Kansas Health Foundation Request for Proposal. Kansas Statewide Worksite Wellness Initiative

Transcription

1 Kansas Health Fundatin Request fr Prpsal Kansas Statewide Wrksite Wellness Initiative Intrductin Based n recmmendatins frm the Institute f Medicine and an advisry grup made up f leading experts in chrnic disease preventin and tbacc cntrl, the Kansas Health Fundatin (KHF) develped a framewrk t supprt healthy behavirs amng Kansans. This framewrk fcuses n impacting the civic, schl, retail, early childhd, health care and wrk envirnments that will enable Kansans t engage in healthier behavirs. Expert recmmendatins stress that actin must ccur at all levels individual, family, cmmunity and the brader sciety t effectively address the challenges psed by tbacc use, lack f physical activity and pr nutritin. The envirnments identified in KHF s framewrk represent the imprtant sectrs f sciety where significant changes can ccur t supprt healthy behavirs. This Request fr Prpsals (RFP) will enable KHF t cntinue investing t imprve the health f adult Kansans. Five days per week, American adults spend, n average, ne-third f their day at wrk. With health care csts rising and mre research listing wrk-based nutritin, physical activity, tbacc cessatin and chrnic disease management initiatives as prmising appraches t emplyee health imprvements, emplyers are increasingly lking at the ptin f frmal wrksite wellness prgrams. Recgnizing this, in 2011 KHF authrized funding t the Wichita Business Calitin n Health Care t implement a wrksite wellness initiative in Kansas. The initiative, WrkWell Kansas ( WrkWell ), had a gal f wrking within 30 cmmunities, ten per year, wh wuld engage seven wrksites per cmmunity t implement cmprehensive wrksite wellness plans. KHF engaged RTI Internatinal t evaluate this funding initiative which ends in Preliminary evaluatin results reveal that while WrkWell successfully wrked with 26 cmmunities acrss the state and engaged mre than 250 emplyers, mst f the wrksites reprted their mst impactful interventins fcused n prgrams and emplyee cmpetitins r challenges even thugh the curriculum had stressed interventins t impact plicy, systems and the wrk envirnment. Preliminary WrkWell evaluatin results included the fllwing successes, strengths, challenges and pprtunities: Successes and strengths: Reaches a variety f types and sizes f businesses acrss the state. Has a strategic framewrk fcused n enduring plicy, systems, and envirnmental changes that supprt wellness, including: Starts with Building a Fundatin which includes; leadership, wellness cmmittee, cmmunicatins, data and incentives. Includes strategies fr interventins acrss the targeted areas f physical activity, healthy fds, tbacc, mental health, stress management and chrnic disease management. 1

2 Interventins fcus n prviding infrmatin n prgrams, benefit design, plicy and envirnment. Builds n persnal relatinships with innvative partnerships between lcal champins and wrksite leaders. Champins supprt cnnecting businesses with resurces. Challenges and pprtunities: Takes time t transitin frm a traditinal prgram-based mdel t mre sustainable mdels. One-year timeframes may nt be sufficient t successfully btain plicy, system and envirnmental change. Requires additinal fcus n plicy develpment and implementatin -- ffering in-depth and lnger-term assistance t wrksites after the initial training t help mre emplyers implement effective wrksite wellness plicies. Wrksites need mre practical wrksite wellness assistance and expertise n: increasing emplyee participatin eliciting strng supprt frm senir management making the business case at their site Thrugh this cmpetitive RFP, KHF will fund an rganizatin with the capacity t supprt businesses and rganizatins t create healthier wrksites thrugh plicy, systems and envirnmental change. This cmpetitive RFP will have tw cmpnents: Cmpnent 1: Supprting KHF Grantees Evaluatin f the funded rganizatin will be based upn the extent t which KHF grantees adpt, strengthen and implement effective wrksite wellness plicy and systems changes. Cmpnent 2: Supprting ther Kansas emplyers Evaluatin f the funded rganizatin will be based n the number f ther Kansas emplyers wh implement effective wrksite wellness plicies. Applicant will recmmend an apprach describing the necessary cmpnents f a successful wrksite wellness initiative t create healthier wrk envirnments thrugh plicy and systems interventins. Funded cmpnents may include: Develpment f an advisry grup cnsisting f natinal and statewide experts t advise the wrksite wellness framewrk. Develpment f strng cllabrative effrts with state and lcal partners. A framewrk and curriculum fcused n plicy, systems and envirnmental interventin in wrksites infrmed by best practices which may include ther cmpnents f cmprehensive wellness practices, but emphasizes the wrksite as the primary fcus f the interventin. Develpment and disseminatin f up t-date mdel plicies, resurces and tl kits fr emplyers t supprt healthier wrksites. Prpsed strategies t strengthen a netwrk f wrksites engaged in cmprehensive wrksite wellness interventins, such as; Cnvening f a statewide cnference t shwcase best practices, Cnvening f reginal cnferences t encurage peer learning, and 2

3 Develping a website devted t wrksite wellness. The abve cmpnents are listed fr the sle purpse f prviding examples. KHF expects applicants t submit their riginal ideas. Applicant will prpse strategies designed t increase lcal supprt fr wrksites in cmmunities. Funded strategies may include: Develping wrksite wellness cmmunity calitins in participating cmmunities. Training a cadre f caches at a lcal r reginal level t wrk with wrksite wellness cmmittees, etc. Cnnecting with practitiners r experts in cmmunities wh view wrksite wellness as a cmpnent f their everyday wrk, e.g., lcal expertise, extensin services, lcal health department, YMCA, diabetes preventin, etc. Invlving wrksites in a valid and reliable wrksite assessment t measure the health envirnment f the wrksite pre- and pst-engagement. Develping a netwrk. Increasing wrksite cmmitment t participating in evaluatin. Cmpnent 1: Supprting KHF Grantees During May 2014, KHF cnducted a survey t assess the extent t which KHF grantees had written wrksite wellness plans. Key findings f this survey, which KHF wuld be pleased t share, include: 25 percent f KHF grantees currently have a wrksite wellness plicy that is shared in writing with all emplyees; 66 percent f KHF grantees currently withut a wrksite wellness plicy are interested in additinal supprt fr develping and establishing wellness prgram cmpnents and plicies. Thrugh this initiative, the funded rganizatin will develp and implement a plan fr assisting KHF grantees in develping and implementing wrksite wellness plans. Fr purpses f the prpsal, applicant shuld assume there will be 50 KHF grantees per year that will be engaged and supprted thrugh the prject. The prpsed plan must include virtual and nline educatin pprtunities, such as webinars, tlkits and sample wellness plicies that culd assist a range f nn-prfit rganizatins. The plan shuld facilitate, in a minimally time-intensive manner, the prvisin f wrksite wellness training and infrmatin with KHF grantees. Applicant shuld als prpse time fr reviewing and prviding feedback n KHF grantee wellness plicies, if requested. Applicant s prpsal shuld prvide clear and measurable bjectives fr supprting KHF grantees in establishing, strengthening and implementing wellness plicies. If awarded, the evaluatin f applicant s perfrmance wuld be based, in part, n the extent t which the prpsed bjectives are met. 3

4 Cmpnent 2: Supprting Other Kansas Emplyers KHF is interested in increasing the number f rganizatins with successfully implemented wrksite wellness plicies that wuld serve as mdels fr ther emplyers acrss the state. Applicant shuld ffer a clear plan fr hw emplyers will be identified and engaged; hw plicy implementatin will be supprted and mnitred ver the curse f the grant term; and, hw emplyers wh implement strng plicies will be encuraged t serve as champins t ther emplyers acrss the state. Applicant shuld prpse the number f emplyers it plans t engage and supprt thrugh Cmpnent 2. KHF des nt have a predetermined target in mind regarding the number f emplyers t be engaged; hwever, the prpsed number f emplyers wh will successfully adpt and implement wrksite wellness plicies will be cnsidered during the prpsal review. Applicant shuld clearly describe the type f emplyers it plans t engage (size, sectr, and lcatin in Kansas). Applicant s prpsal shuld prvide clear and measurable bjectives fr engaging and supprting nn-khf grantee emplyers in implementing wrksite wellness plicies. If awarded, the evaluatin f applicant s perfrmance will be based, in part, upn the extent t which the prpsed bjectives are met. Evaluatin Perfrmance will be evaluated upn the extent t which the funded rganizatin meets their prpsed bjectives and KHF grantee satisfactin with the supprt prvided. KHF will handle the grantee satisfactin survey internally and will wrk with the funded rganizatin t develp the survey instrument. The funded rganizatin must identify their prcess fr mnitring prgress tward Cmpnent 2 bjectives. An external evaluatr may be engaged t evaluate certain aspects f the initiative. The funded rganizatin is expected t cperate fully with the evaluatin and t encurage participating emplyers t d the same. Required Letter f Intent and Prpsal Deadline Applicants are required t ntify KHF f their intent t submit a prpsal by 5 p.m. n August 11, Prpsals received frm rganizatins that did nt submit a letter f intent by the deadline will nt be reviewed. Letters f intent must include: Name and address f applicant rganizatin; primary cntact s name, title and cntact infrmatin; Descriptin f applicant rganizatin, rganizatin missin and reasn fr interest in this initiative (tw paragraphs r less). Letters f Intent must be submitted using KHF s nline prpsal mdule via the fllwing link: 4

5 Grant prpsals must be submitted via KHF s nline mdule by 5 p.m. n September 8, Applicants shuld plan t submit the prpsal prir t the deadline t accmmdate ptential technical issues. The successful applicant will be annunced by Nvember 7, 2014, with a start date f January 1, Wh May Apply Eligible applicants are nnprfit rganizatins that demnstrate their ability t engage wrksites acrss Kansas. Applicant rganizatins must be classified as tax-exempt under Sectin 501(c)(3) f the Internal Revenue Cde. Private fundatins and nnprfit rganizatins classified under Internal Revenue Cde Sectin 509(a)(3) are nt eligible fr this funding pprtunity. T better ensure sustainability f the grant-funded activities, applicant rganizatin s annual revenue (minus any existing grants frm the Fundatin) must exceed the requested annual amunt. T avid any real r perceived cnflicts f interest, KHF reserves the right t nt fund rganizatins that have cntracts with r receive funding, including grants r spnsrships, frm a tbacc cmpany r sft drink manufacturer. Applicants must include a signed statement describing any financial relatinships with tbacc cmpanies r sft drink manufacturers. Optinal Applicant s Meeting Ptential applicants are strngly encuraged t participate in a cnference call/webinar that will prvide an verview f the RFP. The date and time fr the webinar is: August 4, 2014, 2 p.m. t 3 p.m. CT. Applicants may register fr the Kansas Statewide Wrksite Wellness webinar thrugh the Fundatin s website at: Available Funding and Grant Perid Applicants are eligible t apply fr up t $1,000,000 ver a three-year perid beginning January 1, 2015, and ending December 31, Grant Exclusins Funds may nt be used t supprt: Lbbying as defined by the US Internal Revenue Cde (IRC), sectin 4945(d) (1). Activities supprting plitical candidates r vter registratin drives, as defined in IRC sectin 4945(d)(2). A wide range f advcacy activities that d nt represent lbbying may be supprted thrugh this funding. Any f the fllwing activities: 5

6 Mini-grants t participating wrksites Medical research Cntributins t capital campaigns Operating deficits r retirement f debt Endwment prgrams nt initiated by KHF Vehicles, such as vans r buses Medical equipment Real estate acquisitins Direct mental health services Direct medical services Grants t individuals Prpsal Requirements A. Cver Page (cmpleted nline) B. Prpsal Narrative (attached/upladed with nline prpsal) C. Budget and Justificatin Template (attached/upladed with nline prpsal) D. Financial Relatinship Statement Template (attached/upladed with nline prpsal) E. Acknwledgement f Agreement Review (attached/upladed with nline prpsal) F. Additinal Attachments Letters f cmmitment frm ptential advisry grup members Resumes/CVs Financials Three references frm thse wh have wrked clsely with applicant rganizatin. References must include at least tw individuals with a cmmunity perspective. A. Cver Page The Cver Page must be cmpleted nline and requires the fllwing: Organizatin infrmatin (including rganizatin name, address, phne, , etc.) Primary cntact infrmatin Prject Term, January 1, 2015 December 31, 2017 B. Prpsal Narrative The Prpsal Narrative is limited t 17 single-spaced pages and must be develped using 12- pint Times New Rman fnt and ne-inch margins. Clearly rganize the Prpsal Narrative using the fllwing six sectins. 1. Executive Summary (up t ne single-spaced page) This sectin is nt scred, but shuld prvide KHF and reviewers with an verview f the prpsed activities and intended utcmes. Prvide the fllwing n the Executive Summary page: i. Prject title ii. Requested funding amunt 6

7 iii. Brief narrative verview f the prpsal. The Fundatin will likely draw frm this narrative verview when annuncing the award. 2. Applicant Capacity and Experience (up t three single-spaced pages) Describe applicant rganizatin s missin and hw the Kansas Statewide Wrksite Wellness prpsal is related t that missin. Describe applicant s capability and resurces t ensure timely start-up and implementatin f the prpsed activities. Identify and describe qualificatins and related experience f key persnnel wh wuld direct/versee the grant-funded activities. Describe applicant s experience with similar prjects. Identify any ther rganizatins that will serve in key rles fr the prject. 3. Describe Framewrk and Curriculum Design (up t fur single-spaced pages) Describe cllabrative partners. Describe hw applicant will prvide nging supprt t wrksites. Describe hw applicant will assess the wrk envirnment f targeted wrksites. Describe hw applicant will evaluate success. 4. Prpsed Prject Plan and Timeline (up t five single-spaced pages) Prvide a narrative descriptin f the prpsed strategies and implementatin plans fr Cmpnents 1 and 2. Discuss hw the effrts and/r anticipated utcmes will be sustained beynd the funding perid. On a single page, included in the five-page ttal fr this sectin, prvide a timeline t clearly identify the majr activities that wuld ccur during each quarter (three-mnth perid) f the grant term. 5. Prpsed Prject Objectives (up t ne single-spaced page) Prvide at least five SMART (specific, measurable, attainable, relevant and time-bund) bjectives fr Cmpnent 1 and at least five SMART bjectives fr Cmpnent 2. Refer t KHF s guidance dcument fr develping SMART bjectives attached t the RFP. There must be at least ne bjective fr each Cmpnent related t plicy, systems and wrk envirnment. At least ne Cmpnent 2 bjective must be related t the anticipated number f emplyers that will implement wrksite wellness plices as a result f the initiative. Prpsed bjectives shuld reflect what applicant rganizatin expects t achieve and will be able t measure ver the curse f the grant term. If funded, applicant will prvide three annual reprts n prgress tward prpsed bjectives. If funded, applicant s prpsed bjectives will be used t evaluate the impact f this initiative. 7

8 6. Summary f Evidence fr Prpsed Strategies (up t three single-spaced pages) Prvide an verview f the evidence t supprt the prpsed strategies. Describe why applicant rganizatin believes the prpsed strategies are evidence-based. Cite reprts, publicatins r evaluatin findings t supprt prpsed strategies. C. Budget and Justificatin Template The Budget and Justificatin Template must be submitted with the prpsal. Prvide a clear budget narrative and justificatin fr all ptential csts. D. Financial Relatinship Statement Template Applicants must submit a signed Financial Relatinship Statement Template t verify the rganizatin has n cntracts with and receives n funding frm (including grants r spnsrships) tbacc cmpanies r sft drink manufacturers r describe any such relatinships. E. Acknwledgement f Agreement Review T ensure applicant rganizatin is able t accept a grant frm KHF, the rganizatin must submit a signed Acknwledgement f Agreement Review. Applicants with cncerns regarding the KHF Grant Agreement may submit such cncerns t Elissa Buller, grants fficer, at (316) r ebuller@khf.rg. F. Financials (Required unless applicant is a gvernment entity) IRS Frm 990 Mst recent unaudited financial statement (balance sheet) Mst recent audited financial statement 8

9 Scring Prcess Prpsals will be reviewed by KHF staff and external cntent experts. Prpsals receiving the highest verall scres and meeting all prpsal requirements will be eligible fr funding. Pint values fr scring are utlined in the table belw: Kansas Statewide Wrksite Wellness Scring Table Prpsal Sectin Maximum Scre Page Limit Executive Summary Nt scred 1 Applicant Capacity and Experience 30 3 Prpsed Framewrk and Curriculum Design 30 4 Prpsed Prject Plan and Timeline 30 5 Prpsed Prject Objectives 10 1 Summary f Evidence fr Prpsed Strategies 10 3 Budget 10 NA Ttal Timeline Infrmatinal Webinar August 4, :00 p.m. Letter f Intent due August 11, 2014 Prpsals Due September 8, 2014 Grant Term Begins January 1, 2015 Annual Grant Prgress and Financial Status Reprts Due Yearly Grant End Date December 31, 2017 Final Grant Prgress and Financial Status Reprts Due February 1, 2018 Additinal questins? Submit questins regarding the Kansas Statewide Wrksite Wellness RFP t Jeff Usher, senir prgram fficer, at (316) r jusher@khf.rg. Questins will be listed n a Frequently Asked Questins (FAQ) dcument n KHF s website at 9

10 Kansas Health Fundatin Budget and Justificatin Template Budget Table Please cmplete the budget table belw. Fllw the frmat prvided belw keeping in mind that yur rganizatin may request up t $1,000,000. Budget Categry Year 1 1/1/ /31/2015 Year 2 1/1/ /31/2016 Year 3 1/1/ /31/2017 TOTALS Persnnel (existing) Fringe (up t 25% f Persnnel) Persnnel (new) Fringe (up t 25% f Persnnel) Cnsultant Travel Supplies Printing Meetings ANNUAL SUBTOTALS *Indirects (10% max f all budget categries) TOTAL *The Kansas Health Fundatin will allw indirect csts (csts that are nt prject-specific but instead supprt the rganizatins verhead) up t a maximum f ten percent f the requested grant amunt. Indirects are thse csts that are nt easily identified with a specific prgram, yet are necessary t the peratin f the prgram. Examples: pstage, telephne bills, printer ink, facility rent r lease, utilities. Applicants can dwnlad a writeable versin n the Fundatin's website

11 Kansas Health Fundatin Budget and Justificatin Template Budget Narrative In additin t the Budget Table, include a brief explanatin f each budget categry and the basis fr the calculatin. (Please limit annual salary increases t 3%) Applicants can dwnlad a writeable versin n the Fundatin's website

12 Financial Relatinship Statement Check the statement that mst accurately describes the applicant rganizatin s financial relatinships with tbacc cmpanies i and sft drink manufacturers ii. Attach a descriptin f any such financial relatinships. The applicant rganizatin des nt accept mnetary dnatins, cntributins, spnsrships, in-kind gifts, lan f gds r services under any cnditin frm any tbacc cmpany r sft drink manufacturer. The applicant rganizatin des accept mnetary dnatins, cntributins, spnsrships, in-kind gifts, lan f gds r services under any cnditin frm any tbacc cmpany r sft drink manufacturer. We have attached a descriptin f ur relatinships. Signature Title Date Applicants can dwnlad a writeable versin frm the Fundatin's website i A list f tbacc cmpanies can be fund at: ii Vending machines d nt need t be described unless n-site vending is a cntractual deliverable between the applicant rganizatin and a sft drink manufacturer.

13 Kansas Health Fundatin Acknwledgement f Agreement Review The undersigned cnfirms it (i) has reviewed the Kansas Health Fundatin s ( Fundatin ) template Agreement submitted herewith ( Agreement ), (ii) has btained all feedback regarding such Agreement that it deems necessary, including frm its legal cunsel and ther advisrs, and (iii) if its prpsal is accepted by Fundatin, it will accept the terms f the Agreement in substantially the frm attached here. The undersigned acknwledges that if it is unwilling t sign any resulting Agreement in the frm presented, Fundatin may revke any prir apprval f the prpsal. Signature f Authrized Representative f Applicant Organizatin Title Date Applicants can dwnlad a writeable versin frm the Fundatin's website

14 Develping SMART Objectives SMART Objectives One way t develp well-written bjectives is t use the SMART apprach. Develping specific, measurable bjectives requires time, rderly thinking, and a clear picture f the results expected frm prgram activities. The mre specific yur bjectives are, the easier it will be t demnstrate success. SMART stands fr Specific Measurable Attainable/Achievable Relevant Time bund Specific - What exactly are we ging t d fr whm? The specific part f an bjective tells us what will change fr whm in cncrete terms. It identifies the ppulatin r setting, and specific actins that will result. In sme cases it is apprpriate t indicate hw the change will be implemented (e.g., thrugh training). Crdinate, partner, supprt, facilitate, and enhance are nt gd verbs t use in bjectives because they are vague and difficult t measure. On the ther hand, verbs such as prvide, train, publish, increase, decrease, schedule r purchase indicate clearly what will be dne. Measurable - Is it quantifiable and can WE measure it? Measurable implies the ability t cunt r therwise quantify an activity r its results. It als means that the surce f and mechanism fr cllecting measurement data are identified, and that cllectin f these data is feasible fr yur prgram r partners. A baseline measurement is required t dcument change (e.g., t measure percentage increase r decrease). If the baseline is unknwn r will be measured as a first activity step, that is indicated in the bjective as, baseline t be determined using XXX database, 20XX. The data surce yu are using and the year the baseline was btained is always specified in yur bjective statement. If a specific measurement instrument is used, yu might want t incrprate its use int the bjective. Anther imprtant cnsideratin is whether change can be measured in a meaningful and interpretable way given the accuracy f the measurement tl and methd. Attainable/Achievable - Can we get it dne in the prpsed time frame with the resurces and supprt we have available? The bjective must be feasible with the available resurces, apprpriately limited in scpe, and within the prgram s cntrl and influence. Smetimes, specifying an expected level f change can be tricky. T help identify a target, talk with an epidemilgist, lk at histrical trends, read reprts r articles published in the scientific r ther literature, lk at natinal expectatins fr change, and lk at prgrams with similar bjectives. Cnsult with partners r stakehlders abut their experiences. Often,

15 talking t thers wh have implemented similar prgrams r interventins can prvide yu with infrmatin abut expected change. In sme situatins, it is mre imprtant t cnsider the percentage f change as a number f peple when discussing impact. Will the effrt required t create the amunt f change be a gd use f yur limited resurces? Relevant - Will this bjective have an effect n the desired gal r strategy? Relevant relates t the relatinship between the bjective and the verall gals f the prgram r purpse f the interventin. Evidence f relevancy can cme frm a literature review, best practices, r yur thery f change. Time bund - When will this bjective be accmplished? A specified and reasnable time frame is incrprated int the bjective statement. This takes int cnsideratin the envirnment in which the change must be achieved, the scpe f the change expected, and hw it fits int the verall wrk plan. It may be indicated as, By December 2010, the prgram will r, Within six mnths f receiving the grant... Using SMART Objectives Writing SMART bjectives als helps yu t think abut and identify elements f the evaluatin plan and measurement, namely indicatrs and perfrmance measures. An indicatr is what yu will measure t btain bservable evidence f accmplishments, changes made, r prgress achieved. Indicatrs describe the type f data yu will need t answer yur evaluatin questins. A SMART bjective ften tells yu what yu will measure. A perfrmance measure is the amunt f change r prgress achieved tward a specific gal r bjective. SMART bjectives can serve as yur perfrmance measures because they prvide the specific infrmatin needed t identify expected results. Getting Started T develp SMART bjectives, use the template belw and fill in the blanks: By / /, [WHEN Time bund] [WHO/WHAT Specific] frm t [MEASURE (number, rate, percentage f change and baseline) Measurable] Adapted frm materials develped by the Institute f Medicine and Centers fr Disease Cntrl