Questions and Answers for the Substance Abuse Prevention Program - RFP

Reference # CHP-49791

Frequently Asked Questions (FAQs)

November 29, 2011

Questions and answers regarding the Substance Abuse Prevention Program RFP are considered valid and official only when posted. This Frequently Asked Questions (FAQs) posting represents the final list of the questions received via email and from the three Bidders' Conferences. You may not find your exact question. The FAQs will include the date of the posting.

  • Posting #1 - 11.10.11 questions and responses were provided for Question #1-Question #48
  • Posting #2 - 11.18.11 questions and responses were provided for Question #49-Question #278
  • Posting #3 - 11.23.2011 questions and responses are provided for Question #279-Question #433

Note: Some questions submitted via email or bidders conferences are the same question with a slight variation in language or wording and submitted multiples times. To limit the number of pages of the FAQs document, you may not find your exact question; however, the responses provided address all of the questions. Thus, a question and response are only answered one time.


  1. Can a Superintendent provide one letter of commitment for their entire district for the IYS?

    The Superintendent may provide a letter for a district; however, the letter will need to include a new dot point indicating that all building level principals are aware and support the administration of the Illinois Youth Survey in their building.

  2. Are indirect costs, overhead costs, and /or administrative fees allowed? If so, are there any parameters or limitations? Please provide guidance as to what is considered allowable i.e. executive director, finance director, administrative staff, rent, utilities and such).

    Indirect, overhead and administrative expenses are allowable. There is no limitation or parameter for these expenses. No flat fees can be applied unless your agency has a federally-approved indirect cost rate awarded by any federal agency. The indirect, overhead and administrative expenses must be necessary and relevant to implement the proposed services and a justification should be presented in the budget narrative.

    Go Back to Question 142, Go Back to Question 363, Go Back to Question 368

  3. What time frame should the plan and budget represent?

    The budget and plan should represent a 12-month time period, state fiscal year 2013 (July 1, 2012 - June 30, 2013). If selected, your agency will be required to submit a new budget and plan covering the remainder of fiscal year 2012.

  4. Please clarify the contract time frames as the RFP makes reference to an 18 month contract.

    The Department awards grants on an annual basis. Because this grant program is staring in the middle of fiscal year 2012, the initial grant award will cover January 2012 through June 30, 2012. The next grant will cover July 1, 2012 through June 30, 2013. The final year will cover July 1, 2013 through June 30, 2014.

  5. Can a single agency apply for multiple State Capacity Building grants?

    Yes.

  6. How do you determine the amount of FTE's an agency should propose for a 12 month period?

    For Sub-Grant A - Local Capacity Building: the maximum award amount is $65,000 per FTE and related expenses. An applicant can request up to $65,000 per site plan. The applicant needs to fill the FTE by one full-time employee only (not two part-time or any other staffing configuration) and cannot request multiples FTEs. For Sub-Grant B - Direct Service: the maximum award amount is $70,000 per FTE and related expenses. An applicant may request multiple FTEs, if the applicant believes the services proposed requires the work of multiple FTEs, per site plan. The FTE needs to be a full-time employee(s) (not two part-time or any other staffing configuration). For Sub-Grant B, there is no maximum amount per site plan. For Sub-Grant C - Strategic Prevention Framework: the maximum award amount if $75,000 per FTE and related expenses. An applicant can request up to $75,000 per site plan. The applicant needs to fill the FTE by one full-time employee only (not two part-time or any other staffing configuration) and cannot request multiples FTEs. The FTE needs to be a full-time employee (not two part-time or any other staffing configuration). For Sub-Grant D, no criteria for FTEs is included.

    Go Back to Question 53, Go Back to Question 89, Go Back to Question 93, Go Back to Question 166, Go Back to Question 200, Go Back to Question 255

  7. Do you need to obtain letter of commitment for every school you intend to serve?

    For Sub-Grant - B: Direct Service, Delivery of Direct Services Targeting Individuals and Families and/or Optional Activities: Yes.

  8. What are supplemental activities?

    Supplemental activities are out-of-school programs such as service learning and/or positive youth development programming. It should not be a one-time event (e.g. teen conference) or stand-alone sports or recreational activities.

  9. What is Secretary of State-Corporation File Detail Report?

    See page 89, instructions for the Application and Plan for Human Services Program Cover Page Instructions, #4 - Type of Organization. It provides instructions for the Secretary of State - Corporation File Detail Report. At this time, units of local government (e.g. cities and counties, schools, health departments, etc.) and universities do not need to submit this documentation.

    Go Back to Question 187, Go Back to Question 362

  10. Does the existing local coalition that will be enhanced have to be focused specifically on substance abuse prevention or can it be a group focused more generally on youth/violence/education, etc?

    For Sub-Grant B - Direct Service, see page 35, 2nd paragraph: coalition is expected to review and adapt the mission statement so that it includes the reduction of youth substance use explicitly.

  11. Our agency is a PFS Grantee, fiscal agent. My understanding is that if we have a PFS we cannot request funding for SPF to create a new coalition or enhancing an existing coalition. So does this mean we cannot apply for Direct Service?

    A Partnerships for Success grantee may apply for Sub-Grant B - Direct Service grant and/or a Sub-Grant C: Strategic Prevention Framework grant that targets another geographic area (not their current PFS service area).

  12. Can two different agencies submitting separate proposals use the same community coalition (Sub-Grant B, Direct Service Grant)?

    No.

  13. Sub-Grant B - Direct Service Grant: Clarify the target age group and school grades as the RFP states grade 6th-12th and also 5th-12th grades.

    5-12th grades.

  14. Are the FTE award amounts based on a full 12 month contract?

    Yes.

  15. The website provided for the Interactive Illinois Report Card does not have data available for 6th, 9th, 10th and 12th grades. Are there other acceptable data sources available?

    You can find information regarding the Percent of Low Income, Mobility Rate and Total Enrollment: Grades 5-12 at ISBE's Student Assessment site and click on Illinois School Profile: ISBE's eReport Card Public Site, then search information by county, city, school district or school. Note: SAPP will provide more guidance about Enrollment by Grade Level: Grades 5-12 and Source in an upcoming FAQs.

    Go Back to Question 181, Go Back to Question 410

  16. Is "Creating or Enhancing a Coalition" a required element of a direct service proposal or is it a separate item?

    Creating or Enhancing a Coalition is a requirement of Sub-Grant B: Direct Service.

  17. When your agency services multi-communities will each community have to meet the 20,000-175,000 size requirement?

    No, each county does not meet the size requirement. The multi-county area must meet the size requirement of no smaller than 20,000 and no larger than 175,000.

  18. Can an agency apply for Sub-Grant B and Sub-Grant C in the same community (with the understanding that it would not be in the same community as the PFS coalition). If so, can the coalition be used under the Sub-Grant C and Sub-Grant B?

    No.

  19. Are the FTE expected to provide 1,104 hours of direct service hours as required in the past?

    Not applicable to this Request for Proposal.

  20. Can an applicant hire two part-time staff?

    No - for Sub-Grants A, B and C. Yes - for Sub-Grant D.

  21. Do the required table templates (e.g. YPE Implementation, Parent/Family Education Implementation Table, etc.) count towards the 20-page maximum?

    Yes.

  22. Do the tables have to meet the 1-inch margin requirements?

    No.

  23. This Question Number was skipped
  24. Where does an applicant drop off proposals?

    Before the deadline, an applicant should deliver their proposal to the 4th Floor. On the due date, SAPP will have a table set up on the first floor to accept any hand-delivered proposals.

  25. Does your main office have to be in the targeted area?

    No.

  26. Does the template with the School Information Form need to be included in the 5- page maximum for Needs Statement?

    An applicant may choose to provide the information in the Needs Statement or include it as a new appendix and labeled: Appendix INSERT LETTER: INSERT SUB-GRANT ACRONYM: School Information Form. This appendix should be the last appendix in every Proposal Content Checklist. For example, if the last appendix in Sub-Grant B is Appendix L: DS: Letter of Commitment - Illinois Youth Survey, then the new last appendix would be Appendix M: DS: School Information Form.

  27. Can an applicant include multiple towns within a township for one site plan because the town exists within the township and all do not meet the size parameter of 20,000 - 175,000?

    Yes.

  28. Can a state agency apply for the Sub-Grants if they meet all of the other criteria?

    Sub-Grants A-C must meet the size parameter of 20,000 - 175,000 and are designed to meet needs at the local level (e.g. Goal of LCB Sub-Grant is to build the capacity of organization and communities….). Sub-Grant D - State Capacity Building is designed to target unique audiences throughout the state of Illinois. Therefore, the only Sub-Grant applicable is Sub-Grant D - State Capacity Building.

  29. Does a newly formed not-for-profit organization still awaiting a letter from the IRS eligible for a sub-grant?

    An applicant agency must possess not-for-profit status. An applicant must work with an fiscal agent that possesses this status or it needs to be in place by the time of the proposal submission.

  30. Does the coalition have to be in existence for 12-months at the time of the grant application or at the time of the grant funding (January 2012)?

    The coalition must be in existence for at least 12-months when the grant is submitted on December 2, 2011.

  31. Does a SAPP Specialized Grant Program have to submit data on past performance?

    No.

  32. When writing for more than one service area and working with another agency, is it best to submit one plan with a sub-contract or a plan for each area?

    An applicant may sub-contract with another organization and may choose to submit a one site plan or multiple site plans as long as each site plan meets the size requirement 20,000 - 175,000.

  33. For Sub-Grant D - State Capacity Building, can a target population be a specific, highly defined, under-served ethnic minority group within the city of Chicago?

    Yes, the focus should be on developing capacity of agencies or organizations serving this population.

  34. What will be submitted on OnTrack?

    OnTrack is a web-based reporting system designed to track data regarding service delivery and it will be used for all of the Sub-Grants. This data system will collect, at minimum, demographic information regarding the service recipients (e.g. age, age, gender, race/ethnicity), hours devoted to service delivering including planning time and the location of service. Other types of data may also be expected through this system.

  35. If a coalition member has already signed a letter of commitment for the year that was signed in the spring, does another letter need to be submitted?

    Yes. Letters of Commitment from coalition members and/or the chair need to contain certain types of information.

  36. Is there a direct service hour requirement for FTE?

    Not applicable to this Request for Proposal.

  37. If a strategic plan and logic model have already been approved by the Center for Prevention Research and Development (CPRD) does it still have to be approved by DHS?

    Yes. Adhere to the guidance in the RFP.

  38. Will previous Standards-Based Program approvals received from Community Health and Prevention be honored in the RFP process for an in-house developed Youth Prevention Education (YPE) curriculum?

    No. All curricula must adhere to the current standards.

  39. Can you define 1 FTE? In the past Community Health and Prevention has defined 1104 hours as an FTE. Will this remain the same?

    Not applicable to this Request for Proposal. Do not refer to old SAPP standards or work plan guidance. Only adhere to guidance provided in the current RFP. Every FTE must be fully justified in the plan and budget narrative.

  40. Will the same operational processes be in place as in the prior Community Health and Prevention Grant? For example, submission of a work plan, approval of the work plan, quarterly, semi-annual and annual reports?

    See page 12, W. Deliverables.

  41. Will grantees use OnTrack to report service hours? What will be reporting requirements?

    Yes. See page 12, W. Deliverables.

  42. Will the FTE's in the Sub-Grant B (Direct Service Grant) be held to see 100 kids per FTE?

    No.

  43. If a provider applies to perform a service that is different from the Comprehensive service provided is it still necessary to state OnTrack and CPRD results in proposal? (example: A provider did public policy one year in the Comprehensive Program but applies for a communication campaign under this RFP)

    Yes.

  44. Project Alert was designed for Middle School. Our agency has been implementing to 6th and 7th grades, is this still ok?

    See guidance in Attachment 6 - Evidence-based Curricula Approved for Provider Use by the Department of Human Services.

  45. Is the RFP training I attended required to continue to provide the Botvin Life Skills training in my current school and/or to maintain the stipend I receive from DHS as this time?

    The Bidders' Conference was not a required activity; it was voluntary. The only way to receive funding is by applying for one of the three sub-grants: Direct Service, Strategic Prevention Framework or State Capacity Building.

  46. I am wondering if and where I would include the activities that we currently do at the 200 level of our current work plan. We teach Class Action at the high school level at a few of our high schools. We teach Protecting You/Protecting Me (standards based) only at 4th grade level at one of the elementary schools and then go back in at 7th and 8th with Project Alert. We have a real good working relationship with our high schools and would hate to have to drop the curriculum if there is no place to plug it in. 

    The sub-grants target youth 11-18 or 11-20 or grades 5-12th grades. See guidance in Attachment 6 - Evidence-based Curricula Approved for Provider Use by the Department of Human Services.

  47. How many students to be served-per FTE (ball park figure)?

    The proposed number of youth to be served is at the discretion of the applicant. Every FTE must be fully justified in the plan and budget narrative.

  48. Are the protocol and process for needs assessment available?

    The Local Capacity Assessment will entail conducting key informant interviews, reviewing archival data and a resource assessment; compiling information and identifying an appropriate evidence-based approach (youth prevention education, parent/family education, communication campaign or mentoring) for your target area.

  49. If one agency writes a Sub-Grant B to deliver one approach, i.e. YPE in an area, can another agency propose to deliver another approach in the same area?

    Yes. Each applicant's proposal will be reviewed and considered.

  50. If an applicant want to propose to serve different counties that were not part of their current grant, is that allowable?

    Yes. It is at the discretion of the applicant to determine their service area.

  51. Can the award be based solely on a 9-month school-based service? 

    Grant activities are expected to be provided over a 12-month period, a full fiscal year.

  52. Is Botvin's Elementary going to continue to be an approved program?

    See guidance in Attachment 6 - Evidence-based Curricula Approved for Provider Use by the Department of Human Services.

  53. In regard to FTE estimation, is the expectation of one FTE per service plan or can there be multiple FTE's per service plan: Example: 2 counties in 1 service plan = 2 or more FTE's or one FTE? 

    See Answer 6. Every FTE must be fully justified in the plan and budget narrative.

  54. We emailed our questions. Will we receive answers today?

    Questions and responses will be posted periodically on the DHS website.

  55. Can 2008 IYS survey data be used as the basis to develop the communication plan in Sub-Grant B? The school has committed to doing IYS in 2012.

    For a communication campaign, the data cannot be older than two years old. Therefore, 2008 data does not meet this expectation.

  56. Sub-Grant B - Optional Activities: Can this include assessment activities for other communities to guide future prevention efforts and/or relationship building activities?

    No. Optional activities are non-school based activities such as service learning or positive youth development and/or IYS recruitment.

    Go Back to Question 191

  57. The schools in Clark and Edgar Counties do not utilize the Illinois Youth Survey. We use a comparable survey though (I Sing The Body Electric Coalition's Youth Risk Behavior Survey). This survey is administered in seven counties and seems to be well established in this area. Schools are reluctant to use both surveys. Is this a problem?

    It depends upon the Sub-Grant. For Sub-Grants A and C, requirements are associated with the Illinois Youth Survey. For Sub-Grant B, IYS recruitment is optional.

  58. In Sub-Grant B, Section H2; Agency Qualifications, the RFP indicates that SAPP CGPs funded during the previous two fiscal years should include 4th quarter on Track hours and PPA results for the Fiscal Years 2009 and 2010. However, the previous two funding years would be Fiscal Years 2010 and 2011. Can we include all three years (2009, 2010 and 2011)?

    Under Agency Qualifications/Organizational Capacity for Sub-Grants B and C, only FY09 and FY10 data should be presented.

  59. Does every grant applicant have to submit letters of support for the IYS or only if we plan on conducting it as an optional activity?

    For Sub-Grant B, no Letters of Commitment are required for this optional activity.

  60. Was there a reason why the youth ages changed from 10-17 years to 11-18 years? The teacher's welcomes us to their 4th grade class which has 10.5 year olds. The age 18 does fit many of our 12th grade students.

    The average age of first use (alcohol, cigarettes and marijuana) is approximately 13.9-15.9 years of age. The services are designed to serve a population that is in close proximity to the age of first use.

  61. If optional services include non-school-based activities, does that mean YPE can only be school-based? Can it also be community-based?

    YPE, as a core approach, can be either school or community-based. It is at the discretion of the applicant to determine the setting and determine the type of supplemental activities to offer. See current RFP guidance on pages 56-57.

  62. Is total grant amount maximum based on number of FTE times allowable 70,000 each include other expenses or are other expenses, administrative costs be added to that base amount for DS?

    For Sub-Grant B, the amount per FTE includes administrative costs and other expenses (e.g. travel, supplies, etc.).

  63. On page 35 of the RFP it talks about enhancing Coalitions. We do have one, but are not applying for a Communication Campaign to enhance or create one. Do we need to submit letters of commitment from coalition members if not applying for a communication campaign? We are applying for YPE only.

    Yes. Creating or enhancing a coalition is an expectation of Sub-Grant B. Letters of Commitment are required. See current RFP guidance on pages 55-56.

  64. Can we submit one plan for an entire township?

    As long as the township meets the size parameter of no smaller than 20,000 and no larger than 175,000, then yes.

  65. Do you need to obtain letters of commitment for every school you intend to serve? 

    For Sub-Grant B, yes.

  66. I am teaching Project ALERT in a school right now. Next fall they would like to switch to Life Skills. I will have completed this year's core classes by December. Can I teach the 3 booster lessons in the spring and wait to switch to Life Skills in the fall?

    For Sub-Grant B, an applicant may present one or more YPE curricula. It is at the discretion of the applicant.

  67. Organizational chart - Does it include the entire agency or Program only? 

    The organizational chart should present the structure for the entire agency and program.

  68. Can one commitment letter address all activities the organization is committing too?

    The applicant should adhere to the Letter of Commitment information requested for each approach. It is at the discretion of each applicant to determine the Letters of Commitment needed.

  69. Can youth be on the coalitions?

    Yes. For Sub-Grant B, youth must be under the age of 18 years of age and Sub-Grant C, youth ages 11-20 (18-20 year olds, if the applicant proposes to serve youth in a higher education setting).

  70. Explain all staff including Project Director, Asst. Director to direct services such as facilitator of the group?

    Yes. For each Sub-Grant, applicants are expected to present information regarding the Project Director and key staff associated with managing the Sub-Grant and delivery of services as outlined in the proposal/site plan.

  71. What budget information is needed for this RFP? 

    The budget and budget narrative should outline all expenses (e.g. personnel, fringe benefits, contractual, travel, supplies, etc.) associated with administering the Sub-Grant.

  72. Can you have the School letters in a Linkage Agreement Contract?

    An applicant is only expected to present Letters of Commitment.

  73. Is it correct that current "Specialized Grants" under the current Comprehensive Grant Program should not think about the new grant program in relation to former "specialized programming" but should think about it only through the specific guidelines of the new RFP? 

    Correct. Adhere to the guidance in the current RFP.

  74. Where is a listing of current Prevention-based Coalitions?

    SAPP does not maintain a list off all of the prevention-based coalitions in the State. Attachment 5 on page 107 contains a list of the DFC and PFS sites.

  75. In needs section, must we include data on all schools in target area or only schools we plan to work in?

    All schools' data in the proposed service area should be presented.

  76. If we are providing services to youth who are enrolled full-time at an alternative high school, can they be older than 18 years of age?

    No.

  77. Does the existing local coalition that will be enhanced have to be focused specifically on substance abuse prevention or can it be a group focused more generally on youth/violence/education, etc?

    The existing coalition can have a focus on another area and will need to enhance their mission to have a focus on the reduction of youth substance use. See page 35 in the current RFP.

  78. We currently receive funding under SAPP and PFS. Part of current work plan is Communication/Social norms for youth and also for Parents/guardians. My question is, are we able to request funding to continue our efforts under the RFP?

    An applicant should review the guidance for the proposed service area (does it meet the size parameters of no smaller than 20,000 and no larger than 175,000), the target population (Social Norms can only be used with a high school population) and the current guidance in the RFP for Communication Campaigns. See pages 42-44 in the current RFP.

  79. The RFP states that the goal for Youth Prevention is to serve youth between the ages of 11-18. However, based on my service population and the needs in my community, our population is dropout youth between the ages of 17-21. Can the goal of this project be expanded for specialized populations?

    For Sub-Grant B, 17-18 year olds are an allowable age group to be served.

  80. Different schools have asked if Drug Prevention could serve students in 3 and 4th grades because they have noticed behavioral problems with this age group. Can we provide direct service to this population? If so, please inform us that it is okay to do so.

    No. The focus of this grant is youth ages 11-18 years old.

  81. For new agencies that apply for direct services and are required to build a coalition, do they need to have all sectors or will they be given time to build the coalition?

    An applicant may choose to create a new coalition. Yes, there is time to develop a coalition.

  82. If the agency proposes a communication campaign, does it need to target areas with 20,000 - 175,000 as opposed to a city wide message?

    It is at the discretion of the applicant to determine the focus (population targeted, objectives and communication channels).

    Go Back to Question 84

  83. In conjunction with my model program (Too Good for Drugs). I have been using a peer leader group comprised of 7th and 8th grade students that I have taught in my program to do peer mediation conflict resolution and prevention activities (including skits for the 5th grade students). This has always been done within my Section I and under the same number of my YPE mode program. Should I list this under the YPE model program or under optional activities? 

    Too Good for Drugs is a DHS-approved curriculum. Any adaptations to the curriculum need to be presented. It is at your discretion to present activities in optional activities and no more than 15% of resources can be devoted for this purpose.

  84. Under the other site for our YPE standards based program, we have included under that number (for several years) a few snowballs that involve many of the same teacher leaders from our program as leaders for these events. Should these Snowballs/or other activities that have always been included in that number be separated out as optional activities?

    See Answer 83. It is at the discretion of the application to propose optional activities.

  85. Is there an answer required for each individual bullet point or will a narratives suffice to encompass all bullet points in a particular section?

    An applicant should address each bullet point within a narrative. It is at the discretion of the applicant to determine about the format beyond the guidance provided on pages 5-7.

  86. What will be the maximum resource allowable for the implementation a Communication Campaign? 

    $10,000 per site plan.

  87. When you ask for description of agency programs, is this in reference to current prevention programs or agency wide programs? 

    For each Sub-Grant, see required information for agency-wide programs, refer to current RFP guidance under Agency Qualifications/Organizational Capacity.

  88. If you have 3 small communities as geo area, do you have to separate or use in a combination of the catchment area?

    The applicant must meet the size parameters for community size of no smaller than 20,000 and no larger than 175,000.

  89. How do we equate scope of service to FTE's? Such as my Direct Service grant may include 10 schools for YPE and 5 for Communication Campaign, in addition to SPF for "1" community. How many FTE's would that be? Is an FTE still 1100 hours?

    See Answer 6. The number of FTEs requested is at the discretion of the applicant. No, the number of direct service hours per FTE is not applicable to this current RFP.

  90. Coalitions: We are part of a collation now. Does this have to be a substance abuse focused coalition? We are now part of a coalition that is not ATOD focused but would be willing to add this. Is this ok?

    For Sub-Grant B, yes.

  91. Does the coalition have to be one of which we are a part right now?

    For Sub-Grants A and B, an applicant may elect to create or enhance an existing coalition. It is at the discretion of the applicant.

  92. How and when will we be informed of mandatory meetings and trainings?

    For each Sub-Grant, see Budget and Budget Narrative for a list of the meetings and trainings.

    Go Back to Question 93, Go Back to Question 137

  93. FTE: We have one FTE now and can add grade 9 easily. Is this an option or must we go through grade 12? If we do add an FTE what training is available?

    See Answer 6 and Answer 92. It is at the discretion of the applicant to determine the grades to serve.

  94. It is asked to list schools. Are these schools in area or schools we have worked with? If it is schools we have worked with, how far back should we go since we only submitted a few schools due to 6 month work plan?

    For Service Area, the applicant is expected to list all schools for the proposed service area.

  95. Our agency is a PFS Grantee, fiscal agent. My understanding is that if we have a PFS we cannot request funding for SPF to create a new coalition or enhancing an existing coalition. So does this mean we cannot apply for Direct Services?

    The PFS grant may apply for Sub-Grant B and will need to propose a service area larger than the one served by the PFS grant in order to meet the requirement of Creating or Enhancing a Coalition.

  96. Curriculum-based on standards - do we need to show evidence of effectiveness?

    No.

  97. Can the Youth themselves develop the Communications Campaign?

    The youth may play a role, but the applicant is responsible for planning and administering the communication campaign. See the standards for Communication Campaigns on pages 42-44 of the current RFP.

  98. What is the range (lowest to highest) numbers of participants expected to be served?

    The proposed number of youth to be served is at the discretion of the applicant. Every FTE must be fully justified in the plan and budget narrative.

  99. Per FTE…Are we expected to service (or make outreach) to 20,000 - 175,000 participants or % of that population?

    The applicant should propose the number of youth and/or adults to be served. It is at the discretion of the applicant.

  100. Can we deliver two different Direct Services programs in the same community?

    Yes.

  101. If we seek to enhance an existing coalition, but are missing representation from 1 or 2 sectors, do we still have to submit a Letter of Commitment from them?

    Refer to page 56 in the current RFP. An applicant should determine the Letters of Commitment to submit.

  102. Should Letters of Commitment be submitted from all 12 sectors? How many Letters?

    An applicant should determine the number of Letters of Commitment and the sectors to be presented.

  103. Can the same narrative/format be used for all (on different letterheads) or should each letter be unique?

    Focus should be geared towards the content rather than format. A form letter may not cover information needed for each Letter of Commitment per approach. Refer to the current RFP guidance regarding content requirements for the Letters of Commitment.

  104. Can an agency's total population exceed 175,000?

    It should be based upon the 2000 or 2010 U.S. Census data and cannot exceed 175,000 per site plan for Sub-Grants A, B and C.

  105. Can a Communications Campaign be based solely in a middle school?

    General Communication Campaigns may target middle schools.

  106. Can a Communications Campaign focus only on Alcohol or must it include Tobacco and/or other drugs?

    Data should help inform your objectives and focus of communication campaign.

  107. IYS recruitment has to be included in the population quota? (most communities we are involved with already do IYS. We want to recruit new schools)

    When the service area is defined, the applicant would recruit schools within that defined service area.

  108. How much funding will be allocated toward creating a Coalition?

    The amount of funds directed towards a coalition is at the discretion of the applicant. The amount of funds must be fully justified in the plan and budget narrative.

  109. Will the Coalition have to be a 501C-3?

    No.

  110. Do the members of the Coalition have to apply for not-for-profit status or become incorporated?

    No.

  111. Do we need to submit Linkages or Letters of Agreement for creating a Coalition?

    For Sub-Grant B, see page 56 for guidance in the current RFP. Yes, Letters of Commitment are expected.

  112. Please explain the process on how we must create our Coalition?

    The process on how to create the coalition needs to be described by the applicant in your proposal.

  113. Is there an age requirement for the mentor program? Do youth need to be ages 11-18?

    An applicant needs to provide Letters of Commitment when the mentoring programming is conducted in a school and/or community-based setting other than the applicant agency's facility. Yes, the youth served by the mentoring program need to be 11-18 years old.

  114. Can one Letter of Commitment proposing Direct Services for Youth Prevention Education and parent Family Education to be provided in schools suffice or do we need to obtain individual letters for each service?

    It is at the discretion of the applicant to determine the Letters of Commitment to submit. Remember each Letter of Commitment must include the content for each approach.

  115. What types of critical incidents are needed for Needs Statement?

    A critical incident can be a positive (e.g. youth that refused the sales of illegal drugs on their school yard) or negative (e.g. drinking and driving accident) event that draws attention to the issue of substance abuse.

  116. Will questions from this session be posted on Website?

    Yes. All questions and responses from Bidders' Conferences will be posted in the FAQs on the DHS website.

  117. Can individual board members from our agency serve on the Coalition? Not the board as a whole.

    If the individual board member fulfills one of the sector requirements and lives within the proposed service area, then yes.

  118. Are there any structural requirements for creating a new Coalition? For example, how often the Coalition meets?

    There are no structural requirements except for the sector representation. For Sub-Grants A, B and C, coalitions are expected to meet, at minimum, on a quarterly basis.

  119. Needs Statements: Will News articles be sufficient sources for critical incidents?

    Critical incidents highlighted in news articles can be referenced. Other sources for critical data are hospitals, emergency rooms and police departments. The data source and year should be included.

  120. Do you have to identify Coalitions before you submit Grant?

    The applicant needs to indicate if they are creating or developing a coalition. If the applicant is developing a new coalition, the applicant would not identify the name of the coalition.

  121. Sub-Grant B: You answered that information about schools must be provided ALL public and private schools of area but how does that correlate with Linkage Agreements/Commitment Letters? Should we submit Linkages for the schools that we implemented in FY10 or FY11? Should we go further in history?

    Linkage agreements are not applicable to the current RFP. Letters of Commitment are required. An applicant is not required to submit past linkage agreements and nor provide information from the past; it is not applicable.

  122. For YPE, do the support letters have to be written by the supporters, or could we use a letter and have institutions sign in?

    For Sub-Grant B, see page 51 for the current RFP guidance regarding YPE - Letters of Commitment.

  123. If the agency is leader of an existing Coalition, can that agency apply for a grant using that particular Coalition as the one to enhance?

    Yes. See current RFP guidance for the Letters of Commitment.

  124. When does implementation start for Sub Grant B, Direct Services?

    January 2012.

  125. The requirement to create a coalition/enhance seems in contrast to respect for community readiness. If proposed area is not ready for Coalition, should we not propose that area?

    A requirement of the grant is to create or enhance a coalition. It is at the discretion of the applicant to determine whether they should submit a proposal.

  126. In the Mentoring Planning Phase, in order to address that the planning phase has been met. Do you want documents, forms, policies, etc, attached to RFP or just written responses?

    Only written responses should be provided.

  127. Clarification - two counties can be submitted as a service area in one sub-grant as long as the total population of both counties is not smaller than 20,000 and not larger than 175,000, correct?

    Correct.

  128. On track availability for hours in 4th quarter is not available for 09 and 10. How should this be achieved?

    The applicant needs to present this information from hard-copy reports submitted by their agency.

  129. Our Service Area does not utilize IYS. They use a comparable survey. Is that a problem?

    It depends on the Sub-Grant. For Sub-Grant C, an applicant must obtain Letters of Commitment from at least 50% of their schools to participate in the administration of the Illinois Youth Survey. For Sub-Grant A, IYS Recruitment is one of the requirements. For Sub-Grant B, there is no requirement associated with the survey; IYS Recruitment is an optional activity.

  130. Evaluation and Reporting - do you mean for prevention or how the agency was a whole does it?

    Agency.

  131. For Communication Campaigns, are both the planning phase and the implementation phase to be included/expected to be delivered during the time frame of this RFP award (18 months)?

    The applicant should clearly delineate by site when the Planning phase is being used and when the Implementation phase is proposed over a 12-month period.

  132. Does there need to be a Coalition in each of the targeted geo areas?

    There needs to be at least one coalition for the proposed entire service area.

  133. Local Coalition - How does this fit in with Communication on Campaigns? What is the correlation? Is it possible this was cut and pasted in the wrong area?

    No. See first dot point on page 42 and current RFP guidance on page 54-55.

  134. We are a Partnership for Success coalition grantee. Can we submit a Direct Service grant for prevention services in another community not involved in the Partnership?

    Yes.

  135. Just to clarify, is IYS recruitment a requirement or an optional activity?

    For Sub-Grant B, IYS recruitment is an optional activity. IYS recruitment is a requirement for Sub-Grant A. IYS participation is required for Sub-Grant C.

  136. The total on slide 78 doesn't add up to 100. Can you clarify the point value for each section?

    The information in the slide was incorrect. Adhere to the current RFP guidance.

  137. Where is staff development networking, trainings all reported? Where is this all written in?

    See Answer 92.

  138. In the template for communication campaigns planning and implementation table, what are you looking for in the "implementation frequency" column?

    The projected implementation frequency for releasing messages. See current RFP guidance for Communication Campaign standards on pages 42-44.

  139. With YPE is it expected prevention staff will teach both booster and core curriculum or can we train school staff to deliver booster of Evidence-based Curriculum?

    An applicant agency can determine the "implementers", whether an employee of the agency will deliver the service or if the agency will subcontract with the school to have teachers deliver the curriculum.

  140. Are Letters of Commitment from schools needed if you are only in planning phase of Communication Campaigns?

    Yes.

  141. If awarded funds, are we suppose to switch curriculum in the schools in January or at school year end? (from standards based, evidence-based)

    An applicant should propose the services they are planning to deliver starting in January 2012.

  142. How much can be allocated for administrative costs? Is admin costs come out of the $70,000 per FTE?

    See Answer 2. Yes, administrative expenses can be allocated for within the $70,000 per FTE.

  143. If an agency facilitates a parent/family education program, are the children allowed to participate in the classes?

    If the curriculum proposes that child should be included, then yes.

  144. Can limited membership funds be used to be involved with other professional organizations such as the National Parenting Education Network?

    The proposed expenses are at the discretion of the applicant. Every expense must be fully justified in the plan and budget narrative.

  145. Is creating/enhancing a Coalition separate section of the proposal with the 36 page limit and Description of Agency, Service Area, Needs Statement, etc? Is it scored separately?

    The 20 pages "Description of Program Services" should include the direct services, the coalition and the optional activities. It is all scored under Description of Program/Services.

  146. Can two separate agencies in the same community submit for Sub Grant B if they provide different services (i.e. agency 1 provides YPE and/or communication campaign and agency 2 provides parent/family education)?

    Yes.

  147. In order to apply for the Direct Service Grant; do we have to have an established location or partners for the communication Campaign, Coalition, or Mentoring Services?

    For Sub-Grant B, if the applicant proposes to deliver services in a school or community-based site other than your own agency, the applicant will need to obtain Letters of Commitment for each approach.

  148. Do we have to create a coalition under Sub-Grant B? Is this a requirement, or do we have to enhance a coalition? Is this a requirement?

    For Sub-Grant B, an applicant is required to either develop a new coalition or enhance an existing coalition.

  149. To include Optional Activity "Recruitment for IYS". Do the schools previously need to NOT to have participated?

    For Sub-Grant B, a school(s) that previously participated can be included. SAPP is expecting that an applicant would recruit all schools within the proposed service area.

  150. Can an application serve multiple settings? How do we report?

    Yes, an applicant can serve multiple settings. In this case, an applicant would indicate the service by site within the service area.

  151. One service, two locations…can we do one site plan serving both or must we do two site plans?

    It is at the discretion of the agency. The service area is to be no smaller than 20,000 and no larger than 175,000.

  152. Can the geographic boundary be a two- county area with YPE services delivery in 2-3 towns in each county or is the geographic/services area the towns?

    The geographic boundaries are at the discretion of the applicant. The service area is to be no smaller than 20,000 and no larger than 175,000.

  153. If we begin in the planning phase of a Communication Campaign, do we need to address the standards of the implementation phase in our proposal or just address the standards of the phase we are working in?

    The applicant would only provide information for the standards for the planning phase not include information regarding the implementation phase.

  154. Page 56. If you are just beginning planning for Coalition Development, do we need to have Letters of Commitment from would-be coalition members?

    Yes. See page 55, first bullet point. An applicant will need to identify stakeholders and organizations interested in serving on your coalition. Letters of commitment are required.

  155. Can we begin planning phase of Communication Campaign under additional/optional activities?

    No.

  156. If in 1st 6 month contract start 1 FTE can provider add a 2nd FTE at the FY July 2, 2012 or should we put in for 2 FTE at start?

    An applicant should plan and budget for services for a 12-month period.

  157. Is there start up time for services in the 1st 3 months?

    Applicants will be expected to initiate services within a reasonable timeline. At this time, SAPP cannot provide an exact timeline. Additional guidance will be forthcoming after the grant is awarded.

  158. Clarification regarding Sub-Grant B, Appendix L should include Letters of Commitment from coalition sectors or Letters of Commitment from schools for 2012 Illinois Youth Survey?

    For Sub-Grant B, Appendix L should be Letters of Commitment - Coalition. Letters of Commitment are not required for IYS.

  159. Is CADCA membership requirement for the staff member (individual) or the Coalition?

    For Sub-Grant A and C, the agency is required to obtain CADCA membership. It is optional memberships for Sub-Grants B. Not applicable for Sub-Grant D.

  160. How can we follow the standards of implementation for YPE or a communication campaign during the shortened grant award length?

    An applicant should present a plan for a 12-month period.

  161. Regarding the table on page 60 of the RFP. If we plan to use a communication campaign that targets adults in the designated community, is there a certain % of the population you consider realistic?

    It is at the discretion of the agency to propose the number to be served.

  162. Just to clarify, we must apply for at least one of the Direct Service programs AND create or enhance a coalition. Applying for only one of the four Direct Service programs is not adequate?

    Correct.

  163. YPE - Letters of Commitment and Geographic area do we need to obtain letters of commitment from all schools in our chosen geo area? How do we handle refusals? Can we still proceed forward even if all in our geo area don't choose to sign Letters of Commitment?

    An applicant should present as much information as well as the best proposal possible. It is at the discretion of the agency to obtain and present information requested in the current RFP.

  164. Regarding the Direct Service Grant: On page 35, it states we must deliver one or more of the 4 core direct service approaches. But then you discuss "create or enhance a coalition…" Is this a different core direct service I can provide instead of the previous 4?

    You must deliver one or more of the 4 core services (YPE, Parent/Family Education, Mentoring or Communication Campaigns). In addition to the selected "core" service, an applicant must create and/or enhance an existing coalition.

  165. Regarding population limits for Direct Service Grants: Our understanding is that an agency can submit multiple sub-grant B site plans as long as the population in the geo area for each site plan totals between, 20,000 and 175,000 persons. So, population doesn't limit the number of sub-grant B plans: there is no upper population limit for total sub-grant B services, but only for each individual site plan. In this case a "site" may include multiple communities or counties. Is this understanding correct?

    Correct. Multiple site plans can be submitted as long as each site plan meets the population requirement 20,000-175,000. A service area may include multiple communities and/or counties.

  166. Regarding funding limits for Direct Service grants: Our understanding that the funding limit of $70,000 per FTE means that a different sub-grant B site plans each have a limit of $70,000 per FTE.

    See Answer 6.

  167. Communication Campaign should present the number of persons to be served by each service in the Site Plan. Is this understanding correct?

    Yes.

  168. If we are working with a multiple county coalition which across all counties involved exceeds 20,000 in population we should be able to work with the coalition, correct?

    Yes.

  169. If we submit multiple site proposals, are we still limited to the 175,000 population maximum for ALL sites, or is that maximum just per proposal?

    175,000 is the maximum per site plan.

  170. I am confused as to how many sub-grants (one complete plan per service area) I would need to turn in for the Direct Service Grant. Our agency serves Clark and Edgar Counties (with a total of 9 schools). We are offering to teach either Life Skills or Project Alert to all middle school students. Some schools want LS and others want PA. Also, several schools want a Mentoring program and several either already have one or are not interested. All schools will be served by the same grant funding and employees so do I submit one sub-grant proposal or one for each school…or one for each county? Or are both counties' schools considered the same service area?

    For Sub-Grant B, an applicant needs to meet the population size requirement of 20,000-175,000. If the applicant can meet this requirement in every proposed service area, it is at the discretion of the applicant to determine how many site plans to submit.

  171. In July, our agency started the planning phase of a communication campaign. If I add that to the new RFP, do I need to start at Implementation right away in January? This would be impossible at this point. Our group will not be ready to implement until the fall.

    For Sub-Grant B, it is at the discretion of the agency to propose the phase to start. An applicant may choose to start at the Planning phase or the Implementation phase.

  172. The RFP is requesting resumes for the project director and staff for the Direct Service Sub-Grant. If the individuals have been in the current positions for several years, what type of information/format do you want on the resumé?

    A resumé typically includes the name and address of the individual, past work experience including length of time in the position and title as well as education. It is at the discretion of the applicant to determine the information to present in resumés.

  173. Under Sub-Grant B Direct Services Grant on Page 54, it refers to the standards for communication campaigns being provided in the tables below. We are not seeing the tables…should we create our own, or are they provided somewhere?

    Refer to the Communication Campaign standards found on pages 42-44 of the current RFP.

  174. LCB grants will not be awarded in geographic areas served by Partnerships for Success and/or Drug Free Community Support grant programs. Does this mean that sub-grant B can be awarded in geographic areas served by Partnerships for Success and/or Drug Free Community Support grant programs? If so, are they required to work with the existing Partnerships for Success and/or Drug Free Community Support grant programs' coalition?

    Sub-Grant B may be awarded in an area served by a Partnerships for Success or Drug Free Community Support grants; however the applicant also needs to develop or enhance a coalition. Therefore, the applicant will need to determine a service area that is broader than the area served by either coalition in order to meet the requirement of creating or enhancing an existing coalition.

    Go Back to Question 407, Go Back to Question 411, Go Back to Question 413, Go Back to Question 414, Go Back to Question 415, Go Back to Question 419, Go Back to Question 420, Go Back to Question 424

  175. As I continue to look through the RFP what I am seeing is that regardless of whether you use an evidence-based curriculum or a standards-based curriculum, implementation for both the core and booster sessions are to be no more than two times a week. It even goes so far as to say you cannot deliver the core or booster in a severely condensed format. Today I had a conversation with one of our schools about the possibility of delivering curriculum 2 times per week and they just laughed. Is the dosage of 2 sessions per week absolutely set in stone? For the last 3 years we have had a waiver to deliver our standards-based curriculum daily, but from everything I have been hearing from CPRD that will absolutely not happen this time.

    Applicants should plan to adhere to all of the standards presented in the current RFP.

  176. The Proposal Content Checklist lists a 3 page maximum for Agency Evaluation and Reporting yet the reports that are requested (On Track reports and Annual Performance Evaluations) are many more pages than three. Please clarify.

    On Track and Annual Performance Analysis (PPA) results are requested under Agency Qualifications/Organizational Capacity, see page 47 (for Sub-Grant B) and see page 69 (for Sub-Grant C). An applicant is not expected to submit the actual reports (On Track or PPA Results); applicants should only present information from the reports in this section. For Agency Evaluation and Reporting, an applicant is expected to address the dot points under this section. The applicant is not required to provide any evaluation reports for this section.

  177. With regard to the communication campaign, we have a couple of questions. First, on page 54 of the RFP under Communication Campaigns, the target population says they may be; 1) high school students; 2) their parents or older siblings; 3) community members. Can a campaign target middle school/jr. high school students? Second, if the campaign is targeting the community, do you need a Letter of Commitment from a school?

    A general communication campaign may serve a middle school/junior high population. If the community is the target, an applicant needs to obtain a Letter of Commitment from schools.

  178. We are in the process of planning the project we would like to submit in regards to the Substance Abuse Prevention Program RFP. We are wondering under the Direct Services Sub-grant, will 1 FTE = 1104 service hours per year, and/or 100 youth per year?

    Not applicable to this Request for Proposal.

  179. This is for clarification: on page 35 of the Sub-Grant B section, it indicates that planning or enhancing a coalition is required part of the proposal. However, page 56 of Sub-Grant B lists local coalitions under optional activities. Is this meant to indicate that working with multiple coalitions is optional, but that developing or enhancing at least one coalition is required?

    Creating or enhancing a coalition is a requirement of Sub-Grant B.

  180. Does the local coalition have to serve the entire population served?

    No. Grant funds are designed to target youth (for Sub-Grants A and B, youth ages 11-18 or for Sub-Grant C youth ages 11-20) within the service area.

  181. The website provided for the Interactive Illinois Report Card does not have data available for 6th, 9th, 10th and 12th grades. Are there other acceptable data sources available?

    See Answer 15. Public school grade level enrollment data for the academic year 2010-2011 is available for download on IL State Board of Education's website at School Data (xls).

    Go Back to Question 185, Go Back to Question 410

  182. Service Area: We have a communications campaign that targets high school students in two school districts 203 and 204. Our service area is actually geographic boundaries of the school district boundaries. The main community served is Naperville. Naperville is in DuPage County. District 203 is comprised for students who mostly live in Naperville (which is in DuPage County) with a very small percentage of the students who live in Bolingbrook and Plainfield, which are in Will County.

    The service area proposed must meet the requirements for population size parameter of 20,000 - 175,000. It is at the discretion of the applicant to determine boundaries.

  183. District 204 is comprised on students who mostly live in Naperville and a smaller percentage live in the DuPage County portion of Aurora. Aurora residents in the much larger Kane County portion of Aurora are served by 6 other high schools in different school districts. So to my question for geographical area in Section H3…Obviously we would focus on Naperville where the vast majority of our students go to school and reside. Will that be sufficient? I don't see how we can really answer the other geographical questions about these smaller sub-parts of cities.

    Yes. The service area proposed must meet the requirements for population size parameter of 20,000 - 175,000. It is at the discretion of the applicant to determine boundaries.

  184. Under Sub-Grant B - Direct Services, school aged youth are described as 11 year - 18 years old but we have always been approved for 4th graders which are usually 9-10 year olds. Does this not apply?

    4th does not apply, 5-12th grade students only.

  185. At the time my school information table was completed, grade level enrollment data was not available on IIRC site. IIRC advised that I get data from ISBE website. Is it permissible to use and site ISBE data?

    See Answer 181.

  186. If agencies are proposing direct services at multiple sites, do the proposed hours need to be separated as well? Is there a way to propose or account for work that could be shared across multiple sites?

    Proposed hours are not applicable to the current RFP.

  187. If an agency is a unit of Government, is it required to have the Certificate of Good Standing? I am not sure those are issued for Government entities.

    See Answer 9.

  188. If you are targeting community members with a communication campaign, do you still need Letters of Commitment from all the schools?

    Yes.

  189. Does the proposal include what was traditionally referred to as a "catchment area" or is it strictly a targeted direct service area? Is there room for expanding or replicating a program at a later date at a different school or community?

    An applicant is proposing their service area for the entire length of the proposed project. There is no opportunity for expanding or replicating a program at a later date at a different school or community.

  190. Can the additional activities include community assessment activities in a different geographic target area than your direct service proposal? For instance can you propose another county for assessing future work plan needs?

    No. For Sub-Grant B, the only two optional activities are Illinois Youth Survey Recruitment and non-school based supplemental services.

  191. Will there be opportunities in the work plan for building relationships and readiness for future prevention efforts in new geographic areas and/or prevention approaches?

    No. See Answer 56.

  192. Where will work plan development and required provider training fit into the hours proposal?

    Adhere to current RFP for guidance. All previous SAPP guidelines including those relating to work plan development and hours are not applicable.

  193. What is considered a complete plan when you are serving multi-communities?

    See current RFP guidance on pages 17-19.

  194. When you are targeting two core services in multi-communities can you combine the required services on one letter of support instead of two?

    For Sub-Grant B, an applicant should adhere to the guidance for each Letter of Commitment per core service. It is at the discretion of the agency to determine if this can be accomplished through one letter.

    Go Back to Question 227

  195. For Sub-Grant B, what exactly is needed from the requested CPRD report?

    For Sub-Grant B, see page 47, last dot point under Agency Qualifications/Organizational Capacity.

  196. Are Letters of Commitment needed for developing a coalition? If so, from whom (proposed key stakeholders)?

    For Sub-Grant B, see current RFP guidance on page 56 under Create or Enhance a Local Coalition.

  197. Are communities who have completed the 10 years of DFC, and no longer funded, eligible under Sub-Grant B?

    Former Drug Free Community Support Grantees are eligible for Sub-Grants B, C and D.

  198. Please give some examples how an organization can support a currently DFC funded community?

    A DFC grantee, that is not a current PFS grantee serving the PFS site, is eligible for Sub-Grants B, C and D. Review to the current RFP guidance.

  199. Communication campaigns receive and extra $10,000. Is that per site plan or just one time $10,000 on Sub-Grant B regardless of how many site plans are submitted?

    Per site plan, up to an additional $10,000 may be requested.

  200. We have multiple site plans under Sub-Grant B. Do we need a separate budget for each site plan or do we submit one unified budget under Sub-Grant B?

    See Answer 6 and pages 17-19 of the current RFP. Separate budgets are needed for each site plan.

  201. What is the max that an organization can apply for? It is $70,000 or $140,000, if we propose two FTE's?

    For Sub-Grant B, if an applicant requests two FTEs, the maximum award amount is $140,000.

  202. Section H5-for Sub-Grant B, Total Number of Participants Served (Youth Prevention Education, Parent/Family, Mentoring and Communication), there is a template for Direct Service Grant Summary Table. This question is regarding the line for Optional Activities. If we intend to include recruitment for the Illinois Youth Survey as an Optional Activity, are we supposed to include that in the table somehow as youth served? And if so, how is that to be determined.

    If you propose the Optional Activity - Recruitment for the Illinois Youth Survey, you are not required to include the number of youth served in the Direct Service Grant Summary Table for this activity.

  203. If we propose service under both Sub-Grants B and C, do we submit 2 different applications?

    It is one proposal with two Sub-Grants. See current RFP guidance on pages 17-19.

  204. In regards to background checks, are we required to get DCFS or FBI background checks?

    An applicant must present information regarding their background check process. It is at the discretion of the applicant to determine the types of background checks conducted.

  205. Can supplemental service be defined as at the school site but during after school hours?

    Yes.

  206. Where can we get numbers/statistics for critical incidents involving alcohol, tobacco and other drugs for Chicago communities?

    SAPP is not aware of a resource for critical incidents information. Some examples of other sources: hospitals, emergency rooms and police departments.

  207. In the YPE table on pg 50, are we listing schools that we are targeting to work with or all the schools in the area?

    In the Youth Prevention Education Implementation Table, list all of the schools your agency plans to target with these services.

  208. Under the Supplemental Activities, the RFP states non-school based activities. Our question is can it be school-based, i.e. after school? Also do the lessons presented need to be either model or standards based?

    Yes. Supplemental activities can be conducted after-school at the school. Supplemental activities are not required to meet the requirements for Youth Prevention Education. See current RFP guidance on page 57.

  209. Can I create a new Appendix to include supplemental information I think is beneficial?

    No.

  210. Our organization would like to apply for the $70,000 grant for six of our Chicago sites in Chicago. We would like to confirm that we are eligible to submit multiple sub applications for Sub-Gant B Direct Service grant.

    Each of the Chicago sites need to meet the population size parameter of 20-000 - 175,000. If each site meets this requirement, then you can submit a site plan for each service area.

  211. Do we provide the direct services in exclusively the same geographic that the coalition is based in? For example, if the coalition is based in Rogers Park and we propose to provide direct services in Rogers Park, Uptown and McKinley Park is that okay (as long as the combined communities are not larger than 175,000)?

    An applicant needs to meet the size requirements 20,000 - 175,000. An applicant is required to have at least one coalition and should plan to have representation from the other community areas serve on the coalition. One or more of the approaches can be delivered in these proposed Chicago Community Areas.

  212. Is there an existing evaluation plan for the YPE? If there is one can the providers have access to it before review?

    There is no existing evaluation plan for YPE approaches. Not applicable to the current RFP.

  213. Pg 54 Sub-Grant B asks for a communication campaign commitment letter. We are forming a new site plan service are and coalition for this specific site plan and have only begun forging a relationship with the sector members. Who should we have sign a commitment letter of intent if we do not actually have a coalition in that site plan area? Do we still need a letter?

    Yes. If you are proposing to deliver a Communication Campaigns, Letters of Commitment are required. See current RFP guidance on pages 54-55. For guidance regarding the coalition, see current RFP guidance on pages 55-56 regarding for Letters of Commitment.

  214. With respect to the need for an organization chart as noted on page 46 of the RFP, since we will be submitting for multiple sites and each of those sites, that staff will be at multiple locations should we list each location they will be at? Should we have separate organizational charts for each site plan as well.

    One organizational chart is acceptable that includes the multiple locations.

  215. With respect to the LLC Guidelines, do we need to state in the proposal, that we have the capacity to meet those guidelines and if so, which section would that need to be stated?

    The LLC Guidelines are provided as a resource. An applicant must address the bullet points and describe their linguistic and cultural competence under each of the sections.

  216. If we have multiple State and Representative Districts within our service area, should we reference each of those districts on our cover page table?

    Yes.

  217. When we are developing a site plan, which includes another County (because of population minimums): -Are the agency qualifications only applicable to the agency submitting the grant? -So then, does the other county included in the site plan function as a sub-contractor entity and need not submit the qualifications of pgs 46-47?

    Yes. The agency qualifications should only be submitted for the applicant agency. If the other county is included in the site plan AND the agency is sub-contracting with another agency (that decision is at the discretion of the agency), then the sub-contractor would be noted accordingly in the dots points listed on pages 46-47 of the current RFP.

  218. Does FTE refer to only the direct staff?

    Yes.

  219. Are more full FTE's expected if using more than one core approach (YPE and Parent Family Education)?

    It is at the discretion of the agency to determine the number of FTEs needed to fulfill the proposed approaches and other requirements associated with the Sub-Grant. Every FTE must be fully justified in the plan and budget narrative.

  220. Page 57, number of youth in geographic area (refers us to pages 57, PII, H3), which doesn't give info needed. Is the goal the number of 5-12 graders in geo area?

    Yes. The goal is to present the total number of 5-12th grade students in the service area. Refer to page 48-49 under H4. Needs Assessment.

  221. As noted in section #3, Pg 47. Where is the information coming from that is collected by the department for each service area? ISBE? IYS? Other?

    There are multiple data sources that can be used to report the requested information. It is at the discretion of the applicant to determine the data sources to use.

  222. Some schools have returned our YPE commitment letter via email on school letterhead with an electronic signature. Is this acceptable?

    Yes.

  223. Communication Campaign-Must start over or can we continue in the Implementation Phase?

    An agency can start at the implementation phase, but they will need to provide information and details as to how they met the standards of the planning stage. It is at the discretion of the application to determine the phase to initiate.

  224. Regarding Communication Campaign target populations, Pg 54. Is the reference to high school students referring to all campaigns or just social norms? Can you implement a general campaign to middle school?

    Both Social Norms and General Communication Campaigns can target high school populations but only a General Communication Campaign can target middle school.

    Go Back to Question 399

  225. Is a separate coalition needed for each approach for the Direct Service Grant?

    A coalition is needed for each site plan, not for each approach.

  226. Is there a maximum grant amount to one organization?

    No.

  227. For Letters of Commitment-under direct services sub-grant: if providing more than 1 core service approach, can there be 1 commitment letter addressing each core service from each agency or school providing the multiple approaches?

    See Answer 194.

  228. Can the geographic boundaries of our service area be defined by a collection of census tracts rather than a single Chicago community area?

    Yes, as long as these tracts meet the requirement for the population size of 20,000 - 175,000. It is at the discretion of the applicant to determine the geographic boundaries.

  229. Under the school demographic table, what do we report for the column for total enrollment of grades 5-12 for schools that serve k-5? Do we include the 5th grade in that number? For example, if the total population of students is 100 but 20 are in 5th grade would we only report 20 for that column?

    Yes.

  230. In the table "Direct Service Grant, Cost Per Participant - All sites", does the total, column 4 need to total the amount requested? (i.e. How do we account for indirect costs?)

    No. The total in column 4 cannot equal the total amount requested because some resources will be devoted to the work associated with the coalitions (developing or enhancing). The indirect expenses should be applied across all applicable approaches and included in the amount per approach.

  231. The grant states that if an applicant is applying for sub-grant A, it is not allowed to apply for other sub-grants (B, C or D). However, can an agency with multiple sites apply for sub-grant A for one site and community as well as sub-grant B for a separate site in a different community and coalition (based on historical services offered and community readiness)?

    An applicant that applies for Sub-Grant A may not apply for any other Sub-Grants. The applicant agency needs to determine the type of Sub-Grant they wish to pursue and proceed accordingly.

  232. For Sub-Grant A, the first 6 months of application does that mean the budget cannot be more than $32,500?

    The applicant should submit a budget for a 12-month time period and may request no more than $65,000 per FTE and related expenses per site plan. More guidance will be forthcoming about six-month budgets after grant funds are awarded.

  233. How do you define a community service area?

    The service area is defined as no larger than a population of 175,000 and no less than 20,000 as defined by the 2000 or 2010 U.S. Census data. It is at the discretion of each agency to determine their service area.

  234. If an agency has applied for foundation funding but doesn't' know if they will receive it, can we apply for LCB?

    Yes. An agency that receives funds from a foundation can apply for Sub-Grant A. This type of funding does not disqualify applicants from applying for a Local Capacity Building Sub-Grant.

  235. For Sub-Grant A, is a CADCA membership required for start up?

    Yes. See current RFP guidance on pages 32-33 of Sub-Grant A.

  236. The RFP process indicated LCB grant is not to exceed $65,000 per FTE. What is the max award or the max number of FTE's?

    One full-time FTE per site plan and the maximum award per site plan is $65,000. An applicant may submit multiple LCB Sub-Grant site plans.

  237. How many awards will be made?

    A total of $14,600,000 is available across all the Sub-Grants. There is no established limit for each Sub-Grants. The number of Sub-Grants awarded will be determined by the quality of proposals submitted by the type of Sub-Grant.

  238. Will the grant awards be given out according to community?

    Yes. Applicants are required to identify a Service Area within each Sub-Grant. Thus, Sub-Grants will be awarded to providers to serve a specific community.

  239. Are the coalitions specific to neighborhoods? If so can it be for multiple neighborhoods?

    The coalition needs to align with your service area, as defined by the Applicant. A neighborhood may be considered as long as it meet the requirement of no smaller than 20,000 and no larger than 175,000. For example, multiple Chicago Community Areas may be defined as a service area.

  240. What is the website to find out what school participated in the Community Readiness to implement Illinois Survey?

    Illinois Youth Survey (IYS) website

  241. You mentioned a change on page 22, can you repeat?

    See Notice of Addendum (referred as the Notice of Corrections during the Bidders' Conferences) for all updates related to the SAPP RFP.

  242. If an agency applies for both-local and state, will we have to submit 2 proposals?

    The applicant agency needs to determine the type of sub-grant to apply for. If an applicant proposes to pursue Sub-Grant A, then the applicant cannot submit for any other Sub-Grant (B, C, or D). An applicant can submit one proposal with multiple Sub-Grants and/or site plans; however an applicant must submit one proposal.

  243. If you submit for multiple proposals/counties (areas) are you able to have an FTE for each proposal?

    Yes. For Sub-Grant A, an applicant may submit multiple "site plans". An agency must have one (1) FTE per site plan. Each site plan must meet the population requirement of 20,000-175,000.

  244. Pg 35, under Intent of Program, it references the development of or enhancement of a substance prevention coalition. If we have multiple sites under one sub-grant, do we need to develop and/or enhance two coalitions or can it be just one? It is can be just one would it have to cross both sites?

    For Sub-Grant A, a service area may be comprised of multiples communities. The applicant would be expected to have at least one coalition.

  245. For Sub-Grant A, is the most awarded no more than a total of $65,000? Or is the most that is rewarded $65,000 per FTE, but the budget will allow for other expenses to be added such as travel?

    For Sub-Grant A, the budget cannot exceed $65,000 and it needs to include one full-time FTE and other related expenses (e.g. travel). An agency may submit more than one site plan, again each site plan's budget cannot exceed $65,000.

  246. Pg 22 of the RFP under "Local Capacity Assessment" will it be possible to get a copy of the local capacity assessment that will be used by the department and the grantee to assess community readiness to engage in substance abuse prevention services/activities?

    A copy of the local capacity assessment will not be provided. The Local Capacity Assessment will entail conducting key informant interviews, reviewing archival data and a resource assessment; compiling information and identifying an appropriate evidence-based approach (youth prevention education, parent/family education, communication campaign or mentoring) for your service area.

  247. What is the smallest area/location permitted for a statewide grant?

    There is not an established threshold regarding the size. It cannot be a single area, county or municipality. The area should be large, across multi-counties or regions of the state.

  248. Can a single institution apply for multiple Sub-Grant D's -$250,000 each?

    Yes. For Sub-Grant D, it is possible as long as they have unique sectors in which your agency would be able to serve and address all criteria as outlined in the current RFP.

  249. Please clarify how local grantees can engage with statewide grantees to coordinate data, services and prevention activities under the new funding structure. Where will these hours be designated in CGP work plans?

    Not applicable in the SAPP RFP. Adhere to the guidance as outlined in the current RFP.

  250. If our target audience are professionals who work with students, do you prefer data on them for the needs assessment or the students they serve?

    The main idea of the State Capacity Building Sub-Grant is to influence the population you are targeting. We are developing their capacity as it relates to substance abuse prevention services.

  251. In section AA, pg13, the RFP states that background checks are required for all program staff and volunteers who have one-on-one contact with minors. As a statewide program, we encourage local chapters or groups of youth adult partnerships. Are we, as the statewide program, suppose to maintain background checks for local "chapters" or youth coalitions? Is this an allowable expense to pay for, collect, and maintain background checks for local groups?

    No. The applicant is required to demonstrate policies and procedures for background checks, if working with a vulnerable population. The applicant is not required to provide background checks for the organizations they plan to serve.

  252. If an institution applies for multiple Sub-Grant D's, can any of the service area overlap at all?

    It would depend upon the unique services provided and justification for that decision.

  253. During your presentation regarding Sub-Grant A; you mentioned that once capacity the grantee would be expected to apply for other funding. Is this is the same?

    No. It is not applicable to Sub-Grant D. It is only applicable to Sub-Grant A.

  254. For Sub-Grant D, the maximum award amount is $250,000 per grantee. Is this per full fiscal year?

    Yes.

  255. Can this grant be renewed for a second year for a total of $500,000 for a grantee?

    See Answer 6.

  256. Does targeting immigrant business owners meet the requirement for addressing a sector for the state capacity building grant?

    Yes.

  257. For Sub-Grant D, is there a required amount of FTE's?

    No.

  258. For Sub-Grant D, how would you determine how many FTE's you should include for a 12-month period?

    It is at the discretion of the applicant; the number of FTEs proposed must to be fully justified in the plan and budget narrative.

  259. How many substances need to be addressed for the state-wide capacity building grant?

    There is no limit on the number of substances to be addressed for the SCB Sub-Grant.

  260. Does targeting multiple substances strengthen a proposal?

    No. Data should inform the selection of the substances addressed. More substances does not necessarily equate with a better proposal.

  261. What is considered the "Greater Chicagoland Area"? Does 3 counties meet the requirement for the state-wide capacity building grant?

    Greater Chicagoland area is not specifically defined. It could be larger than just Lake, DuPage or smaller; we are looking to support large regions.

    Go Back to Question 429

  262. The maximum page limits for each section (Executive Summary-1pg; Agency Qualifications-5pgs; Service Area-3pgs; Needs Statement-7pgs; Description of Program Services-10pgs; Agency Eval-3pgs; Budget-4pgs) adds up to 33 pages. Additionally, the guidelines instruct the inclusion of a cover letter and to begin numbering pages on the cover letter. This makes a total of 34 pages. Yet the guidelines also list a maximum of 28 pages for the entire Local Capacity Building proposal. Which guidelines do we follow?

    Page 6, informs the provider what is included in the narrative and the page number maximum amount, for example the Executive Summary is not included in the page number count. Refer to the RFP for additional guidance.

  263. For Sub-Grant D, is this appropriate-Goal is to develop the capacity of teachers in Higher Education to reduce substance use among their students?

    Yes, this could be a focus of the SCB sub-grant.

  264. Give an example of how Sub-Grant D would relate to immigrants or senior citizens?

    An applicant would be developing capacity among the organizations that serve your unique target population. Relating to immigrants and senior citizens, the applicant is providing services to an organization that provide services to this population.

    Go Back to Question 427

  265. For Sub-Grant D, do agencies have to submit letters of commitment?

    Yes. An applicant must submit Letters of Commitment from at least 3 partners.

  266. If a proposal includes statewide or metropolitan dissemination to three distinct populations (for example, professional development for Alternative School teachers and staff, College of Education faculty and future teachers, and K-12 Principals and School Leaders) could all three be included in a singles State Capacity Building Grant proposal or do 3 separate proposals need to be written?

    For Sub-Grant D, it is at the discretion of the applicant to determine the number of site plans to submit. Refer to pages 17-19 in the current RFP for guidance regarding submission of multiple site plans.

  267. Can a pilot project for a University/High School/Community collaboration that links integrated substance abuse prevention classroom lesson to service learning projects in the community with the intent for later statewide dissemination be included in a Statewide Capacity Building grant proposal?

    It is at the discretion of the applicant to ensure it meets the parameters of the Sub-Grant D. If yes, than this could be a focus of Sub-Grant D.

  268. Can one agency apply for two SCB grants? (Totaling over $250,000?)

    Yes.

  269. For Sub-Grant D, would service such as student assistance be directed at a statewide audience be eligible to apply for a state capacity building grant?

    Yes.

  270. Can agencies in different communities apply for a joint Sub-Grant D to target multiple counties?

    Yes. There needs to be a clearly established fiscal agent serving as the applicant.

  271. Can a sector be a non-geographic area but rather a professional sector such as school counselors or social workers?

    School counselor in the State of Illinois would qualify as a unique sector although a service area or boundary would need to be identified.

  272. School counselors in state of Illinois would qualify for sector and geographic boundaries?

    School counselors in the State of Illinois would qualify as a unique sector although a service area or boundary would need to be identified.

  273. Wording on Pg 79 of the RFP guidelines. That section reads as: State Capacity Building Grant This grant is designed to target unique audiences throughout the state of Illinois or the greater Chicago area: chambers of commerce/business, physicians, institutions of higher education, judicial/States Attorneys, senior citizens, immigrants and youth leadership (in using data driven decision making). Are the underlined items the only unique audiences that are being funded or are these examples of types of unique audiences?

    Examples of unique audiences.

  274. Although we are an institution of higher education, during the past 12 years we have not been targeting the general population of students at our university or other colleges and universities. During the majority of this time we have been funded by DHS Bureau of Community-Based and Primary Prevention to target substance abuse among k-12 students by training College of Education faculty to prepare future teachers in substance abuse prevention curriculum infusion. We have also been funded to train Illinois school leaders and in-service teachers, building their capacity to serve as prevention agents by integrating substance abuse prevention into classes across k-12 curriculum. Based upon the work we do with these populations we wanted to be sure that we are eligible to apply under the State Capacity Building Sub-Grant RFP?

    Yes.

  275. On page 85 of the RFP under Budget and Budget Narrative the RFP requests that the following document be completed: "Detailed Budget Financial Report Expanded Rows & Columns Updated 09/20/11 (xls)." I have downloaded the excel sheet as well as the PDF instructions and find it extremely confusing to complete, not to mention the spreadsheet has approximately 16 tabs. Is it mandatory that we complete this version or may we supply our own budget and narrative?

    Applicants are not required to use the "Detailed Budget Financial Report Expanded Rows & Columns Updated 09/20/11 (xls)." Applicants should use the "One-Page Budget Summary" found on the DHS website at DHS Contracts Page.

    Go Back to Question 276, Go Back to Question 365

  276. The budget form is not printer-friendly and is password protected. Will this be corrected or should budgets be submitted electronically?

    See Answer 275. The "One-Page Budget Summary" found on the DHS website at DHS Contracts Page  is not password protected and easier to print. Therefore, follow the guidance for proposal submission found on pages 17-19 of the current RFP.

    Go Back to Question 365

  277. What if the negotiated indirect cost rate is with another federal agency, not DHHS, would that rate still apply?

    If an applicant has an approved indirect cost rate from any federal agency, it is acceptable.

  278. Is mileage reimbursement on allowable cost?

    Yes, mileage is an allowable cost. The current federal rate is $.50/mile. Your agency may not exceed this rate, but it is at the discretion of the applicant to establish their own mileage reimbursement rate.

  279. I have a question about page 73 of the Subgrant C application. Under planning it says to include a logic model for substance abuse prevention that:...The Coaltion has a logic model that they are currently working from but it does not currently include the Strategic Prevention Framework since this grant has not be awarded. Finding it difficult to plan, as planning is step 3 in this process. Please provide guidance on what you are looking for under this planning heading.

    An applicant must share information about their work with a coalition in this area, but submitting a logic model is not a requirement. If the agency and coalition have experience working with a logic model or a logic model is currently directing their work, then these examples should be included.

    Go Back to Question 288, Go Back to Question 393

  280. Can PFS grantees apply for sub-grant C-Strategic Prevention Framework if targeting a different target/geographical location/service area?

    Yes. A current PFS grantee may apply for Sub-Grant C as long as it targets another service area other than the one covered by their current PFS grant.

  281. In the SPF application-can you have more than 1 focus, example underage drinking and prescription drug abuse.

    Yes. If data justifies targeting multiple drugs.

  282. If you have 2 small rural communities that have had a coalition for a year but population is less than 20,000 combined 2 communities, they cannot do the SPF?

    Correct. An applicant must meet the size population requirements of 20,000-175,000.

  283. For Sub-grant C, should logic models address 1 drug or more drugs?

    If drug usage rates are elevated for more than one drug, then an applicant could target more than one substance.

  284. To what extent can a "focus on underage drinking" also include some attention to other substances?

    An applicant can focus on other substances if data justifies the selection.

  285. If two different counties are combined as one site plan to meet the 20,000 requirement, can there be two project directors, one per county; $75,000 per count?

    No. The grant only supports one project director (FTE) per site plan. 

  286. 50% IYS required: Do we need to currently have 50% schools or can we have 50% of schools committed to doing in the future?

    An applicant needs to secure Letters of Commitment from at least 50% of the schools in the upcoming 2012 Illinois Youth Survey administration.

  287. Can a current PFS grantee be involved in the SPF grant in a different PFS service area?

    No. A PFS grantee cannot be involved in a SPF grant in a different PFS service area in this current RFP.

  288. Pg 73-"Planning" said we need a logic model. How can we already have that if we are to start at Planning Phase?

    See Answer 279. The logic model is part of the assessment phase. All funded-grantees will be required to complete a logic model. An applicant will be expected to complete the assessment phase even if the agency and their coalition has completed an assessment and logic model in the past.

  289. Regarding the SPF sub-grant: We support a coalition that is county-wide (703,000). The SPF states the population must be between 20,000-175,000, therefore are we ineligible to submit for this coalition serving our county?

    It is at the discretion of the applicant to determine the size of their service area. An applicant must meet the size requirement of 20,000 - 175,000.

  290. Regarding the SPF sub-grant: Pg 76, it states that additional funds up to $75,000 will be awarded after the local strategic plan and implementation plan are approved-Please elaborate on what you mean here.

    If the applicant is awarded a Sub-Grant C, the grantee and their coalition will need to complete a local strategic plan and upon approval of the plan may receive up to $75,000 for funds to implement the approved local strategic plan.

  291. Regarding eligibility for Sub-grant C: We understand that statement of pg 63 stating that "Current Partnership for Success grantees are not eligible for the SPF Grant program in their service area (emphasis added). Is the statement of pg 66, "Partnerships for Success grantees are not eligible for a SPF grant", a restatement of the prohibition about using the same community for a SPF application as the applicant is already serving through PFS, or does it mean than a current PFS grantee must relinquish that grant in order to apply for the SPF grant anywhere in the state: not just the PFS community?

    Partnerships for Success grantees may apply for Sub-Grant C as long as the service area is different from their PFS service area. PFS grantees do not need to relinquish their grant to apply for Sub-Grant C as long as the proposed servicer area is not same as the PFS service area.

  292. I am uncertain as to whether or not my agency is eligible for the SPF grant. The coalition that we will be working with has been (but is not currently) a DFC funded coalition.

    A former DFC funded coalition is eligible for Sub-Grant C as well as Sub-Grants B and C.

  293. Sub-Grant C-SPF -
    1. a. Is there a limit on how many Sub-Grant C's an agency can apply for?
    2. b. Does the collective have to be within the population guidelines?
    It is at the discretion of the applicant to determine the number of Sub-Grant C site plans; there is no limit. Each site plan must meet the requirement of no smaller than 20,000 and no larger than 175,000.
  294. Pg 8: it states no more than $150,000 per applicant (FY13). Does this mean that if my agency applies for four sites, our total maximum, we can request for all sites in total is $150,000 (as opposed to $600,000 max?) So really there is a max of 2 FTS's per site?

    An applicant that applies for four Sub-Grant C site plans may be awarded up to and no more than $150,000 per site plan (after their local strategic plan is approved). If the applicant agency was awarded all four Sub-Grant C site plans and the maximum grant amount was awarded for each site plan, the agency would be awarded a total of $600,000 in FY13. One FTE is required per site plan. 

  295. A multi-sector coalition must have been focused on ATOD prevention for one year or could have under focus such as "redirection pipeline safety net" for 1 year and establish ATOD focus with sub-committee?

    A coalition must have been in existence for one year and have a focus on alcohol, tobacco and other drugs (ATOD) during this time period.

  296. Can a service area proposed in sub-grant C be a previously funded IDHS planning grantee if they are not currently funded?

    Yes, as long as the service area meets the requirement of no smaller than 20,000 and no larger than 175,000.

  297. Are current PFS grantees eligible to apply for Sub-Grant C (SPF) if proposing a new target population? I.e. if fiscal agent is running a community coalition in one Chicago neighborhood, can that fiscal agency apply for a SPF grant to run a coalition in a second Chicago neighborhood?

    Yes.

  298. If applying for multiple SPF sub-grants, how may FTE's can be budgeted per agency?

    For each Sub-Grant C site plan, an applicant can apply for one (1) FTE.

  299. If I apply for 2 SPF sub-grants, can I have a project coordinator for each SPF sub-grant?

    An applicant must apply for one FTE per site plan.

  300. Are agencies eligible to write for SPF Grant for a DFC coalition?

    An applicant with a DFC grantee may apply for Sub-Grant C; however a DFC grantee that also administers a PFS grant for the proposed service area cannot apply for Sub-Grant C for that service area. If a DFC grantee is an applicant, the applicant grantee cannot duplicate the focus or programming support by the Center for Substance Abuse Prevention (CSAP). An applicant will be expected to address another drug or intervening variable(s).

    Go Back to Question 423, Go Back to Question 430

  301. The "Goals to be Achieved" section that the goal is to "…is to reduce consumption of, consequences of, consequences from and contributing factors to alcohol, tobacco, marijuana and prescriptive drug misuse/abuse…" Is this a complete list of substance that can be addressed under this sub-grant or will other substances be considered?

    For Sub-Grant C, an applicant should plan to address one of the drugs listed: alcohol, tobacco, marijuana and/or prescription drugs.

  302. We noticed that Sub-Grant C-SPF does not ask for coalition's existing MOU's from each sector it only required one letter of coalition commitment signed. Should we include our current 12 sector MOU's anyway?

    An applicant should supply the information associated with this current RFP, a Letter of Commitment as outlined on page 73.

  303. What do you do if your well established coalition is already well past the assessment phase of the SPF?

    All coalitions are required initiate work at the Assessment phase.

  304. Are charter schools to be included?

    It is at the discretion of the applicant to determine which schools to serve. For Sub-Grants A, B and C, charter schools information should be included and adhere to the same guidance for private and parochial schools.

  305. Can your sub-grant C area include a DFS area even if you are not partnering with that coalition?

    The applicant will need to determine a service area that is broader than the area served by the DFC coalition in order to meet the total population size requirement of no smaller than 20,000 and no larger than 175,000.

  306. If we have attachments that we would like to include as part of the proposal (i.e. policy and procedures for hiring practices, background checks, etc) can we add our own attachments?

    No. An applicant may not add their own attachments. Adhere to the guidance provided in the current RFP regarding appendices

  307. Can we get information about who (which agencies) have attended the bidder's conference so we can network/collaborate in our communities?

    At this time, SAPP cannot provide a list of the potential applicants that were in attendance at the Bidders' Conferences.

  308. When will the Notice of Corrections be available? Where will this notice be available?

    A Notice of Corrections was posted on November 10, 2011 and a Notice of Addendum was posted on November 17, 2011. Here is the DHS website where these two notices can be found: Substance Abuse Prevention Program's RFP.

  309. Does a community have to submit all 4 grants?

    No. An applicant cannot submit for all four grants. An applicant can apply for Sub-Grant A only or an applicant may elect to apply for Sub-grants B, C and D.

  310. How is FTE need determined? Is it determined by population, for example- 1 FTE for every 100,000 people?

    It is at the discretion of the applicant to determine the number of staff needed to fulfill their services. It is also limited by the type of Sub-Grant the applicant is applying for:

    • Sub-Grant A - 1 FTE per site plan,
    • Sub-Grant B - multiple FTEs can be requested,
    • Sub-Grant C - 1 FTE per site plan and
    • Sub-Grant D - no limit.
  311. Are we to double space between paragraphs? Are we to indent? How do we cross reference something?

    Adhere to guidance in current RFP found on pages 5-7 and 17-18. It is at the discretion of the applicant to determine other formatting.

  312. For clarification, two community service contracts will be awarded, the first for January 17, 2012-June 30, 2012, and the second for July1, 2012-June 30, 2013?

    Community Service Contracts will be award under this RFP up to 2.5 years, contingent upon performance and availability of funding. The award periods are as follows: January 2012-June 30, 2012, July 1, 2012-June 30, 2013 and July 1, 2013-June 30, 2014.

  313. When you are servicing multi-communities is it required to have a coalition in each community?

    No. An applicant is required to work with at least one coalition and maintain representation from the multi-communities in the service area. This would be applicable for Sub-Grants A and B. For Sub-grant C, the coalition must be within the proposed service area and must be in existence for 1 year.

  314. What is considered a complete plan when you are servicing multi-communities?

    See current RFP guidance on pages 17- 19.

  315. Is it acceptable for a provider to utilize the same staff person to fulfill functions within other subparts of the proposal?

    For Sub-Grants A and C, the applicant must allocate one FTE per site plan. For Sub-Grant B, the applicant may request more than one FTE per site plan. For Sub-Grant D, there is no FTE requirement. For any given Sub-Grant, a staff member may fulfill various work associated with the Sub-Grant. However, for example, one FTE could not fulfill work on Sub-Grant C and Sub-Grant B. It is at the discretion to determine how to allocate staff for their Sub-Grant proposal/site plan.

    Go Back to Question 370

  316. What does per site plan mean?

    Each site plan is a plan for one of the Sub-Grants with a defined service area and addresses other requirements (e.g. size) of the Sub-Grant, where applicable. Refer to pages 17-19.

  317. What are sectors?

    A sector represents different organizations, institutions and individuals within a community. Examples of sectors are youth, parents, schools and law enforcement.

  318. Do we use the headings of H2, H3, etc?

    See current RFP guidance on page 7.

  319. Can we add additional subheadings for clarification outside of the outlined headers in the proposal?

    Yes.

  320. Can you have a universal and targeted program? Can you please define a targeted population?

    For Sub-Grant B, an applicant may propose to serve a "universal" or "selected" population. A "universal" population is considered the general population. A "selected" population has some level of risk that has been identified (e.g. behavioral issues) that will help to identify the population for service. See page 37 in current RFP for a definition for "selected".

  321. Can I refer Tx clients within my organization?

    An applicant may not refer clients already in treatment for any substance abuse prevention services in any of the Sub-Grants.

  322. What is a CAGE number? Page 87 Attachment #1. I know every agency has a FEIN and DUNS number but I've never heard of a CAGE number.

    Refer to pg 89 of current RFP. An applicant is required to obtain and provide a CAGE number for your agency.

  323. Why did you omit or not require information from the most recent Performance Appraisal - i.e. FY2011?

    SAPP decided to focus on FY09 and FY10 to ensure providers would be able to present complete data.

  324. Can more than one application be awarded for the same service area, if services proposed are not the same?

    Yes.

  325. If staff is currently employed that will be working on grant (if awarded) does a job description need to be included or is resume sufficient?

    It is at the discretion of agency to determine which documentation, a job description or resumé, should be provided regarding their staff: project director and key staff.

  326. Can a service area be one school?

    A service area must meet size requirement of 20,000-175,000. It is at the discretion of the applicant to determine the service area.

  327. In the case of multiple grant sub-grants, does the page numbering start with page 1, say for sub-grant B1, then continue through sub-grant B2, and then continue through sub-grant C?

    Yes.

  328. Would like to use two school districts that are primarily in one city, but include small parts of two other cities. Can we use districts (boundaries) as our service area?

    It is at the discretion of the applicant to determine their service area as long as it meets the 20,000-175,000 population size requirement.

  329. Will there be site performance reviews for FY 2011, since this will now be a "new grant program"?

    Not applicable to this RFP.

  330. Is it an advantage to have a certified preventionist on your staff for the new grant?

    It is at the discretion of agency to determine the information to include in their proposal regarding their staff. There are no requirements regarding substance abuse prevention certification.

  331. Can we apply grant A, B, C?

    No. An applicant that applies for Sub-Grant A is not eligible for Sub-Grants B and C. An applicant may apply for Sub-Grants B and C, but may not apply for Sub-Grant A.

  332. Is there a listing of the existing funded agencies? We would like to know if we should apply or work with previously funded agency to receive services from them.

    There is no current listing of existing funded-agencies posted on the DHS website.

  333. For needs statement, if target area is Cook County, does each individual neighborhood need to be broken down, then combined?

    For Sub-Grants A, B and C, the size of Cook County exceeds the maximum population size of 175,000. It is at the discretion of the application to determine the neighborhoods to include in their service area.

  334. Will final, updated RFP be posted online? What date will final version be posted by?

    The RFP as posted is final; however a Notice of Correction (NOC) and Notice of Addendum were posted on the DHS website: Substance Abuse Prevention Program's RFP.

  335. What is the earliest the RFP can be submitted?

    It is at the discretion of the applicant to determine when to submit their proposal. A proposal may be submitted prior the deadline, but no later than 1:00 on December 2, 2011.

  336. How is the RFP intended to complement, supplement, or otherwise "work" with current ATOD Prevention grants to achieve outcomes of substance abuse prevention?

    Not applicable to this RFP.

  337. If population served in multi-community areas is less than max. 175,000, can it be combined into a program plan since we define service area?

    Yes.

  338. What positions are considered "key staff"- only direct service staff or does it include administrators and program directors etc?

    "Key staff" is the direct service staff responsible for the delivery of substance abuse prevention services.

  339. It is become increasingly difficult to recruit schools, given the transitions now taking place, in Chicago. How can we get around this?

    IYS recruitment is a requirement of Sub-Grant A, optional activity for Sub-Grant B, IYS commitment (at least 50%) is a requirement for Sub-Grant C. It is at the discretion of the applicant to determine the Sub-Grant to apply for and if the applicant wants to meet the requirements of that Sub-Grant.

  340. Is the letter of commitment different than a linkage agreement?

    Refer to current RFP guidance regarding content required in Letters of Commitment. Linkage agreements are not applicable.

  341. Program narrative is to be typed, single spaced, on one side. Is entire RFP to be one sided?

    Yes. See guidance on page 6 of the current RFP.

  342. Adding sites- or can we stay the same?

    It is up to each applicant agency to determine their service area as long as it meets the size requirements established in the current RFP.

  343. We cannot find a copy of the FY2010 4th Quarter OnTrack Report. Do you happen to have a copy that you can send?

    No. It is the responsibility of each applicant to maintain previous reports submitted to the Department.

  344. Can the Family Wellness Program be included in the new RFP?

    An applicant should only focus on the programmatic focus areas addressed in the Sub-Grants.

  345. Knowing what you know about Project Rebound, do you think we qualify for either of the current RFPs from your department?

    The Department is cannot determine whether any special projects or an agency meets the requirements of any of the Sub-Grants. It is at the discretion of the applicant to determine the Sub-Grant that best suits their needs.

    Go Back to Question 361

  346. If appendices are N/A do we include a page in attachments indicating NA?

    An applicant should only provide an appendix cover page for the appendices submitted.

  347. On pg 87, what should we indicate as the project period start/end date?

    January 2012 - June 30, 2014.

    Go Back to Question 390

  348. Pg 47, the RFP states "… your application will be reviewed in the context of your proposed service delivery area and the states need for services in that area." Does that mean some areas of the state have been identified as not needing services?

    No.

  349. If we have letters of commitment from schools thru June 2012 is that ok to submit?

    Refer to the guidance provided in the RFP as to what needs to be in a Letter of Commitment for each Sub-Grant.

  350. If we submit for two sub-grants and you only want one audit financial statement, where should it be placed?

    See current RFP guidance on page 17-19 and the Proposal Content Checklist for the Sub-Grant your agency is applying for.

  351. Regarding the zip code table required on the cover page of the proposal container (pg 88), may we just list the 5 digit zip codes from the proposed service area? The USPS said the "+4" is connected to individual households. Our proposed service area has 50,000 households which means we would have to list 50,000 "zip codes +4" on the cover page. Please advise.

    The five-digit will be acceptable. Additional information will be requested if a grant is awarded.

    Go Back to Question 357

  352. For the current grantees that already received the Partnership for Success (PFS) Grant and Partnerships for Drug Free Community Support Grant, which sub-grant (A,B,C,D) the agency is eligible to apply for? Which grant are not eligible?

    A PFS is eligible for Sub-Grants B, C and D. A PFS grantee can apply for Sub-Grants B and C as long as the PFS grantees' current service area is not targeted.

  353. For the good standing certificate form in the Secretary of State webpage. Can I just print the certificate from the website, or do I have to purchase the certificate and pay for the fee?

    See Pg 89 in the instructions for the Application and Plan for Human Services Program Cover Page - See instruction #4-Type of Organization. It provides instructions for the Secretary of State-Corporation File Detail Report. You must print the Corporation File Detail Report for your agency and submit as an attachment.

  354. I am hoping that you can provide some guidance as to which Bidders' Conference Sub-Grant session I should attend on behalf of an organization. In the past this organization has received funding through the Statewide SAPP. Is this sub-grant category still the best fit for the organization or should we consider the Direct Service and/or Strategic Prevention Framework sub-grant categories, especially given our Heroin Prevention Project?

    It is at the discretion of the organization to determine the Sub-Grant that best suits their needs.

  355. I just saw on the FAQ's that two agencies cannot use the same coalition. Can two separate agencies be awarded funding if they are serving the same geographic areas but not the same schools?

    Applicants serving the same exact service geographic area may not be awarded the same Sub-Grant because the applicant is also required to create or enhance an existing coalition in the service area.

  356. We are applying for the same programming in 3 communities, Round Lake, North Chicago, and Waukegan, all using the same coalition, curriculum, etc. Can all three be combined into a single service area and site plan? Or are they each their own service areas requiring separate site plans?

    It is at the discretion of the applicant to determine the number of site plans to submit. If an applicant submits Sub-Grants by community, each community must meet the size requirement of no smaller than 20,000 and no larger than 175,000.

  357. In the table that asks for zip code + 4, do you want us to list every location where services will be provided? We have 3 service areas: Round Lake, Waukegan, and North Chicago, and will be providing services at multiple locations in each of these municipalities. Do you want the zip+4 for each specific location or only one location in each of the 3 service areas?

    See Answer 351.

  358. I have a question regarding the Letters of Commitment that are required under the "Description of Program/Services." It is not specified how many letters you would like in total for the following elements: Local Capacity Assessment and Creating a Coalition. Of course, I recall from the Bidders Conference that you will not require letters for the implementation of the Illinois Youth Survey. If you could please confirm your expectations on the other letters, I would very much appreciate it. Also, could you refresh my memory on the web address that contains the corrections to this proposal?

    It is at the discretion of the applicant to determine the number of Letters of Commitment to submit. Here is the DHS website for the Notice of Corrections and Notice of Addendum: Substance Abuse Prevention Program's RFP.

  359. Would it be acceptable to place these e-mails about "OnTrack" and the PPA in our grant application to show that we were not required to complete them?

    Only Comprehensive Grant Programs are required to provide "OnTrack" and PPA results. SAPP Statewide or Specialized Grant Program providers are not required to submit "OnTrack" reports or PPA results.

  360. How important (or not) is matching funds to grant proposals (i.e. from outside partners, not agency? Are there any points?

    Matching funds are not a requirement of this current RFP.

  361. Can the same employee be budgeted in phase (part 1) and part 2? What if there are multiple sites?

    See Answer 345.

  362. The Corporation File Detail Report: Does a public university (which isn't a corporation) have to submit one? Should we insert a page stating that we don't have one?

    See Answer 9. Indicate "Not Applicable".

  363. How are occupancy costs figured in the budget (i.e. rent/mortgage, utilities, insurance, maintenance, etc.)?

    See Answer 2.

  364. Should budget form be prepared just for requested funds in the prevention RFP or should the rest of the agency's prevention programs be included?

    An applicant's budget should only include expenses associated with administering the Sub-Grant proposal/site plan.

  365. CCBYS RFP is allowing applicants to use the old budget forms; can we do that for this RFP?

    No. See the Notice of Addendum and Answer 275 and Answer 276.

  366. Where does coalition building staff time fit into the chart and costs associated?

    An applicant is not required to report coalition work in the table called "Direct Service Grant - Cost Per Participants - All Sites".

  367. How do you calculate "funds dedicated to the approach" for DS budgets? How is "the approach" defined?

    See page 59 in the current RFP. It is at the discretion of the applicant will need to determine the amount to allocate for each approach. An approach is defined as the services listed in the current RFP: Youth Prevention Education, Parent/Family Education, Mentoring, Communication Campaign and Optional Activities (do not include if you select IYS recruitment).

  368. Are portions of budget allowed for executive director, finance director and administrative staff?

    Yes. An applicant may allocate funds for administrative staff. See Answer 2.

  369. Do we need to include the one page budget summary sheet separately?

    The One-Page Budget Summary is completed for each site plan.

  370. What would you recommend the number of Full Time Employees be based on requested amounts? Example: If an agency is requesting 150K how many FTE would that agency have to allocate, are there any specific guidelines or rules?

    See Answer 315. It is at the discretion of the applicant to determine the number of FTEs.

  371. Can we submit the budget summary format along with narrative?

    See current RFP guidance for Budget and Budget Narrative for each Sub-Grant.

  372. As long as a Sub-Grant B is anchored with one full-time employee, can another full-time prevention employee be split between two grants to assist?

    No. For Sub-Grant B, all key staff must be full-time employees.

  373. Are we allowed to include clinical supervision costs in the budget?

    If the clinical supervisor is the Project Director and supervises key staff associated with a Sub-Grant, then yes. If not, then clinical supervision is not an allowable expense associated with any Sub-Grant.

  374. Do we create everything on our own (are there any templates)? Pg 87 of RFP

    See DHS website for the templates and some of the forms associated with the current RFP and - Application and Plan for Human Services Cover Page only, - Proposal Content Checklist, and - Tables in Sub-Grants A, B and C .

  375. Early on in the document, it states reducing 30 day alcohol, marijuana, and prescription drug use, however, IYS only has past year use for prescription drugs. How do we address that? Is the IYS yearly good enough?

    Yes. The past year prescription drug use indicator in the IYS is satisfactory.

  376. May we use Census data for ages 10-19 because I can't find ages 11-18.

    It is at the discretion of the applicant to determine the best data to present.

  377. Pg 35, under Intent of Program, it references the development of or enhancement of substance coalition. If we have multiple sites under one sub-grant, do we need to develop and/or enhance two coalitions or can it be just one? It is can be just one would it have to cross both sites?

    An applicant would be required to develop and/or enhance one coalition. The coalition would need to have representation from multiple sites targeted.

  378. On page 49 of the RFP, the 1st bullet point says that we should include race/ethnicity of school-aged youth by school. Can we include race/ethnicity data in the School Information Table or do we need to include this separately?

    It is at the discretion of the applicant to determine how to provide this information.

  379. Communication campaigns can be targeted to youth, parents, or community adults. Can community adults consist of school staff and if so, should we refer to them as community adults or specify that the target is school staff?

    If known, an applicant should identify the target population.

  380. In the RFP regarding communication campaigns it states that agencies proposing to begin at the Implementation Phase must describe how each of the planning phase standards has already been addressed. Are we also addressing how the implementation phase standards are being addressed for communication campaigns currently in the implementation stage or only addressing the planning phase standards?

    An applicant proposing to initiate at the implementation phase should describe both planning and implementation phase standards.

  381. I have a clarification question. On page 98 of the SAPP RFP, the Sub-Grant B Proposal Checklist lists Appendix L as the space for letters of commitment--Illinois Youth Survey Participation. However, in Section H5. Description of Program Services of Sub-Grant B on page 56, it lists Appendix L as the space for "Letters of Commitment should be presented in Appendix L - DS: Letters of Commitment -Coalition."

    Where should we place each of these letters in the Appendices?

    See Notice of Addendum.

  382. Attachment 6 does not specifically name Botvin as a approved program by the Department can someone please verify that Botvin is approved. The reviewer of what we are putting together is saying if Botvn is not specifically named we must add copy of the entire curriculum

    In Attachment 6, Life Skills Training is the same as Botvin Life Skills Training.

  383. Can a subgrant C proposal include working with an existing Drug Free Communities coalition?

    Yes, as long as the Drug Free Communities coalition is not the existing Partnerships for Success Grantee's service area.

  384. Can a subgrant C proposal include working with a coalition formerly funded by the federal Drug Free Communities program, but no longer funded?

    Yes.

  385. Are black and white graphics, such as a map, permissible in the narrative?

    No.

  386. Is a CAGE number a requirement?

    Yes.

  387. Question regarding Budget and Budget Narrative - H7 - Page 58-59: Does the "One-Page Budget Summary" count as one of the 4 pages maximum of the Budget Narrative?

    No.

  388. Can the "Race and Ethnicity of School Aged Youth by Public School" table also be included as an attachment in Appendix M, along with the School Information Table or should it be included in the body of the needs statement?

    It is at the discretion of the applicant to determine where to present the information. 

  389. Service Grant Cost Per Participant Chart. In Col. 4 Total amount of funds dedicated to each approach, does that factor in salaries or is it strictly funds to run the program supplies, etc.?

    An applicant should include all expenses: personnel, administrative expenses, supplies, etc.

  390. Is the project period for this grant 7/1/12-6/30/13? What should we indicate here?

    See Answer 347.

  391. What is the process for determining which type of sub-grant award will be made in a given geographic area?

    The Department is not giving preference to any one Sub-Grant. The Department will consider the score as well as other factors (e.g. if the agency is in good standing) when making funding decisions.

  392. Do we need to absolutely submit an audited financial statement to apply for the SAPP grant or can we submit copies of our bank statements or IRS990? Please reply as we are diligently working on submitting this grant for consideration.

    Not all applicants are required to submit an audit. If the applicant is a new 501(c)(3) organization and it does not yet have an audited financial statement, the applicant will submit a cover letter and explain that your organization has not yet had to complete an audited financial statement. If an applicant agency has a small overall agency budget, the applicant is not required to provide audited financial statements.

  393. In Subgrant C page 73 under planning are we to include a logic model now, or how we will develop a logic model?

    See Answer 279

  394. Do we include 100 and 200 activities?

    Not applicable to the current RFP.

  395. Home Visits: Are Home Visits still not allowed? Are FTE required hours still the same at 1104?

    Home visits would only be allowed if this program component is part of a DHS approved evidence-based curriculum. Otherwise, home visits are not allowed. FTE hours are not applicable to this current RFP.

  396. Can the IYS be administered to students in the 9th, 10th, 11th and 12th grades? Our high school currently does a different survey and I'm concerned the logistics of a 10th/12th only survey administration could impact the schools' commitment as their classes are not separated by grade level.

    For Sub-Grant C, an applicant is required to obtain commitment from high schools housing 10th and 12th grade students. If the classes are not separated, most likely all students would be surveyed. If the applicant agency is awarded grant funds, the Department will consider this request.

  397. Describe how an applicant will assure targeted youth receive number of sessions prescribed in curriculum if mobility rate exceeds 25%? Not sure how to answer since the children/youth leave the district. What are you expecting here?

    An applicant should consider the mobility rate and the frequency of sessions. Note: An applicant should consider the Youth Prevention Education standards found on page 37 and information presented in Attachment 6.

  398. Not allowed to assist with IYS if have PFS, correct?

    An applicant should not conduct IYS recruitment in a service area served by a PFS grantee. 

  399. Can we do Social Norms for High School and a General Campaign message(s) for middle school and for Parents/Guardians?

    See Answer 224.

  400. For all the letters of commitment (Direct Service) are we expected to have 2.5 years of programming commitments set up, completed, and submitted by 1pm on November 18th?

    An applicant is not required to obtain Letters of Commitment covering a 2.5 years of time.

  401. In a community service area where there is no IYS data available, can we include conducting the IYS as part of the communication campaign?

    For Sub-Grant B, if an applicant proposes to conduct a Communication Campaign they are required to adhere to the standards and data collection is a requirement. It is at the discretion of the applicant to recruit schools to participate in the IYS.

  402. Our service target area is one Chicago Community Area. We currently serve 1 school. Most of our Communications Campaign serves all of the schools serving 11-18 year olds in the target neighborhood?

    It is at the discretion of the applicant to determine the approaches to use in their proposed service area.

  403. Can you propose to create and enhance a Coalition, especially if you have multiple geographic areas?

    Yes.

  404. I want to encourage communities I currently do not work in to participate in IYS so I can prepare for future projects to identify communities that have rates above the State rates. If I must include them in my 20-175,000 population capacity, I am not able to work in those communities that may need/use our services but not receiving it.

    It is at the discretion of the applicant to determine the service area.

  405. I've completed the data table busing data from the 2010 school report card. After the table was completed, the 2011 data was released. Do I need to revise the data?

    An applicant can use 2010 or 2011 data. Note: data older than 2010 is not allowable.

  406. Why can middle school students not be an allowed population for a social norms marketing communication campaign? If you have data, why can't that population be used?

    There is no evidence base to support the use of this approach with this age group.

  407. If Community has Drug Free Grand does that mean no other work can be done with them by any providers? For example, Bureau/Putnam County has coalition who has Drug Free Communities Grant. However, the coalition does not do anything with school-based prevention curricula. Can another provider still do school-based prevention curricula within Bureau/Putnam Counties? Additionally, the coalition has used our agency for assistance in providing TA for their Youth Leadership Subcommittee, with this no longer be allowed?

    See Answer 174. An applicant should review guidance for Optional Activities. It is at the discretion of the applicant to determine adherence to the Sub-Grant B guidance.

  408. In the table "Direct Service Grant, Cost Per Participant - All sites", does the total, column 4 need to total the amount requested? (i.e. how do we account for indirect costs?)

    No.

  409. For Community Campaigns, Letters of Commitment on page 54, please explain the last bullet point? (about table format)

    An applicant needs to present information in The Communication Campaign Planning and Implementation Table in your narrative. The Table can be completed and then cut and pasted into your proposal, see the DHS website: Tables in Sub-Grants A, B and C.

  410. For YPE and YPE table can we use data from local school directory (www.localschooldirectory.com) to get enrollment numbers for private schools?

    See Answer 15 and Answer 181.

  411. Can a community with a DFC grant be part of a Sub-Grant B area so long as the coalition employment doesn't take place in the DFC community?

    See Answer 174.

  412. For grant requirements we must create or enhance a coalition. What about former DFSC or current PFS grantees? (Even if we don't hold the PFS grant, but another agency does)

    A coalition must be created or enhanced is a requirement of Sub-Grant B. If a PFS grant is served by the proposed service area, this PFS grant cannot serve as the coalition.

  413. For Direct Service, a Coalition is required on page 44 of the RFP under Local Coalition. It states if you have PFS in the geographic area, you may not apply. We have PFS but its focus is for the whole county. SAPP Local Coalition focuses on a small community specifically in Tazewell. Are we eligible to apply for the Direct Service area?

    See Answer 174.

  414. On page 44, the Local Coalition cannot be conducted in communities with a DFCG grantee. Page 55 doesn't mention this. Please clarify how do we address local coalition if we have a DFCG in our community?

    See Answer 174.

  415. Explain the limitations to working with Partner for Success or DFCG that is in RFP such as on page 44?

    See Answer 174.

  416. Please explain page 49. Total enrollment for grades 5-12. If a school has only grade 5 because it is a k-5, the total enrollment is for grade 5 only for that school and doesn't include 6-12 for other schools in district?

    The applicant should include all schools. Therefore, an applicant would include the K-5 schools and present the information for the 5th grade as well as for schools serving 6-12th grade students in the proposed service area. 

  417. If schools don't know exact enrollment and breakdown of classes, how can they commit to and report the number of classes by grade level?

    An applicant is required to provide information for public school not private or parochial schools. 

  418. Service Summary Table: Would you do a line for create a coalition and also enhance a coalition or would you put these on the same line?

    An applicant is not required to present information regarding their coalition work.

  419. On page 56, does the "local coalition" included in the portion of the sub-grant contract, the DFCG that we would be a sector member for?

    An applicant cannot create or enhance a coalition served by a DFC grantee. See Answer 174. It is at the discretion of the applicant to determine their service area.

  420. Can an agency apply for Sub-Grant B and Sub-Grant C in the same community (with the understanding that it would not be in the same community as the PFS coalition). If so, can the coalition be used under the Sub-Grant C and Sub-Grant B?

    See Answer 174.

  421. If an agency chooses Sub-Grant B and chooses a Best Practice, how do we plan for the time line? For programs that require a specific amount of sessions and boosters will there be any allowances or consideration given for an anticipated January-February start on programs. This is especially critical for programs that will have to be moved to another area, and will be starting from the beginning.

    An applicant should provide a plan for a full fiscal year. Once the funds are awarded, more guidance will be forthcoming regarding conducting core and booster sessions.

  422. In cases where YPE will be delivered at every school in the district, can the Letter of Commitment appear on district letterhead and be signed, for example, by the Asst. Superintendent of Curricula?

    No.

  423. In the RFP for Direct Services it states that one requirement is to "create or enhance a coalition and conducting first three steps in the Strategic Prevention Framework". As it is written, it seems like a general requirement for the entire direct service piece, regardless of what sub-sectors you choose to propose. On pg 44 in the Direct Service section of the RFP states that "Grantees must create and/or enhance an existing local coalition and conduct a local needs assessment in order to develop a local strategic pan addressing alcohol, tobacco or other drugs. Not: This cannot be conducted in communities served by an existing PFS or DFCS grantee in the geographic area."

    Does this statement mean that organizations who are DFCS grantees cannot propose to enhance their coalition and provide any and all direct services in the same community area as their DFCS coalition?

    See Answer 300.

  424. Eligibility for the Sub-Grant B-Cicero is a community that has a DFC grant (we are not the fiscal agent) are we still eligible to apply for this DHS grant?

    See Answer 174.

  425. With respect to the submission of multiple sites under one sub-grant, pg 18 of the RFP, B4, states that we are to "Repeat all of Part (b) below as many times as needed. We believe this actually references Part (c) that should be submitted for each site you would propose under on sub-grant. Is that the case?

    An applicant should only submit Part (b) one time and should submit Part (c) for each site plan (as many time as needed).

  426. Can we enhance a coalition while also creating a new local coalition in another neighboring county?

    It is at the discretion of the applicant to determine how to fulfill the requirement of working with a coalition. An applicant is required to work with at least one coalition.

  427. Can a community service area be defined by a type of community (e.g. immigrants, homeless youth), as opposed to a geographic area?

    See Answer 264. An applicant may target a unique population as long as the population meets the size parameters and is consistent with the goals of the Sub-Grant, in addition to being within a well defined geographic service area.

  428. Is there a formula for geo size or amount of deliverables per FTE?

    There is no set formula to determine geo size or amount of deliverables per FTE. It is at the discretion of the applicant to determine the service area and deliverables.

  429. In previous sub-grants a minimum target # was given, is here a minimum population for this grant, other than a "large region"? Is a 4 county area of 163,000 a "large region"?

    See Answer 261.

  430. Are agencies eligible to write for SPF Grant for a DFC coalition?

    See Answer 300.

  431. Are all components of All Stars approved by DHS?

    See Attachment 6 on page 111 of the current RFP guidance.

  432. Youth defined as 11-18 year olds. Howe can we estimate partial data group ranges?

    It is at the discretion of the applicant to determine the best data to present.

  433. Do I need to make sure that my proposal is submitted by the deadline?

    Yes. An applicant is required to submit their proposal by the deadline. All applicable hard copy documents (See page 6) need to be submitted by the established deadline of 1:00 p.m. on December 2, 2011. An applicant needs to ensure that their proposal submitted via U.S. Postal Service, an overnight courier (e.g. Fed Ex), a local courier (e.g. bike messengers) or hand-delivered is received by the Department's established deadline.