative & Budget (Continued)
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Innovation•New section•Standards now require innovation each year, such aso new outreach plano new program of educational sessionso new program of recreational/social activities
•In application describe innovation during year 1•Agency’s uniqueness and unique strengths
Application & Scoring: Section 3 Program Narrative & Budget (Continued)
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Performance History, Overall Organization
• We use existing data for current grantees• For new applicants, submit a letter of reference from
another funding source• Letter must address:
o Timeliness and accuracy of program and fiscal reportso Timeliness and performance findings in financial auditso Overall performance in meeting grant/contract
standards• Scoring maximums are applied
Application & Scoring: Section 3 Program Narrative & Budget (Continued)
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Performance History, Specific to Service
• We use existing data for current grantees• For new applicants, submit a letter of reference from another
funding source• Letter must address:
o Applicant’s history of providing the proposed service in the proposed service area
o Whether applicant met or exceeded unit and client projections in the grant/contract
o Whether applicant met or exceeded grant/contract requirements regarding compliance
• Scoring maximums are applied
Application & Scoring: Section 3 Program Narrative & Budget (Continued)
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Budget
• Separate budget and justification for each program/site
• Budget justification must be included in application (details on next slide)o General scoring – Exceeds/Meets/Does not meet
• Remainder in Excel, plus 3 hard copies• See Budget Instructions for how to navigate
spreadsheet
Application & Scoring: Section 3 Program Narrative & Budget (Continued)
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Budget - continued
• Project income (client contribution)o Scoring based on logical/not logical
• In-kind (donated time, space, goods)o Scoring based on logical/not logical
• Match (total of In-Kind and local cash)o Scoring based on % of match and local cash
• Client projections• Scoring based on likelihood of success
• Unit projectionso Scoring based on likelihood of success
• Unit rateo Scoring based on % compared to FY15 budgeted average unit rate
Application & Scoring: Section 3 Program Narrative & Budget (Continued)
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• Submit separate budget justification for each program/site
• Clear, logical, specific• Describe program• Describe cost allocation• Describe how project income will be solicited
Application & Scoring: Section 4 Budget Justification36
• Personnel – all except delivery drivers• Travel – all except delivery• Supplies – only non-food• Food – including caterer• Delivery – drivers, gas, insurance, vehicle• Other – rent, utilities, insurance Match details
Application & Scoring: Section 4 Budget Justification (Continued)
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• One complete set required for each agency• Specified items required for each application
o Host Site Letter of Support, if needed*o Host Site Agreement, if needed*o Job Descriptions, if different for siteso Program Accessibility Self Evaluationo Disaster Coordinator Contact Sheet
*Only needed if using space owned by another organization
Application & Scoring: Section 5 Attachments38
• Application including budget justificationo One electronic copy (Word or PDF) to RFP@ageoptions.orgo 3 three hard copies with original signatures
• Budgeto One electronic copy (Excel) to RFP@ageoptions.orgo 3 hard copies
• Attachments – complete seto One electronic copy (WORD or PDF) to RFP@ageoptions.orgo 1 hard copy
• Attachments – additional site-specific itemso One electronic copy (WORD or PDF) to RFP@ageoptions.orgo 1 hard copy
Application & Scoring: What to Submit39
Resources
http://ageoptions.org/gallery/nutritionrfp/
Frequently Asked Questions- ClarificationsCheck back often- will be updated weekly
Congregate Best Practices Video (coming soon!)
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Questions?41
Since 1974, AgeOptions has established a national reputation for meeting the needs, wants and expectations of older adults in suburban Cook County. We are recognized as a leader in developing and helping to deliver innovative community-based resources and options to the evolving, diverse communities we serve.
Thank You!We look forward to reading your
applications!
Please direct all questions during the application process toRFP@ageoptions.org
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