Nutrition Request for Proposals 2016-2019

Technical Assistance SessionsFor New Applicants

Welcome!Agenda

• Welcome/ Introductions• Materials/Terms • The Aging Network • Our Meal Programs

– Successful Programs• RFP Document / Process• Questions?• Break• Before Applying• Application/ Scoring• Resources• Questions?

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Introductions

Kim Blechschmidt- Director of Planning, Grants & Program Development

Paula Bartolozzi- Grants Administrator

Katie Cahill- Planning Specialist

Kristin Leicht- Registered Dietician

Spencer Harstead- Nutrition Specialist

Chrystal Brown- Grants Specialist/Data

Kristen Gasieski- Grants Specialist/Monitor

Jennifer Eleazar- Grants Specialist/ Fiscal

Phillip Lanier- Planning Intern

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Disclaimer:This technical assistance session will give you a

big picture overview of the Request for Proposal process. It does NOT replace your

need to read and familiarize yourself with the documents. All materials are binding on

successful applicants.

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Materials•RFP Document- http://downloads.ageoptions.org/rfp/RFP.pdf

•C1 Application- http://ageoptions.org/gallery/nutritionrfp/ (Zip File)

•C2 Application- http://ageoptions.org/gallery/nutritionrfp/ (Zip File)

•C1 Scoring Tool- http://downloads.ageoptions.org/rfp/c1scoring.pdf

•C2 Scoring Tool- http://downloads.ageoptions.org/rfp/c2scoring.pdf

•Glossary- http://downloads.ageoptions.org/rfp/glossary.pdf

•Nutrition Standards-http://downloads.ageoptions.org/rfp/standards.pdf

•Menu Standards-http://downloads.ageoptions.org/rfp/menustandards.pdf

•Budget- http://ageoptions.org/gallery/nutritionrfp/ (Zip File)

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Glossary Terms:• Fiscal Year (FY)- federal FY, October 1 – Sept 30• Match - local cash and in-kind contributions• Local Cash - donations or cash payments made

by non-federal sources• In-kind - value of property or services

contributed by a funded agency• Project income – client contributions

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The Aging NetworkT H E A G IN G S E R V IC E S N E T W O R K

A cce ssS e rv ices

C o m m u n ityS e rv ices

In -ho m eS e rv ices

In s titu t ion a lS e rv ices

N u trit ionS e rv ices

V o lun ta ryO rg an iza tio ns

L eg a lA ss ista n ce

S e n io rC e n te rs

G o vern ors & S ta te L eg is la to rs

L o ca l S e rv ice P rov id e rs

A re a A ge n cie s on A g ing

S ta te U n its o n A g ing S ta te A d v iso ry C ou n c ils

D e p artm e n t o f H ea lth a n d H um a n S e rv icesA d m in s tra tio n fo r C om m un ity L iv ing

A d m in stra tio n on A g ing

P re sid e n t C o n g re ss

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Area Agencies on Aging in Illinois

• AgeOptions = Planning and Service Area (PSA) 13 (Suburban Cook)

• 2nd Largest Population: • Over 480,000 people

over 60• 130 Municipalities

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About our Meal Programs

Older Americans ActGoals for Delivery of Services

–Reduce hunger and food insecurity–Promote socialization of older adults–Promote the health and wellbeing of

older adults

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Congregate Dining (Title IIIC-1) • Community locations • Nutritionally balanced meals• Approved menus• Socialization• Education and information on benefits• Services and programs• 33 sites managed by 21 providers

About our Meal Programs- Continued9

Successful Congregate Programs

• Highly engaged Site Leaders• Opportunities for Socialization• Options for Participant Involvement• A strong Cultural Connection

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Home Delivered Meals (Title IIIC-2) • Approved menus• Daily meal delivery• Wellness checks • Deemed eligible by an Assessor Agency• 20 distribution points managed by 11

providers

About our Meal Programs- Continued11

Jan Feb March April May June July Aug Sept Oct

Applications Due!2/25/15

Technical Assistance

Letters of Intent/Denial Issued4/27/15

Caterer Selection7/15/15

Revised Budgets Due8/7/15

Start of Fiscal Year 16!10/1/15

Request for Proposals Timeline

Caterer Bid Due6/17/15

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Unified Catering Bid • Goals:

• Cost effective high quality food• Leverage buying power.

• Agencies exempt from this requirement propose:

• “on-site” cooking or catering from their organization’s central kitchen

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Management & Food Management Only Restaurant Setting

On-site cooking or off-site central kitchen Food brought in by caterer Food cooked in restaurant

Automatically exempt from caterer bid

Participation in caterer bid required

Request exemption from caterer bid

Unified Catering Bid (continued)

** TCLIPs offering ethnic meals should inquire about the catering bid process specific to their organization.

Participation in the Unified Catering bid:

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Nutrition Services RFPThe RFP document includes detailed information

regarding:

• Congregate and Home Delivered Meal Programs

• Available Awards• Award Terms• Application Process• Evaluation of Applications

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Period of Award

• FY 2016:

October 1, 2015 - September 30, 2016

• AgeOptions MAY renew grants for additional years

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Available FundsRevenue projections – these MAY change• AgeOptions funding cannot replace funds covered already

by a local entity• Congregate - $1.9 million• Home Delivered - $3.8 million

Grant systemMatch requirementsVoluntary contribution (Project Income/Program Income)

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High-need areas based on the following factors: • Total 60+ (older adults), • 60+ living below poverty, • 60+ limited English speaking, and/or • 60+ minority

Four (4) target areas for potential new sites:• Nutrition sites which target Limited English Speaking older adults • Skokie, Niles, Morton Grove, or Glenview • East Hazel Crest, Hazel Crest, Robbins or Posen • Orland Park or Tinley Park

Congregate Site Funding Priority

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Home Delivered Meals Funding Priority1st priorityMonday – Friday meal – we will seek to have all of suburban Cook County

covered.

2nd priorityMonday – Friday meal special diet – to be addressed during the unified catering

bid

3rd priorityWeekend meal or extra meal delivered on Friday for weekend consumption –

(based on need established in nutrition assessment)

4th prioritySecond meal delivered Monday - Friday (based on need established in nutrition

assessment)

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Competitive Applications

AgeOptions avoids duplicate provision of services- aims for equal distribution across Suburban Cook- Congregate- by population and area- HDM- by township- Highest score will be awarded if funding is

available - Tie- AgeOptions final decision

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Questions

Any questions related to the Request for Proposal?

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BREAK

• Consider alignment of goals and objectives• Determine the vision for your site(s)

– Program Design– Target Community & Potential Participants

• Assess implementation needs and timeline– Location– Equipment & Supplies– Staffing & Volunteers– Other Inputs

• Affirm capacity and commitment

Before Applying22

Evaluating Capacity & Commitment

• Operational Expectations– Review the Nutrition Standards, Requirements for Recipients of Title III

Funds, and Menu Standards

• Reporting Expectations– Monthly service data– Quarterly Service Cost Report– Quarterly Significant Development Report– Year-end Close-out

• Network Participation- Quarterly Funded Agency Meetings- Quarterly Nutrition Meetings

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•Each site/program needs its own application•Separate applications for C1 and C2•Separate scoring tools for C1 and C2•Most questions use general scale:

o Exceeds expectations = 2 points

o Meets expectations = 1 point

o Does not meet expectations = 0 points

• Point value for each response is added for total score

Application & Scoring24

Application & Scoring: Section 1 Basic Information

•Proposed service area•C1– suburbs•C2—townships•Days/hours/type of service•Acknowledge and agree– and sign!

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•Typed, legible, complete•Demonstrates ability to administer program•Proposed service activities are allowable•Match identified & allowable•Match is 15% minimum•Budget justification included

•Application must meet these to be scored•Appeals not considered for unscored applications

Application & Scoring: Section 2 Minimum Requirements26

Needs Statement

Describe target population – use demographic data provided in Appendix

Applications without a strong, supported rationale will not be scored favorably

Describe high-need area (C1 only) Describe other HDM providers in service area (C2

only but NOT SCORED)

Application & Scoring: Section 3 Program Narrative & Budget

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Program Plan & Design•Proposed program•Vision over 5 years-NEW (See Appendix)•Cultural and language needs (See Appendix)•Collaboration with existing community agencies• Program staffing - manager’s time for C1/C2 needs to

be defined•Volunteers•Consumer input

Application & Scoring: Section 3 Program Narrative & Budget (Continued)

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Program Plan & Design continued•Opportunities for socialization

– C1 at site– C2 with delivery person

• Program well managed, inviting, inclusive (C1 only)•Activities available on site (C1 only)•Scoring: key word is clear!•General scoring scale

Application & Scoring: Section 3 Program Narrative & Budget (Continued)

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Outreach, Target Group, Community Support

• Clear outreach plan• Proposed location (C1 only)• Characteristics of meal service – see lists in applicationo Special scoring based on number of characteristics

•Transportation options (C1 only)o Special scoring based on transportation

arrangements

Application & Scoring: Section 3 Program Narrative & Budget (Continued)

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Innovation•New section•Standards now require innovation each year, such aso new outreach plano new program of educational sessionso new program of recreational/social activities

•In application describe innovation during year 1•Agency’s uniqueness and unique strengths

Application & Scoring: Section 3 Program Narrative & Budget (Continued)

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Performance History, Overall Organization

• We use existing data for current grantees• For new applicants, submit a letter of reference from

another funding source• Letter must address:

o Timeliness and accuracy of program and fiscal reportso Timeliness and performance findings in financial auditso Overall performance in meeting grant/contract

standards• Scoring maximums are applied

Application & Scoring: Section 3 Program Narrative & Budget (Continued)

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Performance History, Specific to Service

• We use existing data for current grantees• For new applicants, submit a letter of reference from another

funding source• Letter must address:

o Applicant’s history of providing the proposed service in the proposed service area

o Whether applicant met or exceeded unit and client projections in the grant/contract

o Whether applicant met or exceeded grant/contract requirements regarding compliance

• Scoring maximums are applied

Application & Scoring: Section 3 Program Narrative & Budget (Continued)

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Budget

• Separate budget and justification for each program/site

• Budget justification must be included in application (details on next slide)o General scoring – Exceeds/Meets/Does not meet

• Remainder in Excel, plus 3 hard copies• See Budget Instructions for how to navigate

spreadsheet

Application & Scoring: Section 3 Program Narrative & Budget (Continued)

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Budget - continued

• Project income (client contribution)o Scoring based on logical/not logical

• In-kind (donated time, space, goods)o Scoring based on logical/not logical

• Match (total of In-Kind and local cash)o Scoring based on % of match and local cash

• Client projections• Scoring based on likelihood of success

• Unit projectionso Scoring based on likelihood of success

• Unit rateo Scoring based on % compared to FY15 budgeted average unit rate

Application & Scoring: Section 3 Program Narrative & Budget (Continued)

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• Submit separate budget justification for each program/site

• Clear, logical, specific• Describe program• Describe cost allocation• Describe how project income will be solicited

Application & Scoring: Section 4 Budget Justification36

• Personnel – all except delivery drivers• Travel – all except delivery• Supplies – only non-food• Food – including caterer• Delivery – drivers, gas, insurance, vehicle• Other – rent, utilities, insurance Match details

Application & Scoring: Section 4 Budget Justification (Continued)

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• One complete set required for each agency• Specified items required for each application

o Host Site Letter of Support, if needed*o Host Site Agreement, if needed*o Job Descriptions, if different for siteso Program Accessibility Self Evaluationo Disaster Coordinator Contact Sheet

*Only needed if using space owned by another organization

Application & Scoring: Section 5 Attachments38

• Application including budget justificationo One electronic copy (Word or PDF) to RFP@ageoptions.orgo 3 three hard copies with original signatures

• Budgeto One electronic copy (Excel) to RFP@ageoptions.orgo 3 hard copies

• Attachments – complete seto One electronic copy (WORD or PDF) to RFP@ageoptions.orgo 1 hard copy

• Attachments – additional site-specific itemso One electronic copy (WORD or PDF) to RFP@ageoptions.orgo 1 hard copy

Application & Scoring: What to Submit39

Resources

http://ageoptions.org/gallery/nutritionrfp/

Frequently Asked Questions- ClarificationsCheck back often- will be updated weekly

Congregate Best Practices Video (coming soon!)

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Questions?41

Since 1974, AgeOptions has established a national reputation for meeting the needs, wants and expectations of older adults in suburban Cook County. We are recognized as a leader in developing and helping to deliver innovative community-based resources and options to the evolving, diverse communities we serve.

Thank You!We look forward to reading your

applications!

Please direct all questions during the application process toRFP@ageoptions.org