Updated 05/24/2007 The Archstone Foundation Phase II: California Senior Fall Prevention Projects New Coalition Development Frequently Asked Questions (As questions are received, responses will be added) ELIGIBILITY What organizations are qualified to apply? In particular, can a city department or a nonprofit organization apply? Public agencies and private nonprofit 501(c)(3) organizations are eligible to apply for funding under this RFP. This includes city departments. May individuals submit proposals if they are not affiliated with an agency? No, individuals may not apply. Can a non-profit organization, which is the lead on the project, partner with a for-profit company without jeopardizing eligibility for the grant award? Yes, a consortium with both for-profit and non-profit member organizations may apply for grant funding. However, funding received under this grant may only be used to support the non-profit entities involved. Will there be a geographical basis for selection of proposals to be funded? Ideally, we would like to identify qualified applicants across the State; however, geographic distribution will not be the primary criteria for grant selection. Is there a minimum number of agencies that comprise Archstone Foundation’s definition of a coalition? No Is it a requirement that the prime grantee be a California agency, or can they be a national organization headquartered in another state? Yes, it is a requirement that the prime grantee be a California-based agency. The intent of this RFP is to build the capacity of organizations within the state of California. Will proposals from Northern California be considered? The Archstone Foundation website notes that funding priority is given to the Southern California region. For this RFP, proposals from all regions of California will be given equal consideration. Can two organizations co-lead a project? For example, one organization would handle the fiscal and reporting aspects of the project, while the other would handle the programmatic aspects. Yes this would be possible, but the lead agency is responsible for all project oversight and reporting. This agency would ultimately be accountable for the project and its results.
Updated 05/24/2007 As a public agency (e.g., a county health department) we do not have a 501 (c) 3 tax exempt status letter. What does the Foundation require? Public/government agencies are considered tax exempt by the IRS under Internal Revenue Code 115(1). The agency’s administrative office or legal council should be able to provide a copy of this tax exemption letter from the Department of Treasury. Nonprofit agencies should submit a copy of their IRS 501 (c) 3 determination letter indicating their tax exempt status. We are in the process of getting tax exempt status, and do not have the official letter yet. Are we eligible to apply? Organizations who apply must have a 501(c)3 designation or have a sponsor that either has this designation or is a public agency. You can have an IRS ruling as a newly formed organization, but your organization must be established to receive funds. Is community size an issue in submitting an RFP? No. Would a cross-state, intrasystem educational coalition aimed at integration falls prevention modules into curriculum for gerontology, social work, and nursing students be the kind of activity supported by this RFP? This type of activity would be eligible for consideration under this RFP. A question to consider would be: how would this type of coalition work with community partners to provide direct education and behavior change for seniors in the community regarding their risk for falls? I chair a fall prevention coalition that has not received funding from Archstone Foundation. Although the coalition is not new, we are interested in finding funds to become a formal entity and increase capacity to take on larger activities – would we be eligible to apply for this funding? Yes, you would certainly be eligible. We are a part of an existing coalition not currently funded by the Archstone Foundation. We have been funded by another source to provide Matter of Balance program. Are we eligible? Yes, you are still eligible to apply for this funding opportunity. You will need to propose a coalition development with new priorities and activities. There is an existing funded Adult Day Heath Care grant in our area, are we still eligible for this funding opportunity? Yes, you are definitely eligible. The Adult Day Health Care grant is for a program expansion project. There is an existing coalition approximately 50 miles away that received Archstone Foundation funding in Phase I. Are we eligible to start a new coalition at our organization? Starting a new coalition is acceptable as long as you are proposing to serve a different geographic area than the existing coalition. You may also want to explore joining the existing coalition.
Updated 05/24/2007 COMPLETING THE APPLICATION / BUDGET ISSUES What are the formatting requirements for the proposal? The proposal should be no more than 8 pages, typed using 12-point, Times New Roman font. Please format each page single space with 1-inch margins on 8 ½ by 11 inch white paper and number all pages. Please explain what you mean by writing the proposal narrative in third person? Please frame your narrative in the third person instead of in first or second person. For example, please use statements such as, “The goal of the project will be to expand the fall prevention program to include clinical and medication assessments,” and not, “We intend to expand our fall prevention project to include a clinical and medication assessment.” Who needs to sign the coversheet? For nonprofit agencies both the Executive Director and Board President should sign the coversheet. For public agencies (e.g., a county health department) the authorized agency officer should sign the coversheet. Can operating support be requested? Yes What is the amount of indirect costs permitted? Maximum is 10%, which is included in the $25,000 maximum. Can grant funds be used to purchase equipment? Yes, if it is clearly needed for the project activities. Large capital expenditures would not be considered. The Foundation generally does not provide grant funds for the purchase of routine office equipment such as office furnishings, computers and printers. It is generally expected that applicants will provide in-kind computer equipment as needed. However, software and other equipment purchases that are directly related and essential to the proposed project may be considered. When doing the budget, is it acceptable to leave positions marked as "To Be Named” (TBN) if we have not yet identified someone for a position? Yes. However, if a position is labeled TBN, please specify the position title, role, and include a descriptive narrative that outlines the qualifications, scope of work, and job duties for the position. The RFP mentioned funds cannot be used to hire additional staff, does this include consultants? The intent in this RFP is to encourage the development of coalitions with the potential of being sustainable after the grant period has ended. That is why the hiring of new staff is not encouraged. Consultants may be hired to perform parts of the project in which existing staff do not have the capacity. Selection of consultants must be based on experience and qualifications. When possible, the intended consultants should be identified in the initial grant proposal.
Updated 05/24/2007 Please further clarify the list of grants required mentioned under Section, #D. Is it solely for this project, for the institution in general or for the Principle Investigator on the project? Please provide a list of all grants the organization received related to aging services, specifically related to falls, over the past two years and any pending applications by source of funding. Under the required financial documents for the RFP, what if the IRS Form 990 is not applicable? If you are a public/government agency, you are not required to submit this document. Simply submit a copy of your tax exemption letter from the Department of Treasury. Again, under financial documents, do we need to submit the audit for the entire department, or only the relevant unit within the department that is applying for the grant? You can submit the audit for the relevant unit. Once a grant is awarded is it allowable to move funds from one budget category to another? Is permission required to do this? Some funding agencies permit transfer of up to 10% of funds between budget categories. If a fund transfer is anticipated, please submit in writing to the Foundation the proposed budget modification prior to its implementation. The Foundation will then review the request and notify the grantee of the status of the requested modification. Generally, the Foundation is flexible in accommodating line-item budget modifications. May we submit attachments other than those mentioned in the Proposal Instructions as reference material? Yes, but please keep in mind that all attachments must be relevant, practical and directly pertain to the proposed project. Will the RFP be available as a Word document as opposed to the PDF file? No, the RFP is only available as a PDF file. However, the attachments, including the Proposal Cover Sheet and Timeline Template are available in Word. The budget template is available in Excel. Who should we contact if we have additional questions on this RFP? Please contact Mary Ellen Kullman or Tanisha Metoyer at the Archstone Foundation. Their contact information is on the RFP. You may also contact Julie Overton at the Fall Prevention Center of Excellence. Can you provide us all with a list of agencies and contact names that were on the teleconference call to foster coordination and collaboration within our geographic areas? During the call, all participants were asked to E-mail the Foundation if they do not want their contact information provide to others on the call. On Friday, May 25, 2007, all participants who registered for the call will receive an E-mail with an attached contact list including the name of the agency, contact person and a telephone number.
Updated 05/24/2007 FUNDING What is the average grant size available? $25,000, it is also the maximum allowed in this RFP. Can grants be renewed after the initial 18-month period? At this time there are no plans for another round of funding. How many agencies will receive funding? The Archstone Foundation will allocate nearly $425,000 total under Phase Two of the Senior Fall Prevention Projects, with approximately 4-6 New Coalitions, 2-3 Coalition Enhancement projects and 3-4 Program Enhancement projects. Can funding cover a 12-month period, or must it fund over the full 18 months? A 12-month project may be considered, but the applicant would have to convincingly convey in the proposal that all the facets of their project can be accomplished during this time period. Are organizations required to match grant funding? No, organizations are not required to provide any match. Projects who can secure additional funding are encouraged to do so. Are you funding on-going programs or only new (or updated) projects? The intent of the RFP is to support new fall prevention activities or enhance existing activities. Funding cannot be used solely to sustain current activities or to replace current funding sources. Is this an on-going grant or one that each agency needs to apply for every 18 months? No, this is not an on-going grant, and organizations selected for funding are expected to have a sustainability plan in place to continue activities once the grant period ends. Can you give us some examples of successful medical management through risk assessment and follow-up activities that previous grantees have utilized? It was not clear in this question whether the group was referring to program enhancement grants or coalition grants. Of the current coalitions work it is too early to make recommendations. Can you give us some examples of the types of coalition organizations that handle the responsibility of medical management through risk assessment? Examples include: Community Hospitals, HMOs, Adult Day Health Care Centers, Paramedics/EMS, First Responders, OT/PT, Senior Centers, Pharmacists, Home Health Agencies, Visiting Nurses Agencies, University Geriatrics Programs, Public Health Departments, etc. Please describe recently funded Projects. Please refer to the Archstone Foundation’s website, www.archstone.org, for descriptions of recently funded projects. Our organization is currently running a program of installing ramps. Is this an appropriate activity for the coalition?
Updated 05/24/2007 Installing ramps or doing home assessments and modifications may be an activity of a coalition. A single agency performing the service would not comprise a coalition. Is the Area Agency on Aging in Los Angeles involved in an existing coalition? No, the AAA in Los Angeles did not receive Phase I funding. We encourage applications from the Los Angeles area. Will grant funds allow the purchasing of home modification equipment such as grab bars, ramps, etc. to help older adults feel safer in their home? Yes.
GRANT REQUIREMENTS Is the development and provision of service limited to persons age 65 and older or can younger persons with disabilities also be included in the project? If so, is there a minimum age for disability? The focus of the Archstone Foundation’s funding is on the elderly. However, coalitions may quite appropriately involve people from the disability community in their activities especially if issues such as walkability and community accessibility are intended target areas for action. What kind of documentation, if any, is required from potential coalition partners? Letters of Commitment are requested in the RFP. Attach signed letters of commitment from all organizations that agree to collaborate and participate in the proposed coalition. Letters must describe the specific role(s) the collaborative partner will play in accomplishing project goals and objectives, resources the collaborative partner will make available to the project, length and involvement of relationship with applicant organization, and any current activity by the collaborative partner on fall prevention efforts. New partnerships are strongly encouraged. Letters only indicating general support are not acceptable. Any special requirements; etc; only funding non-profit or government agencies? California public agencies and private nonprofit 501(c)(3) organizations, including but not limited to local health departments, Area Agencies on Aging, park and recreation districts, and community-based health and social service organizations are eligible to apply. A consortium of organizations may also apply, but must select a primary organization that will be responsible for overall administration and coordination of the project. Can we have a loosely-based informal partnerships carry out the project? No. Signed Letters of Commitment are required from all collaborating organizations. Due to the nature of coalition building, evidence of formal partnerships with other organizations is required to apply for a coalition development grant. We are a 501(c)(3) organization in Palm Springs. We do not declare income, how do we address the required documents? If your organization has less than $25,000 in income you are not required to submit an IRS Form 990. However, you are required to send your balance sheet as documentation of the organizations financial status.
Updated 05/24/2007
We do not have recent audited financials since we do them every four years. What should we do? Please submit the most recent financial documents. If the Foundation has questions, you will be contacted for clarification.
EVALUATION ACTIVITIES Who will be reviewing the proposals? A committee of representatives from the Archstone Foundation and the Fall Prevention Center of Excellence will be reviewing the proposals. What form of monitoring and reports can be anticipated? Participation in periodic teleconferences, a statewide project meeting during the second quarter of the grant period, and the 2009 American Society on Aging/National Council on Aging Joint Conference in Las Vegas, Nevada in the last quarter, are all required. Also written quarterly progress reports, and a final report, as well as evaluation reports on the effectiveness of the coalition in the third and final quarters of the grant are required. What type of impact evaluation will be required? Coalition Development projects must document both process and specific outcomes of proposed goals and objectives, as well as mechanisms for sustainability after the grant is ended and adherence to the project time line. Are all projects expected to conduct a needs assessment? In our case this would seem to require a survey of courses to identify those for which fall prevention modules would be appropriate and to identify faculty willing to participate. Would that be an acceptable needs assessment strategy? It would depend on the way you intend to structure the project. That seems like a potential strategy. Again, how would this survey of courses determine how services would be delivered to seniors in the community? The purpose of the required needs assessment is two-fold: 1) to assess the community's needs, problems and opportunities related to increasing fall prevention activities; and 2) to assess the target population. A course could be one of the coalition activities; however, an assessment of the context in which those courses are operating as well as an assessment of the target population would also be suggested. Could evaluation involve assessment of the impact of students conducting service learning projects on falls prevention with community partners? Without knowing more of what is intended in the project it is hard to answer the question. If the goal of the coalition is to conduct “service learning” projects on fall prevention with community partners, then the evaluation may assess the impact of those projects in terms of home modifications completed, the provision of medical risk assessments, and exercise interventions. If this project is one of the activities identified by the coalition as important to increasing fall prevention efforts in the community, an evaluation would be deemed appropriate.
Updated 05/24/2007 The RFP mentions that the program evaluation will be facilitated by the Fall Prevention Center of Excellence and the Archstone Foundation. What type of data will we need to collect? Data will need to be collected quarterly. In Phase I, the evaluation team developed a form to assist projects in collecting the data. A copy of this form is viewable and downloadable from the Archstone Foundation Web site and the Fall Prevention Center of Excellence Web site.