Substance Abuse Prevention Program Request for Proposal ......Request for Proposal CHP-49791 Kim Fornero, Bureau Chief November 1, 2 and 3, 2011 Chicago, Bloomington and Mt. Vernon

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Substance Abuse Prevention Program Substance Abuse Prevention Program Request for Proposal Request for Proposal

CHPCHP--4979149791

Kim Fornero, Bureau Chief Kim Fornero, Bureau Chief November 1, 2 and 3, 2011November 1, 2 and 3, 2011Chicago, Bloomington and Mt. Chicago, Bloomington and Mt. VernonVernonSubSub--Grants A & DGrants A & D

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AgendaAgenda

uu 8:30 a.m.8:30 a.m.--11:30 a.m.11:30 a.m.–– Overview of SubOverview of Sub--Grant AGrant A--Local Capacity Local Capacity

Building GrantBuilding Grant–– Overview of SubOverview of Sub--Grant DGrant D--State Capacity State Capacity

BuildingBuilding–– Overview of proposal container informationOverview of proposal container information–– Overview of proposal submittal process and Overview of proposal submittal process and

deadlinesdeadlines–– Tips for grantTips for grant--writingwriting–– Q & AsQ & As

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AgendaAgenda

uu 12:30 p.m.12:30 p.m.--5:00 p.m.5:00 p.m.–– Overview of SubOverview of Sub--Grant BGrant B--Direct Service GrantDirect Service Grant–– Overview of SubOverview of Sub--Grant CGrant C--Strategic Prevention Strategic Prevention

FrameworkFramework–– Overview of proposal container informationOverview of proposal container information–– Overview of proposal submittal process and Overview of proposal submittal process and

deadlinesdeadlines–– Tips for grantTips for grant--writingwriting–– Q & AsQ & As

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FAQsFAQs

uuAll questions must be submitted on All questions must be submitted on index cards.index cards.––PLEASE PRINT AND INCLUDEPLEASE PRINT AND INCLUDE

uuAgency NameAgency NameuuDateDateuuQuestion(s)Question(s)

uuQuestions will be collected by Questions will be collected by designated DHS staffdesignated DHS staff

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FAQsFAQs

uu Question and responses provided at the Question and responses provided at the Bidders’ Conferences are not considered Bidders’ Conferences are not considered valid and official. valid and official.

uu All questions and responses will be posted All questions and responses will be posted in writing, via a Frequently Asked in writing, via a Frequently Asked Questions (FAQs) at Questions (FAQs) at http://www.dhs.state.il.ushttp://www.dhs.state.il.us. All questions . All questions and answers posted in the FAQs on the and answers posted in the FAQs on the DHS website are considered valid and DHS website are considered valid and official.official.

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Bidders’ Conference Bidders’ Conference --ObjectivesObjectives

uuGain an understanding of the four Gain an understanding of the four different SAPP Subdifferent SAPP Sub--GrantsGrants

uuProvide clarification regarding the Provide clarification regarding the four Subfour Sub--GrantsGrants

uu Increase your knowledge of the RFP Increase your knowledge of the RFP application processapplication process

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Substance Abuse Prevention Program Substance Abuse Prevention Program --Future DirectionFuture Direction

Based on recommendations that Based on recommendations that emerged from a site visit from emerged from a site visit from SAMHSA, the Department will SAMHSA, the Department will identify communities based on:identify communities based on:––Presence of youth substance issue Presence of youth substance issue

supported by objective datasupported by objective data––Alignment with the State’s established Alignment with the State’s established

goals and objectivesgoals and objectives––Demonstrated working partnership with Demonstrated working partnership with

local multilocal multi--sector coalitionsector coalition

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New SAPP SystemNew SAPP System

uuThe Department is introducing a new The Department is introducing a new fourfour--pronged SAPP system pronged SAPP system comprised of:comprised of:––SubSub--Grant AGrant A-- Local Capacity BuildingLocal Capacity Building––SubSub--Grant BGrant B--Direct ServiceDirect Service––SubSub--Grant CGrant C--Strategic Prevention Strategic Prevention

FrameworkFramework––SubSub--Grant DGrant D--State Capacity BuildingState Capacity Building

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uuThe coordination and collaboration of The coordination and collaboration of the new four subthe new four sub--grants will:grants will:––Acknowledge varying levels of Acknowledge varying levels of

community capacity or readiness to community capacity or readiness to provide services.provide services.

––Acknowledge the diverse issues and Acknowledge the diverse issues and availability of providers in the availability of providers in the communities.communities.

––Sustain the workforce by reducing staff Sustain the workforce by reducing staff turnover and creating opportunities for turnover and creating opportunities for upward mobility.upward mobility.

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uuThe coordination and collaboration of The coordination and collaboration of the new four subthe new four sub--grants will:grants will:––Establish clear performance standards, Establish clear performance standards,

expectations and accountability.expectations and accountability.––Use evidenceUse evidence--based substance abuse based substance abuse

prevention approaches.prevention approaches.––Support strategic planning process.Support strategic planning process.

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uuA total of 14.6 million will be A total of 14.6 million will be awarded per state fiscal year (except awarded per state fiscal year (except FY12) for all SAPP across all four FY12) for all SAPP across all four SubSub--GrantsGrants

uuContract may be awarded up to 2.5 Contract may be awarded up to 2.5 yearsyears

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SubSub--Grant A:Grant A:Local Capacity Building Local Capacity Building

(LCB)(LCB)

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SubSub--Grant A:Grant A:Local Capacity BuildingLocal Capacity Building

uuGoalGoal–– Is to build the capacity of organizations Is to build the capacity of organizations

and communities to identify and and communities to identify and respond to alcohol, tobacco, and respond to alcohol, tobacco, and marijuana through the delivery of marijuana through the delivery of prevention services that target the prevention services that target the needs of 11needs of 11--18 year olds, their families 18 year olds, their families and schools.and schools.

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uuSubSub--Grant is designed for providers Grant is designed for providers with no to minimal experience in with no to minimal experience in delivering substance abuse delivering substance abuse prevention services.prevention services.

uuDesigned for community service Designed for community service areas of no smaller than 20,000 to areas of no smaller than 20,000 to no longer than 175,000 total no longer than 175,000 total residents.residents.

uuThe maximum award per LCB The maximum award per LCB grantee is not to exceed $65,000 per grantee is not to exceed $65,000 per FTE and related expenses.FTE and related expenses.

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uuFunds will support assessment and Funds will support assessment and limited delivery of ‘universal’ and limited delivery of ‘universal’ and ‘selected’ services for youth 11‘selected’ services for youth 11--18 18 and their families, schools and/or and their families, schools and/or communities.communities.

uuApplicants will only be awarded a Applicants will only be awarded a LCB grant once and will be expected LCB grant once and will be expected to apply other DHS/SAPP funding at to apply other DHS/SAPP funding at the end of the grant cycle.the end of the grant cycle.

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uu Important Information:Important Information:––LCB grants will not be awarded in LCB grants will not be awarded in

geographic areas served by Partnership geographic areas served by Partnership for Success and/or Drug Free for Success and/or Drug Free Community Support grant programs.Community Support grant programs.

–– LCB grant applicants are not eligible for LCB grant applicants are not eligible for any other grant funding under this RFP.any other grant funding under this RFP.

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uu Applicant has served as either a fiscal agent or Applicant has served as either a fiscal agent or provider of IDHS SAPP grant or one of the following provider of IDHS SAPP grant or one of the following grants listed below during last five years are NOT grants listed below during last five years are NOT ELIGIBLE for LCB grant:ELIGIBLE for LCB grant:–– SAPP: Comprehensive, Specialized, StatewideSAPP: Comprehensive, Specialized, Statewide–– Partnerships for Success and/or Strategic Prevention Partnerships for Success and/or Strategic Prevention

Framework Sate Incentive Grant Program granteesFramework Sate Incentive Grant Program grantees–– Other Federal Grants:Other Federal Grants:

uu U.S. Dept. of Education: Discretionary Grants to Reduce U.S. Dept. of Education: Discretionary Grants to Reduce Alcohol Abuse, Mentoring Grants, Safe Schools/Healthy Alcohol Abuse, Mentoring Grants, Safe Schools/Healthy Students Initiative GrantStudents Initiative Grant

uu SAMHSA/CSAP: Drug Free Community Support Grants, SAMHSA/CSAP: Drug Free Community Support Grants, Drug Free Community Support Drug Free Community Support –– Mentoring Grant, Mentoring Grant, Prevention of Methamphetamine Abuse, Minority SA/HIV Prevention of Methamphetamine Abuse, Minority SA/HIV Prevention Initiative, Sober Truth on Preventing Underage Prevention Initiative, Sober Truth on Preventing Underage Drinking act Grants (STOP ACT)Drinking act Grants (STOP ACT)

uu DOJ/OJJDP: Enforcing Underage Drinking Laws DOJ/OJJDP: Enforcing Underage Drinking Laws –– Rural Rural Initiative or College Initiative Initiative or College Initiative

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Services to be Performed (ALL Services to be Performed (ALL Required)Required)

uuLocal Capacity AssessmentLocal Capacity AssessmentuuLimited Service DeliveryLimited Service DeliveryuuCreate or Enhance a CoalitionCreate or Enhance a CoalitionuuCommunity Readiness to Implement Community Readiness to Implement

Illinois Youth Survey (IYS)Illinois Youth Survey (IYS)

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Local Capacity Assessment Local Capacity Assessment -- RequiredRequireduuApplicant must:Applicant must:

––Within the first nine months must work Within the first nine months must work with the Department to complete a with the Department to complete a community assessment.community assessment.

––Assessment will help identify an Assessment will help identify an appropriate evidenceappropriate evidence--based approach based approach (youth prevention education, (youth prevention education, parent/family education, communication parent/family education, communication campaign or mentoring) for your target campaign or mentoring) for your target area.area.

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Limited Service Delivery Limited Service Delivery -- RequiredRequireduuApplicants must submit a plan that Applicants must submit a plan that

outlines the selected evidenceoutlines the selected evidence--based based substance abuse prevention services substance abuse prevention services identified through the Local Capacity identified through the Local Capacity Assessment.Assessment.

uuServices will be delivered in a limited Services will be delivered in a limited number off community or schoolnumber off community or school--based settings.based settings.

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Create or Enhance a Coalition Create or Enhance a Coalition --RequiredRequired

uuGrantees approved for creating a Grantees approved for creating a newnew coalition must:coalition must:––Develop a multiDevelop a multi--sector coalitionsector coalition––Agree to meet at least on a quarterly Agree to meet at least on a quarterly

basisbasis––Develop a mission statement including Develop a mission statement including

the reduction of youth substance usethe reduction of youth substance use––Develop coalition capacityDevelop coalition capacity

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uu Grantees who have been approved to Grantees who have been approved to enhance an enhance an existingexisting coalition must:coalition must:–– Develop a subDevelop a sub--committee with multicommittee with multi--sector sector

representation and identify and recruit missing representation and identify and recruit missing sectorssectors

–– Meet on a quarterly basisMeet on a quarterly basis–– Review and adapt mission statement to include Review and adapt mission statement to include

the reduction of your substance usethe reduction of your substance use–– Assess current coalition capacity and Assess current coalition capacity and

determine areas that need to be determine areas that need to be enhanced/strengthened and create a plan to enhanced/strengthened and create a plan to address the gaps identifiedaddress the gaps identified

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Community Readiness to Implement Community Readiness to Implement Illinois Youth Survey Illinois Youth Survey -- RequiredRequired

uuRecruit local schools for participation Recruit local schools for participation in the 2012 IYS.in the 2012 IYS.

uu In coordination with coalition, In coordination with coalition, develop a plan for gaining schools develop a plan for gaining schools participation in the administration of participation in the administration of the 2014 IYS.the 2014 IYS.

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Proposal ContentProposal Contentuu Executive Summary Executive Summary uu Agency Qualifications/Organizational Agency Qualifications/Organizational

CapacityCapacityuu Service AreaService Areauu Needs StatementNeeds Statementuu Description of Program/ServicesDescription of Program/Servicesuu Agency Evaluation and ReportingAgency Evaluation and Reportinguu Budget and Budget NarrativeBudget and Budget Narrative

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uuExecutive Summary Executive Summary –– Not Scored (1 Not Scored (1 page maximum)page maximum)––Name of Applicant OrganizationName of Applicant Organization––Type of grant applied forType of grant applied for––Description of the targeted service Description of the targeted service

area(s); total number of residents; total area(s); total number of residents; total number of schoolnumber of school--aged youth 11aged youth 11--18; 18; total number of schools; and total total number of schools; and total number of institutions of higher number of institutions of higher education (if applicable)education (if applicable)

––Total amount of funds requestedTotal amount of funds requested

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uu Agency Qualifications/Organizational Capacity Agency Qualifications/Organizational Capacity --25 points (5 pages maximum)25 points (5 pages maximum)–– Brief description of all of the services provided by your agencyBrief description of all of the services provided by your agency–– Description of your agency’s current programs and activities Description of your agency’s current programs and activities

relevant to the services described in Subrelevant to the services described in Sub--Grant of RFPGrant of RFP–– Describe how your agency is rooted in geographic areayou Describe how your agency is rooted in geographic areayou

propose to servepropose to serve–– Description of linguistic and cultural competence of the Description of linguistic and cultural competence of the

organization and as it relates to the provision of existing organization and as it relates to the provision of existing servicesservices

–– Provide evidence of your agency’s cultural competence to Provide evidence of your agency’s cultural competence to serve the service area. Describe how participants receive serve the service area. Describe how participants receive effective, understandable and respectful services, provided in effective, understandable and respectful services, provided in the participant’s preferred language and in a manner sensitive the participant’s preferred language and in a manner sensitive to cultural beliefs and practicesto cultural beliefs and practices

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uu Agency Qualifications/Organizational Capacity Agency Qualifications/Organizational Capacity ––Cont’dCont’d–– Description of existing linkages with community Description of existing linkages with community

resources and services, particularly with organizations resources and services, particularly with organizations addressing substance abuse treatment, mental health addressing substance abuse treatment, mental health treatment and other human services not provided by the treatment and other human services not provided by the applicant agency. Include plan to establish those applicant agency. Include plan to establish those linkages, if linkages do not currently exist.linkages, if linkages do not currently exist.

–– Any additional information that the applicant feels might Any additional information that the applicant feels might be relevant to a reviewer in determining the agency’s be relevant to a reviewer in determining the agency’s ability to carry out a quality program ability to carry out a quality program

–– Organizational chart of the applicant organization (local Organizational chart of the applicant organization (local program site) showing where the program and its staff program site) showing where the program and its staff will be placed should be included as will be placed should be included as Appendix C Appendix C –– LCB: LCB: Organizational ChartOrganizational Chart. If sub. If sub--contractors will be used, contractors will be used, include the relationship with those organizations in the include the relationship with those organizations in the chart.chart.

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uu Agency Qualifications/Organizational Agency Qualifications/Organizational Capacity Capacity –– Cont’dCont’d–– Evidence that the program director is qualified Evidence that the program director is qualified

on the basis of education and experience to on the basis of education and experience to direct the program. Present the resumdirect the program. Present the resumé of the é of the person who will direct this program as an person who will direct this program as an attachment labeled attachment labeled Appendix D Appendix D –– LCB: LCB: Resumé/Job Description of Project Resumé/Job Description of Project DirectorDirector. If that individual has not yet been . If that individual has not yet been hired, present the agency director’s job hired, present the agency director’s job description as an attachment labeled description as an attachment labeled Appendix D Appendix D –– LCB: Resumé/Job LCB: Resumé/Job Description of Project DirectorDescription of Project Director..

–– Describe strategies used to recruit and retain Describe strategies used to recruit and retain diverse personnel that are representative of diverse personnel that are representative of the proposed service areathe proposed service area

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uu Agency Qualifications/Organizational Agency Qualifications/Organizational Capacity Capacity –– Cont’dCont’d–– ResumResumés (or job descriptions, if vacant) for all és (or job descriptions, if vacant) for all

employee positions (key staff) who will be employee positions (key staff) who will be funded with this grant, and an indication of the funded with this grant, and an indication of the percent of time those employees will spend in percent of time those employees will spend in this program. Include the resumés and/or job this program. Include the resumés and/or job descriptions of key staff in descriptions of key staff in Appendix E Appendix E –– LCB: LCB: Resumés/Job Descriptions Resumés/Job Descriptions –– Key StaffKey Staff..

–– Describe your procedure for conducting and Describe your procedure for conducting and maintaining background checks.maintaining background checks.

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uu Service Area Service Area –– Not Scored (3 pages maximum)Not Scored (3 pages maximum)–– Geographic boundaries Geographic boundaries –– Type Type –– Setting Setting –– Indicate whether your agency owns or rents physical Indicate whether your agency owns or rents physical

space in the geographic area and if so, the length of space in the geographic area and if so, the length of time your agency has occupied it. Indicate the mileage time your agency has occupied it. Indicate the mileage and travel time between your agency’s office and the and travel time between your agency’s office and the furthest community you intend to serve. The applicant’s furthest community you intend to serve. The applicant’s agency must be within 75 miles and/or no more than agency must be within 75 miles and/or no more than 1.5 hours of travel time of the proposed service area to 1.5 hours of travel time of the proposed service area to be served. If applicable, indicate if your agency has be served. If applicable, indicate if your agency has multiple locations. If not, indicate “Not Applicable”.multiple locations. If not, indicate “Not Applicable”.

–– Any unique characteristics of the community/ies or Any unique characteristics of the community/ies or populations you propose to serve, if applicable (i.e. populations you propose to serve, if applicable (i.e. diversity such as age groups, culture, religion, sexual diversity such as age groups, culture, religion, sexual orientation, etc.).orientation, etc.).

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uu Needs Statement Needs Statement –– 25 points (7 pages 25 points (7 pages maximum)maximum)–– For your targeted geographic area, provide data for each For your targeted geographic area, provide data for each

indicator listed below and also include the data source indicator listed below and also include the data source and the year the data represents.and the year the data represents.

–– Provide for each county, municipality or Chicago Provide for each county, municipality or Chicago Community Area, if you propose to serve multiple areas. Community Area, if you propose to serve multiple areas. If you propose to serve multiple areas, also provide the If you propose to serve multiple areas, also provide the total (combined) numbers for the following indicators:total (combined) numbers for the following indicators:uu Total number of residentsTotal number of residentsuu Race/ethnicity Race/ethnicity uu Race/ethnicity of schoolRace/ethnicity of school--aged youth by school (must be aged youth by school (must be

provided for public schools)provided for public schools)uu Include relevant data to document whether youth Include relevant data to document whether youth

population is underserved. A population is underserved population is underserved. A population is underserved when there are insufficient services and resources to meet when there are insufficient services and resources to meet the level of need or risk in the community.the level of need or risk in the community.

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uu Needs Statement Needs Statement –– Cont’dCont’d–– Use template to prepare a table with Use template to prepare a table with

information as indicated regarding schools in information as indicated regarding schools in your target geographic area(s).your target geographic area(s).

–– Must include all public and private schools Must include all public and private schools serving 5serving 5--1212thth grade students grade students

–– Identify information sources used for Low Identify information sources used for Low Income, Mobility Rate and Enrollment by Income, Mobility Rate and Enrollment by GradeGrade

–– Note: For private schools, no information is Note: For private schools, no information is required for Low Income or Mobility Rate. required for Low Income or Mobility Rate.

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uu Needs Statement Needs Statement –– Cont’dCont’dContents of Form/TableContents of Form/Table–– School NameSchool Name–– School Type (Public or Private)School Type (Public or Private)–– CommunityCommunity–– Percent Low Income and Source (public Percent Low Income and Source (public

schools only)schools only)–– Mobility Rate and Source (public schools only)Mobility Rate and Source (public schools only)–– Enrollment by Grade Level and SourceEnrollment by Grade Level and Source–– Total Enrollment: Grades 5Total Enrollment: Grades 5--1212

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uu Needs Statement Needs Statement –– Cont’dCont’d–– Provide following information about the geographic area, Provide following information about the geographic area,

if available. For each indicator, provide the data source if available. For each indicator, provide the data source and the year the data represents. Use most recent data and the year the data represents. Use most recent data available and the data that best represent your available and the data that best represent your geographic area. Self reported survey results must have geographic area. Self reported survey results must have been compiled within the past four years (2006).been compiled within the past four years (2006).uu Youth substance abuse use data/trends compared against Youth substance abuse use data/trends compared against

state ratesstate ratesuu Youth substance abuse contributing factors (e.g. retail and Youth substance abuse contributing factors (e.g. retail and

social access indicators, norms, attitudes, parent social access indicators, norms, attitudes, parent communication, etc.)communication, etc.)

uu Data related to school settings (i.e. alcohol, tobacco or Data related to school settings (i.e. alcohol, tobacco or other drug related school expulsions suspensions)other drug related school expulsions suspensions)

uu Data related to the community (i.e. number of alcohol Data related to the community (i.e. number of alcohol related fatalities and deaths, number of zero tolerance related fatalities and deaths, number of zero tolerance violations, number of false identification violations, number violations, number of false identification violations, number of vendors that failed compliance checks, etc.)of vendors that failed compliance checks, etc.)

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Description of Programs/Services Description of Programs/Services –– 35 points (10 pages 35 points (10 pages maximum)maximum)Program Element I: Local Capacity AssessmentProgram Element I: Local Capacity Assessment

uu Applicants must:Applicants must:–– Describe how you will work with the Department to Describe how you will work with the Department to

complete an assessment of community readiness to complete an assessment of community readiness to engage in substance abuse prevention engage in substance abuse prevention services/activities.services/activities.

–– Include a statement of your commitment to participating Include a statement of your commitment to participating in this process using a protocol specified by the in this process using a protocol specified by the Department and to utilizing the results of the Department and to utilizing the results of the assessment to identify an appropriate evidenceassessment to identify an appropriate evidence--based based approach for your target area.approach for your target area.

–– Provide signed, dated Letter of Commitment from key Provide signed, dated Letter of Commitment from key stakeholders in the geographic area regarding stakeholders in the geographic area regarding participation in the assessment process.participation in the assessment process.

–– Letters must be submitted on the stakeholder agency’s Letters must be submitted on the stakeholder agency’s letterhead, with the exception of parents, residents and letterhead, with the exception of parents, residents and youth who are not affiliated with an organization.youth who are not affiliated with an organization.

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Program Element I: Local Capacity Program Element I: Local Capacity Assessment Assessment –– Cont’dCont’d––Letters of Commitment should include Letters of Commitment should include

following content:following content:uuCommitment to provide information for an Commitment to provide information for an

assessmentassessmentuuOpenness to the options of service delivery Openness to the options of service delivery

at your site at your site uuInclude all letters of commitment regarding Include all letters of commitment regarding

local capacity in local capacity in Appendix F Appendix F –– LCB: LCB: Letters of Commitment Letters of Commitment –– Local CapacityLocal Capacity

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Program Element II: Limited Service DeliveryProgram Element II: Limited Service Deliveryuu Provide a statement of your commitment to Provide a statement of your commitment to

develop and submit a plan that outlines the develop and submit a plan that outlines the selected evidenceselected evidence--based substance abuse based substance abuse prevention service(s) identified through the Local prevention service(s) identified through the Local Capacity Assessment process and your intention Capacity Assessment process and your intention to deliver these services in a limited number of to deliver these services in a limited number of community or communitycommunity or community--based settings. based settings.

uu Applicants are Applicants are notnot expected to identify and/or expected to identify and/or select the evidenceselect the evidence--based approaches or provide based approaches or provide a plan as part of this application.a plan as part of this application.

uu No information about evidenceNo information about evidence--based programs based programs should be presented in this sectionshould be presented in this section

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Program Element III: Create or Enhance Program Element III: Create or Enhance a Coalitiona Coalition

uu In addition, if you are creating a coalition In addition, if you are creating a coalition applicant must:applicant must:––Provide a detailed narrative about Provide a detailed narrative about

creating or enhancing a substance creating or enhancing a substance abuse prevention coalition in your abuse prevention coalition in your communitycommunity

––Specify whether you will develop or Specify whether you will develop or enhance a coalition and the basis for enhance a coalition and the basis for that decisionthat decision

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Program Element III: Create or Enhance a Program Element III: Create or Enhance a Coalition Coalition –– Cont’dCont’d

uu If you propose to an If you propose to an existingexisting coalition please coalition please provide:provide:–– Name of coalitionName of coalition–– Total number of coalition membersTotal number of coalition members–– List of coalition members (one person can only represent List of coalition members (one person can only represent

one sector)one sector)–– Date of coalition was establishedDate of coalition was established–– Mission and/or vision of the coalitionMission and/or vision of the coalition–– Organization structure: if applicable, identify the Organization structure: if applicable, identify the

subcommittees and their purposesubcommittees and their purpose–– Summary of coalition accomplishments to dateSummary of coalition accomplishments to date

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Program Element III: Create or Enhance a Coalition Program Element III: Create or Enhance a Coalition ––Cont’dCont’dCreate a Create a new new substance abuse prevention coalitionsubstance abuse prevention coalition

–– Describe the steps that will be taken to mobilize the Describe the steps that will be taken to mobilize the community.community.

–– Provide information about your agency’s relationship Provide information about your agency’s relationship with existing stakeholders in proposed geographic area.with existing stakeholders in proposed geographic area.uuName, title and sector of the stakeholders and the Name, title and sector of the stakeholders and the

organizations interested in serving on your coalitionorganizations interested in serving on your coalitionuuNature of relationshipNature of relationshipuuNumber of years the relationship has been in placeNumber of years the relationship has been in place

–– Note: Coalition may not be the agency’s board of Note: Coalition may not be the agency’s board of directorsdirectors

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Program Element III: Create or Enhance a Program Element III: Create or Enhance a Coalition Coalition –– Cont’dCont’d

uu Applicants must submit signed, dated Letters of Applicants must submit signed, dated Letters of Commitment from key stakeholders in the Commitment from key stakeholders in the geographic area.geographic area.

uu Letters must be submitted on stakeholder Letters must be submitted on stakeholder agency’s letterhead with exception of parents, agency’s letterhead with exception of parents, residents and youth not affiliated with an residents and youth not affiliated with an organizationorganization

uu Letters of Commitment should include following Letters of Commitment should include following contentcontent–– Commitment to participate on the coalitionCommitment to participate on the coalition–– Statement of openness to engage in strategic planningStatement of openness to engage in strategic planning

Letters of Commitment should be presented in Letters of Commitment should be presented in Appendix H Appendix H –– LCB: Letters of Commitment LCB: Letters of Commitment –– LCB LCB CoalitionCoalition..

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Program Element IV: Community Program Element IV: Community Readiness to Implement Illinois Youth Readiness to Implement Illinois Youth SurveySurvey

uu Applicants must:Applicants must:––Reach out to all schools in their Reach out to all schools in their

geographic area to assess participation geographic area to assess participation in the 2010 IYSin the 2010 IYS

––Submit a recruitment plan for the 2014 Submit a recruitment plan for the 2014 IYS administration that outlines how IYS administration that outlines how local schools will be recruitedlocal schools will be recruited

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Agency Evaluation Agency Evaluation –– 5 points (3 pages maximum)5 points (3 pages maximum)uu Describe the ways your agency organizes and Describe the ways your agency organizes and

maintains process data (i.e. rosters, satisfaction maintains process data (i.e. rosters, satisfaction surveys, content logs)surveys, content logs)

uu Describe your capacity to summarize, report and Describe your capacity to summarize, report and use process data for program planning use process data for program planning improvement, revision or eliminationimprovement, revision or elimination

uu Describe how you have shared information with Describe how you have shared information with community stakeholders, institutions and community stakeholders, institutions and community representatives for planning and community representatives for planning and evaluation purposesevaluation purposes

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Budget & Budget Narrative Budget & Budget Narrative –– 10 points (4 pages 10 points (4 pages maximum for Budget Narrative)maximum for Budget Narrative)

uu Budget & Budget Narrative should reflect 12 Budget & Budget Narrative should reflect 12 month time periodmonth time period

uu Complete “Detailed Budget Financial Report Complete “Detailed Budget Financial Report Expanded Rows and Columns Updated 9/20/11” Expanded Rows and Columns Updated 9/20/11” found on DHS websitefound on DHS website

uu Provide a budget narrative which describes how Provide a budget narrative which describes how appropriate resources and personnel have been appropriate resources and personnel have been allocatedallocated

uu Provide calculations to demonstrate how you Provide calculations to demonstrate how you arrived at amountsarrived at amounts

uu Budget narrative in a format of your choiceBudget narrative in a format of your choice

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Budget & Budget Narrative Budget & Budget Narrative –– Cont’dCont’duu Reasonable startReasonable start--up allowedup alloweduu Funds must be allocated for: Funds must be allocated for:

–– One day orientationOne day orientation–– Six required training programsSix required training programs–– Assume trainings will be held in central IL, Assume trainings will be held in central IL,

over twoover two--day period and project staff must day period and project staff must attendattend

–– CADCA MidCADCA Mid--Year Leadership and/or National Year Leadership and/or National Leadership Forum (at least one staff member Leadership Forum (at least one staff member and one coalition member)and one coalition member)

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Applicants will be evaluated on the Applicants will be evaluated on the following criteria:following criteria:Agency QualificationsAgency Qualifications 25 pts25 ptsNeeds Statement Needs Statement 25 pts25 ptsDescription of Program/Services Description of Program/Services 35 pts35 ptsEvaluation Evaluation 5 pts5 ptsBudget Budget 10 pts10 ptsTotalTotal 100 pts 100 pts

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Proposal Container and Format Proposal Container and Format RequirementsRequirements

uu Entire application must be sequentially Entire application must be sequentially page numbered, beginning with cover page numbered, beginning with cover letterletter

uu HandHand--numbering is acceptablenumbering is acceptableuu Appendices must be clearly separated with Appendices must be clearly separated with

cover sheet for each appendix labeled with cover sheet for each appendix labeled with the appropriate appendix letter and namethe appropriate appendix letter and name

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Proposal Container and Format RequirementsProposal Container and Format Requirements

uu Typed (printed) on 8.5 x 11 inch paper using 12 point type, 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 10 point type may be used within tables in black ink except on letterhead and stationary for letters of commitmenton letterhead and stationary for letters of commitment

uu Program narrative must be typed, singleProgram narrative must be typed, single--spaced, on one spaced, on one side of page, with 1 inch margins on all sidesside of page, with 1 inch margins on all sides

uu Program narrative includes the following sections:Program narrative includes the following sections:–– H2 H2 –– Agency Qualifications/Organizational CapacityAgency Qualifications/Organizational Capacity–– H3 H3 –– Service AreaService Area–– H4 H4 –– Needs StatementNeeds Statement–– H5 H5 –– Description of Program/ServicesDescription of Program/Services–– H6 H6 –– Agency Evaluation and ReportingAgency Evaluation and Reporting

TOTAL page limitations for the program narrative: 28TOTAL page limitations for the program narrative: 28

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LCB Proposal Content ChecklistLCB Proposal Content ChecklistuuApplicantApplicantuuService AreaService AreauuPlan: ____ of ____Plan: ____ of ____uuReview page 97 Review page 97 –– Proposal should Proposal should

contain the information in this ordercontain the information in this order

5050

Questions and Questions and AnswersAnswers

5151

SubSub--Grant D:Grant D:State Capacity Building State Capacity Building

(SCB)(SCB)

5252

SubSub--Grant D:Grant D:State Capacity Building State Capacity Building

uuGoalGoal––To develop the capacity with a unique To develop the capacity with a unique

sector to reduce consumption of, sector to reduce consumption of, consequences from and contributing consequences from and contributing factors to alcohol, tobacco and other factors to alcohol, tobacco and other drugsdrugs

5353

SubSub--Grant D:Grant D:State Capacity BuildingState Capacity Building

uu Grant will support ‘universal’ and Grant will support ‘universal’ and ‘selected’ prevention services serving ‘selected’ prevention services serving unique populations such as:unique populations such as:–– Chambers of CommerceChambers of Commerce–– PhysiciansPhysicians–– Higher EducationHigher Education–– Judicial/States AttorneysJudicial/States Attorneys–– Senior CitizensSenior Citizens–– ImmigrantsImmigrants–– Youth leadershipYouth leadership

5454


uuBoundary area is the state of Illinois Boundary area is the state of Illinois or the City of Chicago and or the City of Chicago and surrounding areassurrounding areas

uuState Capacity Building SubState Capacity Building Sub--Grant is Grant is not to exceed $250,000 per granteenot to exceed $250,000 per grantee

5555


uu Services to be performedServices to be performed–– Identify and present data for the target Identify and present data for the target

population, when possiblepopulation, when possible–– Identify potential assessment tools, when Identify potential assessment tools, when

possible, that have shown to be effective with possible, that have shown to be effective with the target populationthe target population

–– Identify and implement best practices, when Identify and implement best practices, when possible, that have shown to be effective with possible, that have shown to be effective with the target populationthe target population

–– Demonstrate existing working relationship with Demonstrate existing working relationship with target populationtarget population

5656


uuServices Performed Services Performed –– Cont’dCont’d––Establish and maintain linkage and Establish and maintain linkage and

referral sources with or for the target referral sources with or for the target populationpopulation

––Establish, strengthen and maintain Establish, strengthen and maintain communication with the target communication with the target populationpopulation

––Develop and deliver prevention services Develop and deliver prevention services for the target populationfor the target population

5757


Proposal ContentProposal Contentuu Executive Summary Executive Summary uu Agency Qualifications/Organizational Agency Qualifications/Organizational

CapacityCapacityuu Service AreaService Areauu Needs StatementNeeds Statementuu Description of Program/ServicesDescription of Program/Servicesuu Agency Evaluation and ReportingAgency Evaluation and Reportinguu Budget and Budget NarrativeBudget and Budget Narrative

5858


uuExecutive Summary Executive Summary –– Not Scored (1 Not Scored (1 page maximum)page maximum)––Name of Applicant OrganizationName of Applicant Organization––Type of grant Type of grant ––Geographic target area: including the Geographic target area: including the

total number of target populationtotal number of target population––Total amount of funds requestedTotal amount of funds requested

5959


uu Agency Qualifications/Organizational Capacity Agency Qualifications/Organizational Capacity --25 points (5 pages maximum)25 points (5 pages maximum)–– Brief description of all of the services provided by your agencyBrief description of all of the services provided by your agency–– Description of your agency’s current programs and activities Description of your agency’s current programs and activities

relevant to the services described in Subrelevant to the services described in Sub--Grant of RFPGrant of RFP–– Describe how your agency is rooted in geographic area you Describe how your agency is rooted in geographic area you

propose to servepropose to serve–– Description of linguistic and cultural competence of the Description of linguistic and cultural competence of the

organization and as it relates to the provision of existing organization and as it relates to the provision of existing servicesservices

–– Provide evidence of your agency’s cultural competence to Provide evidence of your agency’s cultural competence to serve the service area. Describe how participants receive serve the service area. Describe how participants receive effective, understandable and respectful services, provided in effective, understandable and respectful services, provided in the participant’s preferred language and in a manner sensitive the participant’s preferred language and in a manner sensitive to cultural beliefs and practicesto cultural beliefs and practices

6060


uu Agency Qualifications/Organizational Capacity Agency Qualifications/Organizational Capacity ––Cont’dCont’d–– Description of existing linkages with community Description of existing linkages with community

resources and services, particularly with organizations resources and services, particularly with organizations addressing substance abuse treatment, mental health addressing substance abuse treatment, mental health treatment and other human services not provided by the treatment and other human services not provided by the applicant agency. Include plan to establish those applicant agency. Include plan to establish those linkages, if linkages do not currently existlinkages, if linkages do not currently exist

–– Any additional information that the applicant feels might Any additional information that the applicant feels might be relevant to a reviewer in determining the agency’s be relevant to a reviewer in determining the agency’s ability to carry out a quality program ability to carry out a quality program

–– Organizational chart of the applicant organization (local Organizational chart of the applicant organization (local program site) showing where the program and its staff program site) showing where the program and its staff will be placed should be included as will be placed should be included as Appendix C Appendix C –– SCB: SCB: Organizational ChartOrganizational Chart. If sub. If sub--contractors will be used, contractors will be used, include the relationship with those organizations in the include the relationship with those organizations in the chartchart

6161


uu Agency Qualifications/Organizational Agency Qualifications/Organizational Capacity Capacity –– Cont’dCont’d–– Evidence that the program director is qualified Evidence that the program director is qualified

on the basis of education and experience to on the basis of education and experience to direct the program. Present the resumdirect the program. Present the resumé of the é of the person who will direct this program as an person who will direct this program as an attachment labeled attachment labeled Appendix D Appendix D –– SCB: SCB: Resumé/Job Description of Project Resumé/Job Description of Project DirectorDirector. If that individual has not yet been . If that individual has not yet been hired, present the agency director’s job hired, present the agency director’s job description as an attachment labeled description as an attachment labeled Appendix D Appendix D –– SCB: Resumé/Job SCB: Resumé/Job Description of Project DirectorDescription of Project Director..

–– Describe strategies used to recruit and retain Describe strategies used to recruit and retain diverse personnel that are representative of diverse personnel that are representative of the proposed service areathe proposed service area

6262


uu Agency Qualifications/Organizational Agency Qualifications/Organizational Capacity Capacity –– Cont’dCont’d–– ResumResumés (or job descriptions, if vacant) for all és (or job descriptions, if vacant) for all

employee positions (key staff) who will be employee positions (key staff) who will be funded with this grant, and an indication of the funded with this grant, and an indication of the percent of time those employees will spend in percent of time those employees will spend in this program. Include the resumés and/or job this program. Include the resumés and/or job descriptions of key staff in descriptions of key staff in Appendix E Appendix E –– SCB: SCB: Resumés/Job Descriptions Resumés/Job Descriptions –– Key StaffKey Staff..

–– Describe your procedure for conducting and Describe your procedure for conducting and maintaining background checksmaintaining background checks

6363


uu Service Area Service Area –– Not Scored (3 pages maximum)Not Scored (3 pages maximum)–– Indicate whether your target area is the city of Chicago Indicate whether your target area is the city of Chicago

and surrounding area or elsewhere in the stateand surrounding area or elsewhere in the state–– Provide geographical boundaries for your target areaProvide geographical boundaries for your target area–– If the target area is in Chicago and/or surrounding area, If the target area is in Chicago and/or surrounding area,

include whether your agency owns or rents physical include whether your agency owns or rents physical space in the geographic area and if so, the length of space in the geographic area and if so, the length of time your agency has occupied it. Indicate the square time your agency has occupied it. Indicate the square mileage of the geographic area you propose to serve. mileage of the geographic area you propose to serve. Indicate the mileage and travel time between your Indicate the mileage and travel time between your agency’s office and furthest community you intend to agency’s office and furthest community you intend to serve. If applicable, indicate if your agency has multiple serve. If applicable, indicate if your agency has multiple locations. If not, indicate “Not Applicable”locations. If not, indicate “Not Applicable”

6464


uu Needs Statement Needs Statement –– 25 points (4 pages 25 points (4 pages maximum)maximum)–– Provide data for your targeted area. Include the data Provide data for your targeted area. Include the data

source and the year the data representssource and the year the data represents–– Use the most recent data available and when possible, Use the most recent data available and when possible,

use local data. If none is available, you may present use local data. If none is available, you may present state or national level data. If you are presenting selfstate or national level data. If you are presenting self--report survey results, it must not be older than 2006. report survey results, it must not be older than 2006. uu Total number of individuals in the target populationTotal number of individuals in the target populationuuA demographic description of your target population A demographic description of your target population

(e.g. age, ethnicity) (e.g. age, ethnicity) uuSubstance abuse use data trends for the target Substance abuse use data trends for the target

populationpopulationuuSubstance abuse contributing factors for the target Substance abuse contributing factors for the target

populationpopulation

6565


uu Description of Program/Services Description of Program/Services –– 35 35 points (8 pages maximum)points (8 pages maximum)–– Methods and resources that will be used for Methods and resources that will be used for

identifying assessment data or tools, when identifying assessment data or tools, when possible, for the target populationpossible, for the target population

–– Methods and resources that will be used for Methods and resources that will be used for identifying best practices, when possible, that identifying best practices, when possible, that have shown to be effective with the target have shown to be effective with the target populationpopulation

–– Methods for establishing, strengthening and Methods for establishing, strengthening and maintaining communication with target maintaining communication with target population and rationale for the proposed population and rationale for the proposed approachapproach

6666


uu Description of Program/Services Description of Program/Services –– Cont’dCont’d–– Description of human service issues that may Description of human service issues that may

arise and a plan for establishing linkages and arise and a plan for establishing linkages and referral with or for the target populationreferral with or for the target population

–– Description of the services that will be Description of the services that will be developed for the target population. In the developed for the target population. In the description include the content areas to be description include the content areas to be covered and rationale for the types of services covered and rationale for the types of services proposed.proposed.

–– A description of the services that will be A description of the services that will be delivered with the target population and delivered with the target population and rationale for the types of methods proposedrationale for the types of methods proposed

–– Proposed number of participants/organizations Proposed number of participants/organizations to be served with each proposed serviceto be served with each proposed service

6767


Agency Evaluation Agency Evaluation –– 5 points (3 pages maximum)5 points (3 pages maximum)uu Describe the ways your agency organizes and Describe the ways your agency organizes and

maintains process data (i.e. rosters, satisfaction maintains process data (i.e. rosters, satisfaction surveys, content logs)surveys, content logs)

uu Describe your capacity to summarize, report and Describe your capacity to summarize, report and use process data for program planning use process data for program planning improvement, revision or eliminationimprovement, revision or elimination

uu Include examples of how you have shared Include examples of how you have shared information with community stakeholders, information with community stakeholders, institutions and community representatives for institutions and community representatives for planning and evaluation purposesplanning and evaluation purposes

6868


Budget & Budget Narrative Budget & Budget Narrative –– 10 points (4 pages 10 points (4 pages maximum for Budget Narrative)maximum for Budget Narrative)

uu Budget & Budget Narrative should reflect 12 Budget & Budget Narrative should reflect 12 month time periodmonth time period

uu Complete “Detailed Budget Financial Report Complete “Detailed Budget Financial Report Expanded Rows and Columns Updated 9/20/11” Expanded Rows and Columns Updated 9/20/11” found on DHS websitefound on DHS website

uu Provide a budget narrative which describes how Provide a budget narrative which describes how appropriate resources and personnel have been appropriate resources and personnel have been allocatedallocated

uu Provide calculations to demonstrate how you Provide calculations to demonstrate how you arrived at amountsarrived at amounts

uu Budget narrative in a format of your choiceBudget narrative in a format of your choice

6969


Budget & Budget Narrative Budget & Budget Narrative –– Cont’dCont’duu Reasonable startReasonable start--up allowedup alloweduu Funds must be allocated for: Funds must be allocated for:

–– OneOne--day orientation meetingday orientation meeting–– Assume trainings will be held in central IL, and Assume trainings will be held in central IL, and

project staff must attendproject staff must attend–– Funds for national training and meetings Funds for national training and meetings

related to the target population servedrelated to the target population served–– Funds must be allocated for required meetings Funds must be allocated for required meetings

and may be allocated for trainingand may be allocated for training

7070


uu Applicants will be evaluated on the following Applicants will be evaluated on the following criteria:criteria:Agency Qualifications Agency Qualifications 25 pts25 ptsNeeds Assessment Needs Assessment 25 pts25 ptsDescription of Program/Services Description of Program/Services 35 pts35 ptsEvaluation Evaluation 5 pts5 ptsBudget Budget 10 pts10 ptsTotal Total 100 pts100 pts

7171


Proposal Container and Format Proposal Container and Format RequirementsRequirements

uu Entire application must be sequentially Entire application must be sequentially page numbered, beginning with cover page numbered, beginning with cover letterletter

uu HandHand--numbering is acceptablenumbering is acceptableuu Appendices must be clearly separated with Appendices must be clearly separated with

cover sheet for each appendix labeled with cover sheet for each appendix labeled with the appropriate appendix letter and namethe appropriate appendix letter and name

7272


Proposal Container and Format RequirementsProposal Container and Format Requirements

uu Typed (printed) on 8.5 x 11 inch paper using 12 point type, 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 10 point type may be used within tables in black ink except on letterhead and stationary for letters of commitmenton letterhead and stationary for letters of commitment

uu Program narrative must be typed, singleProgram narrative must be typed, single--spaced, on one spaced, on one side of page, with 1 inch margins on all sidesside of page, with 1 inch margins on all sides

uu Program narrative includes the following sections:Program narrative includes the following sections:–– H2 H2 –– Agency Qualifications/Organizational CapacityAgency Qualifications/Organizational Capacity–– H3 H3 –– Service AreaService Area–– H4 H4 –– Needs StatementNeeds Statement–– H5 H5 –– Description of Program/ServicesDescription of Program/Services–– H6 H6 –– Agency Evaluation and ReportingAgency Evaluation and Reporting

TOTAL page limitations for the program narrative: 23TOTAL page limitations for the program narrative: 23

7373


SCB Proposal Content ChecklistSCB Proposal Content ChecklistuuApplicantApplicantuuService AreaService AreauuPlan: ____ of ____Plan: ____ of ____uuReview page 100 Review page 100 –– Proposal should Proposal should

contain the information in this ordercontain the information in this order

7474

Important RFP InformationImportant RFP Information

uuRFP may be viewed and/or RFP may be viewed and/or downloaded at downloaded at http://www.dhs.state.il.us/page.aspxhttp://www.dhs.state.il.us/page.aspx?item=57432?item=57432

7575

Important SAPP RFP InformationImportant SAPP RFP Information

uuThe final deadline to submit any The final deadline to submit any written questions regarding the SAPP written questions regarding the SAPP RFP is 12:00 p.m. on November 14, RFP is 12:00 p.m. on November 14, 2011.2011.

uuPlease submit all questions in Please submit all questions in writing, via email, to:writing, via email, to:[email protected]@Illinois.Gov

7676


uuProposals must be received no later Proposals must be received no later than 1:00 p.m. on November 18, than 1:00 p.m. on November 18, 2011.2011.

uuMust submit 1 original and 5 copies Must submit 1 original and 5 copies of the proposal.of the proposal.

uuThe Department will not accept The Department will not accept applications submitted by email, disk applications submitted by email, disk or by fax.or by fax.

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

7777


uuMail completed proposals to:Mail completed proposals to:–– Illinois Department of Human ServicesIllinois Department of Human Services

Bureau of Community Based and Bureau of Community Based and Primary PreventionPrimary Prevention401 S. Clinton, 4401 S. Clinton, 4thth FloorFloorChicago, Il 60607Chicago, Il 60607Attention: Kimberly Fornero/SAPPAttention: Kimberly Fornero/SAPPProcurement #CHP 49791Procurement #CHP 49791

7878

Grant Writing TipsGrant Writing Tips

uu Be clear and succinct.Be clear and succinct. Reviewers are not Reviewers are not interested in jargon, acronyms, interested in jargon, acronyms, boilerplate, rhetoric, or exaggeration. boilerplate, rhetoric, or exaggeration. They are interested in learning precisely They are interested in learning precisely what you intend to do, and how your what you intend to do, and how your project responds to the criteria presented.project responds to the criteria presented.

uu Use clear headers.Use clear headers. The narrative is singleThe narrative is single--spaced and a large amount of text. To spaced and a large amount of text. To assure completeness and ease of review, assure completeness and ease of review, follow guidance regarding the use of follow guidance regarding the use of headings under H. Proposal Content in headings under H. Proposal Content in each subeach sub--grant. grant.

7979

Grant Writing TipsGrant Writing Tipsuu Answer all questions and submit information requested in Answer all questions and submit information requested in

appendices and attachments.appendices and attachments. The RFP contains a number The RFP contains a number of items: narratives, forms that need to be completed and of items: narratives, forms that need to be completed and lots of attachments. Be sure to respond to all information lots of attachments. Be sure to respond to all information requested. Be sure to label the appendices in accordance requested. Be sure to label the appendices in accordance with guidance and include other required forms and with guidance and include other required forms and attachments. attachments.

uu Don’t make assumptions.Don’t make assumptions. Even if you have received Even if you have received funding from the Department/Division in the past, do not funding from the Department/Division in the past, do not assume your reviewers know anything about you or your assume your reviewers know anything about you or your program.program.

uu Use one or two impartial proofreader(s).Use one or two impartial proofreader(s). Before you submit Before you submit your proposal, let someone who is completely unfamiliar your proposal, let someone who is completely unfamiliar with your project read the RFP and then read and critique with your project read the RFP and then read and critique your proposal. Find someone else in your agency that will your proposal. Find someone else in your agency that will check your proposal to ensure it meets all of the check your proposal to ensure it meets all of the specifications in regards to Proposal Container and Format specifications in regards to Proposal Container and Format Requirements and Proposal Content Checklists.Requirements and Proposal Content Checklists.

8080

Questions and Questions and AnswersAnswers

Documents

Substance Abuse Prevention Program Request for Proposal ......Request for Proposal CHP-49791 Kim Fornero, Bureau Chief November 1, 2 and 3, 2011 Chicago, Bloomington and Mt. Vernon