1 substance abuse prevention program request for proposal chp-49791 kim fornero, bureau chief...

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Substance Abuse Prevention Substance Abuse Prevention ProgramProgram

Request For ProposalRequest For ProposalCHP-49791CHP-49791

Kim Fornero, Bureau ChiefKim Fornero, Bureau Chief

November 1, 2 and 3, 2011November 1, 2 and 3, 2011

Chicago, Bloomington and Mt. Chicago, Bloomington and Mt. VernonVernon

Sub-Grants B & CSub-Grants B & C

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AgendaAgenda

12:30 p.m. - 5:00 p.m.12:30 p.m. - 5:00 p.m.– Overview of Sub-Grant B-Direct Service Overview of Sub-Grant B-Direct Service

GrantGrant– Overview of Sub-Grant C-Strategic Overview of Sub-Grant C-Strategic

Prevention FrameworkPrevention Framework– Overview of proposal container informationOverview of proposal container information– Overview of proposal submittal process and Overview of proposal submittal process and

deadlinesdeadlines– Tips for grant-writingTips for grant-writing– Q & AsQ & As

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FAQsFAQs

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

Agency NameAgency NameDateDateQuestion(s)Question(s)

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

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FAQsFAQs

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.

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.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 ObjectivesBidders’ Conference Objectives

Gain an understanding of the four Gain an understanding of the four different SAPP Sub-Grantsdifferent SAPP Sub-Grants

Provide clarification regarding the Provide clarification regarding the four Sub-Grantsfour Sub-Grants

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 multi-sector coalitionlocal multi-sector coalition

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New SAPP SystemNew SAPP System

The Department is introducing a new The Department is introducing a new four-pronged SAPP system comprised four-pronged SAPP system comprised of:of:– Sub-Grant A- Local Capacity BuildingSub-Grant A- Local Capacity Building– Sub-Grant B-Direct ServiceSub-Grant B-Direct Service– Sub-Grant C-Strategic Prevention Sub-Grant C-Strategic Prevention

FrameworkFramework– Sub-Grant D-State Capacity BuildingSub-Grant D-State Capacity Building

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

capacity or readiness to provide servicescapacity or readiness to provide services– Acknowledge the diverse issues and Acknowledge the diverse issues and

availability of providers in the communitiesavailability of providers in the communities– Sustain the workforce by reducing staff Sustain the workforce by reducing staff

turnover and creating opportunities for turnover and creating opportunities for upward mobilityupward mobility

99


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

expectations and accountabilityexpectations and accountability– Use evidence-based substance abuse Use evidence-based substance abuse

prevention approachesprevention approaches– Support strategic planning processSupport strategic planning process

1010


A 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 Sub-FY12) for all SAPP across all four Sub-GrantsGrants

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

1111

Sub-Grant BSub-Grant BDirect Service (DS) Direct Service (DS)

GrantGrant

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Sub-Grant B:Sub-Grant B:Direct Service GrantDirect Service Grant

GoalGoal– To increase the availability of high-To increase the availability of high-

quality prevention services that have quality prevention services that have the greatest potential to impact factors the greatest potential to impact factors that contribute to alcohol, tobacco and that contribute to alcohol, tobacco and other drug (ATOD) consumption and other drug (ATOD) consumption and consequences of 11-18 year oldsconsequences of 11-18 year olds

1313


The maximum award per Direct The maximum award per Direct Service grantee is not to exceed Service grantee is not to exceed $70,000 per FTE and related $70,000 per FTE and related expensesexpenses– If applicant proposes to deliver a If applicant proposes to deliver a

communication campaign, additional communication campaign, additional resources may be available for resources may be available for implementation. Applicant may request implementation. Applicant may request additional fundingadditional funding

1414


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

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Services to be PerformedServices to be Performed Delivery of Direct Services Targeting Delivery of Direct Services Targeting

Individuals and Families - Individuals and Families - RequiredRequired Create or Enhance a Coalition and Create or Enhance a Coalition and

Conducting First Three Steps of the Conducting First Three Steps of the Strategic Prevention Framework - Strategic Prevention Framework - RequiredRequired

Optional ActivitiesOptional Activities– Recruitment of schools for participation in the Recruitment of schools for participation in the

2012 and 2014 Illinois Youth Survey (IYS) 2012 and 2014 Illinois Youth Survey (IYS) implementationimplementation

– Supplemental activitiesSupplemental activities

1616


Applicant delivering direct services Applicant delivering direct services targeting individuals and families targeting individuals and families must deliver must deliver one or more one or more of the of the core Direct Service approachescore Direct Service approaches– Youth Prevention EducationYouth Prevention Education– Parent/Family EducationParent/Family Education– MentoringMentoring– Communication CampaignsCommunication Campaigns

1717


Youth Prevention EducationYouth Prevention Education

GoalGoal– To increase prevention-related drug To increase prevention-related drug

knowledge and resistance skills, knowledge and resistance skills, ultimately enhancing ‘protective factors’ ultimately enhancing ‘protective factors’ and reversing or reducing ‘risk factors’.and reversing or reducing ‘risk factors’.

1818


Effective program components:Effective program components:– Social skill developmentSocial skill development– Peer and media pressure resistancePeer and media pressure resistance– Anti-drug attitudes and normsAnti-drug attitudes and norms– Effective self management skillsEffective self management skills

1919


Applicants may elect to use one or Applicants may elect to use one or more curricula more curricula – Evidence-based curricula approved for Evidence-based curricula approved for

use by IDHSuse by IDHS– Based on standards that have been Based on standards that have been

established by the IDHS for YPE established by the IDHS for YPE programsprograms

2020


See Attachment 6 for Evidence-See Attachment 6 for Evidence-based curricula approved by IDHSbased curricula approved by IDHS

A detailed description of the YPE A detailed description of the YPE standards can be located on pages standards can be located on pages 37 & 38 of the SAPP RFP37 & 38 of the SAPP RFP– Applicants must adhere to all of these Applicants must adhere to all of these

standardsstandards

2121


Parent/Family EducationParent/Family Education

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Parent/family education programs Parent/family education programs are designed to:are designed to:– Enhance parental engagementEnhance parental engagement– Equip parents and families with the Equip parents and families with the

information, skills and parenting information, skills and parenting strategies to communicate and interact strategies to communicate and interact with their children in ways that promote with their children in ways that promote healthy lifestyle choices healthy lifestyle choices

2323


Applicants may elect to implement either:Applicants may elect to implement either:– A Department-approved parent and/or family education A Department-approved parent and/or family education

curriculum curriculum See Attachment 6 for Evidence-based curricula See Attachment 6 for Evidence-based curricula

approved by IDHSapproved by IDHS

– Standards-based parent and/or family education Standards-based parent and/or family education curriculumcurriculum

A detailed description of the parent/family education A detailed description of the parent/family education standards are located on page 39 of the SAPP RFP.standards are located on page 39 of the SAPP RFP.

Applicants must adhere to all of these standardsApplicants must adhere to all of these standards

2424


MentoringMentoring

2525


GoalGoal– To provide youth with the opportunities To provide youth with the opportunities

and resources for health development and resources for health development and rational life decision makingand rational life decision making

2626


Mentoring is a structured one-on-one Mentoring is a structured one-on-one relationship between an adult (18 relationship between an adult (18 years of age or older) and a young years of age or older) and a young person that focuses on the need of person that focuses on the need of the mentored participantthe mentored participant

2727


A mentoring relationship should:A mentoring relationship should:– Foster care and supportFoster care and support– Encourage individuals to develop to Encourage individuals to develop to

their fullest potentialtheir fullest potential– Be voluntaryBe voluntary

2828


Mentoring standards for the Mentoring standards for the ‘Planning’ and ‘Implementation’ ‘Planning’ and ‘Implementation’ stages are located on pages 40 & 41 stages are located on pages 40 & 41 of the SAPP RFPof the SAPP RFP

2929


Communication CampaignsCommunication Campaigns

3030


Communication campaigns that are Communication campaigns that are developed to address ATOD issues a developed to address ATOD issues a purposeful promotional strategy to purposeful promotional strategy to change:change:– KnowledgeKnowledge– AttitudesAttitudes– BehaviorBehavior

3131


Social Norms marketing is an Social Norms marketing is an approach to communication approach to communication campaigns that uses various media campaigns that uses various media channels to correct the channels to correct the misperceptions by promoting misperceptions by promoting factually substantiated norms in the factually substantiated norms in the target population.target population.

3232


Detailed description of the ‘Planning’ Detailed description of the ‘Planning’ and ‘Implementation’ standards for and ‘Implementation’ standards for Communication Campaigns are Communication Campaigns are located on pages 42 & 43 of the located on pages 42 & 43 of the SAPP RFP.SAPP RFP.

3333


Local CoalitionLocal Coalition

3434


Grantees must create and/or Grantees must create and/or enhance an existing local coalition enhance an existing local coalition and conduct a local needs and conduct a local needs assessment in order to develop a assessment in order to develop a local strategic plan addressing local strategic plan addressing alcohol, tobacco or other drugsalcohol, tobacco or other drugs

3535


Optional ActivitiesOptional Activities– Recruitment of schools in the 2012 and Recruitment of schools in the 2012 and

2014 IYS administration2014 IYS administration– Supplemental activitiesSupplemental activities

3636


Proposal ContentProposal Content Executive Summary Executive Summary Agency Qualifications/Organizational Agency Qualifications/Organizational

CapacityCapacity Service AreaService Area Needs StatementNeeds Statement Description of Program/ServicesDescription of Program/Services Agency Evaluation and ReportingAgency Evaluation and Reporting Budget and Budget NarrativeBudget and Budget Narrative

3737


Executive Summary – Not Scored (1 page Executive Summary – Not Scored (1 page maximum)maximum)– Name of Applicant AgencyName of Applicant Agency– Type of grant applied forType of grant applied for– Description of the targeted service area(s); Description of the targeted service area(s);

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

– Type of direct service(s) proposedType of direct service(s) proposed– Projected number of recipients served, if Projected number of recipients served, if

applicableapplicable– Total amount of funds requestedTotal amount of funds requested

3838


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 Sub-Grant of RFPrelevant to the services described in Sub-Grant 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

3939


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 – DS: Appendix C – DS: Organizational ChartOrganizational Chart. If sub-contractors will be used, . If sub-contractors will be used, include the relationship with those organizations in the include the relationship with those organizations in the chart.chart.

4040


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

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

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

4141


Agency Qualifications/Organizational Agency Qualifications/Organizational Capacity – Cont’dCapacity – Cont’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 – DS: Appendix E – DS: Resumés/Job Descriptions – Key StaffResumés/Job Descriptions – Key Staff..

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

4242


Agency Qualifications/Organizational Agency Qualifications/Organizational Capacity – Cont’dCapacity – Cont’d– Past Performance (only completed by SAPP Past Performance (only completed by SAPP

Comprehensive Grant Program funded during Comprehensive Grant Program funded during the last two fiscal years)the last two fiscal years)

Provide FY09 and FY10 report information: 4Provide FY09 and FY10 report information: 4thth quarter quarter On Track On Track hours and the discrepancy between the hours and the discrepancy between the number of hours projected and actual number number of hours projected and actual number delivered delivered

Program Performance Analysis (PPA) results for all Program Performance Analysis (PPA) results for all programs ratedprograms rated

– If your agency did not receive a PPA report, indicate If your agency did not receive a PPA report, indicate this information in your responsethis information in your response

4343


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

the geographic area and if so, the length of time your agency the geographic area and if so, the length of time your agency has occupied it. Indicate the mileage and travel time between has occupied it. Indicate the mileage and travel time between your agency’s office and the furthest community you intend to your agency’s office and the furthest community you intend to serve. The applicant’s agency must be within 75 miles and/or serve. The applicant’s agency must be within 75 miles and/or no more than 1.5 hours of travel time of the proposed service no more than 1.5 hours of travel time of the proposed service area to be served. If applicable, indicate if your agency has area to 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 populations Any unique characteristics of the community/ies or populations you propose to serve, if applicable (i.e. diversity such as age you propose to serve, if applicable (i.e. diversity such as age groups, culture, religion, sexual orientation, etc.).groups, culture, religion, sexual orientation, etc.).

4444


Needs Statement – 25 points (5 pages maximum)Needs Statement – 25 points (5 pages 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 and the indicator listed below and also include the data source and the year the data represents.year the data represents.

– Provide for each county, municipality or Chicago Community Provide for each county, municipality or Chicago Community Area, if you propose to serve multiple areas. If you propose to Area, if you propose to serve multiple areas. If you propose to serve multiple areas, also provide the total (combined) serve multiple areas, also provide the total (combined) numbers for the following indicators:numbers for the following indicators:

Total number of residentsTotal number of residents Race/ethnicity of residentsRace/ethnicity of residents Total number of school-aged youth ages 11-18 and percentage of Total number of school-aged youth ages 11-18 and percentage of

students relative to the total number of residentsstudents relative to the total number of residents Race/ethnicity of school-aged youth by school (must be provided Race/ethnicity of school-aged youth by school (must be provided

for public schools)for public schools) Include relevant data to document whether youth population is Include relevant data to document whether youth population is

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

4545


Needs Statement – Cont’dNeeds Statement – Cont’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 5-12serving 5-12thth grade students grade students

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

– 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.

4646


Contents 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 schools Percent Low Income and Source (public schools

only)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 5-12Total Enrollment: Grades 5-12

4747


Needs Statement – Cont’dNeeds Statement – Cont’d– Provide following information about the Provide following information about the

geographic area, if available. For each geographic area, if available. For each indicator, provide the data source and the year indicator, provide the data source and the year the data represents. Use most recent data 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 geographic area. Self reported survey results must have been compiled within the past four must have been compiled within the past four years (2006).years (2006).

Critical incidents involving alcohol, tobacco and/or Critical incidents involving alcohol, tobacco and/or other drugsother drugs

Youth substance abuse use data/trends compared Youth substance abuse use data/trends compared against state ratesagainst state rates

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

4848


Description of Programs/Services – 35 Description of Programs/Services – 35 points (20 pages maximum)points (20 pages maximum)

4949


Youth Prevention EducationYouth Prevention Education Applicants must submit:Applicants must submit:

– Detailed description of the approved YPE or standards-based Detailed description of the approved YPE or standards-based curriculum you intend to usecurriculum you intend to use

Indicate whether you will be using a standards-based or Indicate whether you will be using a standards-based or Department-approved curriculum and the population served by Department-approved curriculum and the population served by each curriculum (each curriculum (universal universal oror selected selected))

Provide a rationale for the selection of the curriculum (e.g. suitable Provide a rationale for the selection of the curriculum (e.g. suitable for the population, mobility rates, etc.)for the population, mobility rates, etc.)

Provide a plan for unanticipated implementation issues (e.g. snow Provide a plan for unanticipated implementation issues (e.g. snow days)days)

– If you proposed Department-approved curriculum, provide If you proposed Department-approved curriculum, provide rationale for any anticipated adaptations to the original rationale for any anticipated adaptations to the original curriculum.curriculum.

Adaptations that would significantly reduce exposure to or content Adaptations that would significantly reduce exposure to or content of tested program will result in lower score. of tested program will result in lower score.

Indicate “no planned adaptations” if no proposed adaptations will Indicate “no planned adaptations” if no proposed adaptations will be madebe made

5050


Youth Prevention Education – Cont’dYouth Prevention Education – Cont’d– If proposing a standards-based If proposing a standards-based

curriculum, describe how your curriculum, describe how your curriculum addresses each standard curriculum addresses each standard (see pages 37 & 38)(see pages 37 & 38)

– Include a copy of your agency and a Include a copy of your agency and a copy of the curriculum in copy of the curriculum in Appendix F – Appendix F – DS: Agency’s standards-based DS: Agency’s standards-based curriculum – Youth Prevention curriculum – Youth Prevention EducationEducation

5151


Youth Prevention Education – Cont’dYouth Prevention Education – Cont’dUse YPE Education Implementation Table Use YPE Education Implementation Table

(pg. 50)(pg. 50) If the school mobility rate in any of your If the school mobility rate in any of your

proposed delivery school exceeds 25%, proposed delivery school exceeds 25%, describe how you will ensure youth will describe how you will ensure youth will received the number of core and booster received the number of core and booster sessions prescribed by the curriculumsessions prescribed by the curriculum

5252


Youth Prevention Education – Cont’dYouth Prevention Education – Cont’dSubmit Letters of Commitment if services are to be Submit Letters of Commitment if services are to be

delivered in a school or community-based settingdelivered in a school or community-based setting On the School or Agency’s letterhead and signed by a On the School or Agency’s letterhead and signed by a

community-based agency’s Executive Director or school community-based agency’s Executive Director or school administrator/official, must include the following content:administrator/official, must include the following content:

– Acknowledge their commitment to support your agency’s Acknowledge their commitment to support your agency’s delivery of the proposed YPE curriculum, core and booster delivery of the proposed YPE curriculum, core and booster sessions to be administered in future yearssessions to be administered in future years

– Name of the curriculumName of the curriculum– Grade level(s) targeted for the core sessionsGrade level(s) targeted for the core sessions– The number of sessions in the core curriculumThe number of sessions in the core curriculum– The length of the sessions, in minutesThe length of the sessions, in minutes– The number of classes, by grade levelThe number of classes, by grade level

All Letters of Commitment – Youth Prevention Education All Letters of Commitment – Youth Prevention Education should be presented in should be presented in Appendix G – DS: Letters of Appendix G – DS: Letters of Commitment – Youth Prevention EducationCommitment – Youth Prevention Education

5353


Parent/Family EducationParent/Family Education Applicants must submit:Applicants must submit:

– Detailed description of the Department-approved Detailed description of the Department-approved parent/family education curriculum or standards-based parent/family education curriculum or standards-based curriculum intended to usecurriculum intended to use

Indicate name and type of curriculum (standards-based or Indicate name and type of curriculum (standards-based or Department-approved) Department-approved)

If proposing Department-approved curriculum, provide a If proposing Department-approved curriculum, provide a rationale any anticipated adaptations. Include information rationale any anticipated adaptations. Include information regarding additions, deletions or revisions. regarding additions, deletions or revisions.

Adaptations that would significantly reduce exposure to or Adaptations that would significantly reduce exposure to or content of tested program will result in lower score. content of tested program will result in lower score.

Indicate “no planned adaptations” if no proposed Indicate “no planned adaptations” if no proposed adaptations will be madeadaptations will be made

5454


Parent/Family Education – Cont’dParent/Family Education – Cont’d– If proposing a standards-based curriculum, If proposing a standards-based curriculum,

indicate whether the curriculum is developed indicate whether the curriculum is developed or will be developed. Describe how your or will be developed. Describe how your curriculum addresses each standard (see page curriculum addresses each standard (see page 39)39)

– Include a copy of your agency and a copy of Include a copy of your agency and a copy of the curriculum in the curriculum in Appendix H – DS: Appendix H – DS: Agency’s standards-based curriculum – Agency’s standards-based curriculum – Parent/Family EducationParent/Family Education

5555


Parent/Family Education – Cont’dParent/Family Education – Cont’d– Use the Parent/Family Education TableUse the Parent/Family Education Table

SiteSite Groups to be Served and Number per GroupGroups to be Served and Number per Group Number of SessionsNumber of Sessions Session Length (minutes)Session Length (minutes) Session FrequencySession Frequency

– Develop a written recruitment and retention Develop a written recruitment and retention plan that identifies and addresses barriers to plan that identifies and addresses barriers to program participationprogram participation

5656


Parent/Family Education – Cont’dParent/Family Education – Cont’d– Submit Letters of Commitment of services that will be Submit Letters of Commitment of services that will be

provided in community-based sitesprovided in community-based sites– On agency’s letterhead, need to include the following On agency’s letterhead, need to include the following

content:content: Acknowledge their commitment to support your agency’s Acknowledge their commitment to support your agency’s

delivery of the proposed parent/family curriculumdelivery of the proposed parent/family curriculum Name of the curriculumName of the curriculum Population (universal only)Population (universal only) The number of sessions in the curriculumThe number of sessions in the curriculum The length of the session (in minutes)The length of the session (in minutes)

All Letters of Commitment – Parent/Family Education All Letters of Commitment – Parent/Family Education should be presented in should be presented in Appendix I – DS: Letters of Appendix I – DS: Letters of Commitment – Parent/Family EducationCommitment – Parent/Family Education

5757


MentoringMentoring Applicants must submit:Applicants must submit:

– Detailed narrative description of the Mentoring program Detailed narrative description of the Mentoring program including:including:

Determination if program will be initiated at the Planning or Determination if program will be initiated at the Planning or Implementation Phase and basis for that decisionImplementation Phase and basis for that decision

Setting: school, community-based or bothSetting: school, community-based or both Grade levels of youth to be servedGrade levels of youth to be served Number of youth to be served (mentored) per fiscal yearNumber of youth to be served (mentored) per fiscal year For the phase selected (Planning or Implementation), For the phase selected (Planning or Implementation),

description how your agency will address the established description how your agency will address the established standard in that phases. standard in that phases.

– If you propose to begin in the Implementation phase, describe If you propose to begin in the Implementation phase, describe how your agency has already addressed each of the Planning how your agency has already addressed each of the Planning phase standardsphase standards

5858


Mentoring – Cont’dMentoring – Cont’d Letters of Commitment if proposing Letters of Commitment if proposing

services in a school and or community-services in a school and or community-based site. based site. – On the agency’s letterhead, Letters of On the agency’s letterhead, Letters of

Commitment should include:Commitment should include:– Acknowledgement of their commitment to support your Acknowledgement of their commitment to support your

agency’s delivery of a mentoring programagency’s delivery of a mentoring program– Statement that they have read the Mentoring standards Statement that they have read the Mentoring standards

and adhere to any standard they may be responsible and adhere to any standard they may be responsible forfor

All Letter of Commitment – Mentoring should be All Letter of Commitment – Mentoring should be presented in presented in Appendix J – DS: Letters of Appendix J – DS: Letters of Commitment - MentoringCommitment - Mentoring

5959


Communication CampaignsCommunication Campaigns Applicants must submit:Applicants must submit:

– Detailed narrative description of the Detailed narrative description of the communication campaign you intend to communication campaign you intend to implement.implement.Specify whether your campaign will be a Specify whether your campaign will be a

general communication campaign or social general communication campaign or social norms campaign and the basis for that norms campaign and the basis for that decisiondecision

– Identification of target populationIdentification of target population

6060


Communication Campaigns – Cont’dCommunication Campaigns – Cont’d Department standards (see pg. 42-44)Department standards (see pg. 42-44)

State if you will initiate at the Planning or State if you will initiate at the Planning or Implementation Phase and basis for that decision Implementation Phase and basis for that decision

Describe how each standard will be addressedDescribe how each standard will be addressed– If you propose to begin in the Implementation phase, If you propose to begin in the Implementation phase,

describe how your agency has already addressed each describe how your agency has already addressed each of the Planning phase standardsof the Planning phase standards

Baseline data must be less than two years old during Baseline data must be less than two years old during Planning or Implementation and should be cited in Planning or Implementation and should be cited in your program narrativeyour program narrative

6161


Communication Campaigns – Cont’dCommunication Campaigns – Cont’d Letters of Commitment from each schoolLetters of Commitment from each school At minimum, the letter, on the school’s At minimum, the letter, on the school’s

letterhead, needs to include:letterhead, needs to include:– Acknowledge their commitment to support Acknowledge their commitment to support

your agency’s delivery of a communication your agency’s delivery of a communication campaigncampaign

– Willingness to collect dataWillingness to collect data– Willingness to promote the messages Willingness to promote the messages

developeddeveloped

6262


Communication Campaigns – Cont’dCommunication Campaigns – Cont’d Present information in table format (see Present information in table format (see

template for Communication Campaign template for Communication Campaign Planning and Implementation Table)Planning and Implementation Table)– School/SiteSchool/Site– Grade or age levelsGrade or age levels– Type of campaignType of campaign– Proposed phase to beginProposed phase to begin– Implementation frequencyImplementation frequency

6363


Communication Campaigns – Cont’dCommunication Campaigns – Cont’d All Letters of Commitment – All Letters of Commitment –

Communication Campaign should be Communication Campaign should be presented in presented in Appendix K – DS: Appendix K – DS: Letters of Commitment – Letters of Commitment – Communication CampaignCommunication Campaign

6464


Create or Enhance a Local CoalitionCreate or Enhance a Local Coalition All applicants must:All applicants must:

– Provide a detailed narrative about Provide a detailed narrative about developing or enhancing a substance developing 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

6565


Create or Enhance a Local Coalition – Cont’dCreate or Enhance a Local Coalition – Cont’d If you propose to If you propose to enhanceenhance an existing coalition, an existing coalition,

provider the additional information:provider the additional information:– Name of coalitionName of coalition– Total number of coalition members and the number of Total number of coalition members and the number of

sectors on the coalitionsectors on the coalition– List of coalition members (one person can only represent List of coalition members (one person can only represent

one sector)one sector)– A plan for recruiting missing coalition sectorsA plan for recruiting missing coalition sectors– Month and year coalition was establishedMonth and year coalition was established– Mission and/or vision of the coalitionMission and/or vision of the coalition– Organizational structure of the coalition, if applicable, Organizational structure of the coalition, if applicable,

identify the sub-committee and their purposeidentify the sub-committee and their purpose– Summary of coalition accomplishments to dateSummary of coalition accomplishments to date

6666


Create or Enhance a Local Coalition – Create or Enhance a Local Coalition – Cont’dCont’d

If you propose to develop a If you propose to develop a newnew coalition, coalition, you must provide following information:you must provide following information:– Specify the name, title and sector of the Specify the name, title and sector of the

stakeholders and organizations interested in stakeholders and organizations interested in serving on your coalitionserving on your coalition

– Nature of the relationship with your agencyNature of the relationship with your agency– Number of years the relationship has been in Number of years the relationship has been in

place place Please note that the coalition may not be the Please note that the coalition may not be the

agency’s board of directorsagency’s board of directors

6767


Create or Enhance a Local Coalition –Cont’dCreate or Enhance a Local Coalition –Cont’d All applicants must submit, signed dated Letters All applicants must submit, signed dated Letters

of Commitment from key stakeholder in the of Commitment from key stakeholder in the geographic area.geographic area.

Letters must be signed on the agency’s Letters must be signed on the agency’s letterhead, with the exception of parents, letterhead, with the exception of parents, residents and youth who are not affiliated with an residents and youth who are not affiliated with an organization with following content:organization with following content:– Commitment to participate on the coalition and develop Commitment to participate on the coalition and develop

its capacityits capacity– Statement of openness to engaging in strategic planningStatement of openness to engaging in strategic planning

– Letters of Commitment should be presented in Letters of Commitment should be presented in Appendix L – DS: Letters of Commitment - Appendix L – DS: Letters of Commitment - CoalitionCoalition

6868


Optional ActivitiesOptional Activities If you plan to implement any optional If you plan to implement any optional

activities, provide a detailed activities, provide a detailed narrative that includes:narrative that includes:– Identify the type of service and how you Identify the type of service and how you

intend to provide themintend to provide them

6969


Optional Activities – Cont’dOptional Activities – Cont’d– For non-school based supplemental services, identify For non-school based supplemental services, identify

and describe the service and describe the service Identify the type of activityIdentify the type of activity Number of sessionsNumber of sessions Length of sessionsLength of sessions Number of weeks the program will operateNumber of weeks the program will operate Age group to be servedAge group to be served Projected number of youth to be servedProjected number of youth to be served Settings where the services will be deliveredSettings where the services will be delivered Identify any community partners that will assist, describe Identify any community partners that will assist, describe

their role their role Identify how youth will be recruited and retainedIdentify how youth will be recruited and retained Identify how the services will be linguistically and culturally Identify how the services will be linguistically and culturally

appropriateappropriate

7070


Optional Activities – Cont’dOptional Activities – Cont’d For IYS recruitment, list the schools For IYS recruitment, list the schools

with grades 6, 8, 10 and 12 in your with grades 6, 8, 10 and 12 in your service area and designate those service area and designate those that participated in the IYS in 2008 or that participated in the IYS in 2008 or 20102010– Identify a plan to recruit additional Identify a plan to recruit additional

schools in the area to participate in the schools in the area to participate in the 2012 administration of the IYS2012 administration of the IYS

7171


Total Number of Participants ServedTotal Number of Participants Served Present information in a table format (see Present information in a table format (see

Direct Service Grant Summary Table)Direct Service Grant Summary Table) Present a summary for each of the Present a summary for each of the

proposed approachesproposed approaches For Column 3, Part II, H3 – Service Area, to For Column 3, Part II, H3 – Service Area, to

obtain information about the total number obtain information about the total number of youth in the geographic areaof youth in the geographic area

See page 57See page 57

7272

Sub-Grant B: Sub-Grant B: Direct Service GrantDirect Service Grant

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

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

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

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

7373


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

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

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

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

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

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

7474


Budget & Budget Narrative – Cont’dBudget & Budget Narrative – Cont’d Clearly identify one-time staff training and start-upClearly identify one-time staff training and start-up Funds must be allocated for: Funds must be allocated for:

– One required one-day orientation meetingOne required one-day orientation meeting– One new two-day new workers trainingOne new two-day new workers training– Six required training programsSix required training programs– Assume trainings will be held in central IL, over two-day Assume trainings will be held in central IL, over two-day

period and project staff must attendperiod and project staff must attendFunds may be allocated for:Funds may be allocated for:– CADCA membershipCADCA membership– CADCA Mid-Year Leadership and/or National Leadership CADCA Mid-Year Leadership and/or National Leadership

Forum (at least one staff member and one coalition Forum (at least one staff member and one coalition member)member)

– Up to $10,000 for communication campaignsUp to $10,000 for communication campaigns

7575


Budget & Budget Narrative – Cont’dBudget & Budget Narrative – Cont’d Any sub-contractual agreements Any sub-contractual agreements

must be included in the budget and must be included in the budget and budget narrative and include the budget narrative and include the amount and nature of the work to be amount and nature of the work to be performedperformed

No more that 15% of funds may be No more that 15% of funds may be used for Optional Activitiesused for Optional Activities

7676


Budget & Budget Narrative – Cont’dBudget & Budget Narrative – Cont’d In budget narrative, present information in table In budget narrative, present information in table

format (see Direct Service Grant – Cost Per format (see Direct Service Grant – Cost Per Participant – All Sites, page 60)Participant – All Sites, page 60)

For Column 5, see your budget to obtain For Column 5, see your budget to obtain information for the amount of funds dedicated to information for the amount of funds dedicated to each approach to calculate the percentage of each approach to calculate the percentage of funds dedicated funds dedicated – Total devoted to each approach/total amount requested Total devoted to each approach/total amount requested

= percent of funds dedicated to the approach= percent of funds dedicated to the approach For Column 6, provide the cost per participant by For Column 6, provide the cost per participant by

approachapproach– Divide the # of youth or adults to be served by the total Divide the # of youth or adults to be served by the total

amount of funds dedicated to the approachamount of funds dedicated to the approach

7777


Applicants will be evaluated on the following Applicants will be evaluated on the following criteria:criteria:

Agency Qualification Agency Qualification 25 pts25 pts

Needs Statement Needs Statement 25 pts25 pts

Description of Program/Services Description of Program/Services 35 pts35 pts

Evaluation Evaluation 5 pts5 pts

Budget Budget 10 pts10 pts

Total Total 100 pts100 pts

7878


Proposal Container and Format Proposal Container and Format RequirementsRequirements

Entire application must be sequentially Entire application must be sequentially page numbered, beginning with cover page numbered, beginning with cover letter. letter.

Hand-numbering is acceptable.Hand-numbering is acceptable. 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 name.the appropriate appendix letter and name.

7979


Proposal Container and Format RequirementsProposal Container and Format Requirements

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

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

Program narrative includes the following sections:Program narrative includes the following sections:– H2 – Agency Qualifications/Organizational CapacityH2 – Agency Qualifications/Organizational Capacity– H3 – Service AreaH3 – Service Area– H4 – Needs StatementH4 – Needs Statement– H5 – Description of Program/ServicesH5 – Description of Program/Services– H6 – Agency Evaluation and ReportingH6 – Agency Evaluation and Reporting

TOTAL page limitations for the program narrative: 36TOTAL page limitations for the program narrative: 36

8080

Sub-Grant B:Sub-Grant B:Direct ServiceDirect Service

DS Proposal Content ChecklistDS Proposal Content Checklist ApplicantApplicant Service AreaService Area Plan: ____ of ____Plan: ____ of ____ Review page 98 – Proposal should Review page 98 – Proposal should

contain the information in this ordercontain the information in this order

8181

Questions and Questions and AnswersAnswers

8282

Sub-Grant CSub-Grant CStrategic Prevention Strategic Prevention Framework (SPF)Framework (SPF)

8383

Sub-Grant C:Sub-Grant C:Strategic Prevention FrameworkStrategic Prevention Framework

GoalGoal– To reduce consumption of, To reduce consumption of,

consequences from and contributing consequences from and contributing factors to alcohol, tobacco, marijuana factors to alcohol, tobacco, marijuana and prescription drug misuse/abuse and prescription drug misuse/abuse among 11-20 year olds in a targeted among 11-20 year olds in a targeted geographic community by following the geographic community by following the Strategic Prevention Framework (SPF).Strategic Prevention Framework (SPF).

8484


The SPF is a structured planning The SPF is a structured planning process that can be applied to process that can be applied to prevention systems at both the state prevention systems at both the state and local leveland local level

SPF process is an effective way for SPF process is an effective way for coalitions to address substance coalitions to address substance abuse issues within a communityabuse issues within a community

SPF provides structure for coalitions SPF provides structure for coalitions to identify most pressing substance to identify most pressing substance abuse problems in their communityabuse problems in their community

8585

Sub-Grant C:Sub-Grant C: Strategic Prevention Framework Strategic Prevention Framework

SPF uses a data driven approach to SPF uses a data driven approach to understand the most pressing understand the most pressing community issues community issues – Who is affected most by the problemsWho is affected most by the problems– Why the problems are happening Why the problems are happening

(contributing factors or intervening (contributing factors or intervening variables)variables)

– What programs, practices and policies are What programs, practices and policies are most effective in addressing these most effective in addressing these problems and contributing factorsproblems and contributing factors

8686


Strategic Prevention Framework - Strategic Prevention Framework - Five Step Process:Five Step Process:– AssessmentAssessment– Capacity BuildingCapacity Building– Planning Planning – ImplementationImplementation– EvaluationEvaluation

Within each step, there is a focus on Within each step, there is a focus on both cultural competence and both cultural competence and sustainabilitysustainability

8787

Sub-Grant C-Strategic Prevention Sub-Grant C-Strategic Prevention FrameworkFramework

The goal is always community-level The goal is always community-level change in substance use change in substance use consumption patterns and consumption patterns and consequences.consequences.

8888


Grants for SPF are allowed $75,000 for a Grants for SPF are allowed $75,000 for a Project Coordinator (FTE) and associated Project Coordinator (FTE) and associated expenses.expenses.

Up to $75,000 for additional resources for Up to $75,000 for additional resources for implementation of evidence-based prevention implementation of evidence-based prevention services may be available in FY13.services may be available in FY13.

No more than $150,000 will be awarded to No more than $150,000 will be awarded to any applicant.any applicant.

Current Partnerships for Success grantees are Current Partnerships for Success grantees are not eligible for the SPF grant program in their not eligible for the SPF grant program in their PFS service area. PFS service area.

8989


SPF grant will support ‘universal’ and SPF grant will support ‘universal’ and ‘selected’ serving youth ages 11-20 and ‘selected’ serving youth ages 11-20 and their families, school and communities.their families, school and communities.

Service area must be no smaller the Service area must be no smaller the 20,000 and no larger than 175,000 total 20,000 and no larger than 175,000 total residents.residents.

An applicant may submit multiple Sub-An applicant may submit multiple Sub-Grant C plans.Grant C plans.

Each plan, must adhere to the Each plan, must adhere to the requirements for Sub-Grant C including requirements for Sub-Grant C including target population size.target population size.

9090


Additional information regarding the Additional information regarding the SPF process can be located at:SPF process can be located at:

www.prevention.samhsa.gov/about/spf.aspx

9191


Grantees must:Grantees must:– Partner and work with a multi-sector coalition Partner and work with a multi-sector coalition

that has been in existence for at least 1 yearthat has been in existence for at least 1 year– Submit present local self-report and other data Submit present local self-report and other data

to justify needto justify need– Implement evidence-based services using the Implement evidence-based services using the

SPFSPF– Providers and their coalitions will be expected to Providers and their coalitions will be expected to

start at the Assessment Phasestart at the Assessment Phase Illinois Youth Survey or Core/National College Health Illinois Youth Survey or Core/National College Health

Survey participation is required from at least 50% of Survey participation is required from at least 50% of the schools and/or studentsthe schools and/or students

9292


Eligible for a SPF grant, applicant must:Eligible for a SPF grant, applicant must:– Partner with an existing coalition that has been in existence for Partner with an existing coalition that has been in existence for

at least 12 monthsat least 12 months– Coalition must be comprised of at least 8 of the 12 sectors:Coalition must be comprised of at least 8 of the 12 sectors:

YouthYouth ParentsParents BusinessBusiness MediaMedia SchoolSchool Youth-serving OrganizationYouth-serving Organization Law enforcementLaw enforcement Faith-based OrganizationFaith-based Organization Civic/Volunteer GroupsCivic/Volunteer Groups Health careHealth care Local governmentLocal government Other organizations involved in reducing substance abuseOther organizations involved in reducing substance abuse

9393

Sub-Grant C-Strategic Prevention Sub-Grant C-Strategic Prevention FrameworkFramework

Important InformationImportant Information– Current Partnership for Success Current Partnership for Success

grantees are not eligible for the SPF grantees are not eligible for the SPF grant.grant.

– Applicants for the SPF grant are not Applicants for the SPF grant are not eligible to receive a Local Capacity eligible to receive a Local Capacity Grant.Grant.

– Applicant may submit multiple Sub-Applicant may submit multiple Sub-Grant C plans.Grant C plans.

9494


Proposal ContentProposal Content Executive Summary Executive Summary Agency Qualifications/Organizational Agency Qualifications/Organizational

CapacityCapacity Service AreaService Area Needs StatementNeeds Statement Description of Program/ServicesDescription of Program/Services Agency Evaluation and ReportingAgency Evaluation and Reporting Budget and Budget NarrativeBudget and Budget Narrative

9595


Executive Summary – Not Scored (1 page Executive Summary – Not Scored (1 page maximum)maximum)– Name of Applicant OrganizationName of Applicant Organization– Name of CoalitionName of Coalition– Type of grant applied forType of grant applied for– Service area include the county(s), Service area include the county(s),

municipality(s) and Chicago Community municipality(s) and Chicago Community Area(s), the setting, total number of residents; Area(s), the setting, total number of residents; total number of school-aged youth 11-20; total total number of school-aged youth 11-20; total number of schools; total number of institutions number of schools; total number of institutions of higher education (if applicable)of higher education (if applicable)

– Total amount of funds requestedTotal amount of funds requested

9696


Agency Qualifications/Organizational Agency Qualifications/Organizational Capacity - 25 points (5 pages maximum)Capacity - 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 Sub-Grant of RFPrelevant to the services described in Sub-Grant 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

9797


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

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

– Any additional information that the applicant feels might be Any additional information that the applicant feels might be relevant to a reviewer in determining the agency’s ability to relevant to a reviewer in determining the agency’s ability to carry out a quality program 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 will program site) showing where the program and its staff will be placed should be included as be placed should be included as Appendix C – SPF: Appendix C – SPF: Organizational ChartOrganizational Chart. If sub-contractors will be used, . If sub-contractors will be used, include the relationship with those organizations in the chart.include the relationship with those organizations in the chart.

9898


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

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

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

9999


Agency Qualifications/Organizational Agency Qualifications/Organizational Capacity – Cont’dCapacity – Cont’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 – SPF: Appendix E – SPF: Resumés/Job Descriptions – Key Staff Resumés/Job Descriptions – Key Staff..

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

100100


Agency Qualifications/Organizational Agency Qualifications/Organizational Capacity – Cont’dCapacity – Cont’d– Past Performance (only completed by SAPP Past Performance (only completed by SAPP

Comprehensive Grant Program funded during Comprehensive Grant Program funded during the last two fiscal years)the last two fiscal years)

Provide FY09 and FY10 report information: 4Provide FY09 and FY10 report information: 4thth quarter quarter On Track On Track hours and the discrepancy between the hours and the discrepancy between the number of hours projected and actual number number of hours projected and actual number delivered delivered

Program Performance Analysis (PPA) results for all Program Performance Analysis (PPA) results for all programs ratedprograms rated

– If your agency did not receive a PPA report, indicate If your agency did not receive a PPA report, indicate this information in your responsethis information in your response

101101


Service Area – Not Scored (3 pages maximum)Service Area – 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 1.5 agency must be within 75 miles and/or no more than 1.5 hours of travel time of the proposed service area to be hours of travel time of the proposed service area to be served. If applicable, indicate if your agency has 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.).

102102


Needs Statement – 25 points (5 pages maximum)Needs Statement – 25 points (5 pages 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 and the indicator listed below and also include the data source and the year the data represents.year the data represents.

– Provide for each county, municipality or Chicago Community Provide for each county, municipality or Chicago Community Area, if you propose to serve multiple areas. If you propose to Area, if you propose to serve multiple areas. If you propose to serve multiple areas, also provide the total (combined) serve multiple areas, also provide the total (combined) numbers for the following indicators:numbers for the following indicators:

Total number of residentsTotal number of residents Race/ethnicity of residentsRace/ethnicity of residents Total number of school-aged youth ages 11-18 and percentage of Total number of school-aged youth ages 11-18 and percentage of

students relative to the total number of residentsstudents relative to the total number of residents Race/ethnicity of school-aged youth by school (must be provided Race/ethnicity of school-aged youth by school (must be provided

for public schools)for public schools) Include relevant data to document whether youth population is Include relevant data to document whether youth population is

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

Socio-economic statusSocio-economic status

103103


Needs Statement – Cont’dNeeds Statement – Cont’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 5-12serving 5-12thth grade students grade students

– Identify the information sources used for the Identify the information sources used for the information in the tableinformation in the table

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

– 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.

104104


Needs Statement – Cont’dNeeds Statement – Cont’d

School Demographic TableSchool Demographic Table– School NameSchool Name– School Type (Public or Private)School Type (Public or Private)– Community and CountyCommunity and County– Low Income and Source (public schools only)Low Income and Source (public schools only)– Mobility Rate and Source (public schools only)Mobility Rate and Source (public schools only)– Enrollment by Grade Level for Grades 5-12Enrollment by Grade Level for Grades 5-12thth

only and Sourceonly and Source– Total Enrollment across Grades 5-12Total Enrollment across Grades 5-12thth

105105


Needs Statement – Cont’dNeeds Statement – Cont’d If you plan to target a college student population, If you plan to target a college student population,

provide the following information about the public provide the following information about the public and private institutions of higher education in and private institutions of higher education in your targeted area:your targeted area:– Name of institution of higher educationName of institution of higher education– Type of school Type of school – Characterize the school: commuter or campusCharacterize the school: commuter or campus– Total number of students under the age of 21Total number of students under the age of 21– Total number of studentsTotal number of students– Total number of institutions of higher education in your Total number of institutions of higher education in your

geographic areageographic area– Identify the source used to report informationIdentify the source used to report information

106106


Needs Statement – Cont’dNeeds Statement – Cont’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 not geographic area. Self reported survey results must not be older than 2006.be older than 2006.

Youth substance abuse use data/trends compared against Youth substance abuse use data/trends compared against state ratesstate rates

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.)

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)

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.)

107107


Description of Program/Services – 35 Description of Program/Services – 35 points (10 pages maximum)points (10 pages maximum)– Provide a narrative that includes the Provide a narrative that includes the

following information regarding your following information regarding your coalition and the geographic area selected coalition and the geographic area selected by your agency in partnership with your by your agency in partnership with your coalition. coalition.

– The coalition must address alcohol, The coalition must address alcohol, tobacco or other drugs as an area of focus.tobacco or other drugs as an area of focus.

– A coalition or a sub-committee A coalition or a sub-committee may not may not be be the agency’s board of directors.the agency’s board of directors.

108108


Description of Program/Services – Description of Program/Services – Cont’dCont’d– Name of the coalitionName of the coalition– Total number of coalition members or the Total number of coalition members or the

total number of sub-committee memberstotal number of sub-committee members– A list of the coalition membersA list of the coalition members

Name of the memberName of the memberOrganization the member representsOrganization the member representsSectorSector

109109


Description of Program/Services – Description of Program/Services – Cont’dCont’d– Month and year coalition was establishedMonth and year coalition was established– Organizational structure, if applicable, Organizational structure, if applicable,

identify the sub-committees and their identify the sub-committees and their purposepurpose

Identify the priority substanceIdentify the priority substance Provide a summary of the coalition’s accomplishments to date. Provide a summary of the coalition’s accomplishments to date.

Describe the types of activities or work conducted by the Describe the types of activities or work conducted by the coalition.coalition.

Provide information regarding readiness of the coalition to Provide information regarding readiness of the coalition to adopt work associated with the SPFadopt work associated with the SPF

110110


Description of Program/Services – Cont’dDescription of Program/Services – Cont’d– See page 72See page 72

AssessmentAssessment Capacity BuildingCapacity Building PlanningPlanning

– Letter of Commitment is required from the chair of the Letter of Commitment is required from the chair of the coalition. coalition.

If the chair is an employee of your agency, the Letter of If the chair is an employee of your agency, the Letter of Commitment must be signed by another member of the Commitment must be signed by another member of the coalition, preferably a co-chair or member of the executive coalition, preferably a co-chair or member of the executive committeecommittee

Letter of Commitment – SPF Coalition should be Letter of Commitment – SPF Coalition should be presented in Appendix F – SPF: Letter of Commitment presented in Appendix F – SPF: Letter of Commitment – SPF Coalition– SPF Coalition

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Description of Program/Services – Cont’dDescription of Program/Services – Cont’d– Applicants must demonstrate local Applicants must demonstrate local

commitment to participating in IYS and/or the commitment to participating in IYS and/or the Core Survey (or National College Health Core Survey (or National College Health Assessment Survey) data of Spring 2012 by Assessment Survey) data of Spring 2012 by submitting Letters of Commitment from submitting Letters of Commitment from participating institutions.participating institutions.

– If your agency plans to serve youth in both age If your agency plans to serve youth in both age categories, you must present information for categories, you must present information for both School-aged Youth and College Students.both School-aged Youth and College Students.

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Description of Program/Services – Cont’dDescription of Program/Services – Cont’d– Applicants proposing to serve school-aged Applicants proposing to serve school-aged

youth 11-18 years of age must obtain Letter of youth 11-18 years of age must obtain Letter of Commitment from public and private schools in Commitment from public and private schools in the target area serving 6the target area serving 6thth, 8, 8thth, 10, 10thth and 12 and 12thth gradesgrades

– Commitment from private schools is required Commitment from private schools is required only if the majority of youth in the target area only if the majority of youth in the target area (50% or over) attend private schools(50% or over) attend private schools

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Description of Program/Services – Description of Program/Services – Cont’dCont’d– Letter on school’s letterhead and signed Letter on school’s letterhead and signed

by school principal, should include:by school principal, should include:Name of the survey (IYS)Name of the survey (IYS)Year the survey will be administered Year the survey will be administered Grades housed in the buildingGrades housed in the buildingStated commitment to administer the survey Stated commitment to administer the survey

with grades housed in the building with grades housed in the building

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Description of Program/Services – Cont’dDescription of Program/Services – Cont’d If you plan to proposing to serve college student population, If you plan to proposing to serve college student population,

aged 18-20 years of age, must obtain Letters of aged 18-20 years of age, must obtain Letters of Commitment from institutions of higher education in your Commitment from institutions of higher education in your targeted area. The letter, on the school’s letterhead and targeted area. The letter, on the school’s letterhead and signed by the representative from the institution, needs to signed by the representative from the institution, needs to include the following content:include the following content:– Name of the surveyName of the survey– Year the survey will be administeredYear the survey will be administered– Stated commitment to administer the survey with the grades Stated commitment to administer the survey with the grades

housed in the buildinghoused in the buildingAll Letters of Commitment – IYS, Core/Assessment should All Letters of Commitment – IYS, Core/Assessment should be presented in be presented in Appendix G – SPF: Letters of Appendix G – SPF: Letters of Commitment – IYS, Core/AssessmentCommitment – IYS, Core/Assessment

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Description of Program/Services – Description of Program/Services – Cont’dCont’d

Calculating Participation RateCalculating Participation Rate– Divide the number of schools that have Divide the number of schools that have

provided letters of commitment to provided letters of commitment to participate in the survey in 2012 by the participate in the survey in 2012 by the total number of schools in your total number of schools in your geographic areageographic area

– SPF applicants must demonstrate SPF applicants must demonstrate commitment of 50% of the schools commitment of 50% of the schools

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

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

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

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

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Sub-Grant C:Sub-Grant C:Strategic Prevention FrameworkStrategic Prevention FrameworkBudget & Budget Narrative – 10 points (4 pages Budget & Budget Narrative – 10 points (4 pages maximum for Budget Narrative)maximum for Budget Narrative)

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

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

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

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

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

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Sub-Grant C:Sub-Grant C:Strategic Prevention FrameworkStrategic Prevention FrameworkBudget & Budget Narrative – Cont’dBudget & Budget Narrative – Cont’d

Applicants’ budgets cannot exceed $75,000Applicants’ budgets cannot exceed $75,000 Reasonable start-up allowedReasonable start-up allowed Funds must be allocated for: Funds must be allocated for:

– One required one-day orientation meetingOne required one-day orientation meeting– Six required training programsSix required training programs– Assume trainings will be held in central IL, over two-day Assume trainings will be held in central IL, over two-day

period and project staff must attendperiod and project staff must attend– CADCA membershipCADCA membership– CADCA Mid-Year Leadership and/or National Leadership CADCA Mid-Year Leadership and/or National Leadership

Forum (at least one staff member and one coalition Forum (at least one staff member and one coalition member)member)

– If alcohol is a priority, applicant must attend National If alcohol is a priority, applicant must attend National Enforcing Underage Drinking Laws National Conference Enforcing Underage Drinking Laws National Conference (at least one staff member and one coalition member)(at least one staff member and one coalition member)

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Applications will be evaluated on the Applications will be evaluated on the following criteria:following criteria:Agency QualificationsAgency Qualifications 25 pts25 ptsNeeds StatementNeeds Statement 25 pts25 ptsDescription of Program/Services Description of Program/Services 35 pts35 ptsEvaluation Evaluation 5 pts5 ptsBudget 10 ptsBudget 10 ptsTotal Total 100 100

ptsptsBonus (Underage Drinking Focus) Bonus (Underage Drinking Focus) 5 pts5 pts

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Sub-Grant C:Sub-Grant C:Strategic Prevention FrameworkStrategic Prevention FrameworkProposal Container and Format Proposal Container and Format RequirementsRequirements

Entire application must be sequentially Entire application must be sequentially page numbered, beginning with cover page numbered, beginning with cover letter. letter.

Hand-numbering is acceptable.Hand-numbering is acceptable. 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 name.the appropriate appendix letter and name.

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Sub-Grant C:Sub-Grant C:Strategic Prevention FrameworkStrategic Prevention FrameworkProposal Container and Format RequirementsProposal Container and Format Requirements

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

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

Program narrative includes the following sections:Program narrative includes the following sections:– H2 – Agency Qualifications/Organizational CapacityH2 – Agency Qualifications/Organizational Capacity– H3 – Service AreaH3 – Service Area– H4 – Needs StatementH4 – Needs Statement– H5 – Description of Program/ServicesH5 – Description of Program/Services– H6 – Agency Evaluation and ReportingH6 – Agency Evaluation and Reporting

TOTAL page limitations for the program narrative: 26TOTAL page limitations for the program narrative: 26

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SPF Proposal Content ChecklistSPF Proposal Content Checklist ApplicantApplicant Service AreaService Area Plan: ____ of ____Plan: ____ of ____ Review page 99 – Proposal should Review page 99 – Proposal should

contain the information in this ordercontain the information in this order

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Important RFP InformationImportant RFP Information

RFP may be viewed and/or RFP may be viewed and/or downloaded at downloaded at

http://www.dhs.state.il.us/page.aspx?item=57432

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The 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.

Please submit all questions in Please submit all questions in writing, via email towriting, via email [email protected]

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Proposals 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.

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

The 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.

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

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Mail 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 Prevention

401 S. Clinton, 4401 S. Clinton, 4thth Floor Floor

Chicago, Il 60607Chicago, Il 60607

Attention: Kimberly Fornero/SAPPAttention: Kimberly Fornero/SAPP

Procurement #CHP 49791Procurement #CHP 49791

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Grant Writing TipsGrant Writing Tips 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. They boilerplate, rhetoric, or exaggeration. They are interested in learning precisely what are interested in learning precisely what you intend to do, and how your project you intend to do, and how your project responds to the criteria presented.responds to the criteria presented.

Use clear headers.Use clear headers. The narrative is single- The 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 sub-grant. each sub-grant.

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Grant Writing Tips Grant Writing Tips 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.

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.

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.

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Questions and Questions and AnswersAnswers

1 substance abuse prevention program request for proposal chp-49791 kim fornero, bureau chief...

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