REQUEST FOR PROPOSALS 2012 GRANT PROGRAM RELEASED AUGUST 1, 2011

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1 REQUEST FOR PROPOSALS 2012 GRANT PROGRAM RELEASED AUGUST 1, 2011 PROPOSALS MUST BE RECEIVED NO LATER THAN: 5:00 P.M. on September 1, 2011 Please submit your application electronically to: Tony Freeman, Executive Director San Diego Human Dignity Foundation The San Diego HIV Funding Collaborative (SDHFC) in collaboration with AIDS Walk San Diego (AWSD) and other funders is issuing this competitive Request for Proposals (RFP) to 501(c) 3, community-based organizations providing HIV/AIDS prevention & education and/or care & treatment programs and services. Background of the San Diego HIV Funding Collaborative The San Diego HIV Funding Collaborative (SDHFC) is a program of the San Diego Human Dignity Foundation (SDHDF). Established in 1990 by a group of local funders and community members concerned with the impact of AIDS on the San Diego region, the San Diego HIV Funding Collaborative s mission is to raise, leverage and collaboratively allocate private funds in order to reduce the impact of HIV in the San Diego region. In 2011 the San Diego HIV Funding Collaborative (SDHFC) funders include: AIDS Walk San Diego, Alliance Healthcare Foundation, Bill Hardt Presents, Johnson & Johnson, Kaiser Permanente Foundation, McCarthy Family Foundation, Parker Foundation, and the Sunshine Brooks Fund at the San Diego Human Dignity Foundation. AIDS United The San Diego HIV Funding Collaborative is one of 31 community partners of the AIDS United (formerly The National AIDS Fund 1 ).AIDS United s primary purpose is to channel critical resources to community-based organizations to fight HIV/AIDS at the local level. AIDS United collaborates with national businesses and philanthropic organizations that provide financial resources to a grantmaking pool. Community partners use the leverage of these national grants to raise support locally and make community-level decisions about how and where funds should be spent. SDHFC s community partnership with AIDS United, and its philanthropic collaboration with the Elton John AIDS Foundation, brings money for HIV/AIDS services into the San Diego community that otherwise would not be available. 1 On November 22, 2010, the merger of National AIDS Fund and AIDS Action was announced. The merged organization, called AIDS United, fuses the core strengths of both organizations, bringing together experienced private-sector fundraising, philanthropy, coalition building, public policy expertise, and advocacy as well as a network of passionate local and state partners. AIDS United provides an unprecedented opportunity and enhanced capacity to respond to the domestic HIV/AIDS epidemic.

2 AIDS Walk San Diego AIDS Walk San Diego, a program of The San Diego LGBT Community Center, is San Diego's largest one-day HIV/AIDS fundraiser. Established as AIDS Walk San Diego in 1989, this event took place for two years prior as the Walk for Life. Through a unique funding partnership with the San Diego HIV Funding Collaborative, AIDS Walk San Diego is able to increase the impact of the dollars raised at the event. Funds from the walk are combined with donations from other philanthropists and foundations to qualify for matching funds. Page 2 of 13

3 ELIGIBILITY GUIDELINES Who is eligible to apply for funding? To be eligible, applicants must be a legally organized 501(c)(3) organization located in San Diego County and the organization must provide HIV/AIDS care and treatment services and/or HIV/AIDS prevention services. How can SDHFC funds be used? Funds may be requested to support any one of the following three major funding areas: 1) Strengthening systems for HIV/AIDS coordinated service sites, 2) HIV/AIDS prevention & education services, or 3) HIV/AIDS care & treatment services. Organizations may apply for only one category of funding and may submit only one proposal per funding cycle. Strengthening Systems for HIV/AIDS Coordinated Service Sites The SDHFC is committed to making support available to agencies that utilize the coordinated service center model, which effectively increases access to care for the traditionally underserved. With the continuing dramatic decline in public funding, SDHDF believes it is critical to prioritize funding for these agencies that function as community anchor points in the county-wide continuum of HIV care. The goal of this funding is to support ongoing systemic efforts that strengthen and/or improve integration of service delivery. Programs are eligible for this category of funding if they are a coordinated service site or an early intervention site offering the below-listed minimum services on site to San Diego County populations who are infected with HIV/AIDS, particularly those who are traditionally hard-to-reach and/or under-served and highly impacted by the HIV/AIDS epidemic. 1. Strong, demonstrated linkages to HIV/AIDS primary medical care services or HIV/AIDS primary care services on site 2. HIV testing & counseling and early intervention services 3. HIV/AIDS medical case management including benefits eligibility screening and appropriate referrals to supportive services 4. HIV/AIDS outreach programs to ensure increased inclusion of those living with HIV/AIDS who are traditionally underserved This funding may support organizational capacity building activities that will strengthen the ability of the HIV/AIDS service provider to improve service delivery. HIV/AIDS Prevention & Education Services (Prevention and Education) Programs are eligible for funding if they offer the specified HIV/AIDS prevention and education services to target populations in San Diego County who are at high-risk for HIV infection, particularly those who are traditionally hard-to-reach and/or under-served and are highly impacted by the HIV/AIDS epidemic. Eligible activities include any single one of the following services or any combination of the two following services. 1. Outreach to hard-to-reach, high-risk populations which results in successful completion of HIV Testing 2. HIV/AIDS Counseling & Testing that successfully results in linkages to primary care The primary goal of such programs must be to increase the number of people among highrisk categories who know their HIV status AND connect those who are HIV positive to medical care. Outcome evaluations must include the number of clients who have successfully learned of their HIV status (and who did not previously know), and/or the number of clients who know their status and are now, as a result of the intervention, currently in care who were not in care last year. Page 3 of 13

4 As required of all AIDS United Challenge Grant Program participants, SDHFC also requires that all prevention programs considered for funding utilize evidence-based prevention interventions. AIDS United defines evidence-based interventions in the excerpt below: Evidence-based HIV prevention interventions (EBIs) are either based on scientifically proven models, or are intentionally designed based on behavioral or social research and include at least basic process and outcomes evaluation to help improve the intervention and determine effectiveness. While evidence-based interventions in the CDC s Diffusion of Evidence-Based Interventions (DEBI) project are eligible, AIDS UNITED s definition of EBIs also includes those which may NOT be included in the CDC s DEBI project, but for which agencies can articulate clear theory, a basic foundation of research (either through formative research, literature analysis, etc.), and thoughtful process and program evaluation which informs ongoing intervention refinement. Note that additional points will be awarded to proposals whose programs focus primarily upon those populations who are traditionally under-served and are the highest-risk populations for HIV/AIDS infection. Specifically, priority will be given to programs who primarily serve men who have sex with men, men who have sex with men and are of color, women, and/or people with incomes below the federal poverty level. HIV/AIDS Care & Treatment Services (Care and Treatment) Programs are eligible for funding if they offer the specified services to San Diego County populations who are infected with HIV/AIDS, particularly those who are traditionally hard-toreach and/or under-served and are highly impacted by the HIV/AIDS epidemic. Eligible activities include any single one of the following services or any combination of several of the following services. 1. Medical case management 2. Behavioral health 3. Childcare/babysitting for medical services 4. Home delivered meals/food services 5. Hospice services 6. Legal Services The primary goal of such programs must be to assist people living with HIV/AIDS in accessing or sustaining appropriate use of HIV/AIDS medical care and treatment. Note that additional points will be awarded to proposals whose programs focus primarily upon those populations who are traditionally under-served and are the highest-risk populations for HIV/AIDS infection. Specifically, priority will be given to programs who primarily serve men who have sex with men, men who have sex with men and are of color, women, and people with incomes below the federal poverty level. Page 4 of 13

5 FREQUENTLY ASKED QUESTIONS Q: How do we apply for funding? A: Submit a completed, signed electronic application with all requested information and attachments no later than 5 pm on Thursday, September 1, Applications that are incomplete, faxed, delivered in hard copy or received after the deadline will not be accepted. Q: How much funding may be requested? A: Organizations may request up to $40,000 in grant funding for the service priorities and programs outlined in this RFP. Actual award amounts will be determined based upon quality of the proposal, need for the proposed services and available funding. Please note that historically, much more funding has been requested than is available. Q: What funding requests will NOT be supported? A: Individuals, government agencies, fundraising organizations, capital equipment, direct medical services provided within a hospital or clinic setting, clinical trials or medical and applied research projects are not eligible for funding. In addition, funds may not be requested for endowments, to pay off existing obligations/debts, substitutions for third-party payments, or loans. Q: What will be required of organizations funded? A: Organizations will be required to submit a mid-year report to SDHFC via and a final report to AIDS United via PhilanTrack, their online reporting system, that detail progress toward the proposed objectives. Grantees will also be required to submit a Grantee Information Form (GIF) via PhilanTrack. Q: Are currently funded organizations eligible? A: Yes, currently funded organizations are eligible for funding provided that the proposed programs meet the current funding priorities and, as long as all reports have been submitted and approved. Past grant performance shall also be reviewed during the application review process. Organizations currently not receiving funds are also eligible to apply. Q: Can an agency submit more than one proposal? A: No, only one proposal per agency will be accepted in response to this RFP. Q: What are indirect costs? A: Indirect costs are those expenses not directly related to the delivery of direct services but are necessary costs that support the program s operations. Costs in this category may include administrative and clerical salaries, utilities, maintenance, audit costs, and legal expenses. Indirect costs requested are limited to 15% of total personnel and program operating costs. (Personnel costs include consultant costs.) Q: Who will be available to answer questions and provide technical assistance? A: If you have questions on the RFP process, please contact Tony Freeman at or Q: Will there be a Technical Assistance Meeting? A: Yes, one non-mandatory technical assistance (TA) meeting for applicants will be held where detailed information regarding the proposal is discussed and questions are answered. Technical Assistance Meeting Wednesday, August 10, Noon 1:00 P.M. The Diversionary Theater, 4545 Park Boulevard, Suite 101, San Diego, CA Please RSVP to Charlotte Conrad at by Monday, August 8 to reserve a space at the meeting Page 5 of 13

6 PROPOSAL GUIDELINES Proposals must be submitted electronically in a single PDF document. Required attachments should be scanned for inclusion into this PDF document. Proposals should be single-spaced, using 12-point font and one-inch margins. The proposal narrative should not exceed three (3) typewritten, single-spaced pages; the budget and budget narrative should not exceed two (2) pages in total. At the top of each page, type the name of the implementing organization and program title. At the bottom right-hand corner of each page, insert a page number. Make certain you submit the signed proposal in the specified order (see next page) and that you complete both the grant application factsheet and the organizational summary sheet. GRANT APPLICATION CHECKLIST AND ORDER OF SUBMISSION The following items MUST be included in this grant application in the specified order. 1. Completed Grant Application Factsheet signed by the Executive Director/CEO and Board President 2. Completed Organization Summary form 3. Completed Proposal Narrative (3-page maximum) 4. Completed Project line-item budget and narrative (2-page maximum) 5. Attachment 1 - IRS 501(c)(3) tax exempt status letter (Must be dated within the last 5 years; if older than 5 years, contact Internal Revenue Service ( ) to request an updated 501(c)(3) letter.) 6. Attachment 2 Submit a list of board members including name and current board title. 7. Attachment 3 Submit your most recent audited financials, including the accompanying management letter 8. Attachment 4 - Submit your most recent, board reviewed un-audited financial statement and balance sheet PROPOSALS ARE DUE NO LATER THAN 5:00 P.M. ON THURSDAY, SEPTEMBER 1, Incomplete or late proposals will not be considered. Page 6 of 13

7 GRANT APPLICATION FACTSHEET Funding Area: (check one) Prevention and Education Care and Treatment Operating Support Organization s Legal Name: Organization s Tax ID #: Organization s Mailing Address: Organization s Phone: Organizational Website: Proposed Program Name: Primary Executive Contact (Name/Title): Phone: Primary Program Contact (Name/Title): Phone: Is this a new or existing program (circle one)? New Existing Have you previously received SDHFC funds (circle one)? Yes No Are you a current SDHFC grantee (circle one)? Yes No If yes, are report requirements up-to-date? Yes No Amount of Request: Total Program Budget: Total Organizational Budget: This application for funds has been reviewed and approved by: Name Signature Date ED/CEO Board President Original signatures required. Scan of those signatures is acceptable. Page 7 of 13

8 APPLICANT ORGANIZATIONAL SUMMARY 1. Please list the full legal name of the organization. 2. Please list the size (in dollars) of the organization s current annual budget. 3. Please list the percentage of each dollar of revenue which is used to support both management or fundraising costs of your organization (please use the figures from your most recent audited financial statements). Management % Fundraising % 4. How many volunteers are currently active within your organization? 5. How many employees (both full and part time) currently work at the organization? 6. Are both the most current annual report and audited financial statements available on the website? (If your organization does not have a website, please indicate how the information is provided to the public.) 7. How many individuals currently serve on your board of directors? 8. Is there a list of board members currently available on your website? (If your organization does not have a website, please indicate how the information is provided to the public.) 9. Are any board members compensated by the organization for their board service? 10. Does the organization s board of directors have a formal audit committee in place? 11. Are the organization s financial statements audited by an independent auditor annually? 12. How often does the board currently receive and review the organization s current financial statements? 13. Does your organization have current by-laws in place? When were these by-laws last revised? 14. Does your organization s board of directors have a conflict of interest/prohibition on selfdealing policy in place? Are the individual declarations and statements of potential conflicts reviewed and revised by each board member annually? Page 8 of 13

9 15. Is there 100% participation by your board of directors in fundraising for your organization? 16. Does your organization have a current strategic plan in place and how often are benchmarks and progress evaluated? 17. Does your organization currently have either diversity training or cultural competency policies in place? Yes No 18. If your organization receives government funding for your work, in the last five years has your organization been cited for substantial non-compliance with the regulations that guide fiscal claims, practices or program service delivery? (circle one) Yes No We do not receive government funding 19. State the mission of your organization. Page 9 of 13

10 PROPOSAL NARRATIVE (3-Page Limit) A. Target Population(s): This section should briefly describe the target population for your proposed program. Describe the age, gender, gender identity, ethnicity, mode of transmission and geographic location you are proposing to serve. Compare your target population to the epidemiology of the virus in San Diego County. Please also complete the chart below with regard to the age, gender and gender identity, and ethnicity. Please discuss the social, cultural, behavioral and other factors that may put these populations at an increased risk for HIV infection and/or treatment compliance challenges. (10 points) 1. Please also complete the required chart below with the best data you have available. Source of data: Target Population: Total number of unduplicated clients you are proposing to serve between January 1 and December 31, 2011 with SDHFC funding: Total #: Gender: % of the total who self-describe as: Male: % Female: % Transgender: % Age Range: 0 12 % % % % % 65+ % Ethnicity: Latino % African American % Asian/Pacific Islander % White % Native American % Other % B. Program, Objectives, & Evaluation: This section should demonstrate sound planning for delivering quality services to the people reached through the program. (30 points) 1. Briefly summarize the design and content of the activities your program is proposing to implement. If this is a prevention program, please ensure you have listed and described the evidence based interventions you are planning to use. 2. Briefly describe the key activities you will conduct to achieve your goals (i.e. what specifically will you do as part of your outreach or education, etc.); 3. Briefly describe where, when, and how often the program activities will be conducted. (e.g., specific locations; specific times - mornings, evenings, after traditional work hours; specific proposed numbers - workshops X times per week or per month.) 4. Process deliverables and outputs. Briefly describe the number of unduplicated clients you will provide program services to and how many total units of service will be provided. Please note: proposals that do not include measurable objectives will receive no points for this section. 5. Outcome indicators. Briefly describe what outcomes/impacts will be achieved by this program s activities. Please note: Client satisfaction is not an outcome variable. 6. Evaluation. Briefly describe your intended evaluation process. How will process/output measurements be collected, what information will be collected to determine the impact (i.e., outcomes) of the program, and how will that information be collected? Page 10 of 13

11 7. If this is an on-going program, please describe the past performance of your program with regard to both outputs and outcomes. Be as specific as you can about what the program has accomplished. Provide a justification and evidence for continuing and/or expanding these services. C. Accessing & Engaging the Target Population: This section should demonstrate how you will reach and engage your target population. (10 points) 1. Describe the strategies you will use to reach and engage your target population. Include how you will market or position your program to make it relevant and valuable to your target population, the specific organizations you will work with, and the community networks you will use to recruit participants and share program information. Please include a discussion of how you plan to reach the highly impacted, hard to reach populations amongst your target populations. Page 11 of 13

12 BUDGET TEMPLATE (2-page limit. Both the budget and budget narrative must be submitted.) Budget Period: January 1, 2012 to December 31, 2012 Personnel Costs Total Project Cost Other Funding Amount Requested from SDHFC/ AWSD [Insert Name of Position(s)] $ $ $ $ $ $ Benefits & Payroll % $ Subtotal $ $ $ Consultant(s) & Prof. Services $ $ Subtotal $ Total Personnel $ $ $ Program Operating Costs * $ $ Program Materials $ $ $ Incentives $ $ $ Mileage $ $ $ Office Supplies $ $ $ Phone $ $ $ Printing $ $ $ Training $ $ $ Utilities $ $ $ Other (specify) $ Total Program Operating $ Subtotal $ Indirect $ [Max. is 15% of personnel and project operating costs.] Grand Total $ $ $ $ $ $ $ $ $ Page 12 of 13

13 BUDGET NARRATIVE The following is an example of the required budget narrative. Please note: every line item that you are requesting funding for should be included in the budget narrative. Personnel Program Director (Name) will oversee all implementation of the program and supervise staff. We are requesting.20 FTE for this position. Administrative Assistant (Name) will be provided in-kind by the organization. This person will assist the director and perform all administrative tasks. Social Worker (Name) will provide outreach to the community. We are requesting 100% of the salary for this 1 FTE position. Consultant 1 will provide 70 hours of time at $50/hour to evaluate the program. (If you have selected a consultant, please include the name in the narrative or the line item budget.) PROGRAM OPERATING COSTS Educational materials include 500 books at $5 each to hand out to community volunteers. Other materials include 500 pamphlets at $2 each; 1,000 brochures at $1 each; (etc). Office supplies include photocopying, stamps, paper, and envelopes. This request is for $500 toward those supplies. The balance will be given in-kind by the organization. Mileage for program staff is requested at $.31/mile for 1,000 miles, totaling $310. CALCULATION OF INDIRECT COSTS Indirect costs are calculated at 15% of the total personnel and operating costs. Consultant costs are included in personnel costs. Add the personnel and operating costs together and calculate 15% of that amount. Page 13 of 13

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