As of 6-26-13 REQUEST FOR PROPOSALS REGIONAL AGING AND DISABILITY SERVICE AND ADVOCACY COALITIONS PROJECT OVERVIEW The SCAN Foundation (Foundation) invites the submission of proposals from eligible coalitions (county-level regional aging and disability service and advocacy coalitions) in support of its second funding priority: Advance public policy consensus among California stakeholders and policymakers around the financing and delivery of long-term services and supports for California residents. This Request for Proposals (RFP) is part of a larger initiative of the Foundation to build an effective, statewide Community of Constituents to transform the state s long-term services and supports (LTSS) system. The initiative consists of grasstops and grassroots-based projects: a. The Sacramento-based California (CA) Collaborative, a state-level project to engage stakeholders (consumer groups, home-and community-based service providers, facility/residential care providers, state Boards/Commissions, academics, hospitals, health care providers, and unions) and advance public policy consensus for reforming the continuum of care serving seniors and adults with disabilities; b. Engagement of county-level regional coalitions (as described in further detail below); and c. A diverse set of community-based organizations that engage older adults, their caregivers and others to be AGEnts for Change by participating in social action to improve the care they receive.
BACKGROUND California was once considered a leader in providing services to support the full integration of seniors and adults with disabilities into community life. However, its LTSS system has been persistently eroded by fragmentation, lack of system-wide data or planning, capacity issues, and fiscal pressures. Meanwhile, California s senior population is projected to experience substantial growth over the next 20 years. The system is not sustainable in its current form, pointing to the critical need for planning, infrastructure development, and capacity building and system reform to address the challenges that lie ahead. Against the backdrop of state and federal budget pressures, coupled with new federal and state policy initiatives, California's LTSS system is on the verge of significant transformation. The 2012-2013 state budget established the Coordinated Care Initiative (CCI) with the goal of transforming California s Medi-Cal care delivery system to better serve the state s low-income older adults and persons with disabilities. The CCI s impending changes to the medical care and LTSS system provides tremendous opportunities to county-level Regional Coalitions to engage in promoting system change in a meaningful manner. Together, the State of California and the federal Centers for Medicare and Medicaid Services (CMS) recently signed off on California s Memorandum of Understanding (MOU) for the Dual Eligible Integration Demonstration, referred to as Cal MediConnect. The signing of the MOU is the product of many months of negotiations and stakeholder input taken from the state and local level, much of which was provided by the members of the Community of Constituents including participating Regional Coalitions. However, the MOU is just the first step towards implementation, with plan readiness, outreach, and consumer education on the list of priority next steps. The Foundation has thus determined that it is imperative to provide continued support for Regional Coalitions, as part of a Community of Constituents; the membership of which will play a significant role in continued policy development as well as outreach and education during the CCI. Regional Coalitions will help ensure this transformative opportunity meets its original intention of improving medical care and LTSS systems so that people can receive services and supports in the setting of their choice, according to their needs and preferences.
This third round of county-level Regional Coalition support builds on the work of the 2011 and 2012 Requests for Proposals, where twelve Regional Coalitions were engaged in a two-part initiative. All participating coalitions received Part A funding, through which they engaged with each other and the CA Collaborative on monthly policy-based conference calls and inperson Community of Constituents Conferences (CCC). Of the twelve Regional Coalitions, a significant sub-set also received Part B funding to engage in social action at the local level. This current RFP again consists of two parts: Part A provides support to Regional Coalitions to be actively involved in a coordinated, focused, and visible stakeholder network, joining forces with the CA Collaborative to transform the state s system of long-term care. Part B seeks to engage a subset of these Regional Coalitions to independently and collectively play a pivotal role in their communities through the implementation of the Coordinated Care Initiative. Applicants may apply for Part A funding only. In order to be eligible for Part B funding, applicants must also apply for Part A funding. Part A: The Foundation will select up to 17 eligible Regional Coalitions (grantees) to participate in collective action as follows: Selected Part A grantees will work with each other, as well as with the CA Collaborative towards developing a shared vision and forge a united voice for the transformation of California s system of long-term services and supports. This unique forum will provide grantees with the opportunity to leverage their resources and enhance their capacity to influence transformation. Selected grantees will participate as a group in monthly policy-focused conference calls, as well as attend four Community of Constituents Conferences during the 24-month grant period. Grantees will be required to participate on all calls, attend all four conferences and participate on two agenda planning committees for the conferences (see scope of work template for Part A activities on Page 10). Up to $8,000 will be awarded per grantee under Part A to primarily cover travel costs associated with the four Community of Constituents Conferences (for two people to attend each meeting) that will take place in the Spring and Fall of 2014 and 2015 in Sacramento. If your coalition
member s travel costs are less than $8,000, only up to $4,000 of the requested Part A budget may be used for other purposes (e.g., staff stipend, supplies). For example: if travel costs are estimated at $3,000, then the Part A budget cannot total more than $7,000. Part B: The Foundation will select up to 10 eligible Regional Coalitions (grantees) to engage in social action at the local or regional level. Selected Part B grantees will pursue at least three of the five objectives listed below with measurable outcomes. 1. Mandatory: Develop and Implement a 2014-2015 Policy Agenda and Communications Plan that will strategically inform, educate, and/or otherwise engage key local stakeholders, policy makers and consumers at a grassroots level with measurable activities. The regional coalition will produce a draft and final 2014-2015 policy agenda; The regional coalition will produce a draft and final communication plan to advance the 2014-2015 policy agenda; The regional coalition will complete an environmental scan of key local stakeholders and meet with those stakeholders during the 24-month grant to advance the 2014-2015 policy agenda; and Technology (e.g., social media, website) will be used as part of the policy agenda and communication plan implementation. 2. Mandatory: Be the recognized trusted source of Coordinated Care Initiative information: The regional coalition will work with key local stakeholders, policymakers, consumers, community-based providers and health plans to provide information and education on the Coordinated Care Initiative; and The regional coalition will complete activities and produce measurable outputs connected to the Coordinated Care Initiative that work toward the development of a personcentered system of LTSS that enhances the ability of individuals to receive the right services in the setting of their choice.
3. Mandatory: Develop and implement a coalition sustainability plan. Complete The SCAN Foundation Budget & Financial Planning Tool developed to assist community-based organizations in developing project-specific budgets, determining both expense and potential revenues over a 5-year time frame. The regional coalition will based on the outcomes of the Budget & Financial Planning Tool develop a sustainability plan by December 31, 2014; and The regional coalition will implement the sustainability plan by January 1, 2015. While not mandatory, we strongly encourage applicants to consider these optional objectives as part of their activities in their proposal. 4. Optional: Transition from an Informal or Semi-formal Coalition to a Formal Coalition. 1 If applicable, development of a formal agenda, dedicating staff/leadership to implement that agenda and implement a communication platform by which the coalition speaks on behalf of its membership. 5. Optional: Achieve a Substantial and Measurable Expansion in Membership or Geographic Reach Develop formal relationships with communities not currently represented in the local/regional coalition membership to ensure the broader communities of individuals who access the system of LTSS are represented. Develop or expand the engagement of older adults and persons with disabilities who use and access the system of long-term services and supports as members of the coalition and volunteers in social action. 1 An informal coalition consists of an on-going group with no formal structure. Members share common interests and their primary purpose for meeting is to share information and strategize. While members may agree on messaging, all communication is completed independently. A semi-formal coalition additionally has staff or leadership to carry out ongoing responsibilities or the Coalition speaks on behalf of members (e.g. Coalition Policy Statements that list members, etc ). A formal coalition has both staff/leadership to carry out ongoing responsibilities and the Coalition speaks on behalf of members.
Develop formal relationships with leaders and/or organizations from a neighboring region or county, increasing the number of people served through coalition action. Up to $40,000 will be awarded per grantee under Part B to implement the aforementioned objectives over the 24-month grant period. The following activities are not eligible for Foundation funding: Core Support Projects Individual requests for scholarships, fellowships or grants Lobbying Operating deficits or retirement of debt Conference Grants Proof of Concept Projects ELIGIBLE LOCAL/REGIONAL COALITIONS A local/regional coalition is eligible to apply under this RFP if it meets the following criteria: 1. The local/regional coalition has been in existence for at least 6 months. 2. Membership includes, but is not limited to, nonprofit aging service, consumer, or advocacy organizations. Applicants are required to submit a complete and current membership list. By listing these members, it illustrates that the members are in agreement with the coalition applying for funding. (For those members that were not able to be contacted and/or were not in agreement, please italicize.) The Foundation will give preference to local/regional coalitions that include organizations serving seniors and adults with disabilities. 3. The local/regional coalition membership meets in person (or plans to meet in person if younger than 12-months) at least four times a year. Applicants are required to submit the coalition s meeting schedule for the past 6-months. 4. The Regional Coalition is not a state-wide group; instead, a specific region is represented by a broad array of membership organizations that focus on that specific region.
5. Applicants are required to submit a letter of participation that clearly describes the following items and must be approved by all member organizations representatives: (If you are a current grantee of this initiative, please update this document with any changes specific to b, c and d.) a. History of the coalition (purpose of coalition and date it started); b. Mission statement and/or goals and activities agreed upon by the membership; c. Membership process (e.g., description of how organizations join the coalition); d. Selection of fiscal conduit (e.g., a single identified non-profit organization that would be the recipient of the grant funds under this RFP). ELEMENTS OF THE RFP APPLICATION The purpose of this RFP is to engage local/regional coalitions that aim to strategically inform, educate, and/or engage with key stakeholders at a grassroots level to advance public policy consensus around the financing and delivery of long-term services and support for California residents. The following provides a framework to guide the proposal s narrative sections. This guide applies to both Part A and Part B funding. Executive Summary (1/2 page max) Project Narrative (5 pages max) 1. Indicate whether you are applying for Part A only or Part A and Part B funding. 2. Discuss your fiscal conduit s (identified nonprofit organization that would be the recipient of the grant funds) role within the coalition and the organization s qualifications to represent the coalition for completion of the proposed project. 3. Identify a project lead and a minimum of two additional representatives from different member organizations that will
represent the local/regional coalition on Part A calls and meetings. A project lead must be an employee or consultant for the fiscal conduit. 4. For Part A: a. Please describe why your coalition is interested in this collective process, as well as participating in a coordinated, focused, and visible stakeholder network working with the Sacramento-based California Collaborative to transform the state s system of long-term services and supports. b. Please describe any past efforts similar to this endeavor. (If your coalition participated in Phase I or II of this initiative, please describe how participating in Part A benefited your coalition and why you have chosen to apply again.) 5. For Part B: (If applicable) a. Please describe why your coalition is interested in and positioned to play a pivotal role in your region through the implementation of the Coordinated Care Initiative. (If applicable, please describe your coalition s achievements under Part B of Phase I and/or II of this initiative and how this work will prepare your coalition to accomplish goals outlined in the current application.) b. Describe how your coalition uses or plans to use technology for this effort (e.g., social media, website). Evaluation (2 pages max) 1. Describe the evaluation method that will be used to assess project success. 2. Include a discussion of each of the following: a. Describe how you would define success for this project. b. Describe real or perceived internal and external barriers to achieving success and how these barriers will be addressed.
Financial Information (please upload) 1. For the fiscal conduit: a. A list of grants received during the past two years. b. A list of pending grant applications by source of funding. c. Audited financial report last available. Scope of Work (SOW) Part A Only: The objective and expected activities for Part A funding are included below. If selected to receive Part A funding, your coalition agrees to the following objectives and activities which will be included in the Grant Agreement. Part A and B: Please complete the Part B SOW and upload with your application. PART A - OBJECTIVE 1: Participate in collective action to develop a shared vision and forge a united voice for the reform of California s system of long-term supports and services (LTSS). ACTIVITIES/TASKS TIMELINE OUTPUTS (Tangible products that result from a program s activities or tasks) 1.1 Participate in orientation call By February 28, 2014 1.2 Participate in monthly conference calls Monthly (Jan 2014-December 2015) 1.3 Minutes from the Part A monthly conference call will be shared with local/regional coalition members on a regular basis. 1.4 Attend four in-person state or regional convenings 1.5 Participate on two COMMUNITY OF CONSTITUENTS CONFERNECE agenda planning committees Spring 2014 and 2015 or Fall 2014 and 2015 Ongoing (Jan 2014-December 2015) Spring and Fall 2014 and 2015 Spring and Fall 2014 and 2015 At least one selected coalition representative will participate, as well as any person directly involved in reporting for this grant. At least two selected coalition representatives FROM DIFFERENT MEMBERSHIP ORGANIZATIONS will participate on each call. Meeting minutes demonstrating that the Part A call summaries have been shared with the entire local/regional coalition membership submitted to TSF with quarterly report (as an attachment). At least two members of the local/regional coalition FROM DIFFERENT MEMBERSHIP ORGANIZATIONS will attend each state or regional convening. At least one member of the local/regional coalition will participate in a COMMUNITY OF CONSTITUENTS CONFERNECE agenda planning committee.
PROPOSAL SUBMISSION REQUESTS Only upload word documents (PDF documents may not upload correctly in CyberGrants, the Foundation s web-based grants management system.) Label all documents using the numerical identification and document name listed in the checklist. For example: O 1. Budget 1_Budget_Central Coalition_070113 O 2. Budget Narrative 2_Budget Narrative_Central Coalition_070113 APPLICATION UPLOAD CHECKLIST Part A Only: 1. Budget (view template) 2. Budget Narrative (view sample) 3. Letter of Participation 4. Complete and current Regional Coalition membership list 5. Coalition s meeting schedule for the last 6-months 6. Financial information of fiscal conduit: a. A list of grants received during the past two years b. A list of pending grant applications by source of funding c. Audited financial report last available Part A and Part B: 1. Part A Budget (view template) 2. Part B Budget (view template) 3. Budget Narrative (Combine Part A and B) (view sample) 4. Part B Scope of Work (view template) 5. Letter of Participation 6. Complete and current coalition membership list 7. Coalition s meeting schedule for the last 6-months 8. Financial information of fiscal conduit: a. A list of grants received during the past two years b. A list of pending grant applications by source of funding c. Audited financial report last available
GRANT AMOUNT/DURATION Total funding available for this RFP is up to $536,000. The Foundation expects to award up to 17 Part A grants up to $136,000, and up to ten Part B grants up to $400,000 through this RFP. APPLICATION AND REVIEW PROCESS The application process for this RFP consists of the submission of a full proposal via the Foundation s on-line system (CyberGrants). The review process consists of three stages: 1. Review of Proposals 2. Site Visits: Foundation program staff may conduct scheduled site visits with the potential grantee organization and/or request to attend a coalition meeting. 3. Final Approval: final approvals are made by The SCAN Foundation Board. PROJECT TIMELINE Action Date Release of RFP June 26, 2013 Optional Conference Call Proposals Due July 8, 2013 (2pm PDT) August 26, 2013 (5pm PDT) Notification of Award By December 15, 2013 Expected Start Date January 1, 2014 The Optional Conference Call provides an opportunity for potential applicants to ask questions about the RFP. To participate in the call, please send an email indicating your intent to participate, including your name, organization, email and phone number, and any specific questions to KPeterson@TheSCANFoundation.org no later than Monday, July 7th (5pm PDT). If you have any questions regarding the RFP, please contact Kali Peterson via email at KPeterson@TheSCANFoundation.org or by phone at (562) 308-2867.
ASSESSING PROGRESS AND EVALUATION Part A-only grantees will be required to submit a final expenditure report and an evaluation report for program management purposes. Grantees receiving funds under Part A and Part B will be required to submit quarterly interim and expenditure reports, and upon completion of the grant, an evaluation report for program management purposes. COMMITMENT TO DIVERSITY AND INCLUSION The SCAN Foundation highly values the diversity of California s communities and residents and embraces differences in gender, race, color, age, national origin, religion, disability, sexual orientation, economic and family status, veteran status and geographic setting. In recognizing that incorporation of these values into our work is intrinsic to accomplishing its mission, the Foundation is committed to promoting diversity and inclusion by supporting organizations that reflect California s diversity and share the Foundation s diversity and inclusion value. START APPLICATION The online grant application process starts with a brief eligibility quiz and for new users, the creation of a unique username and password. Once you have completed the eligibility quiz and set up your account, you can then proceed with the application. If you need any assistance with this process, please contact Kali Peterson via email at KPeterson@TheSCANFoundation.org or by phone at (562) 308-2867. Suggested Approach to Completing the Application To ensure ease in the completion of the application, we suggest utilizing the following approach: Complete your narrative template in a Word document. After the narrative is complete, check the page count. Once you are sure that your narrative does not exceed the maximum allowable pages, you can simply cut and paste your narrative into the appropriate narrative box. Refrain from using special characters or excessive formatting. Please double check to be sure that your narrative did not get cut off because it exceeded the page limitations. You can begin your application by clicking here.
The SCAN Foundation (TSF) reserves the right to proceed or not to proceed with the proposed project(s), to modify, rescind or revoke this RFP, and to reject any or all proposals received as a response to this RFP. TSF may choose to negotiate with one or more potential applicants. In the event that none of the responses meet all of the requirements of the entire RFP, TSF may select the best proposal, or combination of proposals, or may choose not to proceed with any of the proposals. TSF may further make an award based on the proposals as well as a combination of information obtained from presentations, site visits, reference recommendations, and any other information sources available. TSF is under no obligation to disclose the reasoning behind its decisions in evaluating this response or any aspect of the applicants capabilities.