SFY18-20 Request for Application

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TGYS is no longer accepting applications.  

Deadline: Applications must be received by 4:00 p.m. MST

Friday, November 18, 2016 to cdhs_tgysprogram@state.co.us


Due to CDHS procurement rules, CDHS and the TGYS Program cannot directly respond to questions about the RFA through e-mail or by phone. Instead, questions must be submitted online using the form linked below. Questions and answers to all questions received will be posted weekly on this webpage. Questions submitted after 12 p.m. on Friday, November 11, 2016 will not be answered. 


We are no longer accepting questions about the RFA, as the Q & A Period is closed.  
Please see the 8 weeks of Questions and Answers below, and best of luck with your application.  



Facts

Quick Facts about this grant opportunity 

Minimum Grant Request: $25,000 per year

Maximum Grant Request: None 

Anticipated Funding Available: Available funding has ranged from $4.2 - $8.9 million in previous grant cycle and is contingent upon the annual legislative appropriation

Estimated Number of Grants to be Funded: Varies depending on number of qualified applicants, funding amounts requested, and annual legislative appropriation

Matching Requirements: Applications for Youth Prevention, Intervention, and Education – Mentoring programs (see pg. 13 for definition) that meet statute (C.R.S. § 26-6.8-104) require a 20% match.  For all other applications, no match is required.  However, a competitive application will demonstrate diverse sources of funding supporting the program being proposed in the application.

Grant Cycle: July 1, 2017 – June 30, 2020

Duration of Grant: The TGYS grant cycle is three years, pending availability of funds. Each year a non-competitive renewal application and contract renewal process is required. Funding availability is contingent upon the annual legislative appropriation. 

Eligible Applicants: Any local government; Colorado public or nonsectarian secondary school, including charter schools, group of public or nonsectarian secondary schools, school districts or groups of school districts, boards of cooperative services, and institutions of higher education; the Colorado National Guard; state agency or state-operated program; or any private nonprofit or not-for-profit community-based organization are eligible to apply for a TGYS grant. Organizations who receive a TGYS grant must be registered with the Secretary of State to operate in Colorado.

The TGYS award can be used to:

  • Fund prevention, intervention, and education programs for children, youth, and families aimed at reducing youth crime and violence, child abuse and neglect, and/or adolescent and youth marijuana use
  • Implement new programs or to continue, enhance, or expand existing programs
  • Fund reasonable operating and administrative expenses (e.g. database or financial software, fiscal staff, etc.) that directly support TGYS funded programs
  • Support program evaluation activities
  •  Provide administrative oversight of all collaborating partners and support grant management functions provided by the Lead Agency (applies to Multi-Agency applicants only)
  • Prepare communities/local grantees for program implementation and provide staff training, technical assistance, program monitoring, evaluation coordination, and direct service funding to subcontracting agencies (applies to Intermediary Agency applicants only)

The TGYS award cannot be used to:

  •  Support residential treatment programs or mental health treatment
  • Support childcare slots or student scholarships
  • Implement systems- or community-level planning activities
  •  Implement research or pilot studies
  •  Engage in inherently religious activities including but not limited to worship, religious instruction, or proselytization as a part of the programs or services provided pursuant to this application
  • Support programs or strategies thorough research has already proven 
For complete summary of information and timeline download this SFY18-20 Request for Application linked below. 

Timeline

September 19, 2016 Request for Application (RFA) Release Date

September 19 – November 11, 2016 Question Submission Period Answers to questions will be posted weekly on this web page

November 18, 2016 Applications DUE 

November 19 – December 30, 2016 Technical & Fiscal Review Process

January 3-10, 2017 Technical & Fiscal Review Notification to Disqualified Applicants

January 3 – February 17, 2017 Comprehensive Application Review by Review Teams

February – March 2017 TGYS  Board Review (Approval of Grantees and Funding Amounts)

April 2017 Board Recommendations Submitted to the Governor for Approval

April 2017  Grant Awards Announced

April – May 2017  Contracting Process 

July 1, 2017 Funding Cycle Begins

July – August 2017 Mandatory Grantee Orientation Meetings (TBD)

RFA

Application Materials

For complete information to apply download the SFY18-20 Request for Application and complete ALL the following documents:

APPLICATION  

Attachment 1: Budget Template

Attachment 2: Statement of Work Template

Attachment 3: Financial Assurances Template

Attachment 4: Logic Model Template

Attachment 5: Supplemental Application for Multi- Agencies A or Supplemental Application for Intermediary Agencies B

Weekly

Questions

Due to CDHS procurement rules, CDHS and the TGYS Program cannot directly respond to questions about the RFA through e-mail or by phone. Instead, questions must be submitted online using the form linked below. Questions and answers to all questions received will be posted weekly on this webpage. Questions submitted after 12 p.m. Friday, November 11, 2016 will not be answered. 


We are no longer accepting questions about the RFA, as the Q & A Period is closed.  
Please see the 8 weeks of Questions and Answers below, and best of luck with your application.  If you have bookmarked the question form, and we receive a question after 12:00 pm on Friday, November 11, 2016, we will not be able to answer.
Weekly 

Week 8 Questions & Answers - FINAL

posted Nov 11, 2016, 2:12 PM by Rachele Vierthaler - CDHS   [ updated Nov 11, 2016, 4:44 PM ]

--------------------------------------------------------Beginning of all Questions & Answers--------------------------------------------------------
Q1: Regarding Evaluation:
a. We can use portions of existing surveys, instead of one instrument?
b. Can we survey staff for verification of students' attitudes?
c. IF yes, can staff surveys be conducted once/year instead of pre/post?

A1a. No measurement tools will be pre-approved before grantees are selected. If your organization wants your evaluation tool to be considered in place of a TGYS tool, it must be included as Attachment 7.
b. The TGYS Evaluator will work with organizations who receive funding to finalize the survey collection methods. 
c. No. Refer to page 9, Conditions of Funding, Evaluation Requirements.

Q2: On Page 6 of the RFA, it states that The TGYS cannot be used to: support residential treatment programs or mental health treatment. Would a substance abuse specialist providing preventative presentations and services to youth, as well as follow up services qualify as a funded component?

A2: Refer to Summary Information, Eligible Applicants, beginning on page 5 of the RFA. The program cannot be a residential treatment program or mental health treatment program. Programs that provide services to clients and meet the requirments in the Eligible Applicants section may apply.

Q3: Our fiscal agent's most recent W-9 is from 2015. Is this acceptable or do you need one from 2016?

A3: Yes. The W-9 from 2015 is acceptable.

Q4: On the Financial Assurance Template, section 1, we have listed sources of income. Do we total these source to the bottom of that column? The title for the line at the bottom is "Total Contract Budget Amount" which is a different figure?

A4: Yes. Provide the Total Budget Amount. Refer to Week 8, Question 19.

Q5: Could you further explain what Question 16, B is asking us to provide?

16. Describe your agency’s overall fiscal controls and structure to sufficiently: 

b. Permit the adequate tracing of funds to establish such funds have not been used in violation of the restrictions and prohibitions of applicable statutes, regulations, and contracts.

A5: Question 16b refers to your fiscal controls to prevent money laundering.

Q6: Our program serves children between the ages of 5-10 years. This means that the Strengthening Families approach applies to most of them. Do I also need to include the Positive Youth Development approach since we have a few nine year olds? Thank you.

A6: If you are applying as an ECE program, then yes, just Strengthening Families approach applies even thought you have a few 9 and 10 year olds in the program.

Q7: For Attachment 6, are single agency applicants to include MOUs if they have them?

A7: No. Refer to Week 4, Question 10.
 
Q8: Do programs have to be listed on the Blueprints website to be classified as evidence based and eligible for this funding or can programs listed on other registries such as NREPP be included?

A8: No. They can be certified by other reputable sites, such as NREPP, but you must cite who has classified your program as evidence-based. 

Q9: On the financial assurances template, question #1, would you like all private foundation grants listed separately? Or collectively on one line?

A9: Collectively on one line. For Example: Foundation Grants - $10,000, Individual Donors - $5,000, etc. 

Q10: Do we need to show in the narrative or through our Certificate of Good Standing that our agency is, in fact, registered with the Colorado Secretary of State?

A10: No.

Q11: Is the definition of Program Budget the entire budget for an organizations Program, or just the specific piece of the Program we are asking TGYS to fund. We have several programs and I am wondering if we include all of our Programs in the Budget Template just the part of the Program for TGYS.

A11: Provide the full budget for the program for which you are requesting funds.

Q12: Can you clarify formatting requirements for Attachment 2, Statement of Work? 
It is very clear and concise for Part II, Application Narrative but not for Attachment 2, Statement of Work. Specifically what is the font type and is there a page limit?

A12: Only the Application Narrative has strict requirements for font type and size and page limits.

Q13: a. If we are citing publications, where do we provide the complete reference that we are citing? Is there a way to include a reference list without taking up narrative space? 
b. Do you require the complete details of the references to be provided?

A13: a. Refer to page 20 of the RFA, Page Formatting and Length Instructions. It specifically states, "Use endnotes for references and citations. Endnotes do not count towards page limit." 
c. Yes. 

Q14: a. Attachment 3 Financial Assurances: Questions 18-20. As a municipal agency, we are funded through sales and use tax revenue, fees for service, and other sources. Can we speak to this funding in Q 19 and leave Q 18 & 20 as N/A or blank? It is not how we do business (i.e. we do not have lines of credit). 

b. This is a follow up question regarding duplicated vs. unduplicated numbers. If we have an afterschool program where 1 student can register for a Monday academic class as well as a Wednesday Skateboarding class that are running in the same week would this child be counted in both classes for a total of 2 served or just as 1.

c. If that same student registers for an after school program that begins three months later (i.e. in a different quarter) is that student still counted only the 1 time for the class they took previously or will they now count again for a 3rd class.

A14: a. Yes, you can answer this in Question 19. However, in Questions 18 & 20, state "Please see Questions 19."
b. Served once since they are running concurrently unless the student is being served by two programs as defined by each having their own SOW and budget.
c. If it is the same SOW, they are served once. If it is for a separate SOW, then they are counted for that SOW and the first SOW.


Q15: In the narrative section C: can we list citations to support level of evidence in the notes section at the end of the narrative?

A15: Yes. Refer to Week 8, Question 13 part a.

Q16: If we are submitting more than one Statement of Work, do you want those to be combined into one Word document? Same question for more than one Logic Model.

A16: SOWs and Logic Models can be submitted as separate word documents using the naming conventions on page 8 of the RFA, but also including the program name. Example: XYZ Agency -- Attachment 2: SOW Read Now Program and XYZ Agency -- Attachment 2: SOW Mentor Youth Program. 

Q17: My question concerns Attachment 3, Question 18. The question states:

18. Grantees must have adequate cash flow to maintain the work they do while invoices are being processed for payment. Processing of reimbursement requests takes approximately 4-5 weeks. To evaluate your agency’s fiscal sustainability, detail your current total combined sources of cash and credit. 

Our organization is struggling to understand what types of grants should be included in the first column, headed "Unallocated sources of current grant funds". Should we put general operating grants only in this category? Does this include grants that are for other programs?

A17: Yes, general operating grants may go in the first column. Refer to Week 5, Question 8. 

Q18: a. In the financial assurances template question one asks us to 
complete the chart detailing your agency’s current sources of funding, including CDHS grants. It then asks to give the total contract budget amount. Does this mean to only list funding sources for the program we are requesting TGYS funding for, or for funding sources for the entire organization? 
b. Also, what does "total contract budget amount" mean?

A18:  a. Funding sources for the entire organization. 
b. This should read "Total Budget Amount" and is your ogranization's entire budget. Our apologies for this mistake and confusion.  

 

Q19: In the budget can professional development and travel expenses be included for out of state travel if the professional development is pertinent to the TGYS grant?

A19: Please refer to page 36, Appendix B: Instructions for Attachments, Attachment 1: Budget Instructions.

Q20: On attachment number 3-Financial Assurance, in the first section you are asked for experience and qualifications. Is this the experience of the agency or of the person completing the form.

A20: Experience and Qualifications refer to the person completing the form.

Q21: There seems to be some confusion on my part regarding the formatting of the Narrative section of this application. On one hand in the Q&A it says that the application is pre-formatted, however when I print it out, it is single spaced and not double spaced. Do I need to edit the line spacing in the toolbar to make it double spaced or will the form do that automatically?

A21:  Yes. Our apologies...apparently the double spacing did not get saved when uploaded to the website. Manually change the spacing in the toolbar to double space in the yellow text boxes and ensure all other formatting meets the requirements on page 20 of the RFA.

Q22: The original proposal says funds cannot be used to "Support residential treatment programs or mental health treatment." Can funds be used for a set of interventions that help reduce child abuse and neglect, youth crime and violence, and marijuana use, where one of those interventions is emergency shelter? Or does any program with a residential component (even if temporary) disqualify that program for funding? Basically while funding cannot be used for "residential treatment programs" can funding be used for programs that are not treatment programs that have a shelter component? Lastly, would it matter if the funding request used funds to support the shelter component or it the request only used funds for the non-shelter interventions?
 
A22: Refer to Summary Information, Eligible Applicants beginning on page 5 of the RFA. The program cannot be a residential treatment program or mental health treatment program but may have a housing component. TGYS has not historically funded housing components. The decision to fund housing would be determined by the TGYS Board, as this is not thoroughly defined in our RFA. If the program meets the requirements of Eligible Applicants on page 5, the organization may apply for funds.

Q23: For organizations offering academic programs at various school sites, is it required to provide school names, addresses, and/or other site information? Thank you!

A23: If the schools have already been determined, include the school names in the SOW. If the schools are yet to be determined, simply state the estimated number of schools to be served and the neighborhoods and/or cities in which the schools are located. 

Q24: When comparing FTEs on the budget and the financial assurances document, is it critical that the FTEs match? Here is an example to quantify my question:

a. On the budget, attachment 1, it is formatted to calculate annual salary considering that an employee spends 100% of their 30 hour work week in the proposed program. The formula on the spreadsheet calculates this 30 hour per week person as 100% or 1 FTE, instead of 0.75 FTE. 
b. And on the financial assurances document, attachment 3, in #7, I can input the total FTEs manually and I calculate this person to be 0.75 FTE instead of a full 1 FTE because they only work a 30 hour work week.
c. Should I manually calculate that employee as 1 (as the budget is formatted to do) or do I calculate this FTE as I understand it be as 0.75, since they only work 30 hours a week. Do I not worry about the two documents matching in an FTE total? Or should they match?

A24: a. Please refer to Appendix B, Instructions for Attachments on Page 36 of the RFA. It does not calculate a gross salary based on 40 hours a week, you input their salary and what percentage of time (not hours) their spend towards the contract. That is why it is a percentage instead of hours per week towards contract as many people have part time employees. 6 hours a week towards the proposed program on a 30 hour a week job is 20% towards contract. 
b. Correct. 
c. The Financial Assurances Form will match your budget description, where you can notate that the person is .75 FTE and the budget shows they're 100% towards program. It's all the same thing. 

Q25: Do you require specific numbers for outputs and outcomes on the logic model? For example, if an outcome is "decreased duplication of services" - how do you assign a number to each outcome?

A25: We do not require specific numbers. A strong application will have measurable outcomes. 

Q26: We are an intermediary agency with more than 15 partners. We have a standard MOU that is specific to each grant and signed upon award. The RFP states... "Has a Memorandum of Understanding (MOU) with each partner agency participating in the collaborative and submit as Attachment 6 of the Application." Can we submit the Standard Draft MOU as 'sample' that will be personalized for each sub-grantee or do we need to create and fully execute a generic MOU without details with our proposal?

A26: A requirement to be an intermediary or multi-agency is to have an MOU with each partner agency. For the purposes of this application, submit the current MOU you have with each partner agency included in your grant application. If your program receives a grant award, MOUs can be modified at the time of finalizing the contract.

Q27: For section C 2, second bullet, it states: "If using an Experimentally Proven program, provide the name of the program, the organization certifying it as an EBP, and the following: Provide a summary of evaluation results over the life of the program and describe the significant findings.

Should the answer address summary of evaluation results and significant findings specific to our organization that we have found while implementing the program? Or should it address the summary of evaluation results of the program since the program's inception (and implementation throughout the country) and of the program as a whole?

A27: Summary of evaluation results of the program as a whole. It is not specific to your agency. 

Q28: Our organization is excited about the opportunity to apply for TGYS funding. We believe that our program that serves homeless youth in Mesa County is strongly aligned with the long-term outcomes and goals of TGYS. 

As a first time applicant we are seeking feedback on (A) whether our program is a strong fit for TGYS and (B) if there are any ways that we can better communicate our fit with TGYS. We thank you for your time and support of youth in Colorado. 

A28: We are not able to your question about being a strong fit for TGYS, as this would provide an unfair advantage and all programs would ask us this questions. TGYS funds programs that provide prevention, intervention, and education services that help reduce child abuse and neglect, youth crime and violence, and marijuana use. Refer to Summary Information: Eligible Applicants starting on page 5 of the RFA for more information. 

Q29: On the budget template for... % Actual Time on Contract/Purchase Order, does this simply mean the % of actual time each staff person spends on that program for which we are requesting funding, even if we are only requesting that TGYS fund 20% of the program? And, therefore, the FTEs on the budget will agree with question #7 on the financial assurances document?

A29: Yes, % of actual time spent on a TGYS program. If TGYS only funds 20% of that program, the remainder of the salary goes in match as it is provided through other funding sources. Refer to the Instructions tab on the Excel Budget Template for a thorough explanation. 

Q30: It doesn't appear that in the text box on Part II: Application Narrative is double spaced. Do I need to adjust the spacing in the yellow text box? Thank You.

A30Refer to Week 8, Question 21.

Q31: a. Regarding ECE, would TGYS help fund new quality improvement initiatives for licensed childcare centers for at risk kids? For example we would purchase a national assessment tool and use a subscription database to track teacher observations and hire coaches to guide teacher improvement. Would capital improvements to improve quality be considered?

b. If we have startup costs for the program in the first year, can they be redirected to growing services in the next two year and where would we indicate that?

A31: a. Refer to Summary Information, Eligible Applicants beginning on page 5 of the RFA.
b. The budget is for the first year only. Refer to Week 6, Question 14 d. 

Q32: I want to clarify the funding timeline, and how that relates to the budget, goals, and SOW. On page 8 of the RFP, it states that there can be up to 3-years of funding with this opportunity; that those awarded in SFY18 will be eligible to receive two additional years of non-competitive funding if available. In terms of this proposal, when we are submitting our budget, and SOW, and goals, it appears it should only be for the first year. Is this correct? Or should our objectives, outcomes, SOW and other pieces be projected for the three years?

A32: Refer to Week 6, Question 14 c & d. Budget & SOW are for the first year only.

Q33: The program for which we want to submit serves youth ages 0-18 but we plan to submit for ECE. Is this permissible? I see you use the terminology 'exclusively for children ages birth to 8 years old'. Please advise.

A33No. You must submit a separate SOW and Budget for ECE and another SOW and Budget for YPM or YPNM. This is required for grant data purposes.

Q34: On Attachment 3: Financial Assurances Template, Question 1: The questions states, "Complete the following chart detailing your agencies current sources of funding..." 
a) What time frame do you mean when you say "current" (Calendar year 2015?, TGYS FY 15-16?, YTD for 2016?)? 
b) How much detail do you want for each funding category (e.g. corporate, individuals, foundations, etc)? For example, in listing individual donations, do you want them grouped all together in a single line? OR Do you want "major" donors and then the rest grouped together in two separate lines? OR do you want every single individual donor and their amount? OR Do you want individual donors grouped by which type of funds were donated (e.g. for a specific program vs. general operating)? Any clarification is helpful. Thanks.

A34: a. Use your organization's fiscal year.
b. See Week 8, Question 9 for an example. You may split up donors into sub categories if you want to notate whether they are general operating or not.

Q35Should the application include bios of key staff? If so, where should they appear?

A35: No.

Q36: Pg 20 of RFA, Part IIa: Application Narrative - Instructions: Application Page Limit: 8 Pages (attachments and supplemental documents are NOT included in the page count). Is that page limit of 8 pages only for responses to Part II and does NOT include any portion of Part I?

A36: Yes, it is a limit of 8 pages for Part II, the Application Narrative and does not include Part I. Ensure it is double spaced and 12 pt Times New Roman as stated in Page Formatting and Length Instructions on page 20 of the RFA to avoid technical disqualification.

Q37: Our application will be too large to send with one email. Do you have a portal for uploading the documents? The instructions sound as if the application should be submitted via email, but have a reference to allowing plenty of time to upload large files. If you want us to send by email, is it acceptable to send it as multiple emails with the required title and "Part 1 of 3", "Part 2 of 3", etc.?

A37: No, we do not have a portal for uploading documents. Yes. You may send in multiple emails if, after trying to send all parts in one email you are unable to do so.

Q38: Can we cut and paste the parts of our bylaws that mention financial oversight into a separate document for submission (so we don't have to provide the entire document?)

A38: Yes. Please provide an explanation at the beginning of the document to clarify with a specific reference to where this information is located in your bylaws.

Q39: For Part IIb: Application Narrative, could TGYS please re-test the pre-formatting of the line spacing setting (yellow boxes) for the narrative section? When we download the original template for this section, it only contains a single spacing format - NOT the double spacing format which states is required on page 20 of the RFA. If we see single spacing pre-formated in these yellow boxes, are we to manually change the line spacing to accommodate the double spacing format that is required for this section?

A39: Refer to Week 8, Question 21.

Q40: In the Financial Assurance Attachment, Question #4. "Is your agency currently seeking funds from the State of Colorado...."
Does this include State of CO funding that you are already receiving, or only funding that you are requesting at this time?

A40: Any funding you are currently receiving from the State of CO should be included in #1 of the Financial Assurances Form. Only new funding you are currently seeking should be included in #4.

Q41: On page 9 of Request for Application under Evaluation Requirements it says "grantee submit name of tool being used an a template of the evaluation tool for review as Attachment 7. Am I correct that this done after the award of a grant so not done during the application process?

A41: No, that is not correct. If your organization wants your evaluation tool to be considered in place of an assigned TGYS tool, you must submit the tool as Attachment 7 of the application process.

Q42: Re: Statement of Work. Is Question III requesting only a definition of acronyms, or any additional information?

A42: Part III of the Statement of Work is requesting a program definition that must include an explanation of any acronyms used.

Q43: Regarding Financial Assurance question 1: a. Do you want the original contract amount or the remaining contract amount? 
b. And for what time period? Calendar year? Our fiscal year?

A43: a. Contract amount for your organization's fiscal year.
b. See Week 8 Question 34 part a. 

Q44: Regarding projected numbers for mentoring programs, if we are applying for a peer to peer mentoring program would the mentors fall under "mentors" or a youth category?

A44: The age group of the youth. Mentors is specifically for volunteer community based mentors.

Q45:Regarding Financial Assurances question 1: Complete the following chart detailing your agency’s current sources of funding, including CDHS grants. Add rows as needed. 

a) Do you only want contract-based funding or do you want all funding (such as foundation grants that are not contract-based)? 

b) What does Total Contract Budget Amount mean? Total of all funding sources?

A45: a. All funding.
b. Refer to Week 8, Question 19b.

Q46: Will we be disqualified if e do not have a recent audit or financial review? Because of our budget size we don't conduct audits and our last financial review was done in 2012.

A46: Refer to the Checklist, Attachment 10 information on page 4 of the RFA.

Q47: Is it acceptable to submit a proposal that will only cover the salary costs of one full time position? Our budget document includes no supplies/operating, contract, or indirect expenses. Simply the salary of the one program position.

A47: There are no requirements regarding a minimum of FTE or a minimum number of other line items in the budget.

Q48: a) Is the fiscal contact referring to a fiscal agent or the agency's financial agency (CPA, etc.)?
b) Where should the required naming conventions be placed? Upper right hand corner as a header or lower left bottom as footer? 
c) In regards to non-applicable material such as Attachment 5, do you prefer it not be submitted at all and without any notice or do you require that a placeholder for non-applicable attachments be included with the not applicable statement?

A48: a. Fiscal contact refers to the main contact for budget questions during the TGYS grant period, typically whoever prepares the reimbursement invoices. 
b. Naming conventions refer to the name used to save the document only. Naming conventions are not written into the actual document.
c. Do not submit any blank, non-applicable forms. 

Q49: a. Will TGYS fund translation services?
b. Can the ED, Program Contact and fiscal contact be the same person?
c. Do we list the proposed TGYS as source of funding on attachment 3, #1 "agency current sources funding"?

A49: a. Yes. If translation services are needed to serve your intended population, the costs associated with such services are considered operating costs.
b. Yes.
c. If you are currently funded by TGYS, include your grant amount as a current source of funding. No future requested funding should be included.

Q50: The programs for which we are applying take place during full days off of school throughout the summer and school year for holidays and in-service days. Can we choose the BA program code even though they are out-of-school-time programs rather than before and after school programs?

A50: Refer to Week 7, Question 13.

Q51: Current research rates our program differently and not with the terms given in appendix C on the Blueprints website – “experimentally proven”, “experimental”, “research-informed” and “opinion-informed”. 
a.)Must the answers for section C be answered only in one of these 4 exact terms or can an applicant find data and research on their given program with other terms for evidence-based programming levels? 

b.)Our current program for Early Childhood Education is not listed on blueprints.com. Should another website be used for Early childhood programs, since blueprints.com seems to be very Youth oriented?

A51: a. Yes. See Week 8, Question 8 for more detail.
b. See Week 8, Question 8 for more detail. If your program is not evidenced based and falls in one of the other categories, you need to explain how your program fits in the appropriate category. 

Q52: In Section E, #2, is the definition of “inclusivity” with a focus on simple inclusion of staff/board/volunteers involved in the proposed program OR with a focus on the following definition: an intention or policy of including people who might otherwise be excluded or marginalized, such as those who are handicapped or learning-disabled, or racial and sexual minorities. OR both? 

A52: Both. 

Q53: We are seeking further clarification for formatting for the Narrative part II. When we draft our answers in a word document, in this case answering Section A, using the specified parameters as listed in the RFA, when we copy and paste into the yellow box, choosing to keep source formatting (which it means it should keep all parameters) the text font stays the same, but it seems the double spacing reverts back to single space. When I select the text in the yellow box to switch it to double space, it visually changes it to double space, but then it seems we have used up four pages of the narrative in the yellow boxes to only answer section A of the narrative, leaving only four more pages to answer Sections B-E, which seems overly restrictive. You state that the form is pre-formatted to the correct requirements, yet it doesn’t seem to be, if we have to go in and manually select text and have to select the correct line spacing in the menu of our word document interface. It also means that our word document draft, even with the correct requirements, is not a true representation of what the yellow text boxes can hold. So if you can please describe the correct work flow to end up with the correct formatting, it would be very helpful, so that we don’t end up inadvertently cheating ourselves out of space.

A53: You MUST follow the Part IIa: Application Narrative - Instructions, Page Formatting and Length Instructions on page 20 of the RFA. When cutting and pasting from your Word document into the yellow text boxes, the font or line spacing or any other required formats changes, you must manually correct them to be what is required on page 20 of the RFA. Also refer Week 8, Question 21 for more information.

Q54: In the Statement of Work for 1. Program Description, is there any word limit? Any page limit for entire SOW? 

A54: a. Refer to page 36 of the RFA for attachment instructions.
b. Refer to Week 8, Question 12.

Q55: Can one program with one Funding Category Code have multiple Primary Program Codes? Our program fits within 4 Primary Program Codes. Should I therefore list the same program 4 times on the Application Form D? Or list it once with 4 codes under Primary Program Code?

A55: No, you may only select one Primary Program Code per program per the table on page 39 of the RFA, but you may select multiple Sub Program Codes per program. Select the Primary Program Code that BEST fits for your program. This is necessary for grant data collection. Do NOT list the program multiple times in the Application Form D.


Q56: we are applying as an intermediary and have a partner that is not applying for the grant but receives TGYS support from a different intermediary in a drug reduction program, can they receive support from us to support a completely different program area?

A56: No, refer to page 10 of the RFA, Applicant Types and Funding Categories.
 

Q57: I am unable to find the rubric for the narrative part of the application??

A57: Refer to the Table of Contents on page 2 of the RFA which clearly states Appendix A: Application Scoring Rubric is on page 33 of the RFA.

Q58: We are applying as a single entity application but want to include contractual dollars in our budget for one of our collaborating agencies to provide mentoring education components. Does that still allow us to apply as a single entity?

A58: Applicants may contract for services from other agencies and list the contractual agency and amount in the budget.

Q59: Are the same people reviewing proposals submitted in all funding categories, or is there coordination between reviewers of each category? For example, if an organization submits applications for funding in two separate categories, will the funding decision for one category influence the funding decision for the other? Or are the decisions to fund each category made entirely separately from one another?

A59: Each program within an application will be evaluated individually. It is possible that one program may be funded or partially funded an another program may not receive funding. The TGYS Board makes final funding decisions.

Q60: Is there a pre-set percentage of funding to be allocated to each of the three funding categories? if so, what is that percentage breakdown for each?

A60: No. Refer to Week 3, Question 8.

Q61: The RFA lists the following as part of a complete application: 
ATTACHMENTS
Attachment 1: Budget Template .............................................................. 23
Attachment 2: Statement of Work Template................................................ 24
Attachment 3: Financial Assurances Template.............................................. 26
Attachment 4: Logic Model Template ........................................................ 30
Attachment 5: Supplemental Application for Multi- and Intermediary Agencies....... 31

But the checklist has additional items:
o Attachment 8: Bylaws (or other agency document) that addresses
financial oversight and financial procedures .................................... PDF
o Attachment 9: W-9 .................................................................. PDF
o Attachment 10: Copy of the most recent audit management,
fiscal review, or opinion letter, if available ..................................... PDF

I assume those additional items are also required, but I want to be sure I am understanding correctly.

A61: All attachments listed in the checklist are required unless stated otherwise. Attachments 8, 9 & 10 are not forms; they are documents applicants provide and therefore, are not provided as a download even though they are part of the checklist.

Q62: In Part I. Application Form. Section D. Program Funding Requests. Can we select more than one Primary Program Code? (For example, we focus on Adolescent / Youth Marijuana Prevention AND Youth Crime and Violence Prevention).

A62: No, refer to Week 8, Question 55.

Q63: 4. Is your agency currently seeking any other funds from the State of Colorado (including CDHS) through grant applications, proposals in response to requests for proposals, purchase orders, other contracts, or any other financial arrangement? If yes, please list and explain. Add rows as needed.

If we already have funding from the state of Colorado for CTC - do we need to put it here? I put it above in current funding and we aren't seeking further funding (since it is a 5 year grant cycle).

A63: Refer to Week 8, Question 40.

Q64: 3. List the total program cost and cost per client for the program(s) for which you are requesting TGYS funding. Is this question asking total price per program that we are requesting from TGYS and cost per client? OR is it asking total price per program ( including in-kind contributions) and price per client?

A64: In Attachment 3: Financial Assurances Template, Section 3, list the total cost of the program and the cost per client.

Q65: Can we include a one-semester/approximately 5 month planning period in the first year of our 3-year proposal that will give us time to focus on implementing and scaling up our services?

A65: Refer to Summary Information, Eligible Applicants, "The TGYS award can be used to..." on page 5 of the RFA.

Q66: Hoping you can clarify a question on the Statement of Work attachment - Section III. asks for the Program Definition (explanation of acronyms), can you please explain what you are looking for here as a "definition" since the previous SOW sections cover the program descriptions. Is this in reference to the program codes/sub-codes?

A66: Refer to Week 7, Question 2. No, it is not in reference to the program codes/sub-codes, solely acronyms you use in your program.

Q67: For question #7 on the Financial Assurances document...We are applying for Intermediary funds. Should we include all staff (working with the program) at all of our subgrantee sites in the number of contracted FTE? Or does this only include the number of contracted FTE working in our office?

A67: Refer to Week 7, Question 18 part b. The answer is applicable to Intermediary and Multi-Agencies.

Untitled

posted Nov 4, 2016, 12:13 PM by Rachele Vierthaler - CDHS   [ updated Nov 11, 2016, 4:45 PM ]


Week 7 Questions & Answers

posted Oct 28, 2016, 2:36 PM by Rachele Vierthaler - CDHS   [ updated Nov 11, 2016, 4:44 PM ]

Q1: Regarding Section E. Agency Capacity, item #3, Is this question directed at addressing secondary trauma and promoting self-care among youth served or among employees?

A1: Secondary trauma refers to the emotional stress that results when an individual hears about the firsthand trauma experiences of another. The only time secondary trauma would involve youth and need to be considered for this section is in situations like peer mentoring or other similar programs. If you are unfamiliar with secondary trauma or self-care, refer to the internet to further your knowledge.

Q2: The Statement of Work template, in Section III, asks for definitions of acronyms. Will these be used by reviewers when reading the narrative, or should acronyms be used only after being defined in the first reference within the narrative?

A2: Yes, reviewers will look at both the Statements of Work and Program Narrative. There isn't a guarantee they will look at the Statement of Work first, so defining acronyms in both places would likely be helpful. 

Q3: On the application form, section E (table of population to be served), does the mentoring column refer to mentors that we will recruit or the students that the mentors will serve?

A3: a. Yes. If your program meets those requirements, and is not under the "cannot be used to" section, you may be eligible to apply. 
b. If family programming supports your work with children and youth, it may be included in the application.

Q4:  The logic model template downloads to MS Word as two pages. I am using MS Word 2013. The second page is blank except for the footer. Was this intentional or can I re-format it to one page?

A4: You may reformat it to be one page.

Q5: We are a Family Resource Center providing early childhood education preventative services. We are wondering if code 100, stating “early childhood center based” as its description, applies to general centers, or a specific center providing early childhood dedicated care? We are not a childcare center meeting state requirements for a childcare center.

A5: This description is not specific to childcare centers, rather, Early Childhood Center Based refers to programs occurring at a childhood center vs. home-based programs.

Q6: a. I noticed funding is available to serve children, youth and families. Would young adults 16-18 years of age be an okay population to serve through this grant? 
b. We provide family programming at Phoenix Multisport-substance free active and social programs led by peers in recovery from substance use disorder. Could funding support family programming at Phoenix Multisport? 

A6: a. Yes. Please review the Summary Information, Eligible Applicants starting on page 5 of the RFA. 
b. If family programming supports your work with children and youth, it may be included in the application. 

Q7: Should we be completing the Identified Population chart of the Statement of Work with percentages or numbers?

A7: Section E (Identified Population) of the Application on page 18 of the RFA uses the same table and states, "Projected total numbers of unduplicated participants to be served." Use the same instructions for the Identified Population chart in the SOW for each program.

Q8: Per your Week 6 question and answer below, could you please clarify?
Week 6 question and answer
"Q5: Is it permissible to use Times New Roman 12 point for the fillable forms instead of the font programmed within those?
A5: Use the font already programmed into the forms. Times New Roman is only used and pre-programmed in Application: Part II Narrative and Supplemental Applications for Intermediary and Multi-Agencies."

When I downloaded the Application: Part II Narrative, the answers appear to be pre-programmed in Calibri 12 point font. Are we to use the pre-programmed Calibri 12 point font?

A8: No, you should use the Page Formatting and Length Instructions from Part IIa: Application Narrative on page 20 of the RFA which clearly states you must use Times New Roman in 12 point font. If you are on the first line of the form, it is Times New Roman. We tested the form again, and it turns to Calibri on the second line. If this happens for you as well, the font must be changed to Times New Roman. Any other font in the application narrative will be a technical disqualification. All other forms you should used the pre-programmed size and font. 

Q9: This is a follow up question to #11 which someone else posted. If a youth completes one program ex: restorative justice and then enrolls in our afterschool youth leadership program, is this considered duplicated? With that in mind, if this is allowed how would this affect expectations of numbers served and how would we capture this is the narrative?

A9: Youth who are enrolled in two different programs that are not complimentary to another program and running concurrently with that program are counted for each program. In situations where a mentoring program has a complimentary program running concurrently with the mentoring and the two programs are serving the same youth, that youth is only counted once. 

Q10a. If an agency is applying for separate programs within their organization but within the same funding category ex: leadership development for 9-25 yr olds and restorative justice services for 9-25 yr olds, are two separate SOW's and budgets required? 

b. Is there a standard for returning agencies regarding increase in funding requests?

A10: a. Yes, each program must have a separate SOW and Budget regardless of whether they are in the same Funding Category. 

b. No, there is no standard.

Q11: We are potentially applying as an Intermediary Agency and have a few questions. 

We are the State Intermediary for a home visitation program in Colorado. This program is currently being funded by MIECHV funding and we have been the State Intermediary for all the sites. As the State Intermediary, we have fulfilling all the functions listed on the RFP but are not sure of a few of the other bullet points.

a. We have been the State Intermediary since 2012 so as of October 1, 2016, we are just are just going into our 5th year in this role-Does this qualify for the "minimum of 5 year" requirement?

b. Serves as the fiscal and coordinating entity-Can you clarify "serves as the fiscal and coordinating entity". We will be subcontracting with all the sites (partner agencies) but are not currently the "fiscal" entity. Do we qualify as an Intermediary Agency?

A11: a. The start of the grant cycle is July 1, 2017, therefore you do meet the minimum 5 year requirement.

b. Your agency would be fiscally responsible for the entire grant, including the subcontracts, although you are not the fiscal sponsor. The fiscal and coordinating entity would be responsible for submitting all reimbursement invoices and provide backup documentation for audits. From the information provided it sounds like you could be considered an Intermediary Agency. 

Q12: Our organization is completing its budget for the new RFA. 
We want to request an amount which is significantly higher than we have requested in the past.

Where in the application might we indicate our justification for this increase? Would you advise current grantees to stick as close to their current contract amount? Thank you!

A12: Past allocations to grantees do not factor into the review of the application. However, if there is considerable change in the request for funding, specific justification for the funding increase should be clearly explained in the Narrative of the RFA.

Q13: Do summer programs for youth engagement following research based PYD qualify for funding in the before/after school program category?

A13: Yes, summer programs qualify if they are part of a request including before and after school programs.

Q14: Can an applicant submit its Form 990 if the organization does not have a meaningful explanation of financial controls in its bylaws or policies and procedures?

A14: Refer to Attachment 8: Bylaws in the Checklist on page 8 of the RFA. If your Form 990 addresses financial oversight and financial procedures, it is acceptable. If it doesn't, it is not acceptable.

Q15: The goals and outcomes of the programs are in narrative section B1/D1, SOW IV and the logic model.
a) Should the Goals stated in theses sections be the same? Our logic model goals are broader than what we were planning on using in the SOW.
b) The same question about outcomes in section D1 and the logic model.

A15: a. Section B & D's outcomes and goals should be the same in the narrative and the SOW. 
b. Goals in Section B & D, the narrative, and the SOW do not need to be the same goals as those in the Logic Model. However, the goals in Section B & D, the narrative, and the SOW must relate to the agency's larger goals and outcomes in the Logic Model.

Q16: We are applying for the ECE category. As part of the larger program, we offer emergency drop in childcare to support families in times of need. Can the expenses of this program be funded by TGYS? I was confused by the statement that childcare slots would not be funded.

A16: No, emergency child care is considered a childcare slot and cannot be funded through TGYS.

Q17: For organizations applying under Mentoring, can we list both our number of mentors and students in the chart E. of the Application Form Part I (showing one line for mentors and one for students separately under each county served)?

A17: No. Part I: Application Form, Section F: Geographic Area to be served is a combined total of ALL served for the county. Separate information about youth and mentors is recorded in the Identified Population Chart. 

Q18: We are applying as a multi-agency grant, and have a couple of questions about the Financial Assurances Document:

a) Under question 6 - we contract with multiple trainers throughout the year to conduct brief workshops. They are not regular, consistent paid contractors. Should we include that in our total FTE count?

b) Under question 7 - should we reflect the FTEs of our sub-agency partners? They are not our FTEs, but they are resources that are committed to the program. If we list them here, they will not be reflected in the total FTE that are in our agency (question 6), which could be confusing.

c) Under question 7 - our finance staff is included in our indirect costs, so is not listed in the personnel section of our budget or charged as a direct cost to this grant. Should this person be listed as part of our FTE count?

A18: a. No. Only those contractors you work with on a regular, consistent basis are considered FTE.
b. No. The financial assurances document is solely for the lead or single agency.
c. Yes. List all dedicated FTE for TGYS proposed programs on Question 7 of the Financial Assurances form even if those FTE are not listed in the Personnel section of the Budget.

Q19: We would like to include family events (with some parent education programming) in our funding request. Will TGYS fund food for these events, or is that non-allowable?

A19: Yes. Refer to Appendix B: Instructions for Attachments, Attachment 1 Budget instructions on page 36.
 

Week 6 Questions & Answers

posted Oct 21, 2016, 7:56 AM by Rachele Vierthaler - CDHS   [ updated Nov 4, 2016, 2:47 PM ]

Q1: I see that the grant doesn't fund residential programs but would it fund a program that kids in a residential program are involved in? for example an afterschool program?

A1: TGYS funds programs that provide prevention, intervention, and education services that help reduce child abuse and neglect, youth crime and violence, and marijuana use. If the after school program is helping a young person with any of these issues, it may be allowable, but we cannot provide a definitive answer without knowing all the specifics of the program. As you mentioned, TGYS funds cannot be used for residential programs.

Q2:We're likely to apply for both drop-out prevention and mentoring. 
In the SOW instructions, it mentions listing youth only once -- which makes sense! -- and to list them in the program in which they receive majority of services. Also sensible.
However, all of the youth in our mentor program are also served by our after-school / drop out prevention program, and are served more often / intensely in this latter program. So although we serve more than 100 kids with mentors, they, by your definition (to include them in the program for which they receive majority of services), would be included in the drop-out prevention SOW and NOT in the mentor SOW, leaving the latter with a zero (though more than 100 are served).
... so how would I best account for the number we serve in the mentor SOW? Or am I reading into this too much? 

A2: Yes, the secondary program SOW population chart will have a total of zero. Include information about how youth are concurrently served by the primary program in the program description (Part I) of the secondary program SOW.

Q3: On the budget personnel services section, if we have multiple positions that are exactly the same, can we list them under one position title? For example, Site Director x 4 sites x $hr or do we have to list each position separately?

A3: Yes, we prefer you use the methodology you are describing multiple staff with the same position title with the same rate.

Q4: Our organization tries to stay in the PYD paradigm when describing our outcomes and goals. Protective factors protect against a variety of negative behaviors. When we try to align our goals, which are stated in protective factor language, with TGYS's goals, stated in prevention language, they don't exactly line up. We are all working toward the same thing, it's just stated from a different perspective. Will independent readers be versed in both PYD and prevention jargon?

A4: Yes, the independent reviewers will go through a training which will include PYD and protective factors.

Q5: Is it permissible to use Times New Roman 12 point for the fillable forms instead of the font programmed within those?

A5: Use the font already programmed into the forms. Times New Roman is only used and pre-programmed in Application: Part II Narrative and Supplemental Applications for Intermediary and Multi-Agencies.

Q6: Can one program have multiple funding category codes, because the same program model serves ages 5-13 and therefore there would only be one budget, one scope, and one logic model.

A6: For data and tracking purposes, programs can only have one funding category code.

Q7: We are a mentoring organization in compliance with C.R.S. 26-6.8-104. We currently operate two community based mentoring programs with similar goals, objectives and outcomes. The main difference is that one program has a longer time commitment per week for each match and is designed to be for youth experiencing high levels of crisis. Since they are both community based mentoring programs with similar goals, objectives and outcomes can we apply as one program?

A7: Programs which have different identified populations and different dosages are considered different programs even if the goals, outcomes, and objectives are similar. Each program requires a separate budget and SOW.

Q8: Additional follow up to Week 4, Q.11:
a. If funding is used to support services for youth already enrolled in our program, are there any specific requirements or expectations we should be aware of for those youth?
b. For example, would they need to have been at least 9 when they were enrolled in the program, or is it ok if they are 9 or up at the start of the grant cycle?

A8: a. No.
b. Yes, that's acceptable.  

Q9: Follow up to Week 4, Q.11: 
a) Assuming we are using our own pre/post evaluation tool, if we use TGYS funds to serve youth who are already enrolled in our program, do we need to have a baseline (pre) survey for all of those youth?
b) Is it ok that we would not have any previous marijuana surveys for those youth? Is that ok even if those youth have already been in our program for multiple years?
c) Is it ok if those youth were originally enrolled in our Site Based mentoring program and are now being served through our proposed Community Based mentoring program? In other words, they transitioned from site based to community based, and we would be asking for funding to support their continuation in the community based program.

A9: a. If your evaluation tool and program are approved and you are funded by TGYS, the TGYS evaluator would work with your program to ensure the best options for valid, relevant data collection for the youth being served. 

b. Baseline surveys for marijuana attitudes are required each year for all youth in programs funded by TGYS. For youth who have been in a program for multiple years, the survey is still required each year.

c. Yes. Refer to week 4 question 11.

Q10:  Regarding PYD - you are awarding points within the application for how/the extent to which programs are using a PYD approach. If a grant is awarded, what expectations will there be regarding further development, tracking, and reporting of the use of PYD principles? Further, are programs expected to enhance their use of the PYD approach during the grant cycle?

A10: Grantees are expected to embrace the principles of PYD and include them as part of the foundation of their programs. Additional expectations are still being considered for future years. Grantees will have adequate time and flexible options if additional requirements are made regarding PYD.

Q11: For organizations that use volunteers to deliver services, should recruitment, screening, and training of volunteers be a separate objective in the SOW? Or is delivery of the program's primary service the only objective that should be reflected in the SOW? i.e. Provide mentoring for X number of youth.

A11: We cannot advise you on how to write your SOW. Refer to Appendix B: Instructions for Attachments. The SOW is Attachment 2, and an example is on page 25.

Q12: Should the statement of work reflect evaluation of the program, such as administration of pre/post and marijuana surveys?

A12: We cannot advise you on how to write your SOW. Refer to Appendix B: Instructions for Attachments. The SOW is Attachment 2, and an example is on page 25.

Q13: Can we remove the TGYS logo and other text in the headers and footers on the attachments and narrative?

A13: No. All forms must remain in original form as found on the website.

Q14: a. Do you accept letters of support from partner agencies?

b. We are an independent nonprofit organization and partner with a local school district to conduct a prevention program in the schools. Due to confidentiality issues, we do not have access to specific demographic information for each class that we teach. Can we extrapolate the demographics that we serve based on the publicly available demographic information for each school?

c. Are we submitting the application for all three years, or do we do it year-by-year? For example, when you say that an agency can request a minimum of $25,000, do you mean per year or for all three years?

d. How are the budgets approved and modified for the 2nd and 3rd years of the grant? For instance, we have one-time purchases for the 1st year, but our budget will grow the 2nd and 3rd years due to expanding the program.

A14: a. No. Refer to Question #23, Week 5.

b. Yes, school level data is OK if it is representative of the population you intend to serve.

c. The application is for the three year grant cycle, with the budget for the first year of funding. Refer to Summary Information on page 5 of the RFA.

d. Refer to page 8 of the RFA about the non-competitive grant renewal process for grantees. If your grant is initially approved and funded, the original award amount is the amount a grantee will continue to receive each of the three years of the grant cycle contingent on TGYS appropriated funding each year. 

Q15: I know this has already been asked, but the answers seem to be conflicting. Do we only submit one PDF document with all documents included? Or do we submit one PDF document AND all documents individually, saved in the format they are asked to be saved in.

A15: Refer to Question #10, Week 3. The Checklist on Page 4 of the RFA specifically states what is required. You are required to submit both a PDF of everything and individual documents in the format listed.

Q16: We are applying for a program that we think falls under Youth Prevention, Intervention, and Education NON MENTORING. However, we are wondering about adding an activity wherein 2-3 students would have an opportunity to get career mentoring and advice from an adult in a field they're interested in. We also have a peer-to-peer mentoring aspect of the program. The program involves many other activities as well, none of which are mentoring activities. Should we apply as YPM or YPNM?

A16: We cannot provide advice for your category selection. Refer to the Funding Categories on page 13 of the RFA and apply for the category you feel best fist your organization and program(s). Refer also to Appendix D on page 39 of the RFA for more details about Funding Categories and Program Codes.

Q17: For Attachment 9: does the nonprofit applying need to submit a W-9 for itself if it is getting paid for providing services to another entity? Or does the nonprofit applying submit a 1099-MISC for the business it pays for contract work? Thanks!

A17: Attachment 9 is for the single or lead agency applying for the grant. The W9 is required in order for a grantee to receive payment.

Q18: Does TGYS program have a stated priority favoring rural applicants more than urban applicants?

A18: TGYS seeks to fund programs throughout the state of Colorado serving children, youth, and family in a wide variety of communities where there is a need for services. Rural applicants are encouraged to apply as are urban applicants.

Q19: The City and County of Denver (CCD) has multiple departments and agencies with several considering submitting a separate application for very different purposes. Is this permissible? Or is CCD considered a single agency?

A19: With large municipalities, departments and agencies may submit separate applications, as long as the specific department or agency is clearly identified in the application. If more than one application is submitted for a department or agency, all of those applications will be rejected in the technical review.

Q20: On the Statement of Work, Identified Population for this program, can I assume that the population section is an estimate of who you will be serving and not a count of who you are currently serving.

A20: Your Statement of Work, Identified Population should reference the intended population to be served if TGYS grant funds are awarded for your program.

Week 5 Questions & Answers

posted Oct 14, 2016, 11:25 AM by Rachele Vierthaler - CDHS   [ updated Oct 28, 2016, 2:46 PM ]

Q1: I am writing on behalf of Denver Public Schools. Attachment 3: Financial Assurances Template, Question 1 - detail your agency's current sources of funding, including CDHS grants. DPS has a budget of approximately $1.1 Billion. To list all funding sources individually by grant is going to be extensive. Do you really want a list of all Federal, State, local, private and more for the entire District or would you prefer awards to the Department that is applying for the grant? I recently had to build a list of governmental awards and it was 17 pages long. I can attach a link to or a copy of our CEFA and financial statements.

A1: No, we do not want DPS's entire $1.1 billion budget. A link to your CEFA and financial statements will suffice.

Q2: Will TGYS fund any or all school transportation costs for busing students home from after school programs?

A2: Yes, TGYS can fund or partially fund transportation costs for children and youth served in programs funded by TGYS.

Q3: What are the formatting restrictions/requirements on attachments and the budget template?

A3: Use the provided Budget template (Excel file) provided as Attachment 1 on page 23 of the RFA and on the TGYS website for the RFA, which has the correct formatting.

Q4: Our organization has broad programming to teach athletic skills from a very young age; therefore, the program spans both the 0-8 and 9-25 age ranges, although with differing program designs to meet the unique needs of each age group. Is it still permissible for us to apply for that program with one budget, logic model and scope of work?
 
A4: No. Refer to Appendix B: Instructions for Attachments on page 36 of the RFA. A separate budget, logic model, and statement is required for each program for which you are applying for TGYS funds. You will need to determine if the programming is the same for the children 0-8 year olds and youth 9-25 year old.

Q5: Where can we find the TGYS Evaluation Tool?

A5: The list of approved evaluation tools for the current TGYS grant cycle can be found here: http://tgys.colostate.edu/SurveyTools.aspx. However, these tools may change for the SFY18-20 grant cycle. Applicants do not need to select a TGYS tool at the time of application. If an agency has a tool to be considered, the agency must submit that tool for review. Refer to the Checklist, Attachment 7 on page 4 of the RFA and Evaluation Requirements on page 9 of the RFA.

Q6: Is the narrative to be double spaced within the table? If double spaced, are there then to be 8 pages of narrative?

A6: Yes. The application narrative template was pre-formatted to meet specifications required. The specifications are noted in the RFA to ensure applicants do not defer from these pre-formatted specifications when completing the application.

Q7: From the Application Narrative Part II, Section E: Agency Capacity: Question 3. List your agency’s policies and procedures for addressing secondary trauma and promoting self-care. What specifics are you looking for in an answer to this question?

A7: Describe any agency policies and procedures for addressing secondary trauma and promoting self-care to the staff of the proposed program. It is up to each applicant to determine the specifics they wish to provide in the application.

Q8: a. Can you please provide more guidance on question 16C in the Financial Assurances section which asks for a description of fiscal controls. What is the definition of this and what type of description are you looking for? 
b. What is the definition of "unallocated sources of current grant funding?" Is this describing general operating support or available funds?

A8: a. Fiscal controls and related financial procedures can be described as either formal or informal. There are many resources on the internet to assist with this question.

b. This question refers to the available funds of other current grants the agency has which have not been allocated to current agency work/contracts/commitments and the associated indirect/overhead costs.

Q9: We are a current TGYS grantee completing a multi-agency project in partnership with one other nonprofit. We are trying to decide whether to continue as a partnership for our new application or to submit as individual providers. If we continue as a multi-agency program we would be collaborating on different program elements than we are in our current grant. Is there a recommendation as to whether it is better or more advantageous to each apply as single agencies or to continue as a multi-agency application?

A9: There is no preference given to the type of applicant. Please refer to Applicant Types & Funding Categories beginning on page 10 to determine which option most closely aligns with your program(s)/agencies.

Q10: a. Are we able to apply for indirect costs in our budget even if we are not a government agency and do not have federal funding? 

b. If so, what is the maximum amount we can apply for? What is the procedure for monthly invoicing (e.g. if we apply for $10,000 to cover administrative costs, rent, utilities, etc., can we simply invoice for $833/month (10,000/12 months))?

A10: a. Yes, you may apply for indirect costs if they are not already in your budget as direct costs. An agency that currently has no indirect methodology may create/propose an indirect rate methodology and rate for approval. The methodology and rate will be reviewed by the fiscal team to determine reasonableness. TGYS will approve an indirect rate methodology that is in compliance with the current federal 10% de minimus rate as described in the current federal Super Circular regulations. 

b. For this RFA, TGYS has no ceiling for a percentage rate for indirect cost charges. Applicants should note that each agency RFA application budget will be reviewed for the efficiency of cost in relation to the proposed Statement of Work and Logic Model.

Q11: The application mentions numerous times 'duplication of services'. The reality of the youth development world is that there are not enough mentors to meet the existing needs. Our organization knows that we are not the only organization to provide 1:1 tutoring and mentoring. How do we answer the questions about 'not duplicating services' given that there must of necessity be a duplication of services (or does that question mean: "How do we know students aren't being served by multiple agencies that do the same things?")

A11: The term "duplication of services" is referenced in the RFA in the Application Narrative, Appendix A: Sections A & B. This term refers to the need in the area to be served to cover the identified population without duplicating the same service for the same person. 

Q12: Our organization began as a school program but has since expanded to 16 schools and filed to become an independent non-profit in February of 2016. This allowed us to enhance programs and made more sense based on the expansion of our services. However, now we're in a holding pattern of getting funds switched over. It a program has managed over $750,000 in the last 3 years, it has all been done through the school district as a fiscal sponsor. The TGYS grant seems like it would be a perfect fit for what our organization does and I'm wondering if there is a way we could increase our chances of receiving a grant due to our limited independent non-profit financial record. Could we provide the audit of school programs, recommendation letters from the district we worked with, etc.? We're working hard to no longer apply for funding through the school and so would rather wait an additional year to apply for funding if it does not seem feasible to receive it this year due to our newer non-profit status. Any additional feedback would be appreciated. 

A12: Please see the Attachment 10 of the Checklist on page 4 of the RFA regarding submission of a financial audit. No additional attachments will be accepted or reviewed. TGYS is on a three year grant cycle, and it is not an option to apply next year for funding. 

Q13: Point of clarification on the requirement for intermediaries requesting funding -- the RFP says: 
"Has been fulfilling the functions listed above and has been a single statewide agency (as a fiscally independent entity) for a minimum of five years." I assume this means that a Denver-specific intermediary, for example, cannot apply, neither can an intermediary that's housed under another nonprofit or government entity.  Is there any other way a regional or local-specific intermediary, specifically one that's housed under another nonprofit or agency, can apply for these funds?

A13: Please refer to Applicant Types & Funding Categories beginning on page 10 to determine which option most closely aligns with your program(s)/agencies. If you have additional questions, you will need to provide us with more details, as we are unsure what this question is asking.

Q14: We are seeking guidance on the logic model. First, your example of Attachment F does not include specific measurements of the outputs and outcomes. Are you seeking respondents to include these in their logic models? Additionally, what are the timeframes sought for the short-term and long-term outcomes?

A14: See Question 15 from week 2 regarding the content of the Logic Model. Yes, we do expect agencies to include measurements of the outputs and outcomes in their logic model. There is not a standard length of time for short term and long term goals, as they vary by program and agency.

Q15: Please clarify: "Using detailed information from the Scoring Rubric (see Appendix A), complete your narrative in the yellow text box following each Section in Part IIb: Application Narrative.
Page Formatting and Length Instructions
• Application Font: Times New Roman
• Application Font Size: 12 point
• Application Page Limit: 8 Pages (attachments and supplemental documents are NOT included in the page count)
• Spacing: Double spaced, one inch margin on all sides"
Does this mean we should draft our response using the 12 point, double spaced, 1 inch margin format, then copy and paste into the yellow text box? Or does the yellow text box format as needed? 

A15: Refer to Week 5 Question 6. 

Q16: I dont understand the point about no funding for programs that thorough research has already proven. I thought the grant wanted the programs to be evidence-based.

A16: Refer to Question #1, Week 1.

Q17: Do the matching funds need to match the direct costs or the direct plus indirect costs?

A17: Pursuant to CRS 26-6.8-104 (the statute that is the foundation for the TGYS program), "Entities selected to receive grants pursuant of this section for the provision of youth mentoring services shall match any grant received with a contribution that is the equivalent of twenty percent of the grant awarded." Therefore, if you ask for indirect costs, that is included in the amount for which you need to provide match. 

Q18: Can one organization apply individually and as a part of a collaborative grant? The individual organization is a local (Denver County) affiliate of a nationwide organization, and the collaborative is a cohort of all Colorado affiliates of the organization.

A18: No. Refer to Applicant Types & Funding Categories beginning on page 10.

Q19: We are applying under the Youth Prevention, Intervention, and Education – Mentoring programs funding stream which requires a 20% match. Is that 20% match calculated as: 
1. 20% of the direct grant costs that we request (not including indirect costs)?
2. 20% of the total grant costs (including indirect costs) that we request?
3. 20% of the total program cost (total grant request + total matching costs, including indirect costs).
This is our first time applying for TGYS funding, so we want to make sure to calculate the match correctly.

A19: Refer to Week 5 Question 16.

Q20: Regarding Appendix A: Application Scoring Rubric In Section A: Statement of Need and Identified Population, Question 1, it says that “Data older than 2010 will not be considered.” Will data older than 2010 be considered in Section C: Level of Evidence-Based programming (EBP)? The RFA does not show that restriction for Section C.

A20: Yes, if data older than 2010 is relevant to the level of evidence-based programming, it can be included in Section C of the Narrative.

Q21: Regarding the statement, "...grantees who receive funding for any Youth Prevention, Intervention, and Education Programs will be required to administer the 'Marijuana Use and Attitudes evaluation tool,'" will grantees be required to test all youth engaged in the program for which funds are requested or can they select a smaller cohort of youth for survey?

A21: The survey will be required for all participants of the program who are in middle school grades (generally starting at 5th or 6th grade) and above.

Q22: Is there an exception to the requirement to submit audited financial statements for small organizations, such as those with annual budgets under $250,000?

A22: In the Checklist on page 4 of the RFA, see the details for Attachment 10.

Q23: Will letters of support be accepted as part of this application?

A23: No, we are not accepting any additional attachments. Please refer to the Checklist on page 4 of the RFA for all attachments.

Q24: Regarding the 20% match requirement for mentoring programs: Must the match be 100% cash/fiscal or can it be a mix of cash and in-kind or can it be 100% in-kind?

A24: Refer to Week 5 Question 16. The contribution can be cash, a mix of cash and in-kind, or solely in-kind. 

Q25: I have a formatting question. The instructions say to allow 1 inch margins. I have been entering data in the table boundaries. Do I need to delete the table in order to enter data into the proposal narrative?

A25: No, the table has one inch margins. As the Part IIa: Application Narrative directions on page 20 of the RFA states, "complete your narrative in the yellow text box."

Q26: Can the TGYS grant be used to help fund an organization that focuses on the social and life skills needs for autistic children? Please advise. 

A26: Please refer to Summary Information: Eligible Applicants beginning on page 5 of the RFA.

Q27: Will our organization be discriminated against or disqualified if we list prayer and meditating on scripture as part of our 'self-care' practices? We'd like to be honest about what our staff does for secondary trauma and self-care, but not if we would be 'dinged' for that.

A27: Please refer to Summary Information: Eligible Applicants beginning on page 5 of the RFA. In the section regarding what will not be funded by TGYS, it states "Engage in inherently religious activities including but not limited to worship, religious instruction, or proselytization as a part of the programs or services provided pursuant to this application."

Q28: On the budget, under the contractual section, we are applying as a single agency. The budget form asks for the name of the subcontractor, do we have to have the specific name of the vendor at this time? We utilize a number of academic enrichment providers to enhance programming but this can change throughout the year and summer, do we need to name them at this point or can we use more broad terms, like "an academic enrichment provider in the STEM field?"

A28: No, a general term for academic enrichment provider in the STEM field would suffice for now. If you are selected for a grant, that would need to be decided for the final budget is approved.

Week 4 Questions & Answers

posted Oct 7, 2016, 9:27 AM by Rachele Vierthaler - CDHS   [ updated Oct 21, 2016, 3:38 PM ]

Q1: Would you explain how we best show the "Level of Evidence Based" that you are looking for as it pertains to the programs we are seeking funding?

A1: Use the list of defnitions in Appendix C: Glossary of Terms to identify the Evidence Base Programming Level for each program for which you are requesting TGYS funds. Once you determine the level of evidence base for each program, use the Application Scoring Rubric (Appendix A, Section C) on page 34 of the RFA to guide you in explaining how each program meets the requirements for the level of evidence based on past programming information. For example, if you are applying for funds for the "Early Literacy and Learning Model," explain for Section C1 that it is Experimental, provide support as to why it is considered Experimental, and answer all three bullet points in Section C2. For more information please visit www.blueprintsprograms.com.

Q2: I am following up on a question asked in week 1. Our prevention and intervention program does have a comparatively small component of individual and family therapy by counselors we employ. We would like to get funding for other components including mentor development and support and increasing skill building activities available to participating youth. We are a Mental Health Specialty Clinic and get some Medicaid funding. We would like to fund components not covered by medicaid which is a lot of our work. Would we be disqualified because Medicaid considers the skill building, mentoring, and educational supports all as part of wraparound treatment? Are we right to assume that mental health treatment means individual, group, and family counseling?

A2: Yes, you would be able to use TGYS funding for wrap around supports such as mentor development and support and skill building as long as it is not supplanting the same services that Medicaid is currently funding. Yes, you are correct; TGYS funds cannot be used for mental health treatment, which includes individual, group, and family counseling. 

Q3Can the TGYS award be used to support onsite childcare for a family so that they can participate in a parenting class?

A3: Yes, TGYS funds may support childcare costs for families who attend TGYS funded programming, which may include parenting classes. Funds may not be used for childcare for parents who are attending a class that is not funded by TGYS.  

Q4: For the application process do you want a statement of work for the first year only, or for all three years? We expect our statement of work will remain relatively stable over this time.

A4: Provide a statement of work for year one only. Renewal is required for each year of the three year grant cycle and requires updated statements of work and budgets at the time of renewal. 

Q5:  The application instructions state that all grantees must be registered with the Colorado Secretary of State; is this true for independent municipalities, which report to the Department of Local Affairs?

A5: Independent municipalities do not need to be registered with the CO Secretary of State. We will be updating the actual RFA to reflect this error in language. The updated language in the RFA will be: "Any private nonprofit or not-for-profit community-based organization who receives a TGYS grant must be registered with the Secretary of State to operate in Colorado."

Q6One of the principles of the PYD is being inclusive. Would a proposal that focuses on a subset of clients (e.g., LGBTIQ) lose points for inclusivity in evaluation?

A6: Refer to the link for the PYD tool and other PYD resources listed in Appendix C: Glossary of Terms on page 38 of the RFA. When serving an identified population like LGBTIQ youth, explain how you provide inclusivity within that community/population.

Q7: With a multi-agency application, can existing contracts between the lead agency and partner agencies serve as MOUs?

A7: Yes, existing contracts between the lead agency and partner agency can be used in place of MOUs.

Q8Can OBH funding be used as a match to TGYS funding?

A8: Yes, OBH funding can be used as match to TGYS funding so long as there are no restrictions by OBH for their funding being used as match.

Q9: Can you provide further definition of the sub program codes listed in appendix D? We would like to know if TGYS is looking for specific activities that would help a program align with one code as opposed to another; i.e. marijuana prevention program that also provides elements of dropout prevention.

A9: There are no additional definitions for sub program codes listed in Appendix D of the RFA. No preference is given to any one particular type of program, rather applications are evaluated individually. The purpose of allowing applicants to identify multiple sub program categories for a single program is solely for the purposes of data collection and maintaining a more comprehensive understanding of the types of programs funded by TGYS. 

Q10Question to apply Multi-Agency or Single. We have 3 programs under one agency, Casa de la Esperanza, Parents as Teachers (PAT) and Family Self-Sufficiency (FSS). Casa and PAT both work with youth.  FSS works with adults only. PAT and Casa can both apply for the TGYS grant but they do not collaborate with each other. FSS and PAT collaborate but FSS can't apply for the TGYS grant. None of these programs have MOU's between them. We just want to verify that based on this information it is best for Casa de la Esperanza to file as a Single Agency.

A10: In your example, all three programs are implemented by one agency. Refer to Applicant Types & Funding Categories beginning on page 10 of the RFA for more information. MOUs are only required between two agencies, not two or more programs.

Q11: Can the grant funds be used to serve youth already enrolled in the program but never funded by TGYS? In other words, can these funds be used to serve youth who were enrolled in the program prior to the start of the 2017-2020 grant cycle, and who were not served with TGYS funds previously? For example, if on July 1, 2017 we have 300 youth already in our program, and 200 of them have never been served with TGYS funds, can we now use TGYS funds to continue serving those youth?

A1: Yes, youth already enrolled in a program that has never received TGYS funds can be served in TGYS funded programs in the new SFY18-20 TGYS grant cycle.

Q12: Colorado CASA is interested in applying for a grant to pass-through to our 16 CASA programs in the state. Colorado CASA itself is a registered 501(C)3, but does not serve children directly. Is this allowed? If so, are there any guidelines we should follow or any particular things we should know for this unique situation?

A12: Refer to Applicant Types & Funding Categories beginning on page 10 of the RFA. The examples provided should help you determine what works best for your organization.

Week 3 Questions & Answers

posted Sep 30, 2016, 1:11 PM by Kristi Griffith-Jones - CDHS   [ updated Oct 14, 2016, 11:41 AM by Rachele Vierthaler - CDHS ]

Q1 a. If an agency wants to apply in more than one funding category (ECE & YPNM), can it submit two applications? Or should it submit one application (with shorter narratives for each) and a separate SOW and budget?

b. Is a list of evaluation tools available before grant submission for ECE?

c. Does an ECE program have to address and measure all 5 Strengthening Families protective factors?

A1 a. If an agency wants to apply for more than one funding category, but it is just ONE agency, that agency should apply for both funding categories/programs in one application. Do NOT apply with more than ONE application. A budget and SOW is required for each program for which you are applying for funding.

b. Tools from SFY16-17 are available on our website. However, those may or may not be the tools used in the next grant cycle. Evaluation tools will be determined following the grant award announcement.

c. An ECE should address as many of the 5 Strengthening Families protective factors as possible.

Q2 We will be submitting a multi-agency application so several of our questions relate to requests for clarity because of the collaboration effort. a. We have several partners who are already using Teaching Strategies Gold. Have you made a determination on whether this tool is acceptable to capture child outcome measures?
b. For the TGYS provided tools (in particular, the Social Competency Scale) is it possible to receive an analysis of the pre-data no later than January of each year to help inform our practices? Waiting until the pre-post data analysis means we miss an opportunity to address areas that participants need support on as identified with this tool.
c. The work of the lead agency will involve supporting the adults (Early Childhood teachers or site directors) in the partner agencies to implement practices to support children. We have not reported these people in previous funding cycles. Should these adults be listed under 'other' on the demographic form?
d. On the budget form it requests the Position Title/Employee Name. Is it acceptable to list the Position Title and employee #1, etc. instead of actual names?
e. Part 1 of the application seems very directed at the lead agency of a multi-agency application. There are some obvious opportunities to capture the work of the whole multi-agency effort, but we are unclear how to answer Item B “Background Checks”. The lead agency does not work directly with children, so its background checks are far less extensive than those of the partner agencies, who work directly with children. How we can convey this given the format of the response provided? For example, can we duplicate this chart for each partner agency?
f. In Appendix A: Application Scoring Rubric (p. 33) Section B. 6. states to list "all collaborations". As a multi-agency grant, our collaborations include the multi-agency partners, but also go far beyond. Do you want the focus to be on all relevant collaborations, or just the partners in the multi-agency application.
g. We are a multi-agency applications applying for one program. Should we submit one Logic model for the program (which covers all of the agencies) or do you want one logic model per agency?
h. As a multi-agency application, some questions in Appendix A seem duplicative with questions in Attachment 5. Specifically, could you clarify the difference between
• Appendix A Question B2 – p.33 (explain your planning process) and Attachment 5 Question A4 – p.31 (Describe the strategic planning process for your collaborative) • Appendix A Question D1 – p. 34 (State the anticipated Outcomes of EACH program) and Attachment 5 Question B1 – p.31 (List the joint goals and outcomes of your collaborative).

A2 a. No measurement tools will be pre-approved before grantees are selected.

b. The release of the data will be determined by the evaluator for the SFY18-20 grant cycle.
c. Any staff for the lead agency or for partner agencies should not be included in the population served.
d. Yes, you may put the Position Title/Employee 1 in the personnel lines of the budget.
e. For Part I, Section B of the Application, you may add additional rows to include any additional information on Background Checks you feel is necessary to respond appropriately. You may also duplicate the chart for each partner agency, if that works better to convey all information.
f. In Appendix A: Application Scoring Rubric (p. 33) Section B. 6., you should focus primarily on your collaboration with your partner agencies. However, if you have any other significant partnerships that you feel are relevant to the program for which funds are being requested, you should provide that information as well.

g.One logic model is required for each program. If it's the same program for each partner agency, it would just be one logic model.
h. Appendix A Question B2 – p.33 (explain your planning process) should apply to the applicant agency's planning process, and Attachment 5 Question A4 – p.31 (Describe the strategic planning process for your collaborative) should be more about the planning process as a collaboration. If they are the same, you can use the same information in both sections. Appendix A Question D1 – p. 34 (State the anticipated Outcomes of EACH program) is to state the outcomes of the program for which funding is requested, and Attachment 5 Question B1 – p.31 (List the joint goals and outcomes of your collaborative) is to explain the goals and outcomes of the collaborative. In other words, how does being a collaborative vs. single agency affect the goals and outcomes.

Q3 Our organization is a fiscal sponsor for over 70 charitable organizations (Projects) across the state of Colorado. While legally one organization, each organization under our umbrella is vastly different in scope and size and has their own Executive Director and Project Board. Would each Project be able to submit their own application under this structure? Most funders, including other government agencies, allow our fiscally-sponsored Projects to apply this way.

A3 Yes, each organization may submit one application. 

Q4 On page 34 of the RFA, it says: "As Attachment 4 of this application, submit a logic model for EACH program(s) for which TGYS funding is requested." Nothing else about this is mentioned anywhere else in the RFA (including in the description of logic model requirements), so I want to clarify: If we are asking for funding for three separate projects/programs, we need to submit three SEPARATE logic models, correct? Or can the information for the three programs be combined into one logic model?
Also, as an FYI, there seems to be an issue with the TGYS website. It says at the bottom that there are three pages of questions but I am unable to scroll through to the other pages (I think it's a website error rather than an issue with my computer because someone else mentioned the same issue).

A4 Yes, provide a logic model for each program, as each program has different activities, outcomes, outputs, and goals. With regards to the pages for questions, this appears to be a Google issue. All questions for each week appear on the main page. Please DISREGARD the additional pages shown at the bottom of the website. Our apologies, as we cannot change this aspect of our Google site.

Q5 In terms of summarizing evaluation results over the life of the program, how far should we go back if our program has been in operation for decades?

A5 If your program has been in existence for more than 10 years, please only provide relevant data for the past 5-10 years.

Q6 Do we need to submit two budget templates? One for the project request, and one for the total org budget?

A6 You should submit a budget template for each program for which you are applying for TGYS funding. You do not need to submit an agency budget.

Q7 page 13. Applications for any of the three applicant types may include funding requests for more than one program. Q: in the case of multi agency applicant applying for multiple programs, do all the partnering agencies have to implement all programs. Example: 4 mentoring agencies all implementing Community Based Mentoring but only 3 of the 4 would also implement School Based Mentoring program? It is understood each program requires SOW and Budget.

A7 No, multiple agencies do not have to participate in all of the programs. Community Based Mentoring would have one SOW and Budget, and School Based Mentoring would have another SOW and Budget. Include which agencies are involved in the appropriate SOW.

Q8 Does TGYS have a certain funding amount designated for each program code or overall program area (ECE vs. non-mentoring programs vs. mentoring programs)? How many applications were received in your most recent grant cycle and how many were ultimately funded?

A8 No specific funding amounts have been pre-determined for any one program code or area. It is up to the discretion of the TGYS board to determine funding amounts. In the current SFY 16-17, 79 grantees were funded in amount of approximately $8 million. Funding varies depending on legislative allocations and approved requests for funding.

Q9 We identified as a single agency according to your guidelines on page 10 and 11, but which form needs to be completed for 'Attachment 5': Supplemental application for multi-agencies A, or Supplemental application for intermediary agencies B?

A9 If you are a Single Agency applying for funding, no supplemental applications are required. Please see the Checklist of required documents on Page 4 of the RFA for details. It specifically says Attachment 5: Supplemental Application is for Multi- and Intermediary Agencies only.

Q10 I would like clarification on how to submit the grant application. The checklist on page 4 says all documents must be submitted in ONE pdf file, but page 8 lists out how to name each document and if they should be saved in a pdf or excel format. Which is the correct way to submit the application?

A10 Yes. The Checklist on Page 4 of the RFA specifically states what is required. You are required to submit both a PDF of everything and individual documents in the format listed.

Q11 Can funds be used to serve youth who are already enrolled in the program, such as youth who were served during the 2014-2017 TGYS grant cycle? Or can funds only be used to serve youth who are new to the program?

A11 Yes, youth in programs already funded by a TGYS grant can be included in the next grant cycle if they being served by TGYS funded programs, and an agency may apply for funding for a program receiving TGYS funds during the SFY 2014-17 grant cycle.

Q12 Regarding question 7 on the Financial Assurances template, are the FTEs in that question only those being paid for in the grant or is it for the entire program we are covering in the grant?

A12 On page 2 , question 7 on the Financial Assurances Form, it states: "How many total FTE, including contracted FTE, will be dedicated to your proposed TGYS program(s)?" ALL FTE who support the program should be included.

Q13 Is there a requirement in the upcoming grant for a mentoring program? Can we apply for case management, admin, enrichment and incentives only?

A13 No, mentoring is not a requirement. Please refer to the Funding Categories section on page 13. Applicants may apply for TGYS funding in one or more of those categories.

Q14 In Section B under program descriptions Question 3 asks to describe family/youth involvement in the project's planning. Our organization is not looking for funding for a new project, but rather for a program that is 25 years strong. I don't believe at the program's inception PYD practices were considered....how would we go about answering that question?

A14 PYD is required as part of the TGYS grant application. If youth voice and PYD was not considered in your original formation of a program, you should address how it will be addressed going forward.

Q15 Naming conventions- page 8. Are you expecting submissions to be as one saved document (pdf) or multiple attachments?? I can't save documents as word/excel if I need to stack into one pdf file. Or maybe I’m missing the entire concept of how this is submitted?? Thanks!!

A15 Please see Week 3, Question #10 in reference to the checklist on page 4 of the RFA. You may print all documents separately, and then use a scanner to save it and send as one PDF. Another option is to check with your local library or copy store to use their software for creating a PDF.

Q16 We are aware that an organization can put in more than one application- but is funding a diversity of communities or diversity of agencies a criteria in selection? Are past grantees given any preference or non-preference in selection?

A16 Organizations can only submit ONE application. Please see the bottom of Page 10 which states that explicitly. No preference is given to past grantees.

Week 2 Questions and Answers

posted Sep 23, 2016, 12:48 PM by Katie Facchinello - CDHS   [ updated Oct 14, 2016, 11:43 AM by Rachele Vierthaler - CDHS ]


Q1 I would like to share this opportunity with the Charter School Institute schools. However, I wanted to make sure that we can apply, as we are not listed in the Geographic Area to be Served portion of the application. Please let me know, it sounds like a great opportunity.

A1 Charter Schools may apply for the TGYS grant. Please refer to Summary Information, Eligible Applicants on page 5 of the RFA. With regards to the geographic area served, it's any county or tribe in the state of Colorado.


Q2 The application form refers to Appendix D for codes - where is that?

A2 Please refer to the Table of Contents in the RFA. Appendix D is on page 39.


Q3 Can Facility Schools apply as a group or should each facility school apply separately?

A3 Each Facility School may apply as a single agency or the group of Facility Schools may apply as a Multi-Agency if they meet the requirements in Applicant Types and Funding Categories beginning on page 10.

Q4 May an organization apply as a Single Entity and as a component of a Multi-Agency proposal? I apologize if this questions was already asked/answered. I see two pages of Q&A but I could not get to the second.

A4 No, please refer to Applicant Types & Funding Categories on page 10 of the RFA. The first sentence states: "Applicants may only submit one grant application per agency and may only apply as one of the following types..."


Q5 Does other grant support count as matching funds?

A5 Yes. However, matching funds may only be used once. Therefore if you're using Grant A as match to apply for a Grant B, Grant A cannot be used as matching funds for TGYS.

Q6 Does this RFP include a document that is common for most RFPs with specific instructions, questions or description of required content for each section of the narrative, much like that in the budget template? I cannot find such a document in any of the materials I have.

A6 Please refer to Part IIa: Application Narrative-Instructions on page 20 of the RFA. It states, "Using detailed information from the Scoring Rubric (see Appendix A), complete your narrative in the yellow text box following each Section in Part IIb: Application Narrative. Appendix A: Application Scoring Rubric can be found on page 33 of the RFA.

Q7 Questions related to Sec. C, Question 2/ your program's level of evidence-based programming: For agencies using an Experimental, Research Informed or Opinion Informed model—
    a. Which "program" are you referring to in the first bullet point— "describe why this programming was developed and list any supporting evidence...."? The program that your agency is seeking TGYS funding for OR the program that your agency's program is based on?
    b. Which "program" are you referring to in the second bullet point—" summary of evaluation results over the life of the program..." The program that your agency is seeking TGYS funding for OR the program that your agency's program is based on?

A7
    a. The focus of your answer should be for the local program for which you are requesting TGYS funds. If the program is based on a model, but has been modified, you should refer to that model and explain any benefits or changes you have made to fit your population or community.
    b. Your evaluation results should come from your local program. You may include long-standing evidence from the model, if available.


Q8 Questions related to the Financial Assurances/Attachment 3:Re: the cost per client for each program for which you are requesting TGYS funding:
    a. Should the "total cost of program" be based on the agency's projected program costs for the upcoming year OR the actual costs for the previous year?            
    b. Should the 'total cost of program" include in-kind contributions?

A8
    a. Total Cost of the Program should be based on projected costs for the upcoming year for which you are applying for funds.
    b. Yes, "total cost of program" includes all grants, donations, in-kind and any other funding needed to fund the program.


Q9 Questions related to the Financial Assurances/Attachment 3: Re: the chart detailing your agency's current sources of funding:

    a. In the final line of the chart labeled "Total Contract Budget Amount" are we to list the total raised from ALL sources of funding OR just the amount received from CONTRACTS?
    b. Do you want the agency's sources of funding for ALL programs included OR just the sources of funding for the programs for which TGYS funds are being requested?

A9
    a. Total Contract Budget Amount should equal the total for the chart, regardless of if it is a contract or other source.
    b. Total agency funding.

Q10 If an agency opts to apply for TGYS funding for two programs, can TGYS decide to fund one of the agency's programs and deny funding to the other?

A10 Yes, an applicant may receive partial funding. The TGYS Board makes final funding decisions.


Q11 ​​Does this funding mechanism support both new and existing programs?

A11 Yes, the TGYS grant can be used for new and/or existing programs. For more information about eligibility can be found in Summary Information, Eligible Applicants on page 5 of the RFA.


Q12 Is there a maximum per client cost?

A12 There is no maximum per client cost.

Q13 We have received TGYS grant funding for two plus years(year three)...and plan to apply for another round of TGYS funding for FY 17. Is that acceptable?

A13 Please refer to Answer #6 for Question #6 from Week 1.

Q14 In the event that TGYS receives a proposal containing a few line items it decides not to fund, will TGYS reject the application outright? i.e. Will TGYS only fund proposals in full or will you consider funding partial amounts of proposals?

A14 An application with objectionable line items will not be automatically rejected. The application may stay qualify for partial funding.

Q15 In the RFA, TGYS's Logic Model (Appendix F) had 3 major goals listed for the program. Do all TGYS grantees need to have the same three goals or can there be a variation on the goals?

A15 The applicant's goals should align with TGYS goals, but the applicants goals may have variations on those goals.

Q16 Question 4 - Is your agency currently seeking any other funds from the State of Colorado (including CDHS) through grant applications, proposals in response to requests for proposals, purchase orders, other contracts, or any other financial arrangement? Is this for any program or the specific program requested through this new TGYS RFA?

A16 Question 4 on the Financial Assurances Form refers to your entire agency, not just the programs for which TGYS funds are requested. If application is funded, this information is required to track funding through the state CORE system.

Q17 For Intermediary Agencies:

    a. On the Application Form, Section C should all partner agencies be listed or only the partner agencies included in the application request?

    b. Can a program site apply for TGYS funding for their agency's other programming and also get funding from an intermediary agency for a specific program?
    c. Is the expectation that an intermediary agency include all program sites in their application or can some program sites apply for funding to TGYS separately?
    d. If a partner agency has programs supported by two separate intermediary agencies and both intermediary agencies include them in their application will the applications be disqualified?

A17
    a. Yes, only list those partner agencies that will be included on the TGYS request.

    b. No, please refer to Applicant Types & Funding Categories on page 10 of the RFA. The first sentence states: "Applicants may only submit one grant application per agency and may only apply as one of the following types..."
    c. Partner Agencies can apply on their own as long as they can meet the requirements of a Single Agency. If they cannot, they should remain  under the umbrella of the Intermediary Agency, or forgo funding from TGYS. If the agency applies as a Single Agency, the Intermediary Agency  is not allowed to request reimbursement for their activities or include them in their application. Again, please refer to Applicant Types & Funding Categories on page 10 of the RFA. The first sentence states: "Applicants may only submit one grant application per agency and may only apply as one of the following types..."
    d. Again, please refer to Applicant Types & Funding Categories on page 10 of the RFA. The first sentence states: "Applicants may only submit one grant application per agency and may only apply as one of the following types..." If you suspect this may happen, please work with the other possible applicant to determine who is going to include the program in their application.

Week 1 - Questions and Answers

posted Sep 21, 2016, 1:49 PM by Katie Facchinello - CDHS   [ updated Oct 7, 2016, 10:07 AM by Kristi Griffith-Jones - CDHS ]

Q1 Please clarify what this statement: 
The TGYS award cannot be used to:
• Support programs or strategies thorough research has already proven
Does this mean programs that are evidenced-based and proven through research are not eligible for funding through TGYS?

A1 TGYS will not fund the research, such as randomized control trials, for organizations wanting to become evidence-based.  However, TGYS does fund evidence-based programs implemented by applicants.


Q2 Can this grant be used to fund a school mental health interventionist that identifies students in need and connects them to school and/or community resources?  The mental health interventionist would not provide ongoing treatment, but may provide intervention strategies for students and families.

A2 TGYS funds programs that provide prevention, intervention, and education services that help reduce child abuse and neglect, youth crime and violence, and marijuana use. If the interventionist is helping a young person with any of these issues, it may be allowable, but we cannot provide a definitive answer without knowing all the specifics of the program. As you mentioned, TGYS funds cannot be used for ongoing treatment. 


Q3 May I please have an application?  

A3 A link to the Application is located on this TGYS RFA webpage.  All documents needed for the Application can be found here and downloaded.


Q4 Can we, as a sole agency acting for our community, apply for ourselves or must we apply as an intermediary agency or be a part of a multi-agency request?

A4 If you are a single agency, you will apply as a single agency.  If you have a collaborative partnership with other organizations in your community and you meet the criteria for a multi- or intermediary agency, you can apply as a multi- or intermediary agency.


Q5 If two agencies within one community applies for the funding, does TGYS look upon this negatively?  In other words, do they take into consideration “collaboration” when more than one agency applies and would rather see one application rather than numerous?  

A5 There are no limitations to the number of organizations who can apply in any one community or county.  Multi- and Intermediary agency applications have very specific requirements which are stated in the RFA.  Applicants should decide which category best fits their organization(s) and apply accordingly.  No preference is given to the agency type.


Q6 I cannot find the questions and answers. When I click on your link, it circles me back to the link. 
So this question may have been responded to. Can current grantees who's program cycle is ending apply for the next round?

A6 The RFA was just released this week, so no answers were posted until today.  They will continue to be posted each Friday.  Yes, current grantees can apply for the SFY18-20 TGYS Grant.


Q7 What rate should be used for mileage calculation in the budget template?

A7 Reimbursement for mileage is the federal rate which is currently $0.49/mile.  If that rate changes following application submission, the budget would be updated accordingly.


Q8 If my agency has multiple programs, one that works with young adults (age 13-22) and a different program that works with children (age 0-5) can I apply for both programs?

A8 Yes, your can apply for more than one program within your agency/organization.


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Katie Facchinello - CDHS,
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