Offeror’sOfferor’s Conference Conference

Virginia Foundation for Healthy Youth RFP #852P017

Tobacco Use Prevention & Cessation Programs with Youth in Virginia

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A few items before we start…

Make sure you have signed in 10:00-1:00….maybe sooner Please ask questions BUT if you have specific

questions about fit for your project, etc, please save those questions for later

This powerpoint will be available on the VFHY website

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Today’s Agenda Introductions Background VFHY and RFP#852P017 Online Application System RFP #852P017 Review and Instructions

Types of Funding Available Component I & Component II Requirements

RFP Timeline

VFHY Background

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Created in 1999 by the Virginia General Assembly as a result of the Master Settlement

Agreement.

In 2009, the General Assembly expanded our mission to include the prevention and reduction of childhood obesity in addition to reducing

and preventing youth tobacco use.

Comprehensive Approach: Programs, Marketing, Research

VFHY funds evidence-based programs for tobacco use prevention and cessation in local schools, after-school sites, faith-based centers and

through youth-serving community organizations.

VFHY’s Winning Formula

Over 1 million kids have received programs! 14th Tobacco Use Prevention/Cessation RFP VA High School Smoking Rate down to 11.1% (2013-14 VYS results). A

decline of 65% since our work began!

www.VFHY.org

RFP #852P017Tobacco Use Prevention & Cessation Programs with Youth in Virginia

All areas of the state are eligible to apply.

Grants will be awarded using Best Value Process, statewide.

Tax-exempt non-profit, governmental and charitable organizations are eligible to apply.

Program(s) must be from the VFHY Compendium.

Only one Proposal per organization per region accepted.

Grant Amounts not to exceed $60,000 per year.

Award Period: July 1, 2015 – June 30, 2018

Submission Deadline: October 16, 2014 by 11:59pm

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Types of Funding Available(Page 3)

Materials Only Program materials only Minimal grant management support

Materials & Staffing Program materials Instructional staff/management staff Requires an annual policy, systems or

environmental change objective

Applying Online – Make Sure You…..

Get started early. Fill in the blanks. All are required! Ensure you are completing the correct region’s RFP. Submit by the required date & time. Upload all required forms. Save, Save, Save! Contact VFHY staff if you have any questions -

applications are viewable for Technical Assistance.

Grant System Login

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There is a sticker on the inside of your notebook to place your email address and password.

Agency Screen

EXAMPLE

Uploading Documents Types:

PDF’s, Microsoft Word, Microsoft Excel (link to VFHY web site on application)

Scan From File Fax to File – 20 minutes Save the downloaded form to your computer,

rename, complete. Upload to your application. Only one file per field-accepts large files. New uploads overwrite previous uploads.

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Using the Online System

• Question and Answer Format• Scroll down to respond to questions• Print a hard copy of questions• Complete answers in Word, spell check,

then cut and paste into online proposal

RFP #852P017 Outline(Page 6)

Proposal Summary

I.Organizational and Program History

II.Program Information

III.Evaluation

IV.Budget

V.Appendix

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Component I & Component II(Page 7-8)

Materials Only grants require only Component I•Selection and implementation of a VFHY Compendium Program

Materials & Staffing grants require both Component I AND Component II –•Selection and implementation of a VFHY Compendium Program•Policy, systems or environmental change strategy(ies)

Component IIComponent II

Policy, Systems and Policy, Systems and Environmental Change ActivitiesEnvironmental Change Activities

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Component II Activities

Offerors requesting funds for Staffing and Materials must complete Component II.

Examples of activities are provided by VFHY. Others with policy, systems, environmental change focus may be considered.

A minimum of one activity must be completed per year.

Component II activities should be on their own workplan (Check Component II at top).

Example Activities

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COMPONENT II: Activities to Prevent and Reduce Youth Tobacco Use

Cessation InterventionsActivities to promote tobacco cessation resources

Health Communications InterventionsAwareness activities regarding harmful effects of tobacco

Merchant Education/Youth AccessPromote compliance with Virginia youth access laws

Tobacco and E-Cigarette Free EnvironmentsAwareness activities regarding the hazards of secondhand smoke and environmental impact of cigarette waste (VA Schools must have e-cigarette policies by July 1, 2015)

Others?

VFHY Compendium Program Implementation

Component I

Component I

Must select program from VFHY Compendium of Programs list.

Provide full name of program.

Be sure to select programs that match your targeted youth (age & setting).

Consult with the program vendor for the most up-to-date information.

VFHY Compendium of Programs

• All Stars • Al’s Pals • Botvin Life Skills Training

• HALO (Healthy Alternatives for Little Ones)

• Keepin' It Real • Lead and Seed• Media Detectives • Media Ready • Minnesota Smoking

Prevention Program (MSPP)

• Not on Tobacco (NOT) • PALS: Prevention through Alternative

Learning Styles • Positive Action • Project Alert • Project EX • Project TND • Project TNT • Strengthening Families Program 6-11 • Strengthening Families Program 10-14 • Too Good for Drugs (TGFD)

Compendium Programs

A list of programs are available on the VFHY website

Select the program listed and click to be taken to more specific information

At the end of the description, there are additional links for more specific details

For Example: www.vfhy.org

For technical assistance related to compendium programs, please contact:

Charlie McLaughlin, Jr., VFHY Training and Resource Manager

Phone: 804-786-2279Email: cmclaughlin@vfhy.org

Compendium Programs Technical Assistance

Any questions about the Compendium/Component I &

Component II?

Summary Information

Compendium Program Title(s): Include all programs

Program Summary: Brief synopsis of program plan

Amount Requested: Total requested for 3 years

Program Setting: Drop Down/School, Community, Faith

Geographic Region: Drop Down/North, Central, SEast, SWest

Funding Type: Drop Down/Materials Only, Staffing & Materials

VA State Senate and House Legislative Districts:

•Enter number of the districts, ie: VA Senate: XXX, VA House: XXX

•Information for office location AND program location

Organizational Background

Section I.

Organizational Background

Organizational and Program History: Describe organization’s program history and background and any affiliations with other organizations.

Previous Programs and Outcomes: Describe previous programs with youth with outcome information. Include specific tobacco prevention/cessation programs.

Previous Grants Management: Previous grants management experience including any grant awards from VFHY

(Page 8)

Any questions regarding Section I?

Program Information

Section II.

Program Information Questions(Page 10)

Need and Organizational Response: Adequately describe the need in the community.

Utilize relevant data to support the description of need.

Youth Risk Behavior Surveillance System (YRBSS) www.cdc.gov/yrbs/

Behavioral Risk Factor Surveillance System (BRFSS) www.cdc.gov/brfss

Monitoring The Future www.monitoringthefuture.org

National Data Sources

Virginia Youth Survey www.vfhy.org/dataUPDATE

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

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

Local Risk Behavior Surveys

School Statistical Data (Smoking violations)

Local evaluations & interviews

Virginia & Local Data Sources

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Describe the organization’s ability to address the need

This is a narrative of the workplan strategies and should demonstrate the organization’s ability to adequately address the need as defined by the organization.

Organizational Response, continued

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Program Matrix Implementation Form

Complete matrix form for all three years Provide details of:

Selected program Targeted youth Session Information

Program Implementation Matrix

Name of Organization: _________________________________

YEAR ONE (2015-2016): YEAR TWO (2016-2017) YEAR THREE (2017-2018)

(A) Compendium

(B) Program Setting

(C ) Age/Grade

of Targeted

Youth

(D) # of

Groups

(E) Students

Per Group

(F) Total # of Targeted

Youth

(G) Sessions

Per Group

(H) Session Length

(I) Total # of

Implementation Hours

(D)x(G)x(H)

(J) Session

Frequency

Example: ABC Program

School

10th Grade

3

25

75

15

1 hour (60 min)

3x15x1=45 hours

Once per week for 15 weeks

Example: XYZ Program

Community 9th Grade 5 20 100 40 .25 hours (15 min.)

5x40x.25 = 50 hours 4 times per week for 10 weeks

Total Number of Targeted Youth

Workplan Form(Page 9)

Indicate Component I or Component II, Grant Year and Name of Organization at top.

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

Develop your own measurable objective(s).

Provide detailed strategies that meet objective(s).

Determine appropriate timelines with defined expected outcomes.

Writing Objectives

Goal Provided on VFHY Workplan Form:To prevent the use of tobacco products by youth. OR To provide tobacco-use reduction/cessation programs for youth.

ObjectivesStatements describing the results to be achieved, and the manner in which they will be achieved. You may need multiple objectives to address a single goal.

Offerors must define their own measurable objective(s). Source: Developing Program Goals and Measurable Objectives. cdc.gov

Specific: includes the “who”, “what”, and “where”. Use only one action verb to avoid issues with measuring success.Measurable: focuses on “how much” change is expected.Achievable: realistic given program resources and planned implementation.Relevant: relates directly to program/activity goals.Time-bound: focuses on “when” the objective will be achieved.

Attributes of SMART objectives:

Source: Developing Program Goals and Measurable Objectives. cdc.gov

Objectives can be process or outcome oriented

Process objectives describe the activities/services/strategies that will be delivered as part of implementing the program.

Example of a SMART process objective:By June 29, 2006 (time bound), increase the number of training sessions given for Health Education program partners on “Implementing and Evaluating System Change” (specific & relevant) from 10 to 14 (measurable & achievable).

Outcome objectives specify the intended effect of the program in the target population or end result of a program. The outcome objective focuses on what your target population(s) will know or will be able to do as a result of your program/activity.

Example of a SMART outcome objective:By December 31, 2009 (time bound), increase awareness of the signs and symptoms of stroke and the importance of calling 9-1-1 among African American men in [State] (specific & relevant) from 11% to 15% (Baseline: 2005 BRFSS) (measurable & achievable).

Source: CDC Division for Heart Disease and Stroke Prevention

Objectives are different from listing program activities. Objectives are statements that describe the results to be achieved and help monitor progress towards program goals.

Activities are the actual events that take place as part of the program.

Objectives vs. Activities/Strategies

Resources

CDChttp://www.cdc.gov/healthyyouth/evaluation/pdf/brief3b.pdf

http://www.cdc.gov/healthyyouth/tutorials/writinggoal/page001.htm

Workplan Strategies(Page 9-10)

Strategies include all the activities required to reach the defined objectives.

Strategies are the means for reaching goals and objectives.

Strategies are the road map for your project and serve as a working timeline – it’s The Plan.

States who is responsible, includes timelines and expected outcomes.

Workplan Strategies

Must include statewide and local evaluation activities.

Include Public Relations strategies (ie: press release announcing the grant award).

Include legislative outreach strategies including identifying legislators, completing a legislative contact form, and sending emails/letters.

For Materials & Staffing grants, include Component II Workplan

Recruitment Plan

Describe identification of appropriate target youth

Outreach Efforts

Referral Methods

Ensure ongoing participation

Considering Sustainability

It’s not just more funding.

Consider Other Factors: Organizational Factors (leadership, staff) Individual Factors (attitude, skill) Programmatic, Strategic & Resource Support Sustainability Factors document

Collaborating Agencies & PartnersIdentify all partners and provide a description of roles within the scope of the proposed program.

Staff & ResponsibilitiesList position, title, names (if known) and roles of all staff working on the grant.

Program FidelityIdentify and include fidelity requirements of selected program and describe monitoring activities for compliance.

Section II, Continued

Any questions about Section II?

EVALUATION

Section III.

EvaluationGrantees are required to conduct an evaluation of their funded program(s).

Evaluation StrategiesIndicate activities to be used to evaluate the success of the program(s).

Outcome MeasuresDescribe the outcome measure used to determine the success.

SettingDescribe where evaluation activities take place.

Responsible StaffIndicate staff responsible for implementation of evaluation activities.

Statewide Evaluation: Concept Mapping

Program Coordinators and Instructors complete an online activity that collects information related to the VFHY evaluation goals.

STEP 1: Brainstorm 6-10 statements in response to a prompt (Instructors)

STEP 2: Sort all brainstormed statements (Coordinators)

STEP 3: Rate all brainstormed statements (Instructors and Coordinators)

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2012-2015 Evaluation Goals

Year 1: Determine the characteristics of instructors most effective with engaging youth in tobacco use prevention programs.

Year 2: Determine barriers to tobacco use prevention programming implementation.

Year 3: Determine factors related to sustainability of program interventions.

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Evaluation - Characteristics

• Characteristics such as enthusiasm, authenticity and being genuine were rated as most important to effectively engage students.

• 68% of instructors are satisfied with compendium programs.

• No uniform belief that being aware about youth culture and being creative and innovative are important characteristics of tobacco prevention teachers.

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Evaluation – Youth Findings

70% of youth would enjoy working with others their age to prevent tobacco use

58% of youth know where resources are to help people to not smoke

55% of youth are confident in their ability to convince peers to not smoke

46% tried to convince others to stop smoking

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Evaluation Findings - Barriers

Barriers to providing an effective classroom experience included:

– Classroom management – resources/space– Curriculum implementation –

outdated/boring/wrong age materials– Environmental barriers – acceptance of

smoking/exposure to tobacco use

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Evaluation – Youth & Barriers

Many youth felt they did not learn anything new Youth were aware of the tobacco company tactics

with advertising Youth were able to discuss the health problems and

addictive qualities related to tobacco use Youth felt they might be able to convince peers not

to smoke Youth were not familiar with VFHY

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Section IV.

BUDGET

Budget(Pages 10-12)

Determine separate budgets for each grant year. Utilize form/format provided including defined VFHY

line items categories. One excel document/separate workbooks for each

year. Fill in all required areas on the budget forms. Record any matching resources in the “Match

Contributions” column. Totals for each area will be automatically calculated. Complete each column. Do not overwrite cells that contain formulas.

A narrative description for each line item section will be entered below each line item section. This should include clear justification for the line item as well as any formulas/calculations.

Budget expenditures must correlate with workplan activities.

Relevance – ensure that all budget items correspond to activities described in the proposal.

Budget & Narrative Description

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No Supplanting! VFHY should not be charged for job responsibilities already covered.

VFHY should not be charged for staff already in place to do programming UNLESS:

•Current duties of full-time employees are being shifted and job descriptions are submitted to document the change.

OR

•Current staff are part-time and additional hours are added to conduct grant program(s) only. by other funds.

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Supplanting vs. SupplementingReplace, take the place of (Supplant)

Vs.Add on to, build upon (Supplement)

Example:ABC agency has full-time program staff in their after-school program. This staff does a variety of after-school programming with kids. The new VFHY program doesn’t add time to the staff person – same duties, same time, different program. To receive funds for the staff person already paid would be supplanting and is not allowable.

Fringe benefits cannot exceed 30% of personnel salaries requested from VFHY.

For Materials Only Grants – 5% of the grant coordinator’s salary may be charged to the grant

Ensure that all personnel positions listed are also discussed in the Program Information Section.

Mileage cannot exceed allowable state rate (currently 56 cents per mile). Please use your agency’s mileage rate.

Budget & Narrative Description

Any questions about completing the budget

forms?

Other Costs and Indirect Costs are defined separately. Other Costs include postage, copying, printing Indirect Costs are those portions of items that contribute to daily

functions of the organization (payroll, secretary, human resources, insurance, utilities, etc.). Cannot exceed 10% of VFHY personnel costs!

Costs for Component II activities should be limited and reasonable.

Budget & Narrative Description

VFHY TOBACCO USE PREVENTION PROGRAM BUDGET FORM

ORGANIZATION NAME:

VFHY BUDGET YEAR: 2015-2016

A. PERSONNEL: Staff salary & benefits. Cost for the Supervisor's salary of program staff cannot exceed 5% of Supervisor's salary.Position Title Annual Salary Request from VFHY Match

Contributions/ If Applicable

Totals

$0

$0

$0

$0

$0

$0

Fringe Benefits for Personnel (FICA, Health, etc.) Fringes cannot exceed 30% of the salary amount.

Totals $0 $0 $0

NARRATIVE DESCRIPTION FOR SECTION A. PERSONNEL

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Any questions about completing the budget form?

Section V.Section V.

APPENDIX*Upload additional forms as requested

Appendix

The Appendix includes:

Memorandums of Agreement

Terms & Conditions/Required Statements

Job Descriptions and Resumes

Memorandums of Agreement

Memorandums of Agreement, not letters of support. Memorandums of Agreement must be submitted for all

partners and collaborators. School-based programs require signed MOA’s from

principals and superintendents.

Terms & Conditions/ Required Statements

Read thoroughly.

Enter Authorized Representative’s name as electronic signature.

Job Descriptions and Resumes

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

Provide resumes if you have them.

Closing Thoughts &

Reminders

Submitting the Proposal

Read final proposal carefully. Have someone else review it as well.

Provide all items and provide them in required format. Ensure all required forms are uploaded.

Double check spelling and grammar. Consider writing the proposal in Word, use spell check, then copy and paste into the online system.

Show clear relationship between organizations and within Memorandums of Agreement.

Submit the proposal ON TIME.

Deadline: October 16, 2014, 11:59 p.m.

VFHY staff cannot be reached after 5 p.m. for technical assistance.

Submitting the Proposal

RFP Schedule Release Date – August 13, 2014 Proposals Due – October 16, 2014 Review Dates – Mid November, 2014 VFHY Board of Trustees Meeting – December 4, 2014 Awards Posted on www.vfhy.org – December 5, 2014 Contracts Mailed – January 20, 2015 New Grantee Orientation – May/June, 2015 July 1, 2015 – Grant Period Begins June 30, 2018 – Grant Period Ends

Regional Grants Administrators

Lisa BrownNorth Region703-501-3042

Terri-ann BrownCentral Region804-225-3466

Technical Assistance

Judy LinkSoutheast Region804-642-2418

Jennifer MartinSouthwest Region540-961-8485

Donna L. Gassie, Director of Programs804-225-3619dgassie@vfhy.org

Compendium/Programs:Charlie McLaughlin, Jr.VFHY Training and Resource Manager804-786-2279cmclaughlin@vfhy.org

Technical Assistance

Final Questions?