Persons in Need (PIN) Program for Elderly Services Request for Proposals (RFP) DEADLINE TO APPLY ONLINE: Friday, October 30, 2015, 4:00 p.m., HST GOAL The goal of the Persons in Need (PIN) Program for Elderly Services is to support community-based caregiving services and adult day programs so that low-income kūpuna will remain in community and their caregivers will be able to lead more balanced lives. Expected results for the PIN Program include prevention of falls, stable or improved nutrition, increased social engagement, stable or improved physical mobility, and residential stability (remaining in community and delaying institutional care) for low-income kūpuna. For caregivers of kūpuna, the primary indicator of progress will be a decrease in caregiver stress. BACKGROUND An enormous increase in the population aged 65+ is projected for Hawai i from over 191,000 (14.3% of the population) in 2010 to almost 327,000 (22.3% of the population) in 2030. In addition, Hawai i has the highest life expectancy in the nation at over 86 years of age. We also know that caregiving for our kūpuna in Hawai i most often falls on family members. Data indicates that this trend continues to grow and for many this is a source of stress which can negatively impact workforce productivity and quality of life. In 2009, approximately 247,000 family members in Hawai i provided care for their loved ones throughout the year. More recently, according to a 2014 Hawai i poll, more than half of Hawai i residents over age 45 provide caregiving for an adult family member, most often someone who is elderly. Fifty-one percent of Hawai i family caregivers who work report that they struggle with balancing their family and job responsibilities. The Hawai i Community Foundation (HCF) has provided grants for elderly services for nearly 30 years through the PIN program. Recognizing the rapid growth in the number of kūpuna and the dependence on informal or family caregivers (hereafter caregivers refers to informal or family caregivers ), in 2011, HCF adopted a new focus for its aging grants which is to strengthen the safety net of family and informal care giving services for the elderly, with an emphasis on families and elderly of modest means. The goal of the PIN Program is to support community-based caregiving services and adult day programs so that low-income kūpuna will remain in community and their caregivers will be able to lead more balanced lives. Indicators of progress include prevention of falls, stable or improved nutrition, increased social engagement, stable or improved physical mobility, and residential stability (avoidance of institutional care) for the kūpuna. For caregivers, the primary indicator of progress will be a decrease in stress as measured by the use of the Modified Caregiver Strain Index (MCSI; http://consultgerirn.org/uploads/file/trythis/try_this_14.pdf) tool. In order to measure progress on these goals, PIN Program grantees will be required to: Utilize and monitor individual care plans that have specific client-centered goals for kūpuna including: o Falls prevention o Nutrition and eating o Socialization o Functional mobility Report on their overall success in achieving the goals (especially those listed above) in the care plans. Report on the residence of kūpuna one year after their entrance into the program and toward the end of each calendar year thereafter.
Identify, develop, and track goals for caregivers that include access to needed resources and support, and reduction in stress associated with caregiving. These goals may be integrated into the kūpuna care plans if desired. Administer the MCSI to caregivers at least twice a year (preferably towards the beginning of the calendar year when services begin and towards the end of the calendar year) in order to measure the impact of kūpuna services on caregivers in reducing stress. Report on the overall participation numbers in the MCSI and changes in caregiver stress level. Use the HCF-provided template (see Appendix A) to report the data annually. Through this RFP, HCF is seeking proposals from qualified organizations serving low-income seniors (defined as less than 80% of Area Median Income [AMI]) that: Through effective community-based caregiving services for the elderly can demonstrate a significant contribution to advancing the goal and measures set forth in this RFP. Provide access to licensed adult day programs, with priority given to those programs able to demonstrate broad reach with limited funds. ELIGIBILITY 1. Non-profit organizations with tax-exempt 501(c)(3) status and in good standing. If your organization or project is not currently linked to a 501(c)(3) organization, you may be able to work in partnership with a fiscal sponsor. 2. Eligible organizations must be providing services in the State of Hawai i. 3. Organizations may submit one application from the categories provided. 4. Organizations currently funded by PIN with overdue final reports and/or contract deliverables are not eligible to apply. 5. Only licensed adult day programs may apply for day care/health grants. AWARD RANGE Applicants may apply for PIN grants, up to $225,000 for three-years ($75,000 per year) for activities within the 2016, 2017, and 2018 calendar years (Jan. 1, 2016 to Dec. 31, 2018). A minimum of 10% in new matching funds to the amount of funds requested is required in Year 1, 15% in Year 2 and 20% in Year 3. Matching funds may not be inkind. AWARD CATEGORIES Applicants may apply for grants under only one of the following categories: Category 1. Community-based support services for low-income elderly age 65 or older. Eligible community-based support services for Category 1 applications include, for example, chore services, transportation assistance, meal preparation, meal delivery services and overnight respite support for caregivers. Preference will be given to organizations that demonstrate broad reach with limited funds. The use of volunteerbased models of service delivery in order to increase the availability and quality of services is encouraged. Financial assistance to purchase specific items (e.g., eye glasses, medical equipment/devices, and supplies) is permitted, but the payment of rent, utilities, or medical bills will not be considered eligible activities for Category 1. Category 2. Tuition assistance for low-income elders age 65 or older to attend licensed adult day care or adult day health programs. Only applications from licensed adult day programs will be considered for Category 2. Applicants must submit a current copy of their license along with their proposal. Preference will be given to Category 2 applicants that can demonstrate broad reach with limited funds and describe how they will help clients access their services. PERSONS IN NEED (PIN) RFP 2016-2018 PAGE 2 OF 5
CRITERIA FOR REVIEW Proposals will be evaluated by staff of HCF. Proposals will be reviewed against the following criteria: 1. Applicant demonstrates that it understands the community where it works and is able to provide services that are attuned to the needs of both elders and their caregivers within its community. 2. Applicant organization has a track record of providing services, and a well-defined procedure for client outreach, intake and determining eligibility. 3. Applicant demonstrates it has the capacity (staff, volunteers, board, etc.) to fulfill its service commitments and fulfill reporting requirements. 4. Applicant demonstrates it can measure results and use personal care plans and other tools to set goals and track success in achieving goals for elderly and caregivers. 5. Applicant has a reasonable and appropriate program budget which details the source(s) and amount of matching funds. 6. Applicant provides suitable documentation demonstrating the above including a copy of the individual care plan template or similar documentation. ONLINE SUBMISSION Applications must be submitted online at: https://nexus.hawaiicommunityfoundation.org/nonprofit (Or, click on NONPROFIT GATEWAY at the top of the HCF homepage.) If you are a new user, click New User Registration; the registration process may take up to 2 days so please register early! The PIN Online Application will be available on September 14, 2015. APPLICATION INSTRUCTIONS Only complete applications will be accepted. The online application has fillable boxes with character limits. The character counts in MS Word do not match the character counts in the application. If you cut and paste your work into the application, please be sure that your text fits the space provided. We will not accept documents that are larger than the maximum character counts. We recognize the significance of diacritical markings in written Hawaiian as pronunciation guides, however the online application system is unable to accept diacriticals. Please do not include these in your narrative as it may cause errors in the way the online system processes your proposal. Narrative Section The following character counts are approximate to the specified page lengths based on single-spacing in Arial 12- point font with 1 inch margins. Executive Summary (max 2,500 characters = approximately 1/2 page) The executive summary is to include a brief summary of the context, program description and the objectives. 1. Provide specific contextual information about the needs of elders in the neighborhood/ community/island where you work, e.g., within your service area the number of kūpuna 65+, the projected growth of this demographic, and percentage who are low-income. 2. What are the major elements of the program and how do these uniquely align with local needs of kūpuna? 3. Describe how your programs are able to contribute to favorable goals for kūpuna in falls prevention, nutrition, socialization and mobility. How do your programs connect caregivers with support resources? How is caregiver stress reduced through your programming? How will you measure progress on these key indicators? PERSONS IN NEED (PIN) RFP 2016-2018 PAGE 3 OF 5
Organization Description (max 2,500 characters = approximately 1/2 page) The organization description is to provide evidence that your organization has the capacity to carry out the services. 1. Provide a brief history of the organization. 2. Describe current leadership and staffing within your organization. 3. Past Performance: If your organization has received past funding from PIN, please give some examples of how the funding made a difference and positively impacted the kūpuna and caregivers served. Program Components (max 2,500 characters = approximately 1/2 page) The program components section explains the way grant funds will be used. 1. Describe specifically how PIN funds will provide support for elderly and their caregivers. 2. Describe your outreach plan to attract and serve eligible clients. Provide projected number of clients to be served (elders and caregivers). 3. Describe the formal intake process for elderly adults who are applying for PIN funded services. 4. Describe the process for determining the low-income status for clients (i.e., clearly explain what documentation is used to determine client s income level is below 80% Area Median Income; see http://www.huduser.org/portal/datasets/il.html for income guidelines). Describe the process for determining whether clients are eligible for other forms of tuition assistance or subsidized services. Measuring Impacts. (max 3,500 characters = approximately 3/4 page) This section describes what and how impact is measured on both kūpuna and caregivers. 1. Explain how the program uses or will use an individual care plan for the elderly and for caregivers. Attach your care plan template and describe how it addresses the client-centered goals and key indicators of progress (falls prevention, nutrition and eating, socialization and functional mobility) in order to achieve the goals of the PIN Program. 2. Describe how the client-centered goals and key indicators of progress (addressing falls prevention, nutrition and eating, socialization and functional mobility) for elders will be tracked, measured, and recorded. Describe how caregiver goals will be developed, measured and recorded. Describe when and how the MCSI will be administered and analyzed. 3. Describe your system to incorporate information back into the program via an evaluation system, e.g., how does client success and feedback impact program change and development. Budget (max 2,000 characters for narrative section = approximately 1/3 page) Provide a detailed income and expense budget and budget narrative for your program. A fillable budget template is provided and can be uploaded as part of your application (see Appendix B). Please complete the template for each year of your program. 1. If PIN funds support part of a larger program, please include the budget for the entire program and specify which items are funded by PIN. 2. Include any other funding streams that support the program (e.g., government grants, private grants, private pay, and insurance). 3. Describe how Year 1 new matching funds of 10% of grant request will be raised, as well as the plan for 15% in Year 2, and 20% in Year 3. NOTE: 10% of PIN funds may be set aside for administrative overhead costs. ATTACHMENTS The following attachment must be uploaded to the online application: 1. Project Budget Form (download template from HCF s Nonprofit Gateway) PERSONS IN NEED (PIN) RFP 2016-2018 PAGE 4 OF 5
ADDITIONAL MATERIALS TO BE SUBMITTED List of the organization s Board of Directors, including professional affiliations and length of service. Financial Statements (audited, if available) for the most recently completed fiscal year. Current year s Board approved Operating Budget. Template of the Individual Care Plan (or similar document) that measures impact on elderly and caregivers. Please see the Administration for Community Living website for resource links at http://www.acl.gov/get_help/index.aspx and the Executive Office for Aging website at http://health.hawaii.gov/eoa/. FOR CATEGORY 2 PROPOSALS ONLY: Copy of current license for adult day care/health program. If you are using a Fiscal Sponsor, please also attach the following documents: a. Fiscal Sponsor s Board of Directors Resolution authorizing project fiscal sponsorship.* b. Fiscal Sponsor s Agreement.* c. Fiscal Sponsor s Board of Directors list. d. Fiscal Sponsor s operating budget for the current and previous fiscal years. *Please see HCF website for sample Fiscal Sponsor materials at: http://www.hawaiicommunityfoundation.org/nonprofits/fiscal-sponsor-materials. Fiscally sponsored projects missing any of these documents will be administratively denied. Please use the following descriptive file name format when uploading your files: Application ID_Your Org Name_Name of File (for example, 145_HCF_Budget.pdf or 145_HCF_Board of Directors.doc ). Do not use apostrophes, #, or parenthesis in your file name Each file must have a unique file name Each file size should be kept below 5000 KB. TIMELINE Organizations may begin submitting proposals online on September 14, 2015. Proposals must be submitted online by 4:00 p.m. HST on Friday, October 30, 2015. PROGRAM WEBINAR A pre-recorded webinar will be available on the HCF website starting September 21 st to assist with understanding the RFP and completing the proposal and budget template accurately. Please review the pre-recorded webinar prior to contacting HCF with proposal or budget related questions. REPORTING & CONVENING As part of the terms of the grant, grantees will agree to annually complete the HCF reporting matrix which can be viewed in Appendix A of the grant application. In addition, attendance at a minimum of one, and possibly up to three, annual grantee gatherings will be required during the duration of the grant period. NOTIFICATION Notification of awards will be made before the end of December 2015, with an initial notification by e-mail. First payments will be mailed upon the finalization of grant terms and agreement requirements by early January 2016. QUESTIONS ABOUT THIS RFP If you have any questions about this RFP or the PIN grant program, please contact Jennifer Grimm (jgrimm@hcfhawaii.org or 808-566-5562). Neighbor islands may call our toll-free number at 1-888-731-3863. PERSONS IN NEED (PIN) RFP 2016-2018 PAGE 5 OF 5