1.01Introduction and Program Description

The Department of Health and Social Services (DHSS/Department), Division of Public Health (DPH/Division), is requesting proposals from eligible applicants to provide Teen and Unintended Pregnancy Prevention services for the State of Alaska in FY2016 through FY2018.  Program Services are authorized under 7 AAC 78 Grant Programs. Access State of Alaska statutes and regulations at http://www.law.state.ak.us/doclibrary/doclib.html or through the contact person listed on the cover page of this RFP.

The Division of Public Health (DPH), Section of Women’s, Children’s and Family Health, Adolescent Health Program and the Division of Public Assistance (DPA) work in collaboration to prevent unintended pregnancy.  The history of this partnership is related to the Personal Responsibility and Work Opportunity Reconciliation Act (federal welfare reform law), which authorized the Temporary Assistance for Needy Families (TANF) program, enacted by Congress in 1996.  TANF was established as a block grant to states and territories with strict requirements for moving recipients from time-limited cash assistance into employment.  Three of the four purposes of TANF address family formation issues and are related to teen and unplanned pregnancy.  The Alaska DPA and DPH partnership focuses specifically, on the third purpose:  To prevent and reduce the incidence of teen and unintended pregnancies and establish annual numerical goals for preventing and reducing the incidence of these pregnancies.

1.02Program Goals and Anticipated Outcomes

Both teen and unplanned pregnancy are closely linked to a host of critical social issues that TANF aims to address, such as poverty, high levels of relationship conflict and family turmoil, father absence, single parenthood, and various negative social, health, and economic outcomes for children born as a result of such pregnancies.  The projects are designed to educate providers and/or young men and women about the prevention of unintended pregnancies.  The main program goal is a reduction in the percentage of non-marital pregnancies through the prevention of unintended pregnancies.

The proposal and required Logic Model must demonstrate a thorough understanding of the grant program goals and outcomes anticipated by the Department. Proposed projects must meet or exceed anticipated minimums described in this RFP.

1.03Program Services/Activities

Proposals must include a description of proposed activities that support the goals and outcomes to be employed in the project. Proposed activities must match those summarized in the Logic Model. The applicant must also include a timeline for activities as an attachment to their proposal.

Applicants agree to comply with all of the following additional program requirements and service standards. The applicant must select an evidence based or evidence informed pregnancy prevention intervention, for example, please access http://www.hhs.gov/ash/oah/oah-initiatives/teen_pregnancy/db/tpp-searchable.html.

In choosing their intervention, grantees should consider external factors that impact unintended pregnancy in young women, such as intimate partner violence, substance abuse, and lack of services. Grantees may choose from a variety of possible project implementation strategies including (but not limited to) a comprehensive, science-based, age and culturally appropriate safer sex intervention, a youth leadership/youth development intervention, substance abuse prevention, or teen dating violence/domestic violence prevention strategy.

Proposal must describe how applicant will work collaboratively with healthcare providers, health educators, and youth at most risk for an unplanned pregnancy. Interventions may be school-based, clinic-based, or community-based and may include (but are not limited to) peer to peer education, provider education, web-based, or a media intervention. Youth involvement is required throughout the grant.

Proposals submitted in response to this RFP must contain a detailed plan for services in the first year of the grant and should include a brief outline of services planned in subsequent years. This includes a budget for year one of the grant only. Funding in the subsequent year(s) will require submission and approval of documents needed to update service plans, evaluation measures and budgets.

1.04Program Evaluation Requirements and Reporting

An evaluation plan must be created using the Logic Model format and instructions attached to this RFP (see Attachment 3).  The Logic Model must include goal(s), outcomes, outputs, resources and activities applicable to the proposed project and compliant with program intent.  The applicant’s evaluation plan must include indicators and data gathering strategies that will be used to evaluate the progress of the grant project toward achieving the program goals and desired outcomes and must be supported by the applicant’s Logic Model. The evaluation plan must include a plan for fidelity monitoring of the chosen curriculum (if applicable) and the collection of quarterly process evaluation data.

The evaluation plan must:

1) Clearly state project activities, outputs and outcomes.

2) Demonstrate how the project will have a positive impact on the ability of young women and men in the community to prevent unintended pregnancies.

3) Demonstrate participant's increased knowledge about unintended pregnancy prevention measures or external factors (such as related risk and protective factors) related to non-marital pregnancy prevention. Please review these factors here: https://thenationalcampaign.org/resource/matrix-risk-and-protective-factors. 

4) Demonstrate participant's increased knowledge about healthy relationships.

5) Demonstrate participants' increased access and connection to youth-friendly clinical services.

Grant Reporting

Required reporting for this grant will include:

1)  Cumulative Fiscal Report (overall grant and match expenditures are reported quarterly by budget line item);

2)  Program Reports in the format prescribed by the grantor;

3)  FFATA: If funding for this program includes federal funds with reporting requirements that include those imposed under the Federal Funding Accountability and Transparency Act (FFATA).  Federal reporting requirements are not limited to prime awardees (such as the State) but include awards with federal funds that the State grants out (sub awardee). 

Results Based Accountability Framework

Grant programs will be required to align with the department’s priorities and core services. Utilizing a results-based management/budgeting framework, grantees will use performance measures to evaluate progress in order to meet meaningful outcomes and initiate data collection and reporting consistent with department priorities.  Below are the Department Priorities, Core Services, Objectives, and Effective and Efficiency Performance Measures for this program.

Department Priorities:

• Health & Wellness Across the Life Span                     

Department Core Services:

• Protect and Promote the Health of Alaskans

Objectives:

• Improve the Health Status of Alaskans

Effectiveness measure:

• Number of youth who receive pregnancy prevention intervention.

Efficiency measure:

• Cost per youth who receive intervention.

1.05Target Population and Service Area

Proposals must clearly describe the population targeted by the project, including the area or communities that will be served.  Proposals will be evaluated for compatibility with the intended target population identified in this document and must include the number of potential youth available for services and education within the community, as identified by targeted community or region.

Target Population:  The target population for this program and services requested in this solicitation includes young men and women aged 10-24 at risk of unintended pregnancies.  Community collaborations with health care providers, parents, teens and their romantic partners are essential.

Service Areas and Communities:  The service areas and communities requested in this solicitation will be considered from across the State.  Preference will be given to projects located in regions of the state with high percentages or numbers of non-marital births and teen births (based on Bureau of Vital Statistics data).  Please see Attachment 1 for statewide percentages and numbers of non-marital births and teen birth rates, by region. As well, please see Attachment 2, Teenage Pregnancy and Sexual Health in Alaska, for additional information.

1.06Program Funding

Funds available for this program are anticipated to be for two agencies, approximately $75,000 each per year.  Funding for this program is estimated to be $150,000 in Inter-agency receipts each year, for a total of $450,000 over the 3 year duration.

There is no match requirement.

Proposed Budget:  The proposal must contain both a detailed and narrative budget for the first fiscal year of the grant, including any required match, which is fully compliant with the limitations described in 7 AAC 78.160 (Costs), and supports program staffing and service delivery requirements stated in this RFP.  The GEMS portal provides applicants instructions and the ability to enter budget details and narrative for the project budget.  More detailed instructions can be accessed in the DHSS Budget Guidelines available online at https://gems.dhss.alaska.gov/Home/Documents.

If the proposed budget includes indirect costs, 7 AAC 78.160(p) requires a copy of the agency’s current federally approved Indirect Cost Rate Agreement.  Agencies with current DHSS grant agreements can review the Indirect Cost Rate Agreement information in GEMS.  Agencies without current grant agreements with the Department must upload a copy of the Indirect Cost Rate Agreement in the "Agency Administration" tab of the GEMS portal. Help instructions are available in the portal to upload and review such documents.

No more than 75% of grant funds can be used for personnel costs throughout the life of the project.

2.01Required Experience

Proposal evaluation will include consideration of the applicant’s history of compliance with service and grant requirements; previous experience in providing the same or similar services, which may include evaluation of site reviews/program audits and the successful resolution of any findings. 

Describe the previous experience providing same or similar services to those being proposed.   The description must clearly identify the time period over which services were provided and the target population that was served. 

2.02Program Staffing Experience

Program staffing levels must be commensurate with meeting the program goals, anticipated outcomes, and activities/strategies for service delivery appropriate to the proposed project.

Resumes, job descriptions and professional credentials must be submitted for key project personnel (see Requirement #2 in subsection 4.05).

2.03Administrative, Management and Facility Requirements

The proposal must demonstrate applicant’s ability to responsibly administer the grant, including both sustainable fiscal and administrative capability necessary to support the project. 

1) The applicant will ensure procedures are in place to protect client confidentiality. These procedures must meet State and Federal standards. 

2) The applicant will ensure their most recent financial audit has been submitted to the appropriate state office (see audit section below) and any audit findings identified in that audit have been resolved. 

3)  Executive administrative and financial staff must be qualified, as indicated by their professional and educational experience detailed in attached resumes.

Successful grant applicants will be required to submit additional agency information with submission of their signed grant agreement, if that information is not current and already on file with DHSS, Grants and Contracts.

Audit Requirements:

Federal Requirements:  Effective immediately, if you expend $750,000 or more total Federal Financial Assistance in your fiscal year, you may be required to comply with conditions of the Single Audit Act of 1984, P.L. 98-502, as amended by the Single Audit Act Amendments of 1996, P.L. 104-156, and defined in OMB Circular A-133.

State Requirements Chapter 045 Grant Administration:   For audit periods that begin or continue on after March 31, 2008, if you expend $500,000 or more total State Financial Assistance in your agency’s fiscal year, you are required to comply with the conditions of Alaska Administrative Code, 2 AAC 45.010-090.  The current regulations may be viewed at the State of Alaska, Department of Law website, http://www.law.state.ak.us/doclibrary/doclib.html, or copies may be obtained from the State agency issuing the solicitation to which this statement is attached.

Information on compliance with the State and Federal Single Audit Acts may be obtained from, and audits completed in compliance with the Acts must be submitted to:

State Single Audit Coordinator
Department of Administration
Division of Finance
P.O. Box 110204
Juneau, AK   99811-0204
Telephone:  (907) 465-4666
Fax: (907) 465-2169

DHSS Program Audit Requirements:  All DHSS grantees are subject to the requirements of 7 AAC 78.230, and if an audit under 7 AAC 45.010 has not been conducted and submitted to the State Single Audit Coordinator, the grantee must ensure that a fiscal audit of the grantee’s operations under the grant program is performed by an independent certified public accountant at least once every two years and submitted to:

State of Alaska
Department of Health and Social Services
Finance and Management Services
Audit Section
P.O. Box 110602
Juneau, AK  99811-0602
Telephone:  (907) 465-3120

Facility(ies)/Safety and Service Access:

1)   The applicant must address potential safety concerns for both clients and staff in the management of services proposed in response to this RFP.

2)   The applicant should describe how resources and increased access to clinical services will be provided to clients and how that will enhance the success of the project.

3)   All applicants for DHSS grants should have an emergency response and recovery plan for the safe evacuation of clients and staff, and that provides for other potential safety concerns.  This plan is mandatory for grantees providing residential and/or critical care services (see DHSS Grant Assurances).

2.04Support/Coordination of Services

Applicants must be able to demonstrate the proposed project has the necessary support and coordination for the successful delivery of services.  The proposal must address the following:

1. Community support where services are being proposed;
2. Involvement of potential recipients and the public in the planning process;
3. Partnerships and collaborations specific to the proposed project; and
4. Necessary referral agencies and a description of their roles.

3.01Eligibility (Who May Apply)

Applicants must be eligible to apply under 7 AAC 78.030 (Eligible Applicants).  They include nonprofit organizations; municipalities and Regional Educational Attendance Areas or other political subdivisions of the state; other State agencies; and Alaska Native Tribes.  See subsection 1.05 of this RFP for additional eligibility information specific to the program and this solicitation.  The following documentation of eligibility is required for Nonprofit Corporations or Alaska Native Tribal applicants:

1. A Nonprofit Corporation or a Nonprofit Subsidiary of a Nonprofit Corporation.  The agency must be listed on the United States Internal Revenue Service’s most recent register of Tax-exempt organizations, or provide a copy of the organization’s current State of Alaska Certificate of Incorporation clearly establishing nonprofit status.  Nonprofit subsidiaries must also submit a letter from the parent organization confirming nonprofit status;
2. An Alaska Native entity as defined in 7 AAC 78.950(1).  The entity must submit with their application a legally binding resolution waiving the entity’s sovereign immunity to suit, using the template provided. This form is designed to encompass the multi-year grant duration period identified in subsection 3.05.  To be eligible for consideration, the resolution must include authorization compliant with the tribe’s constitution:
   1. Federally recognized tribes for which the tribal constitution grants authority to the tribal council to waive sovereign immunity and enter into a grant agreement on behalf of the tribe.
   2. Federally recognized tribes for which the tribal constitution requires a majority vote of the tribal membership to waive sovereign immunity and enter into a grant agreement.

Applicants must also submit in GEMS, or have on file with DHSS, a current governing board member list with titles, contact information, and terms of office.  The list must include emergency contact information outside the applicant agency for one or more responsible officers of the governing board.

Applicants who have a previous contract or grant to help write this current RFP will be precluded from submitting a proposal unless a written statement of refusal of the contract or grant funds is attached.  Proposals submitted without this statement shall be deemed non-responsive.

3.02Acceptance of Terms

By submitting a proposal, an applicant accepts all terms and conditions of this Request for Proposals including all attachments and guidelines identified in this RFP; 7 AAC 78 and any other applicable statutes and regulations. Copies of these may be accessed through the contact person listed on the cover page, or through the web address(es) identified in this RFP.

If a grant is awarded, this RFP and the applicant’s proposal become part of the grant agreement. The applicant will be bound by the provisions contained in their proposal, unless the Department agrees that specific parts of the proposal are not part of the agreement.

Proposals and other materials submitted in response to this RFP become the property of the State and may be returned only if the State allows. Proposals are public documents and may be inspected or copied by anyone after grants have been awarded.

3.03Inquiries

Applicants should immediately review this Request for Proposals for defects and questionable or confusing content. Questions about the RFP that can be answered by directing the applicant to a specific section in the RFP may be answered verbally by the Contact Person in the cover page. Questions that cannot be answered by directing an applicant to a specific section of the RFP may be declared to be of a substantive nature. The applicant will be directed to state the question in writing. Questions of a substantive nature must be received, in writing, at the email address listed on the cover page of this RFP, and by the date listed in the Deadline for Written Inquiries on the cover page of this RFP. This will allow issuance of any necessary amendments to all prospective applicants.

Applicants are responsible for monitoring the State’s Online Public Notice website located at: http://aws.state.ak.us/OnlinePublicNotices/ for any subsequent clarifications or amendments that may be issued regarding this solicitation.

3.04Proposal Costs and Content

The Department will not be responsible for any expenses incurred by the grantee prior to the authorized grant performance period. All costs of responding to this RFP are the responsibility of the applicant.

The applicant is responsible for the content of the proposal.

3.05Duration of Grant

This RFP is for a three-year period, beginning 7/1/2015 , through 6/30/2018 . At the discretion of the Department, a project funded under this RFP may be considered for continued funding in subsequent program year(s). The decision to continue funding for the subsequent year(s) of the three-year grant cycle is based on the following general conditions:

1. the Department’s judgment that there is a continued need for the grant project service;
2. the grantee’s satisfactory performance during the previous grant year;
3. the availability of sufficient grant program funds, and whether continuation of the financing is consistent with public health and welfare; and
4. the ability of the grantee and the Department to agree on any adjustments in payments or service.

Proposals submitted in response to this RFP must contain a detailed plan for services in the first year of the grant, and should include a brief outline of services planned in subsequent years.  This includes a budget for year one of the grant only.  Funding in the subsequent year(s) will require submission and approval of documents needed to update service plans, evaluation measures and budgets.  Grantees will be notified by Grants and Contracts of specific submission requirements necessary to qualify for consideration of continued funding.

3.06Proposal Review

Following the deadline for receipt of proposals, DHSS staff will verify all submission requirements have been met.  No amendments or corrections will be accepted after the deadline unless they are in response to a request from the contact person named in this RFP.  Proposals will be reviewed as follows: 

1. Proposals will be evaluated in a manner that will avoid disclosure of contents to competing offerors before notice of grant award has been issued.
2. DHSS staff will evaluate each grant proposal for minimum responsiveness and other technical requirements, and eliminate nonresponsive proposals from consideration by a PEC.
3. Using the criteria set out in this RFP and 7 AAC 78.100 (Criteria for Review of Proposals), DHSS staff will evaluate each responsive proposal based on the contents of the proposal as well as relevant documentation and information regarding the applicant that is available to the Department.  Recommendations regarding whether each proposal should be financed, and at what level, will include consideration of the following:
1. a history of the applicant’s compliance with grant requirements, to include records of program performance, on-site program reviews, and prior year audits;
2. priorities in applicable State health and social services plans;
3. requirements of applicable State and federal statutes; and
4. municipal ordinances or regulations applicable to the grant program.

If there are multiple responsive proposals for which there is insufficient money to fully fund, or supplementary expertise is deemed necessary to the review of proposed services, the Department may appoint a Proposal Evaluation Committee (PEC) as an additional advisory body.  PEC members will initially evaluate proposals, independently of other committee members.  Then as a committee, they will meet in a closed session (7 AAC 78.090 Review of Proposals) to further review proposals and develop recommendations.  The PEC will include in their review discussion of each proposal’s merits. Recommendations will include approval or disapproval for award, modifications to the proposed project, special compliance conditions, and ranking proposals in priority order.

All advisory recommendations, including staff recommendations, and if applicable the recommendations of the Proposal Evaluation Committee, as well as all other review materials will be submitted for consideration by the Director of the Division, who will make recommendations to the Commissioner of the Department of Health and Social Services or the Commissioner’s designee.

3.07Final Decision Authority

Recommendations, including those from any PEC that may be held, are advisory only, the final decision whether to approve or disapprove grant award, the amount of each award, and whether to impose special conditions or modifications rests with the Commissioner or Commissioner’s designee.

PLEASE NOTE:  The final decision may include additional considerations, such as the lack of or duplication of services in certain locations, or alternative services that may be available; a critical need for services by vulnerable populations; and matters of health, life and safety.  The Department has the responsibility to ensure public monies are utilized in a manner that protects the interests of the people of the State and retains the right to make final awards that ensure responsible distribution of grant funds.

3.08Notification of Grant Award and Appeals

Within fifteen (15) days after the decision regarding grant awards, the applicant will be notified of the final funding decision, and any conditions of award or modifications. Following any necessary negotiations for revisions to the proposed budget and scope of services, applicants will be issued a grant agreement. This formal agreement will contain specific performance and reporting requirements consistent with Department policy and procedure and 7 AAC 78.

Per 7 AAC 78.305 (Request for Appeal), an applicant may appeal a final grant award decision. Requests for hearing must be addressed to the Commissioner, and received in writing at the address below, within 15 days after the applicant receives notification of the decision. The request must contain the reasons for the appeal and must cite the law, regulation, or terms of the grant upon which the appeal is based.

Send appeal to:

Valerie Davidson, Commissioner
Department of Health & Social Services
P.O. Box 110601
Juneau, AK 99811-0601

with a copy to the Grants Administrator named on the cover page.

3.09Cancellation of the RFP/Termination of Award

Contingent upon funding appropriations and the Governor’s approval, the Department may fund proposals from eligible applicants. DHSS may withdraw this competitive Request for Proposals at any time and reserves the right to refrain from making an award when such action is deemed to be in the best interest of the State. Funds awarded for a grant as a result of this RFP may be withheld and the grant terminated by written notice from the grantor to the grantee at any time for violation by the grantee of any terms or conditions of the grant award, or when such action is deemed by the grantor to be in the best interest of the State.

4.01Minimum Responsiveness Criteria per 78.100(2)(a)

Proposals that fail to meet the minimum responsiveness requirements below will be eliminated from consideration per 7 AAC 78.090(b)(2).

4.02Other Technical Requirements per 7 AAC 78.060, 78.090(b) and 78.100

Response & Organizational Documentation

4.03History of Compliance with Grant Requirements per 7 AAC 78.100(2)(B)

4.04Questions and Criteria related to Program Policy, Goals, Outcomes, and Activities

4.05Applicant Qualifications - Criteria Relating to Personnel, Management and Facilities

4.06Demonstration of Support/Involvement of Service