HIV Prevention with Positives Project Grant
REQUEST FOR PROPOSALS
NOTICE OF INTENT DUE APRIL 21, 2017
SUBMISSION OF FULL PROPOSALS DUE MAY 3, 2017
Minnesota Department of Health
STD, HIV and TB Section
[email protected]
April 4, 2017
To obtain this information in a different format, call: 651-201-4038
STD, HIV AND TB SECTION
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Table of Contents
Part I: Introduction ................................................................................................................ 3
Prevention with Positives (PWP) Request for Proposals (RFP) Timeline............................ 3
Background ......................................................................................................................... 3
Purpose ............................................................................................................................... 3
Project Overview................................................................................................................. 4
Priority Population .............................................................................................................. 5
Geographical Areas – Metro and Greater Minnesota ........................................................ 5
Funding Availability ............................................................................................................. 6
Eligible Applicants ............................................................................................................... 6
Part II: Scope of Work ............................................................................................................ 7
Face-to-Face Peer Support Program................................................................................... 7
Online Peer Support Program ............................................................................................. 8
Evaluation Tasks .................................................................................................................. 8
Part III. Key Dates and Questions ........................................................................................... 9
Pre-Proposal Webinar ......................................................................................................... 9
Notice of Intent ................................................................................................................... 9
Proposal Due Date .............................................................................................................. 9
Questions .......................................................................................................................... 10
Part IV. Program Information............................................................................................... 11
Expectations of Applicants................................................................................................ 11
What MDH will do for you ................................................................................................ 11
Award Notification ............................................................................................................ 12
Disclaimer.......................................................................................................................... 13
Conflicts of Interest........................................................................................................... 13
Proposal Contents ............................................................................................................. 13
Disposition of Responses .................................................................................................. 13
Sample Grant Contract Terms and Conditions ................................................................. 14
Part V. Proposal Review and Selection Process .................................................................... 15
Phase I Review .................................................................................................................. 15
Phase II Review ................................................................................................................. 15
Phase III Review ................................................................................................................ 15
Due Diligence Review........................................................................................................ 15
Part VI. Proposal Evaluation and Selection Process .............................................................. 16
Part VII. Response Components of the Proposal ................................................................... 17
Instructions for Proposal Submission ............................................................................... 17
Format and Style Requirements ....................................................................................... 17
Response Content ............................................................................................................. 18
Steps in Developing the Proposal ..................................................................................... 18
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Part I: Introduction
Prevention with Positives (PWP) Request for Proposals (RFP) Timeline
RFP Issuance Date
Applicant Conference Webinar
Notice of Intent due
Proposal Questions Accepted Though
Submission of Full Proposals Due
Announcement of funding Decisions
Grant Contract Negotiation begin
Grant Agreement Period Begins
April 4, 2017
April 18, 2017
April 21, 2017
April 26, 2017
May 3, 2017
June 16, 2017
June 19, 2017
July 1, 2017
Background
The Human Immunodeficiency Virus (HIV) that causes Acquired Immune Deficiency Syndrome (AIDS)
remains a persistent public health issue, both in Minnesota and the United States. Since the Minnesota
Department of Health (MDH) began collecting data on HIV/AIDS, the number of living cases in the state
has steadily increased. As of December 31, 2015, there were 8,215 persons believed to be living with
HIV/AIDS in Minnesota. Male to male sexual contact remains the leading risk factor for HIV transmission,
making up 50% of living cases in 2015. Among newly reported HIV infections in 2015 compared to 2014,
there was a 24% increase in 20 to 29 year-olds, an 86% increase in injection drug users (IDUs), and 58% of
newly reported infections were among Minnesotans of color. Since MDH began calculating the HIV care
continuum with mandated CD4/VL reporting in 2011, retention in care and viral suppression percentages
have remained stable at around 70% and 62%, respectively. The 30% of reported infections believed to
be out of care are a focus of MDH’s Data2Care activities, re-engagement services, and prevention efforts
with HIV-positive individuals.
Purpose
The purpose of this request for proposals (RFP) is to solicit proposals for the development,
implementation, and evaluation of peer support programs for prevention with positives (PWP)
to reduce the risk of HIV transmission. The STD/HIV/TB Section within the Infectious Disease
Epidemiology Prevention and Control Division of MDH, received grant funds from the Minnesota
Department of Human Services (DHS) to broaden PWP programming in the state. Prevention with
positives is a critical focus area of the National HIV/AIDS (NHAS) strategy and a core component
of the high impact prevention (HIP) recommended by the Centers for Disease Control and
Prevention (CDC). This also aligns with the vision and mission of the Minnesota Department of
Health. The overall goal of PWP is to provide broad support for people living with HIV/AIDS to
remain engaged in comprehensive care that includes support for treatment adherence and risk
reduction strategies to prevent HIV transmissions.
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Project Overview
Under this RFP, MDH will fund Peer Support programs for people living with HIV in the state as
part of a comprehensive strategy to reduce new HIV infections. There is a growing need to focus
prevention efforts on HIV positive populations. As people with HIV are living longer, an increasing
number of transmissions may stem from people who know they are positive and still engage in
unprotected sex (Marks et al., 1999). PWP is recommended by the Center for Disease Control
and Prevention (CDC) as part of the high impact prevention strategy that is aimed at reducing
new HIV infections among these populations.
There are additional reasons for intensifying efforts to reach infected individuals.
▪
HIV treatment works as a prevention strategy. Early initiation of antiretroviral therapy
reduces sexual transmission of HIV.
▪
People benefit from treatment. People who know they are infected can benefit from
antiretroviral therapy, monitoring of their immune status, treatment for opportunistic
infections and if needed, substance abuse and/or mental health treatment.
▪
Drug resistant viruses can be transmitted. In one study of newly diagnosed HIV‐positive
people, 26% had reduced susceptibility to one class of drugs, and 2% showed multiple drug
resistance (Little et al., 1999). Re‐infection with HIV is also possible (Ramos et al., 2002).
▪
Most infected individuals take steps to protect their partners when they learn their status.
The vast majority of HIV‐infected persons do not want to infect other people (Wenger et al.,
1994).
▪
People living with HIV continue to have sexual relations. Data show that 70% of PLWHA
continue to have sex after being diagnosed as HIV‐positive, and the probability of sexual
activity increases with the length of time since diagnosis (Wenger et al., 1994). Since
knowledge of one’s serostatus alone does not always result in protective behavior change,
HIV‐infected populations need support and prevention skills to establish and maintain
healthy and satisfying lifestyles that are safe for them and their partners.
▪
Specialized prevention programs are needed to address the immediate and ongoing needs of
those living with HIV. Although HIV‐positive people face the same barriers as those who are
not positive with regard to consistently engaging in safe sexual or needle sharing risk
behaviors, they are also burdened with additional barriers, including social and medical
challenges associated with living with a life‐threatening illness.
Conducting prevention with positives programs provides both individual and public health
benefits. Individual benefits relate to accessing care and treatment for HIV, preventing
opportunistic infections and allowing an individual to take power over his or her illness
(Senterfitt, 2001). The related public health benefits include the decrease in the rate of new HIV
infections and the effectiveness of early HIV treatment in reducing sexual transmission of HIV
(Cohen et al., 2011). For the reasons described, prevention with positives is becoming an
increasingly important strategy for preventing new HIV transmissions and caring for people
already infected.
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Linkage to and retention in HIV care, linkage to Partner Services, and prevention services for
people living with HIV/AIDS are a high priority for Minnesota’s HIV prevention activities.
The Centers for Disease Control and Prevention has included individual and group peer support
as an effective intervention strategy that can be implemented with both antiretroviral therapy
(ART) -experienced or ART –naïve patients, for the simple reason that another person living with
HIV better understands the challenges faced on a daily basis.
Studies of peer support for people living with HIV have demonstrated peers’ effectiveness in
improving medication adherence and appointment keeping among clients (Simoni et al, 2011;
Marino et al, 2007). Peer programs have proven effective for improving HIV knowledge and risk
reduction behaviors. There is also promising evidence that peers can play a critical role in linking
clients to HIV prevention, care and treatment services.
Priority Population
This project is intended to provide services to people living with HIV/AIDS residing in Minnesota.
MDH requires all organizations funded under this RFP to establish monitoring procedures to
verify and document client eligibility for Ryan White services. However, sexual and/or needle
sharing partners may be eligible for these services when it benefits peer support group members.
Services to sexual and/or needle-sharing partners may be provided in limited circumstances, such
as:
▪
The service directly enables an infected individual to receive needed medical or support
services by removing an identified barrier to care
▪
The service promotes stability for coping with the unique challenges related to HIV
▪
The service has its primary purpose of enabling the affected individual to participate in the
care of someone with HIV or AIDS
MDH encourages applicant to prioritize and focus on certain subgroups of people living with HIV,
especially populations experiencing the greatest disparities, or burden of disease. These include:
▪
African American men who have sex with men (MSM)
▪
Latino MSM
▪
White MSM
▪
African American and African-born women
▪
Transgender people
▪
Injection drug users
Geographical Areas – Metro and Greater Minnesota
As of December 31, 2015, there were 8,215 people believed to be living with reported HIV/AIDS
infection in the state of Minnesota. Of that number, 1285 (16%) lived in Greater Minnesota,
outside of the seven-county Twin Cities metro area (Anoka, Carver, Dakota, Hennepin, Ramsey,
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Scott, and Washington counties). In 2015, there were 294 HIV infections newly reported to MDH.
Of those, 37 (13%) lived in Greater Minnesota. While both incident and prevalent HIV infections
predominate in the 7-county metro area, there is a considerable share of morbidity spread across
the state, and therefore attention to this is important in any HIV prevention services planning.
Funding Availability
There is an estimated total award amount of four hundred eighty thousand dollars ($480,000)
annually for two years for a one-time competitive grant for PWP projects. The average award is
estimated to be $80,000 - $100,000 annually per project but actual awards will be determined
based on availability of funds at the conclusion of the RFP process. The funding cycle for this
program announcement begins on July 1, 2017 and ends on June 30, 2019, with a possible twoyear extension depending on funding availability.
MDH intends to fund up to five programs from the best proposals selected from two broadly
grouped service areas: Twin Cities Seven-County Metropolitan area and Greater Minnesota.
Applicants will indicate which service area(s) they intend to serve. Separate proposals are
required for each of these service areas.
Eligible Applicants
Individuals, community-based organizations, community health centers, federally‐qualified
health centers, tribal governments, faith-based organizations, educational institutions, county
governments, and any other public or private non-profit agency are eligible to apply for this
funding.
▪
Eligible applicants must have experience providing medical and/or social support services for
people living with HIV.
▪
Eligible applicants must be able to determine client eligibility for Ryan White services.
▪
Eligible applicants are encouraged to apply for this funding individually or in collaboration
with others in order to develop a comprehensive proposal.
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Part II: Scope of Work
The overall goal of the PWP program is to provide peer support to increase linkage, reengagement and retention in care for people living with HIV. Peer support is provided through
face-to-face peer support groups and/or online peer support groups.
The peer support programs funded must contain the following key components:
▪
Peer-to-peer support offered one-on-one with a program coordinator and as part of a
psychosocial support group
▪
Provision or referral of partner testing for HIV
▪
Agencies with existing testing programs may provide testing services onsite
▪
Agencies that do not currently provide testing must provide referrals
▪
Provision or referral to PrEP for partners
▪
Referral to medical case management and/or non-medical social support services
▪
Active linkage to HIV medical care
▪
Assistance with access to benefits counseling
Applicants may propose to provide face-to-face, or online support groups or a combination of
both. Applicants may also apply to provide support groups to one or more sub-populations.
Each peer support program shall have a dedicated staff person to lead peer support activities.
This person must have experience working with people living with HIV, knowledge of HIV
prevention and care, and experience facilitating psychosocial support groups. Referrals to
support groups may come from the MDH Care Link Services program, peers attending support
groups and agencies providing services for people living with HIV.
These funds are not intended to duplicate or extend existing programs currently funded by
Ryan White funds and/or MDH prevention funds. These funds are intended to support only
the HIV-related needs of eligible individuals.
Face-to-Face Peer Support Program
Activities
▪
All support group members must complete an intake process, which will include
determination of eligibility for Ryan White services.
▪
Each program must provide a minimum of two separate support groups that are ongoing for
the duration of contract period.
▪
7
Example 1: Support Group A meets weekly on Tuesday evenings and Support Group B
meets weekly on Thursday mornings both are for African Women.
HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
▪
Example 2: Support Group A is a cohort model for African Women that begins a new
cohort every quarter and Support Group B is a weekly support group for men who have
sex with men.
▪
Each program must reach a minimum of 50 unduplicated individuals attending a minimum of
three sessions each within a 12-month period.
▪
Each session must include an educational component related to living with HIV infection.
Topics may include, but are not limited to, risk reduction strategies including PrEP, sexual
health, health care coverage options, health literacy and treatment adherence.
Online Peer Support Program
Online support groups will be developed and maintained by the funded agency. This will be a
vehicle for people living with HIV to interact with peers in a structure that allows them to
maintain their anonymity to other members. This may also be set up to allow group members to
interact or post questions and/or information to other members between scheduled meeting
times. Another advantage of online support groups is they eliminate barriers, such as
transportation.
Activities:
▪
A Peer Group Leader will complete an intake process for each member. This private online
group shall be monitored and maintained by the funded agency and all members shall be
screened and approved to participate in the online support group.
▪
Agency must assure the privacy of groups’ online presence.
▪
Each program must provide a minimum of two separate support groups that are ongoing for
the duration of contract period.
▪
Example 1: Support Group A meets weekly on Tuesday evenings and Support Group B
meets weekly on Thursday mornings both are for African Women.
▪
Example 2: Support Group A is a cohort model for African Women that begins a new
cohort every quarter and Support Group B is a weekly support group for men who have
sex with men.
▪
Each program must reach a minimum of 50 unduplicated individuals attending a minimum of
three online sessions each within a 12-month period.
▪
Topics may include, but are not limited to, risk reduction strategies including PrEP, sexual
health, health care coverage options, health literacy and treatment adherence.
Evaluation Tasks
All applicants will be required to use at least 10% of MDH grant funds for evaluating this program.
Applicants must include a monitoring and evaluation/quality improvement plan (see Form F).
Evaluation tasks may include both process and outcome objectives.
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Part III. Key Dates and Questions
Pre-Proposal Webinar
MDH staff will offer an opportunity for potential applicants to participate in a webinar where
they can ask questions related to the RFP, its requirements and processes, and expectations of
applicants. Applicants are encouraged to review the RFP document and its requirements before
the webinar. Applicants are strongly encouraged to participate in the webinar, but participation
is not mandatory. The webinar will be recorded and available on MDH website until the end of
the RFP.
Please note that staff will not be able to provide feedback on specific project ideas or the
likelihood of receiving funding during the webinar.
The pre-proposal Webinar is on Tuesday, April 18, 2017 from 1:00 p.m. to 2:30 p.m.
Registration
Registration is required to participate in the webinar. To register for the pre-proposal webinar,
please send an e-mail to [email protected] by 4:30 p.m. on Friday, April 14, 2017.
Please include your name, phone number, and email address. You will receive a confirmation
email with login instructions.
Notice of Intent
A notice of intent (NOI) is required for anyone interested in submitting a proposal and will be due
on Friday, April 21, 2017, 4:30 p.m. CDT. Submitting a notice of intent does not mean that you
have to submit a proposal however; proposals will not be accepted from applicants who do not
submit a notice of intent.
Notice of intent should follow the format presented on the notice of intent form (Form A). A
notice of Intent must be signed by an official authorized to enter into a contractual agreement
on behalf of the agency. Agencies submitting a notice of intent will receive confirmation from
MDH that the notice of intent was received.
Notice of intent is only accepted electronically. Complete the notice of intent form (Form A).
Include in the e-mail subject line, “Notice of Intent – PWP Project Grant” and attach the notice
of Intent form and e-mail it. A notice of Intent received after this time will be disqualified. A
confirmation e-mail will be sent to all applicants when the Notice of Intent is received by MDH.
Proposal Due Date
Completed proposals MUST be submitted electronically to MDH on or before: 4:30 p.m.,
Wednesday, May 3, 2017 in the format described. Late proposals will not be accepted. Proposals
are not accepted by postal mail or facsimile (fax).
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Questions
Upon review of this RFP, if applicant has any questions, or concerns, including ambiguity, conflict,
discrepancy, omission, or any other error, please immediately notify MDH in writing, delivered
via e-mail to [email protected] and request a clarification and/or modification of
this RFP. All such inquiries shall include name, telephone number and e-mail address and the
section and page number in the RFP. On the subject line of the e-mail indicate whether it is: “PWP
RFP Question”, “PWP RFP Discrepancy” or “PWP RFP Other Errors”.
Questions/inquiries regarding this RFP or the RFP process will be accepted through Wednesday,
April 26, 2017. MDH will respond to the person who sent the question and will post the question
and answer on the MDH website. Questions and answers of a substantive nature will be posted
so that other potential applicants can access the same information. Please include your name
and phone number in the e-mail. Note that all proposals are to be developed based solely on the
information contained in this document.
The PWP RFP Frequently Asked Questions can be found on PWP RFP Frequently Asked Questions
(www.health.state.mn.us/divs/idepc/diseases/hiv/rfp/pwp/faq.html).
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Part IV. Program Information
Expectations of Applicants
MDH staff anticipate the contract period to begin on July 1, 2017.
1. Applicants funded will be expected to develop and implement a peer support program that
contains the following key components: Peer-to-peer support offered one-on-one with
program coordinator and as part of an on-going psychosocial support group.
2. Partner testing and/or referral for HIV; partner pre-exposure prophylaxis (PrEP), referral
and/or initiation; referral to medical case management and/or non-medical social support
services; active linkage to HIV medical care; and assistance with benefits counseling.
3. Applicants funded will be expected to recruit participants who will need to complete an intake process, including determination of eligibility for Ryan White services.
4. Applicants funded will be expected to reach a minimum of 50 unduplicated persons living
with HIV annually.
5. Applicants funded are expected to “think outside the box” leading to the creation of a peer
lead support program encouraging linkage and re-engagement activities. In addition,
applicants shall involve their partners for the well-being of the client, where necessary.
6. All projects will submit a narrative report on the project’s progress quarterly. A form for this
report will be provided by the State. Additional contractual obligations are contained in the
sample contract document that can be accessed at PWP RFP Frequently Asked Questions
(www.health.state.mn.us/divs/idepc/diseases/hiv/rfp/pwp/faq.html).
7. All applicants shall collect client level data and enter in the CareWare. A website based
software sponsorship by the U.S. Department of Health and Human Service, Health Resources
and Services Administration (HRSA). Applicants are expected to enter the client data on realtime and can run agency reports to monitor quality and accuracy of the data.
8. Applicants funded will not duplicate or use funds to expand currently funded programs by
Ryan White funds and/or MDH prevention funds. In addition, providers will be expected to
support only the HIV-related needs of eligible individuals.
What MDH will do for you
1.
During the RFP process MDH will:
a. Respond to applicant e-mail inquiries about the RFP document, its requirements,
eligibility criteria and this process.
b. Conduct a pre-proposal webinar for applicants to ask questions and receive clarification
about the RFP documents, its requirements, eligibility criteria and this process. The
webinar will be recorded and available to all applicants on MDH website.
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
c. Communicate a summary of the questions and answers from prospective applicants.
Some applicant questions will be posted weekly on Friday on PWP RFP Frequently Asked
Questions (www.health.state.mn.us/divs/idepc/diseases/hiv/rfp/pwp/faq.html).
2.
During the grant agreement period MDH will:
a. Provide or make referrals for technical assistance and training that will address topics
such as planning, implementation, and evaluation of HIV prevention activities.
b. Provide technical assistance through administrative and programmatic site visits to
improve the quality of delivered services.
c. As required by MDH, any product used within the PWP project needs to be submitted for
review prior to use. MDH provides for the review and approval of all PWP project
materials submitted in a timely manner. Material review includes, but is not limited to,
technical accuracy, compliance with the federal guidelines and appropriateness for the
target audience.
d. Coordinate the activities of PWP with other efforts at the local and state levels to avoid
duplication of efforts and to promote consistency.
e. Assist applicants working with state and local health departments, community planning
groups, funding institutions and other potential partners.
f. Share information regarding educational opportunities and available funding from
foundations and other public and private groups.
g. Work with applicants to effectively implement work plans and provide technical
assistance and training to support them.
h. Work to revise and finalize budgets and work plans and will respond to requests for prior
approval of expenditures and activities.
i.
Verify expenditure documentation at least once during the grant period.
i. Assess fiscal responsibility before grants are awarded and before renewals or
extensions.
ii. Provide guidance regarding the required content of the progress and evaluation
reports for all applicants.
iii. Maintain frequent contact and at least one on-site visit to monitor PWP grant
activities during the grant period.
Award Notification
The agency will be notified by letter during the week of June 16, 2017 whether or not their
proposal was selected for funding. All decisions are final. We reserve the right to negotiate
changes to the proposed activities and budgets submitted.
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Disclaimer
MDH reserves the right to withhold the distribution of funds in cases where proposals submitted
do not meet the necessary criteria.
This RFP does not obligate the state to award a contract or complete the project, and the state
reserves the right to cancel the solicitation if it is considered to be in its best interest.
Conflicts of Interest
Responder must provide a list of all entities with which it has relationships that create, or appear
to create, a conflict of interest with the work that is contemplated in this request for proposals.
The list should indicate the name of the entity, the relationship and a discussion of the conflict.
Proposal Contents
By submitting a proposal, the applicant warrants that the information provided is true, correct,
and reliable for purposes of evaluation for potential grant contract award. The submission of
inaccurate or misleading information may be grounds for disqualification from the award as well
as subject the applicant to suspension or debarment proceedings as well as other remedies
available by law.
Disposition of Responses
All materials submitted in response to this RFP will become property of the State and will become
public record in accordance with the Minnesota Statutes; section 13.599 after the evaluation
process is completed. Pursuant to that statute, completion of the evaluation process occurs when
MDH, as the granting agency, has completed negotiating grant agreements with the selected
applicants.
If an applicant submits information in response to this RFP that it believes to be trade secret
materials, as defined by the Minnesota Government Data Practices Act, Minnesota Statute 13.37,
the responder must: (a) Clearly mark all trade secret materials in its proposal at the time the
proposal is submitted; (b) include a statement with its proposal justifying the trade secret
designation for each item; and, (c) defend any action seeking release of the materials it believes
to be trade secrets, and indemnify and hold harmless the State of Minnesota, its agents and
employees, from any judgments or damages awarded against the state in favor of the party
requesting the materials, and any of and all costs connected with that defense. This
indemnification survives the award of any grants pursuant to this RFP. In submitting a proposal
to this RFP, the applicant agrees that this indemnification survives as long as the trade secret
materials are in possession of MDH. The State will not consider the prices submitted by the
responder to be proprietary or trade secret materials.
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Sample Grant Contract Terms and Conditions
Applicants need to be aware of MDH’s standard grant contract terms and conditions in preparing
the proposal. A sample MDH grant contract agreement can be viewed on PWP RFP Frequently
Asked Questions (www.health.state.mn.us/divs/idepc/diseases/hiv/rfp/pwp/faq.html)
Much of the language reflected in the grant agreement is required by statute. If your organization
takes exception to any of the terms, conditions or language in the contract, you must indicate
those exceptions in your responses to this RFP; certain exceptions may result in your proposal
being disqualified from further review and evaluation. Only those exceptions indicated in your
response to this RFP will be available for discussion or negotiation.
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Part V. Proposal Review and Selection Process
Proposals received by the deadline will be reviewed in three phases.
Phase I Review
MDH staff will initially review all proposals received for completeness (refer to proposal
submission agency cover page Form B used as a checklist) and eligibility. Incomplete proposals
and non-eligible applicants will not advance to Phase II review. These applicants will be informed
by an e-mail that their proposals did not meet eligibility and/or published submission
requirements.
Phase II Review
MDH staff will recruit a diverse group of people as reviewers that consist of MDH employees,
other government staff, and other experts in the field who will review the proposals for content.
Reviewers will score the proposals individually using a provided score sheet. These reviewers will
evaluate complete, eligible proposals in accordance with the detailed descriptions of scoring
criteria in the proposal evaluation and selection section of this RFP.
Phase III Review
MDH staff will review the recommendations to make final funding decisions. Staff will balance
recommendations by the reviewers with other factors including, but not limited to: reviewers’
numerical score ranking, geographic diversity, representativeness of target population, applicant
fiscal stability and total available funds.
Due Diligence Review
MDH requires non-governmental organizations to complete a Due Diligence review form. If an
organization is using a lead/fiscal agent, the lead/fiscal agent should complete the Due Diligence
Review Form I. Submit this form along with the proposal.
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Part VI. Proposal Evaluation and Selection Process
Complete proposals received by the deadline will be reviewed and scored based on the following:
Form
Item
Maximum Points
B
Agency Cover Page
0
C
Table of Contents
0
D
Project Organizational Capacity Narrative
60
E
Project Activities Narrative
100
F
Project Evaluation/Quality Improvement Narrative
30
G
Project Budget Plan/Narrative
0
H
Agency Information Certification
0
I
Due Diligence Review
0
Total
190
Each reviewer will independently score and submit individual scores for each proposal. All
reviewers’ scores will be tabulated and ranked. Reviewers’ recommendations will be taken into
consideration by MDH when making final funding decisions.
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Part VII. Response Components of the Proposal
Instructions for Proposal Submission
Applicants are expected to review the entire contents of their proposal and ensure all documents
are complete. Send a complete proposal package electronically via an e-mail with two
attachments. On the subject line write: “PWP RFP 2017” with two PDF attachments as follows:
▪
First, PDF attachment: Convert the Agency Cover Page (Form B), Table of Contents (Form C),
Project Organizational Capacity Narrative (Form D), Project Activities Narrative (Form E),
Project Evaluation/Quality Improvement (Form F), and Project Budget Plan/Narrative (Form
G) into one PDF Titled “[agency name] PWP Proposal.”
▪
Second, PDF attachment: Convert Agency Information Certification (Form H) and Due
Diligence (Form I) (Form I for non-governmental and/or non-tribal agencies only) and
accompanying documents into the second PDF. This must be titled, “[agency name]
Certification.”
Proposals must be submitted to the MDH by 4:30 p.m. on Wednesday May 3, 2017. All
submissions are final. Incomplete proposals and those received after 4:30 p.m., Wednesday,
May 3, 2017 will NOT be considered. A confirmation e-mail will be sent to all applicants whose
proposal is received on time. All questions regarding this RFP should be submitted via e-mail to
[email protected]. Individual MDH staff are not authorized to respond.
All submissions deadlines are final. Notices of intent and proposals not received by the deadlines
outlined in this RFP will not be considered. All expenses incurred in responding to this RFP are
solely the responsibility of the applicant. MDH will not be responsible for RFP documents (e.g.,
Notice of Intent, Proposal) electronically sent to a wrong e-mail address.
Format and Style Requirements
▪
Proposals must be typed and all pages numbered consecutively.
▪
Answer all questions.
▪
Type your answer below the question, do not delete the question
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Use 11-12-point Calibri font only.
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Use one-inch margins and single line spacing.
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Separate paragraphs with a blank line in between.
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Observe the page limits (excluding tables and charts).
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The proposal must be signed where noted.
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HIV PREVENTION WITH POSITIVES PROJECT GRANT – REQUEST FOR PROPOSALS
Response Content
Forms and steps required for all proposals:
All of the required forms (Forms B - Form I) must be completed and included in the proposal.
All forms can be downloaded from PWP Project Grant RFP page
(www.health.state.mn.us/divs/idepc/diseases/hiv/rfp/pwp/index.html).
Steps in Developing the Proposal
Step 1:
Complete and submit Notice of Intent (Form A) by 4:30 p.m., Tuesday April 21, 2017. This form is
required to be able to submit a proposal. It allows the MDH to plan the review process.
Step 2:
Complete the Agency Cover Page (Form B). Please check each item on this form as it is completed.
Step 3:
Complete proposal Table of Contents (Form C).
Step 4:
Complete each form. Questions to be addressed or require responses are provided on each form.
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Project Organizational Capacity Narrative (Form D)
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Project Activities Narrative (Form E)
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Project Evaluation/Quality Improvement Narrative (Form F)
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Project Budget Plan/Narrative (Form G)
Step 5:
Complete the Agency Information Certification (Form H). This form provides MDH contact
information and other information required by the State. A signature of the director of the
applicant agency is required on the certification section of Form H.
Step 6:
Complete the Due Diligence Review (Form I). (For non-governmental and/or non-tribal
organizations or agencies only.)
Step 7:
A complete proposal must include Forms B through Form H. Non-governmental and/or non-tribal
organizations must also include Form I. Complete proposals are due by May 3, 2017.
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