Substance Abuse Prevention
Program
Request For Proposal
CHP-49791
Kim Fornero, Bureau Chief
November 1, 2 and 3, 2011
Chicago, Bloomington and Mt.
Vernon
Sub-Grants B & C
1
Agenda
 12:30
p.m. - 5:00 p.m.
– Overview of Sub-Grant B-Direct Service
Grant
– Overview of Sub-Grant C-Strategic
Prevention Framework
– Overview of proposal container information
– Overview of proposal submittal process and
deadlines
– Tips for grant-writing
– Q & As
2
FAQs
 All
questions must be submitted on
index cards.
– PLEASE PRINT AND INCLUDE
 Agency
Name
 Date
 Question(s)
 Questions
will be collected by
designated DHS staff
3
FAQs


Question and responses provided at the
Bidders’ Conferences are not considered
valid and official.
All questions and responses will be posted
in writing, via a Frequently Asked
Questions (FAQs) at
http://www.dhs.state.il.us. All questions
and answers posted in the FAQs on the
DHS website are considered valid and
official.
4
Bidders’ Conference Objectives
 Gain
an understanding of the four
different SAPP Sub-Grants
 Provide clarification regarding the
four Sub-Grants
 Increase your knowledge of the RFP
application process
5
Substance Abuse Prevention Program Future Direction
Based on recommendations that
emerged from a site visit from
SAMHSA, the Department will
identify communities based on:
– Presence of youth substance issue
supported by objective data
– Alignment with the State’s established
goals and objectives
– Demonstrated working partnership with
local multi-sector coalition
6
New SAPP System
 The
Department is introducing a new
four-pronged SAPP system
comprised of:
– Sub-Grant A- Local Capacity Building
– Sub-Grant B-Direct Service
– Sub-Grant C-Strategic Prevention
Framework
– Sub-Grant D-State Capacity Building
7
New SAPP System
 The
coordination and collaboration of
the new four sub-grants will:
– Acknowledge varying levels of
community capacity or readiness to
provide services
– Acknowledge the diverse issues and
availability of providers in the
communities
– Sustain the workforce by reducing staff
turnover and creating opportunities for
upward mobility
8
New SAPP System
 The
coordination and collaboration of
the new four sub-grants will:
– Establish clear performance standards,
expectations and accountability
– Use evidence-based substance abuse
prevention approaches
– Support strategic planning process
9
New SAPP System
A
total of 14.6 million will be
awarded per state fiscal year (except
FY12) for all SAPP across all four
Sub-Grants
 Contract may be awarded up to 2.5
years
10
Sub-Grant B
Direct Service (DS)
Grant
11
Sub-Grant B:
Direct Service Grant
 Goal
– To increase the availability of highquality prevention services that have
the greatest potential to impact factors
that contribute to alcohol, tobacco and
other drug (ATOD) consumption and
consequences of 11-18 year olds
12
Sub-Grant B:
Direct Service Grant
 The
maximum award per Direct
Service grantee is not to exceed
$70,000 per FTE and related
expenses
– If applicant proposes to deliver a
communication campaign, additional
resources may be available for
implementation. Applicant may request
additional funding
13
Sub-Grant B:
Direct Service Grant
 Designed
for community service
areas of no smaller than 20,000 to
no longer than 175,000 total
residents
14
Sub-Grant B:
Direct Service Grant
Services to be Performed
 Delivery of Direct Services Targeting
Individuals and Families - Required
 Create or Enhance a Coalition and
Conducting First Three Steps of the
Strategic Prevention Framework Required
 Optional Activities
– Recruitment of schools for participation in the
2012 and 2014 Illinois Youth Survey (IYS)
implementation
– Supplemental activities
15
Sub-Grant B:
Direct Service Grant
 Applicant
delivering direct services
targeting individuals and families
must deliver one or more of the
core Direct Service approaches
– Youth Prevention Education
– Parent/Family Education
– Mentoring
– Communication Campaigns
16
Sub-Grant B:
Direct Service Grant
Youth Prevention Education
 Goal
– To increase prevention-related drug
knowledge and resistance skills,
ultimately enhancing ‘protective factors’
and reversing or reducing ‘risk factors’.
17
Sub-Grant B:
Direct Service Grant
 Effective
program components:
– Social skill development
– Peer and media pressure resistance
– Anti-drug attitudes and norms
– Effective self management skills
18
Sub-Grant B:
Direct Service Grant
 Applicants
may elect to use one or
more curricula
– Evidence-based curricula approved for
use by IDHS
– Based on standards that have been
established by the IDHS for YPE
programs
19
Sub-Grant B:
Direct Service Grant
 See
Attachment 6 for Evidencebased curricula approved by IDHS
 A detailed description of the YPE
standards can be located on pages
37 & 38 of the SAPP RFP
– Applicants must adhere to all of these
standards
20
Sub-Grant B:
Direct Service Grant
Parent/Family Education
21
Sub-Grant B:
Direct Service Grant
 Parent/family
education programs
are designed to:
– Enhance parental engagement
– Equip parents and families with the
information, skills and parenting
strategies to communicate and interact
with their children in ways that promote
healthy lifestyle choices
22
Sub-Grant B:
Direct Service Grant

Applicants may elect to implement either:
– A Department-approved parent and/or family education
curriculum
 See Attachment 6 for Evidence-based curricula
approved by IDHS
– Standards-based parent and/or family education
curriculum
 A detailed description of the parent/family education
standards are located on page 39 of the SAPP RFP.
 Applicants must adhere to all of these standards
23
Sub-Grant B:
Direct Service Grant
Mentoring
24
Sub-Grant B:
Direct Service Grant
 Goal
– To provide youth with the opportunities
and resources for health development
and rational life decision making
25
Sub-Grant B:
Direct Service Grant
 Mentoring
is a structured one-on-one
relationship between an adult (18
years of age or older) and a young
person that focuses on the need of
the mentored participant
26
Sub-Grant B:
Direct Service Grant
A
mentoring relationship should:
– Foster care and support
– Encourage individuals to develop to
their fullest potential
– Be voluntary
27
Sub-Grant B:
Direct Service Grant
 Mentoring
standards for the
‘Planning’ and ‘Implementation’
stages are located on pages 40 & 41
of the SAPP RFP
28
Sub-Grant B:
Direct Service Grant
Communication Campaigns
29
Sub-Grant B:
Direct Service Grant
 Communication
campaigns that are
developed to address ATOD issues a
purposeful promotional strategy to
change:
– Knowledge
– Attitudes
– Behavior
30
Sub-Grant B:
Direct Service Grant
 Social
Norms marketing is an
approach to communication
campaigns that uses various media
channels to correct the
misperceptions by promoting
factually substantiated norms in the
target population.
31
Sub-Grant B:
Direct Service Grant
 Detailed
description of the ‘Planning’
and ‘Implementation’ standards for
Communication Campaigns are
located on pages 42 & 43 of the
SAPP RFP.
32
Sub-Grant B:
Direct Service Grant
Local Coalition
33
Sub-Grant B:
Direct Service Grant
 Grantees
must create and/or
enhance an existing local coalition
and conduct a local needs
assessment in order to develop a
local strategic plan addressing
alcohol, tobacco or other drugs
34
Sub-Grant B:
Direct Service Grant
 Optional
Activities
– Recruitment of schools in the 2012 and
2014 IYS administration
– Supplemental activities
35
Sub-Grant B:
Direct Service Grant
Proposal Content
 Executive Summary
 Agency Qualifications/Organizational
Capacity
 Service Area
 Needs Statement
 Description of Program/Services
 Agency Evaluation and Reporting
 Budget and Budget Narrative
36
Sub-Grant B:
Direct Service Grant

Executive Summary – Not Scored (1 page
maximum)
– Name of Applicant Agency
– Type of grant applied for
– Description of the targeted service area(s);
total number of residents; total number of
school-aged youth 11-18; total number of
schools; and total number of institutions of
higher education (if applicable)
– Type of direct service(s) proposed
– Projected number of recipients served, if
applicable
– Total amount of funds requested
37
Sub-Grant B:
Direct Service Grant

Agency Qualifications/Organizational Capacity 25 points (5 pages maximum)
– Brief description of all of the services provided by your agency
– Description of your agency’s current programs and activities
relevant to the services described in Sub-Grant of RFP
– Describe how your agency is rooted in geographic areayou
propose to serve
– Description of linguistic and cultural competence of the
organization and as it relates to the provision of existing
services
– Provide evidence of your agency’s cultural competence to
serve the service area. Describe how participants receive
effective, understandable and respectful services, provided in
the participant’s preferred language and in a manner sensitive
to cultural beliefs and practices
38
Sub-Grant B:
Direct Service Grant

Agency Qualifications/Organizational Capacity –
Cont’d
– Description of existing linkages with community
resources and services, particularly with organizations
addressing substance abuse treatment, mental health
treatment and other human services not provided by the
applicant agency. Include plan to establish those
linkages, if linkages do not currently exist.
– Any additional information that the applicant feels might
be relevant to a reviewer in determining the agency’s
ability to carry out a quality program
– Organizational chart of the applicant organization (local
program site) showing where the program and its staff
will be placed should be included as Appendix C – DS:
Organizational Chart. If sub-contractors will be used,
include the relationship with those organizations in the
chart.
39
Sub-Grant B:
Direct Service Grant

Agency Qualifications/Organizational Capacity –
Cont’d
– Evidence that the program director is qualified on the
basis of education and experience to direct the program.
Present the resumé of the person who will direct this
program as an attachment labeled Appendix D – DS:
Resumé/Job Description of Project Director. If
that individual has not yet been hired, present the
agency director’s job description as an attachment
labeled Appendix D – DS: Resumé/Job Description
of Project Director.
– Describe strategies used to recruit and retain diverse
personnel that are representative of the proposed
service area
40
Sub-Grant B:
Direct Service Grant

Agency Qualifications/Organizational
Capacity – Cont’d
– Resumés (or job descriptions, if vacant) for all
employee positions (key staff) who will be
funded with this grant, and an indication of the
percent of time those employees will spend in
this program. Include the resumés and/or job
descriptions of key staff in Appendix E – DS:
Resumés/Job Descriptions – Key Staff.
– Describe your procedure for conducting and
maintaining background checks.
41
Sub-Grant B:
Direct Service Grant

Agency Qualifications/Organizational
Capacity – Cont’d
– Past Performance (only completed by SAPP
Comprehensive Grant Program funded during
the last two fiscal years)
 Provide
FY09 and FY10 report information: 4th
quarter On Track hours and the discrepancy between
the number of hours projected and actual number
delivered
 Program Performance Analysis (PPA) results for all
programs rated
– If your agency did not receive a PPA report, indicate
this information in your response
42
Sub-Grant B:
Direct Service Grant

Service Area – Not Scored (3 pages maximum)
–
–
–
–
Geographic boundaries
Type
Setting
Indicate whether your agency owns or rents physical space in
the geographic area and if so, the length of time your agency
has occupied it. Indicate the mileage and travel time between
your agency’s office and the furthest community you intend to
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
area to be served. If applicable, indicate if your agency has
multiple locations. If not, indicate “Not Applicable”.
– Any unique characteristics of the community/ies or populations
you propose to serve, if applicable (i.e. diversity such as age
groups, culture, religion, sexual orientation, etc.).
43
Sub-Grant B:
Direct Service Grant

Needs Statement – 25 points (5 pages maximum)
– For your targeted geographic area, provide data for each
indicator listed below and also include the data source and the
year the data represents.
– Provide for each county, municipality or Chicago Community
Area, if you propose to serve multiple areas. If you propose to
serve multiple areas, also provide the total (combined)
numbers for the following indicators:





Total number of residents
Race/ethnicity of residents
Total number of school-aged youth ages 11-18 and percentage of
students relative to the total number of residents
Race/ethnicity of school-aged youth by school (must be provided
for public schools)
Include relevant data to document whether youth population is
underserved. A population is underserved when there are
insufficient services and resources to meet the level of need or risk
in the community.
44
Sub-Grant B:
Direct Service Grant

Needs Statement – Cont’d
– Use template to prepare a table with
information as indicated regarding schools in
your target geographic area(s).
– Must include all public and private schools
serving 5-12th grade students
– Identify information sources used for Low
Income, Mobility Rate and Enrollment by
Grade
– Note: For private schools, no information is
required for Low Income or Mobility Rate.
45
Sub-Grant B:
Direct Service Grant
Contents of Form/Table
–
–
–
–
School Name
School Type (Public or Private)
Community
Percent Low Income and Source (public
schools only)
– Mobility Rate and Source (public schools only)
– Enrollment by Grade Level and Source
– Total Enrollment: Grades 5-12
46
Sub-Grant B:
Direct Service Grant

Needs Statement – Cont’d
– Provide following information about the
geographic area, if available. For each
indicator, provide the data source and the year
the data represents. Use most recent data
available and the data that best represent your
geographic area. Self reported survey results
must have been compiled within the past four
years (2006).
 Critical
incidents involving alcohol, tobacco and/or
other drugs
 Youth substance abuse use data/trends compared
against state rates
 Data related to school settings (i.e. alcohol, tobacco
or other drug related school expulsions suspensions)
47
Sub-Grant B:
Direct Service Grant
Description of Programs/Services – 35
points (20 pages maximum)
48
Sub-Grant B:
Direct Service Grant


Youth Prevention Education
Applicants must submit:
– Detailed description of the approved YPE or standards-based
curriculum you intend to use



Indicate whether you will be using a standards-based or
Department-approved curriculum and the population served by
each curriculum (universal or selected)
Provide a rationale for the selection of the curriculum (e.g. suitable
for the population, mobility rates, etc.)
Provide a plan for unanticipated implementation issues (e.g. snow
days)
– If you proposed Department-approved curriculum, provide
rationale for any anticipated adaptations to the original
curriculum.


Adaptations that would significantly reduce exposure to or content
of tested program will result in lower score.
Indicate “no planned adaptations” if no proposed adaptations will
be made
49
Sub-Grant B:
Direct Service Grant
 Youth
Prevention Education – Cont’d
– If proposing a standards-based
curriculum, describe how your
curriculum addresses each standard
(see pages 37 & 38)
– Include a copy of your agency and a
copy of the curriculum in Appendix F –
DS: Agency’s standards-based
curriculum – Youth Prevention
Education
50
Sub-Grant B:
Direct Service Grant
 Youth
Prevention Education – Cont’d
Use YPE Education Implementation Table
(pg. 50)
 If
the school mobility rate in any of your
proposed delivery school exceeds 25%,
describe how you will ensure youth will
received the number of core and booster
sessions prescribed by the curriculum
51
Sub-Grant B:
Direct Service Grant

Youth Prevention Education – Cont’d
Submit Letters of Commitment if services are to be
delivered in a school or community-based setting

On the School or Agency’s letterhead and signed by a
community-based agency’s Executive Director or school
administrator/official, must include the following content:
– Acknowledge their commitment to support your agency’s
delivery of the proposed YPE curriculum, core and booster
sessions to be administered in future years
– Name of the curriculum
– Grade level(s) targeted for the core sessions
– The number of sessions in the core curriculum
– The length of the sessions, in minutes
– The number of classes, by grade level
All Letters of Commitment – Youth Prevention Education
should be presented in Appendix G – DS: Letters of
Commitment – Youth Prevention Education
52
Sub-Grant B:
Direct Service Grant


Parent/Family Education
Applicants must submit:
– Detailed description of the Department-approved
parent/family education curriculum or standards-based
curriculum intended to use




Indicate name and type of curriculum (standards-based or
Department-approved)
If proposing Department-approved curriculum, provide a
rationale any anticipated adaptations. Include information
regarding additions, deletions or revisions.
Adaptations that would significantly reduce exposure to or
content of tested program will result in lower score.
Indicate “no planned adaptations” if no proposed
adaptations will be made
53
Sub-Grant B:
Direct Service Grant

Parent/Family Education – Cont’d
– If proposing a standards-based curriculum,
indicate whether the curriculum is developed
or will be developed. Describe how your
curriculum addresses each standard (see page
39)
– Include a copy of your agency and a copy of
the curriculum in Appendix H – DS:
Agency’s standards-based curriculum –
Parent/Family Education
54
Sub-Grant B:
Direct Service Grant

Parent/Family Education – Cont’d
– Use the Parent/Family Education Table
 Site
 Groups
to be Served and Number per Group
 Number of Sessions
 Session Length (minutes)
 Session Frequency
– Develop a written recruitment and retention
plan that identifies and addresses barriers to
program participation
55
Sub-Grant B:
Direct Service Grant

Parent/Family Education – Cont’d
– Submit Letters of Commitment of services that will be
provided in community-based sites
– On agency’s letterhead, need to include the following
content:





Acknowledge their commitment to support your agency’s
delivery of the proposed parent/family curriculum
Name of the curriculum
Population (universal only)
The number of sessions in the curriculum
The length of the session (in minutes)
All Letters of Commitment – Parent/Family Education
should be presented in Appendix I – DS: Letters of
Commitment – Parent/Family Education
56
Sub-Grant B:
Direct Service Grant


Mentoring
Applicants must submit:
– Detailed narrative description of the Mentoring program
including:





Determination if program will be initiated at the Planning or
Implementation Phase and basis for that decision
Setting: school, community-based or both
Grade levels of youth to be served
Number of youth to be served (mentored) per fiscal year
For the phase selected (Planning or Implementation),
description how your agency will address the established
standard in that phases.
– If you propose to begin in the Implementation phase, describe
how your agency has already addressed each of the Planning
phase standards
57
Sub-Grant B:
Direct Service Grant
Mentoring – Cont’d
 Letters of Commitment if proposing
services in a school and or communitybased site.

– On the agency’s letterhead, Letters of
Commitment should include:
– Acknowledgement of their commitment to support your
agency’s delivery of a mentoring program
– Statement that they have read the Mentoring
standards and adhere to any standard they may be
responsible for
All Letter of Commitment – Mentoring should be
presented in Appendix J – DS: Letters of
Commitment - Mentoring
58
Sub-Grant B:
Direct Service Grant
 Communication
Campaigns
 Applicants must submit:
– Detailed narrative description of the
communication campaign you intend to
implement.
 Specify
whether your campaign will be a
general communication campaign or social
norms campaign and the basis for that
decision
– Identification of target population
59
Sub-Grant B:
Direct Service Grant
Communication Campaigns – Cont’d
 Department standards (see pg. 42-44)

 State
if you will initiate at the Planning or
Implementation Phase and basis for that decision
 Describe how each standard will be addressed
– If you propose to begin in the Implementation phase,
describe how your agency has already addressed each
of the Planning phase standards
 Baseline
data must be less than two years old during
Planning or Implementation and should be cited in
your program narrative
60
Sub-Grant B:
Direct Service Grant
Communication Campaigns – Cont’d
 Letters of Commitment from each school
 At minimum, the letter, on the school’s
letterhead, needs to include:

– Acknowledge their commitment to support
your agency’s delivery of a communication
campaign
– Willingness to collect data
– Willingness to promote the messages
developed
61
Sub-Grant B:
Direct Service Grant
Communication Campaigns – Cont’d
 Present information in table format (see
template for Communication Campaign
Planning and Implementation Table)

–
–
–
–
–
School/Site
Grade or age levels
Type of campaign
Proposed phase to begin
Implementation frequency
62
Sub-Grant B:
Direct Service Grant
 Communication
Campaigns – Cont’d
 All Letters of Commitment –
Communication Campaign should be
presented in Appendix K – DS:
Letters of Commitment –
Communication Campaign
63
Sub-Grant B:
Direct Service Grant
 Create
or Enhance a Local Coalition
 All applicants must:
– Provide a detailed narrative about
developing or enhancing a substance
abuse prevention coalition in your
community
– Specify whether you will develop or
enhance a coalition and the basis for
that decision
64
Sub-Grant B:
Direct Service Grant


Create or Enhance a Local Coalition – Cont’d
If you propose to enhance an existing coalition,
provider the additional information:
– Name of coalition
– Total number of coalition members and the number of
sectors on the coalition
– List of coalition members (one person can only represent
one sector)
– A plan for recruiting missing coalition sectors
– Month and year coalition was established
– Mission and/or vision of the coalition
– Organizational structure of the coalition, if applicable,
identify the sub-committee and their purpose
– Summary of coalition accomplishments to date
65
Sub-Grant B:
Direct Service Grant
Create or Enhance a Local Coalition –
Cont’d
 If you propose to develop a new coalition,
you must provide following information:

– Specify the name, title and sector of the
stakeholders and organizations interested in
serving on your coalition
– Nature of the relationship with your agency
– Number of years the relationship has been in
place
 Please
note that the coalition may not be the
agency’s board of directors
66
Sub-Grant B:
Direct Service Grant



Create or Enhance a Local Coalition –Cont’d
All applicants must submit, signed dated Letters
of Commitment from key stakeholder in the
geographic area.
Letters must be signed on the agency’s
letterhead, with the exception of parents,
residents and youth who are not affiliated with an
organization with following content:
– Commitment to participate on the coalition and develop
its capacity
– Statement of openness to engaging in strategic planning
–
Letters of Commitment should be presented in
Appendix L – DS: Letters of Commitment Coalition
67
Sub-Grant B:
Direct Service Grant
 Optional
Activities
 If you plan to implement any
optional activities, provide a detailed
narrative that includes:
– Identify the type of service and how you
intend to provide them
68
Sub-Grant B:
Direct Service Grant

Optional Activities – Cont’d
– For non-school based supplemental services, identify
and describe the service










Identify the type of activity
Number of sessions
Length of sessions
Number of weeks the program will operate
Age group to be served
Projected number of youth to be served
Settings where the services will be delivered
Identify any community partners that will assist, describe
their role
Identify how youth will be recruited and retained
Identify how the services will be linguistically and culturally
appropriate
69
Sub-Grant B:
Direct Service Grant
 Optional
Activities – Cont’d
 For IYS recruitment, list the schools
with grades 6, 8, 10 and 12 in your
service area and designate those
that participated in the IYS in 2008
or 2010
– Identify a plan to recruit additional
schools in the area to participate in the
2012 administration of the IYS
70
Sub-Grant B:
Direct Service Grant
Total Number of Participants Served
 Present information in a table format (see
Direct Service Grant Summary Table)
 Present a summary for each of the
proposed approaches
 For Column 3, Part II, H3 – Service Area,
to obtain information about the total
number of youth in the geographic area
 See page 57

71
Sub-Grant B:
Direct Service Grant

Agency Evaluation and Reporting – 5
points (3 pages maximum)
– Describe the ways your agency organizes and
maintains process data (i.e. rosters,
satisfaction surveys, content logs)
– Describe your capacity to summarize, report
and use process data for program planning
improvement, revision or elimination
– Describe how you have shared information
with community stakeholders, institutions and
community representatives for planning and
evaluation purposes
72
Sub-Grant B:
Direct Service Grant





Budget & Budget Narrative – 10 points (4 pages
maximum for Budget Narrative)
Budget & Budget Narrative should reflect 12
month time period
Complete “Detailed Budget Financial Report
Expanded Rows and Columns Updated 9/20/11”
found on DHS website
Provide a budget narrative which describes how
appropriate resources and personnel have been
allocated
Provide calculations to demonstrate how you
arrived at amounts
Budget narrative in a format of your choice
73
Sub-Grant B:
Direct Service Grant


Budget & Budget Narrative – Cont’d
Clearly identify one-time staff training and start-up
Funds must be allocated for:
– One required one-day orientation meeting
– One new two-day new workers training
– Six required training programs
– Assume trainings will be held in central IL, over two-day
period and project staff must attend
Funds may be allocated for:
– CADCA membership
– CADCA Mid-Year Leadership and/or National Leadership
Forum (at least one staff member and one coalition
member)
– Up to $10,000 for communication campaigns
74
Sub-Grant B:
Direct Service Grant
Budget & Budget Narrative – Cont’d
 Any sub-contractual agreements
must be included in the budget and
budget narrative and include the
amount and nature of the work to be
performed
 No more that 15% of funds may be
used for Optional Activities
75
Sub-Grant B:
Direct Service Grant


Budget & Budget Narrative – Cont’d
In budget narrative, present information in table
format (see Direct Service Grant – Cost Per
Participant – All Sites, page 60)
For Column 5, see your budget to obtain
information for the amount of funds dedicated to
each approach to calculate the percentage of
funds dedicated
– Total devoted to each approach/total amount requested
= percent of funds dedicated to the approach

For Column 6, provide the cost per participant by
approach
– Divide the # of youth or adults to be served by the total
amount of funds dedicated to the approach
76
Sub-Grant B:
Direct Service Grant

Applicants will be evaluated on the following
criteria:
Agency Qualification
25 pts
Needs Statement
25 pts
Description of Program/Services
35 pts
Evaluation
5 pts
Budget
10 pts
Total
100 pts
77
Sub-Grant B:
Direct Service Grant
Proposal Container and Format
Requirements
 Entire application must be sequentially
page numbered, beginning with cover
letter.
 Hand-numbering is acceptable.
 Appendices must be clearly separated with
cover sheet for each appendix labeled with
the appropriate appendix letter and name.
78
Sub-Grant B:
Direct Service Grant
Proposal Container and Format Requirements



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
on letterhead and stationary for letters of commitment
Program narrative must be typed, single-spaced, on one
side of page, with 1 inch margins on all sides
Program narrative includes the following sections:
– H2 – Agency Qualifications/Organizational Capacity
– H3 – Service Area
– H4 – Needs Statement
– H5 – Description of Program/Services
– H6 – Agency Evaluation and Reporting
TOTAL page limitations for the program narrative: 36
79
Sub-Grant B:
Direct Service
DS Proposal Content Checklist
 Applicant
 Service Area
 Plan: ____ of ____
 Review page 98 – Proposal should
contain the information in this order
80
Questions and
Answers
81
Sub-Grant C
Strategic Prevention
Framework (SPF)
82
Sub-Grant C:
Strategic Prevention Framework
 Goal
– To reduce consumption of,
consequences from and contributing
factors to alcohol, tobacco, marijuana
and prescription drug misuse/abuse
among 11-20 year olds in a targeted
geographic community by following the
Strategic Prevention Framework (SPF).
83
Sub-Grant C:
Strategic Prevention Framework
 The
SPF is a structured planning
process that can be applied to
prevention systems at both the state
and local level
 SPF process is an effective way for
coalitions to address substance
abuse issues within a community
 SPF provides structure for coalitions
to identify most pressing substance
abuse problems in their community
84
Sub-Grant C:
Strategic Prevention Framework
 SPF
uses a data driven approach to
understand the most pressing
community issues
– Who is affected most by the problems
– Why the problems are happening
(contributing factors or intervening
variables)
– What programs, practices and policies
are most effective in addressing these
problems and contributing factors
85
Sub-Grant C:
Strategic Prevention Framework
 Strategic
Prevention Framework Five Step Process:
– Assessment
– Capacity Building
– Planning
– Implementation
– Evaluation
Within each step, there is a focus on
both cultural competence and
sustainability
86
Sub-Grant C-Strategic Prevention
Framework
 The
goal is always community-level
change in substance use
consumption patterns and
consequences.
87
Sub-Grant C:
Strategic Prevention Framework
Grants for SPF are allowed $75,000 for a
Project Coordinator (FTE) and associated
expenses.
 Up to $75,000 for additional resources for
implementation of evidence-based
prevention services may be available in
FY13.
 No more than $150,000 will be awarded to
any applicant.
 Current Partnerships for Success grantees
are not eligible for the SPF grant program
in their PFS service area.

88
Sub-Grant C:
Strategic Prevention Framework
SPF grant will support ‘universal’ and
‘selected’ serving youth ages 11-20 and
their families, school and communities.
 Service area must be no smaller the
20,000 and no larger than 175,000 total
residents.
 An applicant may submit multiple SubGrant C plans.
 Each plan, must adhere to the
requirements for Sub-Grant C including
target population size.

89
Sub-Grant C:
Strategic Prevention Framework
 Additional
information regarding the
SPF process can be located at:
www.prevention.samhsa.gov/about/spf.
aspx
90
Sub-Grant C:
Strategic Prevention Framework

Grantees must:
– Partner and work with a multi-sector coalition
that has been in existence for at least 1 year
– Submit present local self-report and other data
to justify need
– Implement evidence-based services using the
SPF
– Providers and their coalitions will be expected
to start at the Assessment Phase
 Illinois
Youth Survey or Core/National College Health
Survey participation is required from at least 50% of
the schools and/or students
91
Sub-Grant C:
Strategic Prevention Framework

Eligible for a SPF grant, applicant must:
– Partner with an existing coalition that has been in existence for
at least 12 months
– Coalition must be comprised of at least 8 of the 12 sectors:












Youth
Parents
Business
Media
School
Youth-serving Organization
Law enforcement
Faith-based Organization
Civic/Volunteer Groups
Health care
Local government
Other organizations involved in reducing substance abuse
92
Sub-Grant C-Strategic Prevention
Framework
 Important
Information
– Current Partnership for Success
grantees are not eligible for the SPF
grant.
– Applicants for the SPF grant are not
eligible to receive a Local Capacity
Grant.
– Applicant may submit multiple SubGrant C plans.
93
Sub-Grant C:
Strategic Prevention Framework
Proposal Content
 Executive Summary
 Agency Qualifications/Organizational
Capacity
 Service Area
 Needs Statement
 Description of Program/Services
 Agency Evaluation and Reporting
 Budget and Budget Narrative
94
Sub-Grant C:
Strategic Prevention Framework

Executive Summary – Not Scored (1 page
maximum)
–
–
–
–
Name of Applicant Organization
Name of Coalition
Type of grant applied for
Service area include the county(s),
municipality(s) and Chicago Community
Area(s), the setting, total number of residents;
total number of school-aged youth 11-20; total
number of schools; total number of institutions
of higher education (if applicable)
– Total amount of funds requested
95
Sub-Grant C:
Strategic Prevention Framework

Agency Qualifications/Organizational
Capacity - 25 points (5 pages maximum)
– Brief description of all of the services provided by your agency
– Description of your agency’s current programs and activities
relevant to the services described in Sub-Grant of RFP
– Describe how your agency is rooted in geographic areayou
propose to serve
– Description of linguistic and cultural competence of the
organization and as it relates to the provision of existing
services
– Provide evidence of your agency’s cultural competence to
serve the service area. Describe how participants receive
effective, understandable and respectful services, provided in
the participant’s preferred language and in a manner sensitive
to cultural beliefs and practices
96
Sub-Grant C:
Strategic Prevention Framework

Agency Qualifications/Organizational Capacity –
Cont’d
– Description of existing linkages with community
resources and services, particularly with organizations
addressing substance abuse treatment, mental health
treatment and other human services not provided by the
applicant agency. Include plan to establish those
linkages, if linkages do not currently exist.
– Any additional information that the applicant feels might
be relevant to a reviewer in determining the agency’s
ability to carry out a quality program
– Organizational chart of the applicant organization (local
program site) showing where the program and its staff
will be placed should be included as Appendix C – SPF:
Organizational Chart. If sub-contractors will be used,
include the relationship with those organizations in the
chart.
97
Sub-Grant C:
Strategic Prevention Framework

Agency Qualifications/Organizational
Capacity – Cont’d
– Evidence that the program director is qualified
on the basis of education and experience to
direct the program. Present the resumé of the
person who will direct this program as an
attachment labeled Appendix D – SPF:
Resumé/Job Description of Project
Director. If that individual has not yet been
hired, present the agency director’s job
description as an attachment labeled
Appendix D – SPF: Resumé/Job
Description of Project Director.
– Describe strategies used to recruit and retain
diverse personnel that are representative of
the proposed service area
98
Sub-Grant C:
Strategic Prevention Framework

Agency Qualifications/Organizational
Capacity – Cont’d
– Resumés (or job descriptions, if vacant) for all
employee positions (key staff) who will be
funded with this grant, and an indication of the
percent of time those employees will spend in
this program. Include the resumés and/or job
descriptions of key staff in Appendix E – SPF:
Resumés/Job Descriptions – Key Staff.
– Describe your procedure for conducting and
maintaining background checks.
99
Sub-Grant C:
Strategic Prevention Framework

Agency Qualifications/Organizational
Capacity – Cont’d
– Past Performance (only completed by SAPP
Comprehensive Grant Program funded during
the last two fiscal years)
 Provide
FY09 and FY10 report information: 4th
quarter On Track hours and the discrepancy between
the number of hours projected and actual number
delivered
 Program Performance Analysis (PPA) results for all
programs rated
– If your agency did not receive a PPA report, indicate
this information in your response
100
Sub-Grant C:
Strategic Prevention Framework

Service Area – Not Scored (3 pages maximum)
–
–
–
–
Geographic boundaries
Type
Setting
Indicate whether your agency owns or rents physical
space in the geographic area and if so, the length of
time your agency has occupied it. Indicate the mileage
and travel time between your agency’s office and the
furthest community you intend to 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 area to
be served. If applicable, indicate if your agency has
multiple locations. If not, indicate “Not Applicable”.
– Any unique characteristics of the community/ies or
populations you propose to serve, if applicable (i.e.
diversity such as age groups, culture, religion, sexual
orientation, etc.).
101
Sub-Grant C:
Strategic Prevention Framework

Needs Statement – 25 points (5 pages maximum)
– For your targeted geographic area, provide data for each
indicator listed below and also include the data source and the
year the data represents.
– Provide for each county, municipality or Chicago Community
Area, if you propose to serve multiple areas. If you propose to
serve multiple areas, also provide the total (combined)
numbers for the following indicators:






Total number of residents
Race/ethnicity of residents
Total number of school-aged youth ages 11-18 and percentage of
students relative to the total number of residents
Race/ethnicity of school-aged youth by school (must be provided
for public schools)
Include relevant data to document whether youth population is
underserved. A population is underserved when there are
insufficient services and resources to meet the level of need or risk
in the community.
Socio-economic status
102
Sub-Grant C:
Strategic Prevention Framework

Needs Statement – Cont’d
– Use template to prepare a table with
information as indicated regarding schools in
your target geographic area(s).
– Must include all public and private schools
serving 5-12th grade students
– Identify the information sources used for the
information in the table
– Identify information sources used for Low
Income, Mobility Rate and Enrollment by
Grade
– Note: For private schools, no information is
required for Low Income or Mobility Rate.
103
Sub-Grant C:
Strategic Prevention Framework

Needs Statement – Cont’d
School Demographic Table
–
–
–
–
–
–
School Name
School Type (Public or Private)
Community and County
Low Income and Source (public schools only)
Mobility Rate and Source (public schools only)
Enrollment by Grade Level for Grades 5-12th
only and Source
– Total Enrollment across Grades 5-12th
104
Sub-Grant C:
Strategic Prevention Framework


Needs Statement – Cont’d
If you plan to target a college student population,
provide the following information about the public
and private institutions of higher education in
your targeted area:
–
–
–
–
–
–
Name of institution of higher education
Type of school
Characterize the school: commuter or campus
Total number of students under the age of 21
Total number of students
Total number of institutions of higher education in your
geographic area
– Identify the source used to report information
105
Sub-Grant C:
Strategic Prevention Framework

Needs Statement – Cont’d
– Provide following information about the geographic area,
if available. For each indicator, provide the data source
and the year the data represents. Use most recent data
available and the data that best represent your
geographic area. Self reported survey results must not
be older than 2006.




Youth substance abuse use data/trends compared against
state rates
Youth substance abuse contributing factors (e.g. retail and
social access indicators, norms, attitudes, parent
communication, etc.)
Data related to school settings (i.e. alcohol, tobacco or
other drug related school expulsions suspensions)
Data related to the community (i.e. number of alcohol
related fatalities and deaths, number of zero tolerance
violations, number of false identification violations, number
of vendors that failed compliance checks, etc.)
106
Sub-Grant C:
Strategic Prevention Framework
 Description
of Program/Services – 35
points (10 pages maximum)
– Provide a narrative that includes the
following information regarding your
coalition and the geographic area
selected by your agency in partnership
with your coalition.
– The coalition must address alcohol,
tobacco or other drugs as an area of
focus.
– A coalition or a sub-committee may not
be the agency’s board of directors.
107
Sub-Grant C:
Strategic Prevention Framework
 Description
Cont’d
of Program/Services –
– Name of the coalition
– Total number of coalition members or
the total number of sub-committee
members
– A list of the coalition members
 Name
of the member
 Organization the member represents
 Sector
108
Sub-Grant C:
Strategic Prevention Framework
 Description
Cont’d
of Program/Services –
– Month and year coalition was
established
– Organizational structure, if applicable,
identify the sub-committees and their
purpose



Identify the priority substance
Provide a summary of the coalition’s accomplishments to
date. Describe the types of activities or work conducted by
the coalition.
Provide information regarding readiness of the coalition to
109
adopt work associated with the SPF
Sub-Grant C:
Strategic Prevention Framework

Description of Program/Services – Cont’d
– See page 72



Assessment
Capacity Building
Planning
– Letter of Commitment is required from the chair of the
coalition.

If the chair is an employee of your agency, the Letter of
Commitment must be signed by another member of the
coalition, preferably a co-chair or member of the executive
committee
Letter of Commitment – SPF Coalition should be
presented in Appendix F – SPF: Letter of
Commitment – SPF Coalition
110
Sub-Grant C:
Strategic Prevention Framework

Description of Program/Services – Cont’d
– Applicants must demonstrate local
commitment to participating in IYS and/or the
Core Survey (or National College Health
Assessment Survey) data of Spring 2012 by
submitting Letters of Commitment from
participating institutions.
– If your agency plans to serve youth in both
age categories, you must present information
for both School-aged Youth and College
Students.
111
Sub-Grant C:
Strategic Prevention Framework

Description of Program/Services – Cont’d
– Applicants proposing to serve school-aged
youth 11-18 years of age must obtain Letter of
Commitment from public and private schools in
the target area serving 6th, 8th, 10th and 12th
grades
– Commitment from private schools is required
only if the majority of youth in the target area
(50% or over) attend private schools
112
Sub-Grant C:
Strategic Prevention Framework
 Description
Cont’d
of Program/Services –
– Letter on school’s letterhead and signed
by school principal, should include:
 Name
of the survey (IYS)
 Year the survey will be administered
 Grades housed in the building
 Stated commitment to administer the
survey with grades housed in the building
113
Sub-Grant C:
Strategic Prevention Framework


Description of Program/Services – Cont’d
If you plan to proposing to serve college student
population, aged 18-20 years of age, must obtain Letters of
Commitment from institutions of higher education in your
targeted area. The letter, on the school’s letterhead and
signed by the representative from the institution, needs to
include the following content:
– Name of the survey
– Year the survey will be administered
– Stated commitment to administer the survey with the grades
housed in the building
All Letters of Commitment – IYS, Core/Assessment should
be presented in Appendix G – SPF: Letters of
Commitment – IYS, Core/Assessment
114
Sub-Grant C:
Strategic Prevention Framework
 Description
of Program/Services –
Cont’d
 Calculating Participation Rate
– Divide the number of schools that have
provided letters of commitment to
participate in the survey in 2012 by the
total number of schools in your
geographic area
– SPF applicants must demonstrate
commitment of 50% of the schools
115
Sub-Grant C:
Strategic Prevention Framework

Agency Evaluation and Reporting – 5
points (3 pages maximum)
– Describe the ways your agency organizes and
maintains process data (i.e. rosters,
satisfaction surveys, content logs)
– Describe your capacity to summarize, report
and use process data for program planning
improvement, revision or elimination
– Describe how you have shared information
with community stakeholders, institutions and
community representatives for planning and
evaluation purposes
116
Sub-Grant C:
Strategic Prevention Framework





Budget & Budget Narrative – 10 points (4 pages
maximum for Budget Narrative)
Budget & Budget Narrative should reflect 12
month time period
Complete “Detailed Budget Financial Report
Expanded Rows and Columns Updated 9/20/11”
found on DHS website
Provide a budget narrative which describes how
appropriate resources and personnel have been
allocated
Provide calculations to demonstrate how you
arrived at amounts
Budget narrative in a format of your choice
117
Sub-Grant C:
Strategic Prevention Framework



Budget & Budget Narrative – Cont’d
Applicants’ budgets cannot exceed $75,000
Reasonable start-up allowed
Funds must be allocated for:
– One required one-day orientation meeting
– Six required training programs
– Assume trainings will be held in central IL, over two-day
period and project staff must attend
– CADCA membership
– CADCA Mid-Year Leadership and/or National Leadership
Forum (at least one staff member and one coalition
member)
– If alcohol is a priority, applicant must attend National
Enforcing Underage Drinking Laws National Conference
(at least one staff member and one coalition member)
118
Sub-Grant C:
Strategic Prevention Framework
 Applications
will be evaluated on the
following criteria:
Agency Qualifications
Needs Statement
Description of Program/Services
Evaluation
Budget
Total
Bonus (Underage Drinking Focus)
25 pts
25 pts
35 pts
5 pts
10 pts
100 pts
5 pts
119
Sub-Grant C:
Strategic Prevention Framework
Proposal Container and Format
Requirements
 Entire application must be sequentially
page numbered, beginning with cover
letter.
 Hand-numbering is acceptable.
 Appendices must be clearly separated with
cover sheet for each appendix labeled with
the appropriate appendix letter and name.
120
Sub-Grant C:
Strategic Prevention Framework
Proposal Container and Format Requirements



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
on letterhead and stationary for letters of commitment
Program narrative must be typed, single-spaced, on one
side of page, with 1 inch margins on all sides
Program narrative includes the following sections:
– H2 – Agency Qualifications/Organizational Capacity
– H3 – Service Area
– H4 – Needs Statement
– H5 – Description of Program/Services
– H6 – Agency Evaluation and Reporting
TOTAL page limitations for the program narrative: 26
121
Sub-Grant C:
Strategic Prevention Framework
SPF Proposal Content Checklist
 Applicant
 Service Area
 Plan: ____ of ____
 Review page 99 – Proposal should
contain the information in this order
122
Important RFP Information
 RFP
may be viewed and/or
downloaded at
http://www.dhs.state.il.us/page.aspx
?item=57432
123
Important RFP Information
 The
final deadline to submit any
written questions regarding the SAPP
RFP is 12:00 p.m. on November 14,
2011.
 Please submit all questions in
writing, via email to
DHS.DCHP-SAPPRFP@Illinois.Gov
124
Important RFP Information
 Proposals
must be received no later
than 1:00 p.m. on November 18,
2011.
 Must submit 1 original and 5 copies
of the proposal.
 The Department will not accept
applications submitted by email, disk
or by fax.
 Late proposals will not be considered
and will automatically be disqualified.
125
Important RFP Information
 Mail
completed proposals to:
– Illinois Department of Human Services
Bureau of Community Based and
Primary Prevention
401 S. Clinton, 4th Floor
Chicago, Il 60607
Attention: Kimberly Fornero/SAPP
Procurement #CHP 49791
126
Grant Writing Tips
Be clear and succinct. Reviewers are not
interested in jargon, acronyms,
boilerplate, rhetoric, or exaggeration.
They are interested in learning precisely
what you intend to do, and how your
project responds to the criteria presented.
 Use clear headers. The narrative is singlespaced and a large amount of text. To
assure completeness and ease of review,
follow guidance regarding the use of
headings under H. Proposal Content in
each sub-grant.

127
Grant Writing Tips



Answer all questions and submit information requested in
appendices and attachments. The RFP contains a number
of items: narratives, forms that need to be completed and
lots of attachments. Be sure to respond to all information
requested. Be sure to label the appendices in accordance
with guidance and include other required forms and
attachments.
Don’t make assumptions. Even if you have received
funding from the Department/Division in the past, do not
assume your reviewers know anything about you or your
program.
Use one or two impartial proofreader(s). Before you submit
your proposal, let someone who is completely unfamiliar
with your project read the RFP and then read and critique
your proposal. Find someone else in your agency that will
check your proposal to ensure it meets all of the
specifications in regards to Proposal Container and Format
Requirements and Proposal Content Checklists.
128
Questions and
Answers
129