FRIDAY, AUGUST 19, 2011

Transcription

1 City of Chicago Department of Public Health Request for Proposals (RFP) for HIV Prevention Projects Amendment to RFP #11-03 Key Dates Release date June 8, 2011 Bidder s Conference July 28, 2011 Application due August 19, 2011 Contract start date January 1, 2012 Submit one (1) original, five (5) complete copies, and a complete electronic copy on a CD of the proposal All proposals must be addressed and delivered to: Chicago Department of Public Health DePaul Center Room South State Street Chicago, Illinois PROPOSALS MUST BE RECEIVED NO LATER THAN 4:30 P.M. CENTRAL TIME ON FRIDAY, AUGUST 19, 2011 NO PROPOSALS WILL BE ACCEPTED FOR ANY REASON AFTER THIS DEADLINE. City of Chicago Department of Public Health STI/HIV Division Rahm Emanuel Mayor Bechara Choucair, M.D. Commissioner 1

2 TABLE OF CONTENTS City of Chicago Department of Public Health, STI/HIV Division (RFP 11-03) I. Program Authority... 3 II. Purpose... 3 III. Background... 3 A. Overview... B. Key Program Changes... IV. Eligibility Requirements for Applicants... 3 V. Bidders Conference VI. Available Funding... 4 VII. Eligible HIV Prevention Program Activities and Priorities... 4 A. Service Categories... B. Funding Requirements and Priorities... C. Service Category Definitions and Allowable Activities... VIII. Instructions for Completing an Application A. Intent to Apply... B. Application Guidelines... C. Application Checklist... IX. Submission Guidelines A. Format Instructions... B. Required Documentation... X. Evaluation of Proposals XI. Reporting and Other Requirements for Successful Applicants XII. Compliance with Laws, Statutes, Ordinances and Executive Orders Appendices A. Proof of Insurance B. Title Page C. Program Work Plan D. Budget Forms E. Application Checklist

3 I. Program Authority This response comes from the Centers for Disease Control and Prevention (CDC) Cooperative Agreement for HIV Prevention Projects (PS ). PS is aligned with the National HIV/AIDS Strategy (NHAS). In accordance with the NHAS, PS focuses on addressing the national HIV epidemic, reducing new infections, increasing access to care, improving health outcomes for people living with HIV, and promoting health equity. These goals will be achieved by increasing HIV testing, refer and link HIV positive persons to medical care and other essential services, and increasing program monitoring and accountability. II. Purpose These funds are used to develop or enhance CDC s HIV prevention priorities, which emphasize the use of proven public health approaches to reduce the incidence and spread of HIV. All funded projects will be expected to focus all efforts toward reaching this goal. See for more information. III. Background CDPH is making these funds available to support the National HIV/AIDS Strategy (NHAS) ( and respond to the HIV Prevention Planning Group s (HPPG) 2012 Update to the Comprehensive HIV Prevention Plan ( Updtothe201011CompHIVPrevPlan.pdf). Further, CDPH intends these funds to directly impact its strategic goal of reducing new HIV infections in the organization s Winnable Battles ( ort.pdf). A. Overview Since the beginning of the epidemic, 32,275 cases of HIV and AIDS have been reported in Chicago. Currently, there are 20,871 people living with HIV and AIDS in Chicago. Estimating that 21% of people infected with HIV are unaware of their status, there could be as many as 26,000 people living with HIV in the city. AIDS diagnoses have declined considerably since the peak in the mid-1990s. Since then, the number of HIV diagnoses has been declining steadily. Overall, between 2000 and 2008, the number of HIV infections has declined 31%, from 1,890 in 2000 to 1,309 in HIV deaths have significantly declined in the late 1990s and have continued a steady decline, falling below 200 in Because new HIV infection diagnoses remain relatively high and persons infected with HIV are living longer, the number of people living with HIV infection is increasing considerably each year. Specific data on race, ethnicity, sex, age, transmission group, and community area, please refer to the STI/HIV Chicago Surveillance Report, Fall 2010 at: B. Program Changes Historically, CDPH has funded HIV Prevention Projects on a three (3) year funding cycle, which has been reflective of the CDC s Cooperative Agreement. On June 30, 2011, CDC released a new Cooperative Agreement and guidance for Health Departments that reflects the new NHAS goals and objectives, therefore this current RFP will only fund projects for two fiscal years (January 1, December 31, 2013), subject to possible extension options described below under Funding Availability. IV. Eligibility Requirements for Applicants In order to be eligible for these funds, an agency must meet all the following criteria. Be a not-for-profit organization with a 501 (c) 3 status. Be located in the City of Chicago. 3

4 Have at least 3 years experience in providing direct HIV prevention services and/or HIV care services to high-risk populations located in Chicago. Agencies with a limited capacity to administer the fiscal responsibilities associated with their programs are encouraged to sub-contract with a third-party fiscal agent. All successful applicants must use a documented cost allocation methodology, approved by the agency s accounting firm, for all shared costs like space/rent, utilities, telephone, and general office supplies. V. Bidders Conference One in-person Bidders Conference has been scheduled for this RFP. The purpose of the Bidders Conference is to provide an overview of the amendment to the RFP and answer prospective applicants questions. Organizations planning to apply for funding are strongly encouraged to participate in a Bidders Conference. The Bidders Conference will be held at the following date and location: In-person Bidders Conference - Thursday, July 28, 2011 from 10:00 am to 12 noon Location: CDPH Training Center 1642 North Besly Court Chicago, IL VI. Available Funding An estimated $5.6 million will be available through this RFP to fund HIV Prevention Services in Chicago. However, estimated funding allocations and amounts are dependent on: final CDC HIV Cooperative Award, appropriation and budgeting of funds, changes in CDC or other external funding sources, and HIV diagnosis and prevalence rates in Chicago. CDPH will make appropriate changes to the allocations and amounts in this RFP as necessary. Awards will begin on January 1, It is anticipated that the initial term of the contract will be funded for a two year project period. This project may be extended, provided that subject to funding availability, the City s discretion and other factors, the term of the contract may be extended by up to two periods, each period not to exceed one year. Applicants should develop a plan for sustaining the project after the funding under this RFP expires. Funding may also be affected by changes in the epidemiological data. VII. Eligible Program Activities and Priorities A. Service Categories The service categories, estimated funding, and estimated number of awards are listed in the table below. # Eligible Service Categories Estimated Funds Available* Estimated Number of Awards Projects targeting populations who engage in high-risk behaviors A-1 Cluster A - Prevention with Positives, Ages A-2 Cluster A - Prevention with Positives, Ages < Cluster A - Non-Hispanic White MSM, Ages $1,000,740 2 Cluster A - Non-Hispanic Black MSM, Ages Cluster A - Hispanic MSM, Ages Cluster A - MSM All Races, Ages < B-1 Cluster B - Prevention with Positives, Ages

5 # Eligible Service Categories Estimated Funds Available* Estimated Number of Awards B-2 Cluster B - Prevention with Positives, Ages < Cluster B - Non-Hispanic Black MSM, Ages Cluster B - Non-Hispanic Black MSM, Ages < Cluster B - Non-Hispanic Black High Risk $1,000, Heterosexual Females, Ages Cluster B - Non-Hispanic White MSM, Ages Cluster B - Hispanic MSM, Ages C-1 Cluster C - Prevention with Positives, Ages C-2 Cluster C - Prevention with Positives, Ages < Cluster C - Non-Hispanic Black MSM, Ages Cluster C - Non-Hispanic Black MSM, Ages < $1,334, Cluster C - Non-Hispanic Black High Risk 1-2 Heterosexual Females, Ages Cluster C - Non-Hispanic Black High Risk Heterosexual Females, Ages < Citywide - Prevention with Positives, Ages $400, Citywide - Prevention with Positives, Ages < Projects targeting populations who engage in high-risk Injection Drug Use 16 Citywide - Intravenous Drug Use (IDU) $564, Projects targeting Special Concerns Populations 17 Citywide - Transgender Individuals Citywide - Individuals involved in the Sex Trade Citywide - Individuals with Physical & 1-2 Developmental Disabilities $520, Citywide - Non-English/Non-Spanish-Speaking 1-2 Individuals 21 Citywide - Homeless Individuals Citywide - Post Incarcerated Individuals 1-2 Other Intervention Services 23 Community Level Interventions - Includes, implementation in non-traditional settings (i.e., internet, social networks, chat rooms) and comprehensive home-grown interventions with an evaluation plan to determine effectiveness and dissemination $780,000 ESTIMATED TOTAL* $5,600, *Estimated funding allocations and amounts are dependent on: final CDC HIV Cooperative Award, appropriation and budgeting of funds, changes in CDC or other external funding sources, HIV diagnosis and prevalence rates in Chicago. The Chicago Department of Public Health will make appropriate changes to the above allocations as necessary. B. Funding Requirements and Priorities Funds are available to provide HIV prevention interventions to populations who are HIV-infected and/or engage in high-risk behaviors. Populations are specified by race/ethnicity, age (young = 13-24; adult = 25+), gender and mode of HIV transmission. Populations are also divided into two serostatus groups, high-risk HIV-negative individuals/hiv-positive individuals with unknown HIV status and high-risk HIV-positive individuals with known HIV status. Projects will be funded to serve these populations in 1-3 5

6 three zip code clusters - A, B and C - as well as, Citywide. Citywide projects will serve populations from two or more clusters. See the 2012 Update to the Comprehensive HIV Prevention Plan: pdtothe201011comphivprevplan.pdf Cluster A Target Zip Codes: 60613, 60625, 60626, 60640, and Cluster B Target Zip Codes: 60601, 60605, 60607, 60608, 60610, 60612, 60622, 60624, 60644, 60647, and Cluster C Target Zip Codes: 60609, 60615, 60617, 60619, 60620, 60621, 60628, 60629, 60636, 60637, 60643, and Citywide Target: Two or more of the above Clusters Eligible projects are divided into 29 various service categories. For each Service Category, applicants must submit a separate and complete proposal. Service Categories 1-15 have specific target population within a specific geographic area (e.g., Adult African-American MSM in Cluster C or Youth Prevention with Positives Citywide). Categories A-1, A-2, B-1, B-2, C-1, C-2 do not have specific racial or ethnic requirements, but do specify age requirements (young = 13-24; adult = 25+). Categories A-1, A-2, B-1, B-2, C-1, and C-2 will fund projects targeting Persons Living with HIV (PLWH). Categories 1-15 will fund projects targeting populations who engage in high-risk behaviors. Category 16 will fund projects targeting populations who engage in high-risk injection drug use. Categories will fund projects targeting special concerns populations. Category 23 will fund projects utilizing Non-Traditional settings to implement HIV prevention programs. C. Service Category Definitions and Allowable Activities Categories A-1, A-2, B-1, B-2, C-1, C-2: Comprehensive Prevention with Positives (PWP) Funds are available to provide HIV prevention interventions with PWPs. Populations are specified by age (young = 13-24; adult = 25+) and cluster. Projects will be funded to serve these populations in three zip code clusters 1 A, B and C. Categories 1-15: Projects targeting populations who engage in high-risk behaviors Funds are available to provide HIV prevention interventions to populations who engage in high-risk behaviors. Populations are specified by race/ethnicity, age (young = 13-24; adult = 25+), gender and mode of HIV transmission. Populations in Category 1 are also divided into two serostatus groups, Highrisk HIV-negative individuals/hiv-positive individuals with unknown HIV status and High-risk HIVpositive individuals with known HIV status. 2 Projects will be funded to serve these populations in three zip code clusters 3 A, B and C and Citywide. Citywide projects will serve populations from two or more clusters. 1 The zip codes in the clusters represent zip codes with HIV incidence rates higher than the average rate for the City. Zip codes with highest HIV incidence rates will receive priority during funding deliberations. The identified populations represent populations with HIV incidence or HIV prevalence rates higher than the average rate for the City. For a complete explanation of the priority setting process, see Section 2 in the Chicago Comprehensive HIV Prevention Plan. 2 HIV transmission efficacy and age were also considered for HIV-positive population groups. 3 The zip codes in the clusters represent zip codes with HIV incidence rates higher than the average rate for the City. 6Zip codes with highest HIV incidence rates will receive priority during funding deliberations. The identified populations represent populations with HIV incidence or 6

7 Category 16: Projects targeting populations who engage in high-risk Injection Drug Use Funds are available to provide HIV prevention services to high-risk Injection Drug Users (IDU). Categories 17-22: Projects targeting Special Concerns Populations Funds are available to provide HIV prevention interventions to Special Concerns Populations. Special Concerns Populations are considered to be at high risk for HIV infection but are not identified through traditional HIV surveillance data. Specific Comprehensive Prevention with Positives Interventions for Categories A-1, A-2, B-1, B-2, C-1, C-2 Allowable interventions for Categories A-1, A-2, B-1, B-2, C-1, and C-2 are required to include the following: Linkage to HIV care, treatment, and prevention services for those persons testing HIV positive or currently living with HIV/AIDS. Promotion of retention or re-engagement in care for HIV-positive persons. Provision of referral and linkage to other medical and social services. Provision of ongoing Partner Services (Recommendations for Partner Services Programs for HIV Infection, Syphilis, Gonorrhea, and Chlamydial Infection, for HIV-positive persons and their partners. Specific Interventions for Categories 1-22 Allowable interventions for Categories 1-22 are required to include two types of interventions, recruitment and focused. Recruitment and Focused Interventions o Recruitment Interventions are aimed at recruiting members of a target population into a Focused Intervention. Recruitment Interventions include: Outreach (OR) Health Communication/Public Information (HC/PI) o Focused Interventions are used to change the behavior, attitudes and/or beliefs and to increase knowledge of a target population. Focused Interventions include: Individual Level Intervention (ILI) Group Level Intervention (GLI) Comprehensive Risk Counseling and Services (CRCS) Applicants for Categories 1-22 are required to pair at least one Recruitment Intervention with at least one Focused Intervention in their proposed project(s). Applicants should select a set of interventions that best serves the identified target population. For further description of recruitment and focused interventions and for a listing of minimum criteria, please see the 2012 Update to the Comprehensive HIV Prevention Plan: pdtothe201011comphivprevplan.pdf HIV prevalence rates higher than the average rate for the City. For a complete explanation of the priority setting process, see Section 2 in the Chicago Comprehensive HIV Prevention Plan. 7

8 Category 23: Community Level Interventions - Includes, implementation in non-traditional settings (i.e., internet, social networks, chat rooms) and comprehensive home-grown interventions with an evaluation plan to determine effectiveness and dissemination Funds are available to implement HIV prevention interventions to populations who engage in high-risk behaviors in non-traditional settings. Additional Required Program Activities for All Categories HIV Counseling and Testing, STI Prevention, and Hepatitis Integration are required for all categories. HIV Counseling and Testing HIV Testing is a prioritized intervention of CDC s Cooperative Agreement for HIV Prevention Projects (PS ), is reflective of the National HIV/AIDS Strategy, and is an activity for the Enhanced Comprehensive Prevention Plan (ECHPP). All proposed projects targeting high-risk HIV-negative individuals/hiv-positive individuals with unknown HIV status must provide HIV Counseling and Testing (HIVCT) as an intervention. Understanding that programs have varying capacities to provide HIVCT, three options are available. Each applicant is required to select one of the following. In addition, all levels will be required to maintain the appropriate documentation. Level I: The HIV prevention program will refer clients with HIV-negative/unknown status to an HIVCT provider outside the program (internal or external) for services. The capacity to do this must be demonstrated with a Memorandum of Agreement. Level II: The HIV prevention program will deliver HIVCT and Partner Elicitation as part of their program and will collaborate with CDPH to ensure that elicited partners are counseled and referred. The program will provide linkage to care activities for persons testing positive for HIV or currently living with HIV/AIDS. Level III: The HIV prevention program will deliver HIVCT and Partner Counseling and Referral Services as part of their program. The program will provide linkage to care activities for persons testing positive for HIV or currently living with HIV/AIDS. Funding Note: HIVCT is a prioritized intervention that is also fundable in this RFP. HIV test kits will be provided by CDPH. Other associated costs associated with HIVCT can be included in the proposed budget. All proposals that include Levels II or III upon notice of funding award will be enrolled as community-based partners in the CDPH HIVCT Program. All funded agencies that provide HIV testing and counseling at Levels II and III will be required to provide linkages and entry to HIV care, prevention services, and other supportive services within the appropriate time period, as well as establishing a comprehensive memorandum of understanding with partner agencies to make an active referral (For more information, see Linkage to Care on page 9). Each funded project will be required to participate in all HIVCT Program implementation, monitoring, evaluation and research activities as well as comply with the Illinois Administrative Codes governing provision of HIVCT. STI Prevention All proposed HIV prevention projects must integrate activities addressing STIs. Understanding that programs have varying degrees of expertise in STIs, four options are available. Each applicant is required to select one of the following levels. In addition, all levels will be required to maintain the appropriate documentation. Level I: Level II: Level III: Level IV: The HIV prevention program will offer educational materials about STIs, ensure program staff is trained in basic STI education and will offer referrals for more intensive STI services like testing and treatment. The HIV prevention program will offer Level I activities and STI risk screening and counseling. The HIV prevention program will offer Levels I and II activities and STI testing. The HIV prevention program will offer Levels I, II and III and STI treatment. 8

9 Funding Note: STI Integration activities are partially fundable under this RFP. Costs associated with Levels I and II can be included in your proposed budget, e.g., pamphlets, trainings. Costs associated with Level III and IV activities are not fundable and cannot be included in your proposed budget. Hepatitis Prevention All proposed HIV prevention projects must integrate activities addressing hepatitis. Understanding that programs have varying degrees of expertise in hepatitis, five options are available. Each applicant is required to select one of the following levels. In addition, all levels will be required to maintain the appropriate documentation. Level I: The HIV prevention program will offer educational materials about hepatitis, ensure program staff is trained in basic hepatitis education and will offer referrals for more intensive hepatitis-related services like vaccination and testing. Level II: The HIV prevention program will offer Level I activities and hepatitis risk screening and counseling. Level III: The HIV prevention program will offer Levels I and II activities and Hepatitis C testing and/or Hepatitis A and B vaccination. Level IV: The HIV prevention program will offer Levels I, II and III and primary care for clients living with Hepatitis C. Level V: The HIV prevention program will offer Levels I, II, III and IV and Hepatitis C treatment for clients living with Hepatitis C. Funding Note: Hepatitis Prevention activities are partially fundable under this RFP. Costs associated with Levels I and II can be included in your proposed budget, e.g., pamphlets, trainings. Costs associated with Hepatitis C testing supplies used for Level III, IV and V activities are fundable and should be included in your budget (use $20/test kit cost estimate). Other costs associated with Level III, IV and V activities are not fundable and cannot be included in your proposed budget. A limited number of Hepatitis C test kits and Hepatitis A and B vaccinations may be available for no cost to funded projects. Upon notice of funding award, agencies proposing to provide Hepatitis C testing and/or Hepatitis A and B vaccination will meet with the CDPH Hepatitis Coordinator to determine eligibility and level of CDPH support. Linkage to Care Linkage to and retention in HIV care and prevention services for those persons testing HIV positive or currently living with HIV/AIDS are considered high priority activities by CDC s Cooperative Agreement for HIV Prevention Projects (PS ) and are reflective of the National HIV/AIDS Strategy. All funded agencies that provide HIV testing and counseling at Levels II and III will be required to provide linkages and entry to HIV care, prevention services, and other supportive services within the appropriate time period, as well as establishing a comprehensive memorandum of understanding with partner agencies to make an active referral. In addition to actualized and documented referrals, agencies must ensure that persons who test positive for HIV (including persons newly diagnosed with HIV and, when appropriate, persons previously diagnosed) receive the following services: Medical care within 3 months of diagnosis, including a full medical evaluation, CD4 count, and viral load count. Prevention counseling and, if needed, referral to other prevention services. Linkage to medical care (including recommended screening for STDs, TB, and viral hepatitis). Initiation of Partner Elicitation as soon as possible after diagnosis Referral to other services (e.g., mental health services, substance abuse services, housing, legal services), as needed. 9

10 Condom Distribution Condom distribution is a prioritized intervention of CDC s Cooperative Agreement for HIV Prevention Projects (PS ), is reflective of the National HIV/AIDS Strategy, and is an activity for ECHPP. All programs are required to conduct condom distribution to target HIV-positive persons and persons at highest risk of acquiring HIV infection. Condoms are available through CDPH. Costs associated with additional condoms can be included in the applicant s proposed budget. Program Monitoring and Evaluation All funded agencies will be responsible for program monitoring and evaluation of the proposed project. CDPH has long recognized the need to support strategic planning for evaluation of HIV prevention programs. In March 2002, the Centers for Disease Control and Prevention (CDC) released an "Evaluation Guidance Handbook: Strategies for Implementing the Evaluation Guidance of CDC-Funded HIV Prevention Programs." This handbook outlines steps for planning and implementing HIV prevention program evaluation in local settings. This handbook is available at: Applicants are recommended to implement strategic evaluation methods following the guidance handbook. CDPH expects each funded agency that selects HIVCT Levels II and III to achieve the following performance standards, when the program is fully implemented: For targeted HIV testing in non-healthcare settings or venues, achieve at least a 1.0% rate of newly identified HIV-positive tests annually (If the rate of newly diagnosed positive tests is below the 1.0% rate, corrective actions will be taken). At least 85% of persons who test positive for HIV receive their test results. At least 80% of persons who receive their HIV positive test results are linked to medical care and attend their first appointment. At least 75% of persons who receive their HIV positive test results are referred and linked to Partner Services. CDPH also expects each funded agency to develop the following: Strategy for developing and coordinating a linkage network/system to ensure that clients identified through the program have easy access to medical care, treatment, prevention services and other medical and social services. Documentation of existing agreements (MOAs, MOUs) with providers and other agencies where clients may be linked to services. Process for tracking linkage activities and outcomes. In addition, agencies will also be required to comply with the following monitoring and reporting upon award (specific measures will be finalized by HHS): Data Collection and Reporting All HIV prevention providers must be able to track and report client-level demographic, risk behavior, and various service data. CDC will require CDPH to utilize various data collection and reporting web-based tools to be determined upon grant award. All providers must comply with CDPH s data collection requirements. Failure to comply with data requirements can result in the termination of an agency s HIV Prevention contract with the City of Chicago. 10

11 Program and Fiscal Monitoring Standards Any funded agency found to be non-compliant with the standards at any time, will be held responsible and required by the City of Chicago to restore any damages and/or costs associated with funded agency non-compliance. VIII. Instructions for Completing an Application This section provides information on application requirements and submission guidelines. Each application must be complete, concise, and all narrative responses should be self-explanatory. Only documents requested in this RFP or directly related to the RFP should be submitted. Any unsolicited material submitted with an application will not be considered for review. A. Application Guidelines This section provides information on application requirements and submission guidelines. Page limits for each section are included. Follow these instructions and outline when preparing and submitting an application. Include a table of contents reflecting major categories and corresponding page numbers. Use headings and subheadings to ensure that your application covers all the required elements. Use the Application Checklist in Appendix E to ensure that your application is complete. "Note: Respondents are required to execute the Economic Disclosure Statement annually through the City's on-line EDS system. Its completion will be required for those Respondents who are awarded contracts as part of the contracting process. Attached is the link: Note: All successful applicants will be required to complete and submit an Economic Disclosure Statement and Affidavit. This document can be found at: This note is included for informational proposes only and does not need to be submitted with this application. Required Documentation Internal Revenue Service 501(c)3 tax exempt determination letter Copy of applicant s Articles of Incorporation Copy of the applicant s most recent Financial Statement and OMB Circular A-133 Audit List of Board of Directors (must include place of employment for each member) Memoranda of Agreement - Agreements must be time-phased, project specific, and provide details of the arrangement. Documentation of these agreements should be on agency letterhead and signed by representatives of both agencies who are authorized to commit their agency to provide services. These documents should specify the services(s) to be provided, the number of participants to be served, the period in which the services(s) will be provided, and, if known, the monetary value of the services. Proof of Insurance - See Appendix A for Guidance on Insurance and Insurance Certificate 1. Title Page Complete the Title Page (Appendix B) for each application. This page must be the first page of your application. 2. Project Abstract (1 page) The Project Abstract provides a brief description of the applicant organization and its experience relevant to this application. The Project Abstract should include the following information. 11

12 Description of the proposed geographic area. Description of the target population and their HIV/AIDS prevention needs. Description of the project for which funds are being requested. Description the project s measurable and expected outcomes. 3. Agency Experience & Cultural Competence (no more than 1 page) Cultural competence describes the ability of organizations and individuals to provide service to clients with diverse values, beliefs and behaviors, including tailoring service delivery to meet clients social, cultural and linguistic needs. Cultural competence is a vehicle to increase access to quality service for all target populations, address disparities in health care, and a strategy to attract and retain clients. Address the following points to describe your agency s ability to provide culturally competent service. Organization s history and experience including proof agency has at least three years experience providing HIV prevention services. Describe your agency s efforts to integrate the values, attitudes and beliefs of the community your proposal targets into its HIV prevention services. Describe the involvement of community members, particularly those from the proposed target population, in the governance, staffing and consumer advisory groups in your organization. Describe how frontline staff, management and the Board of Directors are reflective of the target population you serve. 4. Description of Proposed Project (10 pages max.) and Work Plan (1-2 pages) The Project Description narrative and Work Plan describes the proposed project in detail, including the geographic area, target population and HIV prevention interventions that have been identified for implementation. This section explains how these elements come together to create the proposed project. Be specific about how the project will meet the HIV prevention needs of the target population. Include the evaluation plan for your proposed project. Focus on making your proposed goals in the narrative and your targets in the work plan ambitious, yet reasonable. Consider the breadth of program implementation including, but not limited to, staffing levels and data collection requirements. Develop a work plan using the template in Appendix C to reflect the proposed projects description below. a. Target Population Identify and describe the target service categories from the Eligible Program Activities and Priorities section that you propose to serve with this project. Describe your agency s history of serving this population. List the barriers affecting your target population and how they were identified. Describe the link(s) between each identified barrier and HIV risk. b. Geography Identify and describe the Cluster or geographic area you propose to serve with this project. Describe how your project will reach your target population within the identified geographic area. c. Interventions Describe the intervention(s) you plan to provide in your project. How will these activities meet the HIV prevention needs of your target population? Include all intervention types, including recruitment and focused interventions as appropriate. Describe how you will ensure your activities reach the individuals at highest-risk for HIV infection/transmission. Describe how you will assess the quality of the intervention(s) you deliver. Include specific quality assurance strategies. 12

13 Describe how referrals to services your agency does not provide will be tracked. d. HIV Counseling and Testing Identify and describe the level of HIVCT you will offer in your project. Describe how you will ensure that HIVCT reaches high-risk individuals in your target population who do not know their HIV status. Describe how individuals who test positive will be linked into appropriate HIV treatment and other services. Include a discussion of 1) the efforts that will be made to follow up on clients who fail to return for test results and 2) the efforts that will be made to ensure clients keep HIV care appointments. If providing HIVCT services at levels II or III describe how you can or will meet the requirements for HIVCT including CLIA certifications, when appropriate, and employee training on HIVCT including testing technologies. If you currently provide HIVCT services (or have in the past), briefly describe your experience. e. STI Prevention Identify and describe how you will integrate activities addressing STI into your project. If you currently provide STI services, or have in the past, briefly describe your experience. f. Hepatitis Prevention Identify and describe how you will integrate activities addressing hepatitis into your project. If you currently provide hepatitis services, or have in the past, briefly describe your experience. g. Condom Distribution Methods and data sources that will be used to identify settings that serve high risk populations, including PLWH. Proposed number of settings and types of settings (i.e., healthcare or non-healthcare setting) in which condom distribution activities will be supported. Expected condom distribution outcomes. h. Program Monitoring and Evaluation Discuss the proposed outcomes of the project. Describe how the process indicators will work together to create an effective HIV prevention program that meets the proposed outcomes. Describe how the project will measure and report the proposed indicators and outcomes. Describe how you will monitor your program for quality. 5. Budget and Justification (2 page limit for justification/narrative, no limit for budget forms) Provide a narrative description of the proposed project budget. Your narrative must address the following questions. Describe the agency s fiscal capacity and stability to manage the proposed project. All contracts will be paid on a reimbursement basis. Describe your agencies demonstrated capacity to operate on a reimbursement basis. Describe and justify all costs proposed in the budget. The budget and narrative must meet all requirements set forth in this section. This section provides the format for the required 12-month item budget explaining how each line item will be expended. Refer to Appendix D for required budget forms. Applicants may request funds through this RFP to support the following costs: 13

14 Personnel salaries Fringe Benefits Operating Costs Professional/Technical Costs Materials and Supplies Equipment Transportation and Travel Expense Administrative Expenses A description of each expense category is presented below. Personnel: For these costs, provide the following information: the name of the employee and job title, number of positions, monthly salary, the percent of time to be charged to this project, the amount of the grant share, other share, in-kind share, and the total cost. Provide a brief budget justification explaining the duties of each employee assigned to the project. If the applicant has not yet identified individuals to fill salaried positions, indicate that these individuals are yet to be hired (TBH). Please see Appendix D for a sample personnel budget. Fringe Benefits: For these costs, provide the following information: the amount of fringe benefits requested (which should also include the percentage rate for FICA); medical insurance; including dental and vision coverage, if applicable; worker's compensation and disability insurance; life insurance, if applicable; and, vacation and sick pay benefits, etc. Please include elements that are included in the fringe benefit amount. Fringe benefits must be based on the applicant's established personnel policies. Show all calculations (formula used to determine final cost). Note: If a fringe benefit is not listed, you cannot be reimbursed for it. Operating Costs: Applicants must delineate expenditures for items related to any programmatic activities integral to this project (e.g., telephone, advertising, printing, duplication, equipment leasing/maintenance, insurance premiums, dues, subscriptions, memberships, messenger services, facility maintenance, technical meeting costs and postage). Note: Agencies funded through this RFP will be required to comply with various insurance specifications established by the City of Chicago: these include workers' compensation, auto liability, commercial liability and professional liability. These requirements also apply to all subcontractors and consultants. Professional/Technical Costs: List and justify all fees to be paid to consultants and subcontractors, noting the number of hours to be devoted to the project and specific responsibilities. Consultant fees will be allowed on a limited basis only, and should not to be used in place of staff support. This category may include sub-contractual services that facilitate program delivery, as well as services that increase client access or to assess client satisfaction. However, regardless of the function, the consultant must not have been a member of the applicant's Board of Directors during the 12-month period preceding the date of the applicant's request for funding. Additionally, the consultant may not serve as a Board member during the 12-month period following the completion of the funded project period. Note: The City of Chicago will require all successful applicants to identify any consultants and subcontractors that will be part of the proposed program. If they are not yet been identified indicate that in the budget and budget justification. They must be identified and pre-approved by the project officer before they begin any services to be funded through this proposal. 14

15 Materials and Supplies: Itemize and justify programmatic materials, include office supplies that will be used by program staff in service delivery. Equipment: Itemize and justify programmatic equipment (e.g., desks, chairs, computers, file cabinets) for $5,000 or less and normal life expectancy of one year. Note: CDPH must approve and catalogue all equipment purchases of $5,000 or greater. Transportation and Travel Expenses: Funding for transportation should be requested only as appropriate for program needs. Program-specific transportation expenses may include transit passes, vouchers, or expenses incurred in operating agency-leased/owned vehicles. Local Travel: Delineate amounts for public transportation and mileage reimbursement at the rate established in the agency s policies. If the agency does not have a mileage reimbursement rate established, use the current federal rate available at Include here the expenses to operate agency-owned vehicles that are used in program delivery. All drivers and vehicles used for this program must have valid licenses and insurance. If an agency employee would like to request reimbursement for mileage, then the City of Chicago must be listed as an additional insured. Administrative Expenses: Administrative expenses of up to 10% of direct costs are allowable; these must be specifically delineated and justified in the application. The applicant must provide a brief narrative justification for the amount requested. Example of administrative and indirect costs include; rental costs for administrative office space, office utilities, insurance, payroll, personnel, voucher processing and financial reporting and audit expenses. Administrative costs may also include partial salaries of administrative staff (e.g. executive director or office manager). Providers must retain records of the expenses actually charged against any contract that is awarded as a result of the RFP. Agencies with a limited capacity to administer the fiscal responsibilities associated with their programs are encouraged to sub-contract with a third-party agent. B. Application Checklist The Application Checklist should be used to ensure that the application is complete. Include the Checklist with the application, see Appendix E. Proposals that do not contain each of the items indicated in the checklist will be considered incomplete and will not be reviewed. IX. Submission Guidelines Failure to follow any of the instructions related to content may result in the application being eliminated from consideration. Other than late delivery, the most common reasons that proposals are rejected include: inadequate number of copies, missing sections of the application, and failure to include requested documents. It is the responsibility of the applicant to ensure delivery of the proposal to CDPH by the designated deadline. All proposals will be date and time stamped upon receipt and the receipt will be given to the person delivering the package at the time of receipts. Applicants using a messenger service to deliver their proposals should advise the messenger service of the 4:30 pm deadline and make sure the messenger knows to wait for a receipt. Applicants wishing to drop off completed proposals prior to the deadline should contact Rick Ortiz to arrange for a drop off time at or rick_ortiz@cityofchicago.org. 15

16 All programmatic questions regarding this RFP (i.e., objectives, review criteria, work plan, budget components, etc.), and assistance with the application guidelines should be referred to: David Amarathithada, MPH STI/HIV Division Chicago Department of Public Health Telephone: Submit one (1) original and five (5) complete copies, six (6) in total, and a CD with an electronic version of the application to: Rick Ortiz, M.A. Department of Public Health DePaul Center Room South State Street Chicago, Illinois The application must be received by 4:30 p.m. Central Standard Time on August 19, No extension will be permitted. No late proposals will be accepted. There will be no exceptions. A. Format Instructions Follow these instructions in completing your application Use at least 1.5 line spacing and at 12-point font size, Times New Roman. Proposals should have margins of at least ¾ inch on all sides. Submit only unbound proposals (i.e., no staples, ring binders, covers). All documents should be on 8 ½ x11 paper. Print only on the front of each page (if any of your supporting documents are two-sided, photocopy them to meet this requirement). Include a table of contents reflecting major categories and corresponding page numbers. Attach only supporting documentation requested or directly related to the application. Sequentially number the entire application including all the attachments. No faxes will be accepted. B. Required Documentation Please submit the following as attachments in the completed application. Clearly mark each as separate appendices. Internal Revenue Service 501 c (3) tax exempt determination letter. Copy of respondent s Articles of Incorporation. Copy of the respondent s most recent financial statement and the most recent audit including A-133, if applicable. Board of Directors List (must include place of employment for each member). Proof of Insurance X. Evaluation of Proposals All proposals that are received on time will undergo a technical review to determine whether all required components have been addressed and included. Proposals that are determined by the City to be incomplete will not be further considered. The City reserves the right to waive irregularities that it, within its sole discretion, determines to be minor. If such irregularities are waived, similar irregularities in all proposals will be waived. Proposals that are determined to be complete will be forwarded to a Review Panel. 16

17 The Review Panel will evaluate and rate all remaining proposals based on the Evaluation Criteria listed below. The Review Panel forwards its recommendations and comments to the Program Manager/Assistant Commissioner of Chicago Department of Public Health. Past contractual performance may also be considered for applicants that have previously received funding. Final funding decisions are made by the CDPH program and Commissioner of Public Health. All applicants will be notified of the results in writing. Evaluation Criteria: Applicant s cultural capability in providing the proposed service Applicant s description of the proposed project including: o Target Population o Geography o Interventions o HIV Counseling and Testing o STI Prevention o Hepatitis Prevention o Condom Distribution o Program Monitoring and Evaluation Comprehensiveness of proposed project Work plan (scopes of services, resources, activities, process evaluation, & outcomes) Documented coordination and collaboration with other providers Soundness of proposed budget narrative and budget Applicant s financial capacity and stability to manage a program of the size and scope contemplated The City of Chicago reserves the right to recommend qualified funding proposals out of rank in order to ensure adequate geographic distribution. If an insufficient number of qualified proposals are submitted in any particular service category, the City reserves the right to directly solicit and select appropriate community-based providers to fill the gaps. XI. Reporting and Other Requirements for Successful Applicants All successful applicants will be required to submit quarterly program reports, voucher on a monthly basis, and participate in all CDPH-sponsored site visits, evaluation and quality assurance activities. XII. Compliance with Laws, Statutes, Ordinances and Executive Orders Grant awards will not be final until the City and the respondent have fully negotiated and executed a grant agreement. All payments under grant agreements are subject to annual appropriation and availability of funds. The City assumes no liability for costs incurred in responding to this RFP or for costs incurred by the respondent in anticipation of a grant agreement. As a condition of a grant award, respondents must comply with the following and with each provision of the grant agreement: 1. Conflict of Interest Clause: No member of the governing body of the City of Chicago or other unit of government and no other officer, employee, or agent of the City of Chicago or other government unit who exercises any functions or responsibilities in connection with the carrying out of the project shall have any personal interest, direct or indirect, in the grant agreement. The respondent covenants that he/she presently has no interest, and shall not acquire any interest, direct, or indirect, in the project to which the grant agreement pertains which would conflict in any manner or degree with the performance of his/her work hereunder. The respondent further covenants that in the performance of the grant agreement no person having any such interest shall be employed. 17

18 2. Governmental Ethics Ordinance, Chapter 2-156: All respondents agree to comply with the Governmental Ethics Ordinance, Chapter which includes the following provisions: a) a representation by the respondent that he/she has not procured the grant agreement in violation of this order; and b) a provision that any grant agreement which the respondent has negotiated, entered into, or performed in violation of any of the provisions of this Ordinance shall be voidable by the City. 3. Selected respondents shall establish procedures and policies to promote a Drug-free Workplace. The selected respondent shall notify employees of its policy for maintaining a drug-free workplace, and the penalties that may be imposed for drug abuse violations occurring in the workplace. The selected respondent shall notify the City if any of its employees are convicted of a criminal offense in the workplace no later than ten days after such conviction. 4. Business Relationships with Elected Officials - Pursuant to Section (b) of the Municipal code of the City of Chicago, it is illegal for any elected official of the city, or any person acting at the direction of such official, to contact, either orally or in writing, any other city official or employee with respect to any matter involving any person with whom the elected official has a business relationship, or to participate in any discussion in any city council committee hearing or in any city council meeting or to vote on any matter involving the person with whom an elected official has a business relationship. Violation of Section (b) by any elected official with respect to the grant agreement shall be grounds for termination of the grant agreement. The term business relationship is defined as set forth in Section of the Municipal Code of Chicago. Section defines a business relationship as any contractual or other private business dealing of an official, or his or her spouse or domestic partner, or of any entity in which an official or his or her spouse or domestic partner has a financial interest, with a person or entity which entitles an official to compensation or payment in the amount of $2,500 or more in a calendar year; provided, however, a financial interest shall not include: (i) any ownership through purchase at fair market value or inheritance of less than one percent of the share of a corporation, or any corporate subsidiary, parent or affiliate thereof, regardless of the value of or dividends on such shares, if such shares are registered on a securities exchange pursuant to the Securities Exchange Act of 1934, as amended; (ii) the authorized compensation paid to an official or employee for his office or employment; (iii) any economic benefit provided equally to all residents of the City; (iv) a time or demand deposit in a financial institution; or (v) an endowment or insurance policy or annuity contract purchased from an insurance company. A contractual or other private business dealing shall not include any employment relationship of an official s spouse or domestic partner with an entity when such spouse or domestic partner has no discretion concerning or input relating to the relationship between that entity and the City. 5. Compliance with Federal, State of Illinois and City of Chicago regulations, ordinances, policies, procedures, rules, executive orders and requirements, including Disclosure of Ownership Interests Ordinance (Chapter of the Municipal Code of Chicago); the State of Illinois - Certification Affidavit Statute (Illinois Criminal Code); State Tax Delinquencies (65ILCS 5/ ); Governmental Ethics Ordinance (Chapter of the Municipal Code of Chicago); Office of the Inspector General Ordinance (Chapter 2-56 of the Municipal Code of Chicago); Child Support Arrearage Ordinance (Section of the Municipal Code of Chicago); and Landscape Ordinance (Chapters 32 and 194A of the Chicago Municipal Code). 6. If selected for grant award, respondents are required to (a) execute the Economic Disclosure Statement and Affidavit, and (b) indemnify the City as described in the grant agreement between the City and the successful respondents. 18