Offeror’s Conference

Virginia Foundation for Healthy Youth

February 2010RFP #852P012

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Today’s Agenda

Background RFP #852P012 - Online System

Getting into the system Completing sections of the

Application How to:

Text & NumbersUploads

Final Submission

Background Information

VFHY – Originally established VTSF to lead statewide efforts to reduce and prevent youth tobacco use

New subdivisions include VTSF and VYOP (Virginia Youth Obesity Prevention)

Grant awards to local organizations Provides the state of Virginia with a

powerful and successful way to reach kids

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Background Information

Close to 800,000 kids have received programs!

Smoking rates for teenagers in VA have dropped almost 10%!

852P012 – 12th Program RFP in Eight Years

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RFP #852P012 All areas of the state are eligible to apply.

This is a statewide RFP – proposals will be competing with proposals across the state.

Program(s) must be from the VFHY Compendium.

Grantees under 852P010 are not eligible to apply.

Only one proposal per Agency, per Region accepted.

Grant Amounts not to exceed $75,000 per year.

Award Period: July 1, 2010 – June 30, 2011

Submission Date: March 29, 2010 by 11:59pm 5

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RFP #852P012

I. Organizational Background

II. Program Information

a. Program Matrix & Work Plan

b. Description

III. Evaluation

a. Local Evaluation

IV. Budget

V. Appendix

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Make Sure You…..

Fill in the blanks. All are required! Save, Save, Save. Submit by the required date & time. Have a budget that matches

program information. Save, Save, Save! Contact VFHY staff if you have any

questions - applications are viewable for Technical Assistance.

A Word About Uploads 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.

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Organizational Background

Section I.

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Organizational Background

History: How long has your organization been in business and briefly describe its mission and experience.

Experience with youth Previous Programs & Outcomes Specific experience with substance

abuse/tobacco use prevention/cessation programs

Previous experience with grants management Grant References: List three in the last 3

years Sustainability – How do you plan to continue

the program at the end of the grant period?10

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 Handout

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PROGRAMINFORMATION

*Upload Program Matrix & Workplan

Section II.

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VFHY Compendium of Programs

Insert New Table

Full Compendium Listing

All Stars Not On Tobacco

Al's PalsPositive Action

Athletes Targeting Healthy Exercise and Nutrition Alternatives (ATHENA)

Project Alert

Creating Lasting Family Connections (CLFC)Project EX

Helping Teens Stop Using Tobacco (TAP)Project Toward No Tobacco Use

Intervening With Teen Tobacco Users (TEG) Project Toward No Drug Use

Know Your Body (KYB)Strengthening Families Program (SFP 3-5, 6-11, 12-16)

Life Skills Training (LST) Strengthening Families Program (SFP 10-14)

Minnesota Smoking Prevention Program (MSPP)Too Good For Drugs

Obesity Supplemental Programs

CATCH Healthy Life Style ChoicesSPARK Physical Education

Color Me Healthy The Organ Wise Guys

Supplemental Programs

Anti-Tobacco Media Blitz Teens Tackle TobaccoYouth Media Network

Keep A Clear Mind 

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Compendium Programs Must select program from the VTSF

Compendium & Supplemental programs list.

Always 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.

Compendium Programs

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A list of programs are available on the VFHY website at http://www.healthyyouthva.org/vtsf/programs/compendium.asp.

Optional supplemental Tobacco and Obesity Prevention programs are available.

Supplemental programs must target the same students as the Compendium program.

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Program Matrix

(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 6th Grade 3 25 75 15 1 hour (60 min)

3x15x1=45 hours

Once per week for 15 weeks

Example:XYZ Program

Community 4th Grade 5 20 100 40 .25 hours (15 min.)

5x40x.25 = 50 hours

4 times per week for 10 weeks

Total # of Targeted Youth

Program Implementation Matrix and Work Plan Form

Name of Organization: ______________________

(A)Compendium

orSupplemental

Program

(B)Progra

m Setting

(C )Age/

Grade of

Targeted Youth

(D)# of

Groups

(E)Stude

nts Per

Group

(F)Total #

of Target

ed Youth

(G)Sessions Per Group

(H)Sessio

n Lengt

h

(I)Total # of Implementation Hours(D)x(G)x(H)

(J)Session Frequen

cy

Example: ABC Program

School 6th Grade

3 25 75 15 1 hour (60 min)

3x15x1=45 hours Once per week for 15 weeks

Total Number of Targeted Youth

Obesity Prevention Matrix-optional

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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.

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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.

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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

National Data Sources

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Youth Tobacco Survey (YTS) www.vtsf.org/data/youth-tobacco-survey.asp

Governor’s Office On Substance Abuse Program (GOSAP) www.gosap.virginia.gov

Virginia Rural Health Data Portal http://www.vrhrc.org/data-portal/index.htm

Local Risk Behavior Surveys

School Statistical Data (Smoking violations)

Local evaluations & interviews

Virginia & Local Data Sources

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Afternoon Agenda2:00 – 4:00 pm

Criteria for Selecting Programs

Guiding Principles for Successful Program Selection

Program Highlights Including Things to Consider

Selecting Supplemental Programs that match your Selected Compendium Program

Questions & Answers

Individualized Program Technical Assistance

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WORKPLAN

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Work Plan

Utilize Workplan form/format provided.

Goal(s) are pre-determined – prevention or cessation/age specific.

Utilize objective provided or add your own as required.

Provide detailed strategies that meet objectives.

Determine appropriate timelines with defined expected outcomes.

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Work Plan

Strategies must include statewide &/or local evaluation activities.

Include PR strategies such as a press release announcing the grant award.

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).

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Strategies

Strategies are the steps or activities related to the goals & 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.

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Workplan – 9 and older/Prevention

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

Name of Organization: _____________________________

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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

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Workplan – 8 years and Younger

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

Name of Organization: _____________________________

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Optional Obesity Prevention Supplemental Workplan

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

Name of Organization: _____________________________

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EVALUATION

Section III.

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Evaluation – 9 Years & Older Participate in Statewide Evaluation

Process. Post test only for prevention

programs Cessation program conducts pre and

post testing. Level 2 (3rd-5th grade) Level 3 (6th-12th grade) Instructor Survey/Cover Sheet –

helpful to describe the environment and impact of the intervention.

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Evaluation – 8 Years and Younger

8 and younger (2nd grade and below) must provide a local evaluation process.

May utilize evaluations that come with the Compendium program curriculum.

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Local Evaluation

May hire (and pay for with grant) an outside evaluator.

May provide an in-house evaluation – focus groups, surveys.

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VFHY Outcome Measures

Outcome measures for grades six - twelve: Current tobacco use Intent to smoke Perceived benefits of remaining tobacco free Knowledge about the harmful effects of tobacco Self Efficacy

Additional measures for grades six - twelve: Percent of students who have ever used tobacco products Average number of tobacco products student has tried Percent of current smokers who consider themselves a

smoker Current smoker’s perceived likelihood of quitting smoking

in the next six months Current smoker’s perceived ability to quit Attendance

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Outcome measures for grades three – five: Intent to smoke Knowledge about the harmful effects of tobacco Perceived benefits of remaining tobacco free Self-efficacy

Additional measures for grades three – five: Rejection of smoking Attendance

VFHY Outcome Measures

Obesity Outcome Measures

Outcome Measures for Obesity Supplemental Programs:

Knowledge about the importance of daily physical activity

Knowledge of basic principles of healthful and nutritious foods and snacks

Knowledge about how to be more active on a daily basis

Intent to make healthy choices about food, snacks and physical activity

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Evaluation Type of evaluation – Select 2nd grade

and below, 3rd grade and above, or both.

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.

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Local Evaluation Strategies – Describe the strategies to be used

to complete the evaluation.

Outcome measures – Describe the outcomes you will be tracking to determine program success.

Setting – Describe where and when the evaluation will take place.

Responsible staff – Indicate who will be responsible for conducting the local evaluation (name and title).

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Obesity Prevention Local Evaluation

All obesity prevention supplemental program implementation must include a local evaluation

Same requirements as for other local evaluation plans

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Statewide Evaluation

Setting – Describe where and when the surveys will be conducted.

Responsible staff – Indicate who will be responsible for conducting the local evaluation (name and title).

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Section IV.

BUDGET*Upload Line Item Budget Form and

Budget Narrative Form

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Budget & Justification

Utilize forms/format provided. 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.

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Budget expenditures must correlate with workplan activities.

Budget must include clear justification – with formulas for each line item.

Budget & Justification

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No Supplanting!

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!

Mileage cannot exceed .50 per mile. Please use your agency’s mileage rate.

Budget & Justification

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•Complete each column•Ensure that all positions listed are also discussed in the Program Information Section.•Supplanting: VFHY should not be charged for job responsibilities already covered by other funds.

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

VFHY Project Budget Form

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B. CONSULTANTS: Cost to utilize trainer, artist, evaluators or other contractor(s) for short-term work.

Type of ExpenseRate/ Unit of

ReimbursementRequest 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 ExpenseRate/ Unit of

ReimbursementRequest 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

VFHY Project Budget Form

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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

VFHY Project Budget Form

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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

VFHY Project Budget Form

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VFHY Budget NarrativeName of Organization:

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.

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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 NarrativeC: TRAVEL - Describe all related expenses including mileage rates and reasons for travel.

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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

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Section V.

APPENDIX*Upload additional forms as requested

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Appendix

The Appendix includes:

Memorandums of Agreement Terms & Conditions/Required Statements Job Descriptions and Resumes

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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 MOA’s from principals and superintendents.

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Terms & Conditions/Required Statements

Read thoroughly.

Enter Authorized Representative’s name as electronic signature.

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Job Descriptions and Resumes

Include job descriptions for all staff identified in the grant proposal.

Provide resumes if you have them.

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Submitting the Proposal

Read final proposal carefully.

Provide all items and provide them in format required.

Double check spelling and grammar.

Show clear relationship between organizations and Memorandums of Agreement.

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Have someone else read your saved draft proposal - online or printed in hard copy.

Ensure that all required forms and documents have been uploaded to your final proposal.

Submit the proposal ON TIME.DEADLINE: March 29, 2010, 11:59pm

Submitting the Proposal

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RFP Schedule Release Date – January 22, 2010 Proposals Due – March 29, 2010 Review Date – April 27, 2010 VTSF Board of Trustees Meeting –

May 11, 2010 Awards Posted on healthyyouthva.org –

May 12, 2010 Contracts Mailed – by May 15, 2010 New Grantee Orientation – May, 2010 July 1, 2010 – Grant Period Begins June 30, 2011 – Grant Period Ends

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Grants Program Administrators

Lisa M. BrownNorth Region703-501-3042

Henry H. Harper, IIICentral Region434-842-9149

Technical Assistance

Judith I. LinkSoutheast Region757-886-2882

Jennifer D. MartinSouthwest Region540-961-8485

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Donna L. Gassie, Director of Programs804-225-3619

Compendium/Programs: Terri-ann Brown, Program Specialist

804-225-3466 Charlie McLaughlin, Jr., Program

Specialist804-786-2279

Technical Assistance

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Questions?

Questions?Questions?