1.01Introduction and Program Description

Through the Division of Public Health, the Department of Health (DOH or Department) Section of Chronic Disease Prevention and Health Promotion’s Office of Substance Misuse and Addiction Prevention is requesting proposals from eligible applicants to provide Positive Youth Development Afterschool Program services for the State of Alaska in FY2024 through FY2027. Program Services are authorized under 7 AAC 78 Grant Programs, and AS 44.29.020(a)(17), Duties of the Department. State of Alaska statutes and regulations are accessible at Department of Law Document Library or through the contact person identified on the cover page of this Request for Proposals (RFP).

Important public health and safety concerns are raised by the legalization of personal use marijuana under AS 17.38. Concerns specifically related to adolescent health include youth access and initiation, youth and adult marijuana impaired driving, and health problems associated with heavy marijuana use. Although it is illegal for anyone under 21 years to possess, use, or distribute marijuana, youth caught having marijuana may be referred to the juvenile justice system, which can carry stiff penalties.

Research increasingly shows an individual’s social conditions and life experiences are associated with, and influence, different types of behavior. These social and personal influences are identified as risk factors or protective factors. The more risk factors present at the individual, family, school, and community levels, the more likely adolescents are to engage in risk behaviors such as substance use and delinquency. Protective factors perform a preventive function for youth risk behaviors. The more protective factors present in an adolescent’s life, the more likely they are to engage in prosocial and developmentally healthy behaviors.

Research has found associations between unstructured time after school and delinquent behavior, substance use, high-risk sexual behavior, risk-taking behaviors, and risk of victimization. By providing a safe place and supervised time, afterschool programs that teach and promote new skills and offer opportunities for positive adult and peer interaction have the potential to curb juvenile crime and positively impact youth developmental outcomes, both short and long term.

The Positive Youth Development Afterschool Program will support projects increasing youth protective factors and reducing youth risk factors through services provided outside of school hours, i.e., evenings, weekends, and school breaks.

1.02Program Goals and Anticipated Outcomes

The proposed project must demonstrate a thorough understanding and support of the grant program goals and the outcomes anticipated by the Department.

The goals of the Positive Youth Development Afterschool Program are the reduction of risk factors and the enhancement of protective factors among participating youth and families.

Projects must meet or exceed anticipated minimum outcomes described in this RFP. The program anticipates a number of minimum outcomes:

• Increase the availability of recreational, educational, and character-building programs for youth outside school hours;
• Enhance individual, family, school, and community protective factors while reducing risk factors related to marijuana use; and
• Reduce initiation and promote cessation of marijuana use by youth, reduce youth access to marijuana products, and reduce exposure of youth to impaired driving dangers related to marijuana use.

For more information regarding the program goals please see attached Youth Prevention Logic Model.

1.03Program Services/Activities

Afterschool programs (ASPs) are regular structured or semi-structured activities for school-age youth that occur before or after school, between school terms, or during the summer. In this solicitation, out-of-school time, extracurricular activities, organized activities, and expanded learning time are synonymous and used interchangeably.

ASPs can vary in structure, content, and youth demographics. Some ASPs are sponsored within schools, others are hosted by private organizations, religiously affiliated entities, community organizations, youth service agencies, health agencies, libraries, and museums. Frequency, duration, and quality of participation yield different outcomes. Except for summer programs, most ASPs operate 2 to 3 hours a day, 3 to 5 days a week. Proposed projects are expected to meet a minimum of 3 times per week, for an average 2 hours per day.

Quality project activities are vital in achieving the program goals and outcomes, and more likely when project services are well matched with participant needs. As best practice, proposed projects must embrace the following SAFE qualities as defined below:

1. Sequenced: The proposed project employs a connected and coordinated set of activities to achieve skill development objectives.

2. Active:  The project uses active learning to help youth learn.

3. Focused:  The project proposes at least one component that addresses personal and social skills.

4. Explicit: The proposed project activities address specific personal and/or social skills.

The program's anticipated goals and outcomes can be realized through a broad array of projects that mitigate risk factors, enhance protective factors, and advance youth achievement. Projects are encouraged to engage youth in active experiential learning.

Funded projects will be required to implement Youth Program Quality Initiatives. This approach is based in positive youth development research and emphasizes the creation of safe, supportive, productive environments for youth. All funded sites will be responsible for implementing a Youth Program Quality Assessment (YPQA) to assess the quality of their learning environments and identify staff professional development needs. Technical assistance will be provided by the Department to each funded project as they implement assessments and begin their continuous improvement process.   

Funded projects will be required use with fidelity an outcome-based comprehensive health education curricula to, either in whole or in part, address marijuana and substance use prevention. Technical assistance will be provided by the Department on the selection and implementation of an outcome-based comprehensive health curriculum if not yet identified in the proposal.  Example curriculum includes Healthy Lifestyles, created by the YESS Institute and the Denver Afterschool Alliance in response to cannabis legalization. Healthy Lifestyles is an optional curriculum available to funded sites and technical assistance is provided by the Alaska Afterschool Network. For more information see here: After School Network website.

Allowable ASP activities include, but are not limited to:

• Literacy education activities, including financial, health, and/or environmental literacy programs
• Activities that emphasize language skills and academic achievement for youth learning English
• Activities emphasizing cultural and traditional practices
• Performance or fine arts activities, including participation in band, drama, art or dance
• Prosocial and character-building community activities, such as participation in volunteering, service clubs, and/or activities in the community
• Activities involving STEM, or activities that use technology to allow youth to create, such as building, coding, and designing websites or games.     
• Activities aiding youth who have been truant, suspended, or expelled to allow the youth to improve their academic achievement
• Organized physical activities supporting a healthy and active lifestyle, including nutrition education and regular, structured physical activity

Successful proposers will identify and describe the following project components in the solicitation response.

ENGAGING AND RELEVANT ACTIVITIES

• Identify the time and type of out of school time project proposed
• Describe typical daily/weekly activities
• Distinguish between project services delivered at multiple centers if offered at more than one site, e.g., elementary and high school
• Identify specific curricula and intentionally embedded activities designed to improve youth social, emotional, and non-cognitive skills, such as the ability to self-regulate, work collaboratively, and persevere through challenges
• Describe the outcome-based curricula and the structure of learning activities designed to address marijuana and substance misuse prevention and build protective factors (i.e., life skills curriculum)
• Describe the structure and design of learning activities to which ensure youth opportunities to collaborate, communicate, problem solve, and create real-world projects as well as youth opportunities to reflect upon their learning and related behaviors.

POSITIVE AND HEALTHY ENVIRONMENT

• Describe the ways in which the routines and procedures of engagement in small and large groups will intentionally build a sense of program community, belongingness, responsibility, and ownership.
• Relate the ways in which the project establishes and maintains a positive learning environment marked by clear expectations, positive relationships, pride in accomplishment, hearing of youth voices, and appropriate response to positive and negative behaviors.

ATTRACTIVE TO YOUTH, REGULAR ATTENDANCE

• Describe the proposed project plan to inform the priority youth group(s), and/or those most in need of the afterschool services, and their families about the program. Include the project plan to encourage enrollment while primarily enrolling the population prioritized for services.
• Describe how staff professional development and recruitment practices will advance diversity, equity, and inclusion within the organization.
• Describe the ways in which regular program attendance is encouraged, and project incentives for voluntary attendance.
• Describe the ways in which the project’s scheduled activities and transportation policy will facilitate and encourage full and regular attendance among youth, and support working families. Address safety among youth arriving and leaving from the service delivery site.

SUPPORTING FAMILY ENGAGEMENT

• Describe the ways in which the program will support and build capacity for its parents and families to engage in the development of the youth served. This will include description of the means and frequency of family activities, events, and communications. This will also include description of activities such as trainings in the important role parents play in substance misuse and prevention.
• Describe the ways in which the proposed project will ensure the families of youth served have input and investment in the program, as well as the ways in which the project will reflect and respect the culture of the community it serves.

Applicants should describe the ways in which the proposed project activities will address the needs of the prioritized population and community in regard to substance misuse and addiction prevention, as well as the ways in which the applicant organization addresses protective factors in its community.

In the first year of the program, each awarded grantee will work with program staff and state contractors to assess, in a culturally responsive manner, the resources and needs of the organization, staff, youth, and community, as well as the level readiness for substance misuse resources. Through this collaborative process, grantees will gain a better understanding of substance misuse and the role of protective factors in addressing substance misuse in their communities. Grantees must engage representative members of their communities, youth, staff, and parents in the assessment process. Assessments for already established projects are likely to be completed more quickly than those for startup projects. At the close of the first year, assessments will be completed and refined. The assessment process will neither interrupt nor delay the delivery of proposed program services.

Following completion of the year one assessment, grantees will develop a logic model which reflects assessment findings. The finalized logic model for the initial period of award will be uploaded for review and approval by the department. Upon approval, the logic model’s identified activities will be implemented within sixty (60) days. Logic models will be updated and submitted for any subsequent years of the project. A logic model template is provided as an attachment to the RFP. Proposals are not required to submit a logic model with their application.

Applicants must describe the ways in which the proposed project aligns with program intent. The submitted project proposal will identify agency resources available to the project; describe project activities; and clearly state the project’s anticipated goals, outputs, and outcomes.

1.04Program Evaluation Requirements and Reporting

Healthy Alaskans 2030 State Health Improvement Plan

The state health improvement plan provides a framework in which allocated resources support and are justified by a set of outputs and expected results. Within this framework performance and achieved outcomes are measured by objective performance measures. 

Grant projects are required to align with Department Objectives. Grant projects will use performance measures to evaluate progress toward meaningful outcomes, and to initiate data collection and reporting consistent with Department objectives.

The Department Objectives for this program are linked in the state health improvement plan and are:

• Objective #13: Reduce the percentage of adolescents (high school students in grades 9-12) who felt so sad or hopeless every day for 2 weeks or more in a row that they stopped doing some usual activities during the past 12 months.
  • Strategy 1: Provide programs, services and opportunities that support all young people in developing a sense of competence, usefulness, belonging, and empowerment by increasing protective factors and reducing risk factors associated with adolescent depression and suicide
    • Action Step 2: Increase the protective factors impacting adolescent depression and suicide 
    • Action Step 3: Reduce the risk factors associated with adolescent depression and suicide
• Objective #17: Increase the percentage of adolescents (high school students in grades 9-12) with 3 or more adults (besides their parent(s)) who they feel comfortable seeking help from
  • Strategy 2: Increase the percent of children and adolescents participating in quality after-school activities and programming with supportive adults
    • Action Step 1: Increase access and capacity of quality after school programs and structured meaningful activities that are supervised by a supportive adult. 
    • Action Step 2: Develop consistent measures to evaluate the quality of afterschool programs across diverse settings.
• Objective #18: Increase the percentage of adolescents (high school students in grades 9-12) who feel like they matter to people in their community
  • Strategy 2: Increase the percent of adolescents participating in quality after-school activities and programming that emphasize youth-centered practices and positive youth development principle
    • Action Step 1: Educate community adults and youth program and service providers about culturally relevant, youth-centered, empowerment practices, as part of youth development best practices.
    • Action Step 2: Support culturally relevant youth-community engagement activities, projects and quality afterschool programs that incorporate youth-centered practices and positive youth development principles. 

Performance Measures of Effectiveness, gathered from quarterly reporting

• Duplicated and unduplicated number of youth engaged in the project
• Duplicated and unduplicated number of parents and adult family members engaged in the project
• Number of hours per staff trained in positive youth development program initiatives

Examples:

Unduplicated students are the number of unique individuals that attended the past quarter

• i.e., Jose attended 10 times, Sally attended 1 time, Ingrid attended 5 times = 3 unduplicated students  

Duplicated students’ number is the collective daily attendance the past quarter

• i.e., Jose attended 10 times, Sally attended 1 time, Ingrid attended 5 times = 16 duplicated students

Performance Measures of Efficiency, calculated by DOH based on quarterly program and fiscal reports

• Average cost per youth engaged in the project.
• Average training cost per staff member trained in positive youth development program initiatives.

Examples:

Average cost per youth engaged in the project.

• Average cost per youth is the number of unduplicated youth that you served this quarter, divided by the direct costs associated with running the program this year (personnel + supplies). I would not include travel, indirect, facilities cost in this calculation.

Average training cost per staff member trained in positive youth development program initiatives.

• Average cost per staff is the number of staff trained this quarter in positive youth development and any other professional development trainings divided by the cost for staff trainings this quarter.

An assessment tool for each site will be provided in the first year of the grant and it is the expectation that the grantee will use assessment data as part of a continuous improvement cycle to ensure quality programming to youth and training for staff. Technical assistance will be provided to each grantee to ensure fidelity to assessment process.

Grant Reporting

Required quarterly reporting will include:

1. Cumulative Fiscal Reports recording overall grant and Additional Project Support expenditures by budget line; and

2. Program Reports in the format prescribed by the program, including, but not limited to, enrollment information, daily program attendance, and project activities provided. Work plans will serve as the basis for program reports.

1.05Target Population and Service Area

Applicants must clearly describe the population served by the project, including the area or communities that will be served. Proposals will be evaluated for compatibility with the program’s intended population identified in this solicitation.

Priority Population: Funds will prioritize young people who are the furthest from educational justice and communities who experience health inequities as described in Alaska’s Health Equity Index. Additionally, services must be provided to Alaska youth entering or enrolled in grades 5-8. Exceptions may be made by the ASP to allow participation by youth outside of this grade range to ensure the intended population attends, i.e., for youth taking care of younger family members. Proposers will identify the youth sub-population(s) prioritized for project services.

Service Areas and Communities: Services are sought across the state.

The intended population and service areas narrative must describe the following:

• Population size and demographic characteristics of the youth population(s)
• Priority youth populations which are the focus of your program/organization, such as:
  • Youth in poverty, as measured by eligibility for free- or reduced-price lunch
  • Black, Indigenous or People of Color (BIPOC) youth
  • Migrant youth
  • Refugee and/or immigrant youth
  • English language learners
  • Youth experiencing homelessness
  • Youth in foster care
  • Youth involved in the criminal justice system
  • Youth with disabilities, including physical, developmental, and/or intellectual
  • disabilities; or special health care needs
  • Other at-risk population as identified by the applicant
• If your program serves Black, Indigenous or People of Color (BIPOC) youth, please describe which of these youth populations are engaged in your program:
  • American Indian/Alaska Native
  • Asian/Asian-American
  • Black/African American
  • Hispanic or Latino/a/x Descent
  • Middle Eastern or North African
  • Multiracial
  • Native Hawaiian/Pacific Islander
• Location where services will be offered and the geographic area to be served. Applications must link to Alaska’s Health Equity Index to provide a combined vulnerability score (percentile rank values range from 0-100, with higher values indicating higher vulnerability. Points will be allocated to applicants providing services in communities with higher vulnerability scores.
• Known risk and protective factors based on data from the YRBS, Climate and Connectedness Survey, or other survey data.

1.06Program Funding

Funds available for this program are anticipated at $1,800,000 per fiscal year. There will be two funding tracks. One track funding up to 5 non-tribal organizations up to $900,000 and a separate track for up to 5 tribal organizations up to $900,000. Each track will be scored separately. Organizations may choose only one funding track, and no more than one proposal from each organization will be accepted. To ensure the greatest level of technical assistance and support to programs, no more than 10 grants total will be issued for this program. The source of funds is the Marijuana Education and Treatment Fund. 

Applicant budget proposals should adhere to the following budget maximums:

• $180,000 for service delivery to one or two sites.
• $300,000 for 3 or more sites and/or with statewide reach.

Tribal organization means the recognized governing body of any federally recognized Alaska Native tribe. A consortium of eligible tribal entities who meet the legal requirements for a consortium will also be eligible, in addition to Tribal Colleges and Universities.

A portion of the budget must be set aside to address equity in out of school time. Please describe program intent in the narrative with examples of how to advance equity. Examples include promoting diversity, equity, and inclusion among and within program staff. Activities might include assessing the demographic makeup of staff looking at factors such as race, ethnicity, gender preference and people with disabilities and identifying plans to diversify the workforce, and developing inclusive and equitable hiring and recruitment policies, practices, and procedures.

Proposed Budget: The applicant must submit a budget proposal for the first fiscal year of the project. The proposed budget detail and substantiating narrative will support the program’s results-based service delivery and staffing requirements stated in this RFP.

Budget proposals should support wages and benefits for administrative and direct services staff, contracts with partner organizations, youth transportation from the project's service delivery site or sites, travel for attending required grantee meetings and professional development conferences, and supplies such as curriculum, technology tools, project materials, and office supplies. 

In-kind contributions demonstrate community support for the project and the budget proposal must reflect the project’s committed in-kind contributions such as staff, training, supplies, transportation, etc. Such project costs will be recorded in the budget and the Match Fund Source table as Additional Project Support. These in-kind contributions will be included in the budget’s substantiating narrative by amount and source.

Grantees are required to budget for and participate in the following capacity-building activities:

• The director and a team (approximately 2 people per afterschool project) must attend the Alaska Out-of-School Time Conference.
• Youth Program Quality Assessments for each funded site per grant year.
• Staff professional development. Provide 20 hours of documented program-related training each year for every staff person working 0.25 FTE (10 hours per week) or more. Program training will be based upon program type, Youth Program Quality Assessment (YPQA) findings, and will be tied to your project objectives.
• Program must organize an annual Lights on Afterschool event and register the event on Lights on After School website.

The proposed budget will be fully compliant with the limitations described in this RFP, and those detailed in 7 AAC 78.160 (Costs). Regulations are provided under the GEMS Documents tab.

Resources specific to budgeting are also available under the GEMS Documents tab. DOH Grant Budget Preparation Guidelines provide information and formatting guidance about budget lines, cost detail groupings, and narrative requirements. In the chapter "Responding to a Solicitation," Grantee User Manual Part I provides detailed instructions for entering a budget proposal in GEMS.

Other Agency Funding: Prior to submitting a proposal, applicants are required to list all other agency funding budgeted, applied for, and/or received during the proposed budget period. This includes a record for anticipated Grant Income if project participation fees will be charged, and includes a record for each source of budgeted Additional Project Support. This task must be completed by an Agency Power User in the Other Funding section of the Agency Administration tab, and is part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200. 

Note: Organizations associated with this project are not permitted to accept tobacco, marijuana, or alcohol industry funds in support of this project.

Indirect Costs: 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. The agreement is to be uploaded in the Agency Administration tab. Lapsed agreements can be used if uploaded with the negotiating federal agency’s written approval to continue using the rate until a new agreement is negotiated.

Proposing school districts may use the district's Indirect Rate Agreement authorized by the Alaska Department of Education and Early Development. The agreement is to be uploaded in the Agency Administration tab.

Payment for Services/Grant Income: The collection of fees from participants is permitted. Projects proposing to collect participant fees must establish a sliding fee scale that considers the relative poverty of the youth and families identified for services. The proposal will include the fee structure, as well as narrative detailing the plan for administration and management of the Grant Income. Revenue can only be used to fund proposed project activities, will be identified as Additional Project Support in the budget proposal, and the expenditures will be fully substantiated in the budget narrative.

In the applicant’s proposed budget, anticipated receipts and expenditures for all grant income must be evident in the detail and narrative. Fiscal reports for awarded income generating projects will include the receipts and expenditure of all Grant Income.

If applicable to the services proposed in response to this solicitation, awarded grantees will have a Medicaid Provider Number or apply to obtain one, and will make reasonable effort to bill all eligible services to Medicaid and any other available sources of payment before seeking grant support for delivery of the proposed services. DOH funds are the payer of last resort.

2.01Agency Experience

Proposal evaluation will include consideration of the applicant’s history of compliance with service and grant requirements, and previous experience in providing the same or similar services. Evaluation may include DOH site reviews, program audits, and confirmation of the successful resolution of any findings. This is part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200.

The applicant must describe previous experience providing services the same or similar to those proposed. The description must clearly identify the time over which services were provided and the intended population served.

2.02Project Staffing

Project staffing must be sufficient to implement the proposed activities to meet program goals and the anticipated outcomes.

Proposers will identify the agency and project strategies for attracting and retaining part time staff with the skills to plan and lead hands-on enrichment activities, teach academic content, and engage youth experiencing behavioral challenges. Further, proposals will identify the management of time and resources throughout the year to ensure staff can plan project activities having a clear structure and purpose, and can engage in professional development and collaborative reflection in order to increase program quality and professional skills related to the delivery of quality out-of-school time services. Proposers will identify any challenges to staff retention and the ways in which those challenges will be addressed.

Applicants must describe how staff and leadership are reflective of their priority youth populations served. In your project narrative please discuss how your staff, leadership, board of directors and volunteers are reflective of your priority youth participants. Additional considerations will be made for Black, Indigenous or People of Color (BIPOC)-led organizations. BIPOC-led is defined as groups where at least two-thirds of senior staff and/or board leadership positions are held by those who self-identify as Black, Indigenous or People of Color and primarily serve BIPOC communities.

As part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200, resumes, position descriptions, and professional credentials for key project personnel must be uploaded as part of the response. At minimum, this includes the Project Director and the center-level Site Coordinator(s) responsible for delivering project services on a daily basis. If any key project position is less than 1.0 FTE, explain why a part time position is adequate and appropriate to achieving project goals.

Applicants must describe the agency’s employee orientation process and the staff training plan, including positive youth development trainings. Successful proposers will also be required to provide documentation showing 20 hours of program-related training each year for every staff person working 0.25 FTE (10 hours per week) or more.

All projects must be in compliance with AS 47.05.300-390 and 7 AAC 10.900-990. Compliance includes ensuring that everyone associated with the grantee in a manner described under 7 AAC 10.900(b) has a valid criminal history check from the DOH Division of Health Care Services Background Check Program before employment or other service, unless a provisional valid criminal history check has been granted under 7 AAC 10.920 or a variance granted under 7 AAC 10.935.  For specific information, visit Department of Health Background check program or call (907) 334-4475 or (888) 362-4228 (intra-state toll free).

2.03Administrative, Management, and Facility Requirements

As part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200, the applicant must demonstrate the agency's sustainable fiscal and administrative capacity. Executive, administrative, and financial staff must be qualified, as indicated by the resumes of position holders uploaded as an element of the proposal.

1. The applicant must ensure procedures are in place to protect client confidentiality compliant with State and federal standards.

2. The applicant must ensure its most recent financial audit was submitted to the appropriate state office (see Audit Requirements below), and any findings identified have been resolved.

Awarded proposers will be required to submit additional agency information if the agency GEMS record is not current.

Audit Requirements:

Federal Requirements: Agencies spending $750,000 or more total Federal Financial Assistance in the agency fiscal year 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 as defined in 2 CFR 200.

State Requirements: Agencies spending $750,000 or more total State Financial Assistance in the agency fiscal year are required to comply with the conditions of 2 AAC 45.010-090.  The current regulations may be viewed at the State of Alaska, Department of Law website, Department of Law Document Library, or copies may be obtained from the contact identified on the cover page of the RFP.

Information on State and Federal Single Audit Acts compliance may be obtained from:

State Single Audit Coordinator 

Department of Administration 

Division of Finance 

PO Box 110204

Juneau, AK 99811-0204 

Telephone: (907) 465-4666

Fax: (907) 465-2169

DOH Program Audit Requirements: All DOH grantees are subject to the requirements of 7 AAC 78.230. If awarded, agencies which are not required to file State Single Audits under 2 AAC 45.010 must ensure a fiscal audit of the agency operations under the grant program is performed by an independent, licensed, certified public accountant at least once every two years and submitted to:

State of Alaska Department of Health 

Finance and Management Services 

Audit Section 

PO Box 110602

Juneau, AK  99811-0602 

Telephone: (907) 465-3120

Facility, Service Access, and Safety:

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

2. The applicant should describe ease of client accessibility to services and the way in which that will enhance regular attendance by youth and project success.

3. All applicants for DOH grants should have a written plan for emergency response and recovery that provides for potential safety concerns and the safe evacuation of clients and staff. This plan is mandatory for agencies providing residential and/or critical care services as noted in the State Grant Assurances.

2.04Support/Coordination of Services

Applicants must demonstrate the proposed project has the necessary support and coordination for the successful delivery of services. The proposal must address community support as reflected by the partnerships and collaborations specific to the proposed project.

Project partnerships and collaborations will be described, including all partnerships that will contribute staffing, expertise, and other forms of project support. Collaboration with the host school(s) will be described, including the level of staff support for the proposed project. Proposers will describe the consultation process used to identify the sites to receive services, the subsets of youth prioritized for services, and the determination of types of services to be offered. The narrative will identify the key community members consulted, including any school officials.

Applicants are encouraged to partner with a variety of community organizations having the resources and expertise to enhance the variety and quality of activities offered. This may include working with local school resource, public safety and/or juvenile justice agencies for the purposes of strengthening relationships and building trust. It might also include certified teachers and school paraprofessionals working after the school day ends, or other out of school time. Other partnerships include those with State and Federal resources, such as the National Afterschool Association’s Healthy Eating & Physical Activity Standards for Out-of-School Time to make healthy snacks/meals available to youth.

3.01Eligibility

Applicants must be eligible to apply under 7 AAC 78.030 (Eligible Applicants). Eligible applicants are state agencies; political subdivisions of the state such as cities, organized boroughs, and Regional Educational Attendance Areas; nonprofit organizations and consortia of nonprofits; and Alaska Native entities. As follows, eligibility will be verified by Grants and Contracts.

Political subdivisions of the state and Regional Educational Attendance Areas will be verified by State records.

Eligible nonprofits are listed in the State's database of registered nonprofit entities or the US Internal Revenue Service's register of tax-exempt organizations. Nonprofit subsidiaries of nonprofit corporations must also provide a letter from the parent organization confirming nonprofit status.

Alaska Native entities as defined in 7 AAC 78.950(1) must submit, with the application, a legally binding resolution waiving the entity's sovereign immunity to suit through the duration of the program, identified in RFP Subsection 3.05. The resolution must be authorized in compliance with the tribe's constitution, either by the tribal council or by majority vote of the tribal membership. The required template is provided at Subsection 4.02, Other Technical Requirements.

Federal Funding Accountability and Transparency Act (FFATA): In accordance with 2 CFR Chapter 1, Part 170 Reporting Sub- Award And Executive Compensation Information, reporting is required of any grant award with federal funding equal to or greater than $30,000. FFATA is intended to hold the federal government accountable for spending decisions. Accountability data is available to the public at U.S. Government spending. Reporting requirements extend to recipients of State-issued awards with federal funds. An Agency Power User must complete the FFATA form under Federal Reporting in the GEMS Agency Administration tab. The report data will reflect the audited figures of the agency's most recently completed fiscal year. The report captures expenses and executive compensation for your agency. More information regarding FFATA requirements can be found at Federal Funding Accountability and Transparency Act Subaward Reporting System.

Effective April 4th, 2022, the US Federal Government transitioned from the Dun & Bradstreet Data Universal Numbering System (DUNS) number to a System for Award Management (SAM) generated Unique Entity Identifier (UEI) alpha-numeric value for federal awards management. All grantees receiving awards with federal funds are required to have a UEI. More information regarding this transition can be found on the U.S. General Services Administration.

The Grants Electronic Management System (GEMS) has been updated to include fields for both the DUNS nine-digit number and the UEI twelve-digit alpha-numeric value under the General section of the Agency Administration tab. An Agency Power User must confirm the current UEI number is listed in GEMS. The DUNS number will continue to be displayed in GEMS until further notice.

Applicant agency GEMS records must contain the agency's current State of Alaska Business License number, and a current governing board roster which includes titles, contact information, and terms of office for each seat. The roster must include emergency contact information outside the applicant agency for one or more officers.

Grants and Contracts will verify neither the applicant agency nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from receiving grant assistance from any State or federal department or agency. If an agency or its principals are excluded from receiving grant assistance, the proposal may not be considered.

If this grant program includes Federal funding, effective November 12, 2020 Federal Uniform Guidance 2 CFR 200 requires that agencies be registered on the System for Award Management (SAM) website at System for Award Management (SAM). If an applicant is recommended for award and is not registered on this site, the offered award will not be executed, and funds will not be issued until agency registration is confirmed.

Applicants who have had a contract or grant to help produce this RFP are not eligible to apply and any submitted proposal will not be considered.

3.02Acceptance of Terms

By submitting a proposal, an applicant accepts all terms and conditions of this RFP including all identified attachments and guidelines, 7 AAC 78, and any other applicable statutes and regulations. Copies of these may be accessed through the contact person identified 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 the awarded 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 RFP for defects and questionable or confusing content. Questions that can be answered by directing the applicant to a specific section in the RFP may be answered verbally by the contact person identified on the RFP cover page. Questions that cannot be answered by directing an applicant to a specific section of the RFP may be declared substantive. The applicant will be directed to submit the question in writing to the contact person at the email address on the cover page no later than the Deadline for Written Inquiries, also identified on the cover page. This will allow issuance of any necessary amendments and/or clarifications to all prospective applicants.

Applicants are responsible for monitoring GEMS or the State’s Online Public Notices website (Online Public Notices) for any clarifications or amendments that may be issued regarding this solicitation.

Proposals will not be accepted after 3:59 PM prevailing local time on the due date identified on the cover page.

3.04Proposal Costs and Content

The Department will not be responsible for any expenses incurred by the applicant 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

This RFP is for a five-year period, beginning 7/1/2023 through 6/30/2027. At the discretion of the Department, a project funded under this RFP may be considered for continued funding in subsequent program year(s). The annual decision to continue funding for the subsequent year(s) of the five-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.

Applicants will submit a budget proposal for year one of the grant only. Funding in each subsequent year will require submission and approval of documents needed to update service plans, evaluation measures, and budgets. Grants and Contracts will notify grantees of specific submission requirements necessary to qualify for consideration of continued funding.

3.06Proposal Review

Following the deadline for receipt of proposals, no revisions will be accepted unless provided 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 before notices of grant award have been issued.
2. Department of Health staff will evaluate each proposal for minimum responsiveness and other technical requirements and eliminate nonresponsive proposals from consideration.
3. Using the criteria set out in this RFP and 7 AAC 78.100 (Criteria for Review of Proposals), Department staff will evaluate each responsive proposal. Scores for each criterion will be based solely on the response to the associated question. Points will not be earned if the information was provided in response to another question in Section 4. Department staff will also review relevant departmental documentation regarding the applicant. Staff recommendations regarding awards and levels of funding 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. As a committee the PEC will meet in a closed session (7 AAC 78.090 Review of Proposals) to further review proposals and develop recommendations. Scores will be assigned based on the applicant's response to each individual question and the associated criteria. Applicants will not earn points for a given question based on a response to another question in the RFP. The PEC review will include discussion of each proposal’s merits. PEC recommendations will rank proposals in priority order and include approval or disapproval for award, modifications to the proposed project, and special compliance conditions.

All staff advisory recommendations and, if applicable, those of the PEC, and all review materials will be submitted for consideration by the Division Director, who will make recommendations to the Commissioner of the Department of Health or the Commissioner's designee.

3.07Final Decision Authority

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

NOTE: The final decision may include additional considerations, such as a lack 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, applicants will be notified of the final funding decisions, and, if awarded, any conditions of award or modifications. Following any necessary negotiations for revisions to the proposed budget and scope of services, successful 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.

With a copy to the contact identified on the solicitation cover page, send appeal to:

Heidi Hedberg, Commissioner
Department of Health
3601 C Street, Suite 902
Anchorage, Alaska 99503-5923

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. The Department may withdraw this RFP 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 State 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 to be in the best interest of the State.

4.01Minimum Responsiveness Criterion 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/Coordination of Service