Oklahoma Tobacco Settlement Endowment Trust

1. Oklahoma Tobacco Settlement Endowment Trust April 20, 2009 Jonás Mata , MSW Director of Grants and Programs www.tset.ok.gov 405.525.8738

2. Communities of Excellence in Tobacco Control Comprehensive Community Programs (Wave 1 Round 2) • Approximately $4,000,000 in funds for first year of the grant program. • Funding for years two through five may be awarded up to the maximum amounts allowed (see Appendix 3, pgs. 28-31 of the RFP) • Up to seventeen grants may be funded for the first year of a five year grant cycle. • Funds CX Coalitions currently operating and funded in Round 1. • Continues the implementation of community-based programs to reduce tobacco use among Oklahomans of all ages/populations.

3. Communities of Excellence (Wave 1 Round 2)Application Timelines • April 20, 2009 – Applicant Workshop • May 29, 2009 - Deadline for submission of questions • June 5, 2009 – All questions and answers posted on TSET Web site. • June 30, 2009 – Proposals due no later than 5:00 p.m. CST • September 2009 – TSET Board of Directors make awards • October 1, 2009 – Grant activity begins

4. Communities of Excellence (Wave 1 Round 2)Application Requirements – Competitive • Complete RFP Solicitation Request Affidavit (Form 1). • Complete RFP proposal submission requirements including all associated forms (see pages 17-20 of the RFP). • All proposal submission forms are available and may be electronically downloaded from http://www.ok.gov/tset/Grants/How_to_Apply_-_RFP.html. • Upon request, applicants may receive a disc with the required forms and instructions. • Direct all questions to Jonás Mata, Director of Grants and Programs at (office) 405-525-6100 ext. 22, (fax) 405-525-6104, (email) jonasm@tset.ok.gov.

5. Communities of Excellence (Wave 1 Round 2)Purpose • Consistent with the Oklahoma State Plan for Tobacco Use Prevention and Cessation, community programs will use a comprehensive approach to achieve the following priority goals: • Eliminate exposure to secondhand smoke; • Prevent the initiation of tobacco use among young people; • Promote cessation among adults/young people using tobacco; and • Reduce tobacco industry influences among adults and youth • CX coalitions must also work to identify and eliminate disparities in specific population groups related to the priority goals.

6. Communities of Excellence (Wave 1 Round 2)Eligibility • Only a CX 1 Coalition currently operating and funded in Round 1 may apply (regardless of funding source) • Counties that are currently part of a consortium may not apply as individual counties. • Only counties that are currently in CX 1 may be included in the first year of Round 2. • The Applicant Organization/Lead Agencymust beselected by the CX 1 coalition or consortium. • Any private not-for-profit or public entity with an administrative presence in the State of Oklahoma may serve as the Applicant Organization/Lead Agency.

7. Communities of Excellence (Wave 1 Round 2)Eligibility • Lead Agency/Coalitions already collaborating with a tribal nation and wishing to apply for grant funds on behalf of the tribal nation (see the tables in Appendix 3) must obtain and submit a tribal resolution. • Tribal resolution must allow the lead agency/coalition to receive grant funds on their behalf and indicate the tribal nation’s commitment to the consortium and grant program. • The Applicant Organization/Lead Agency must provide a 10% match (mix of in-kind and cash resources). • The Applicant Organization/Lead Agency must complete the “Certification of Non-Acceptance of Tobacco Funds” (Form 6).

8. Communities of Excellence (Wave 1 Round 2)Funding • Funding for year one of CX 1 Round 2 may not exceed the amount awarded during the last grant year of CX 1, Round 1. • Additional funding (up to the maximum amounts in Appendix 3) may become available during the course of the five year grant period. • To demonstrate community investment in the program and a capacity for sustainability, an Applicant Organization/Lead Agency must provide a 10% match. • A portion of the match must come from the community.

9. Communities of Excellence (Wave 1 Round 2)Funding • Other state or federal funds may be used as match for this program as long match funds are: • Fully dedicated to the program, • Authorized for use in the program by the Federal or State granting agency, and • The applicant continues maintenance of effort to provide local match. • Indirect costs are allowed up to 10% of “Total Direct Program Costs” funded by TSET Support . • All grants are contingent upon the availability of funding.

10. Communities of Excellence (Wave 1 Round 2)Selection Criteria • Proposals will be evaluated by an external review committee using the selection criteria in the RFP. • The total number of points assigned by reviewers will not be the final determinate for the awarding of contracts. The evaluation criterion for this Request for Proposal is the best value. • The final grant award decision is made at the sole discretion of the TSET Board of Directors.

11. Communities of Excellence (Wave 1 Round 2)Scope of Work • Continues the funding of population-based interventions guided by a set of core community indicators and social capital assets addressed at the local level. • Encourages creative and innovative local interventions based on the unique characteristics of the county, tribe, or consortium. • Emphasizes high-impact, outcome-oriented, well coordinated activities between the local and state levels using the CX Plus approach. • The CX Plus approach serves as the foundation for each county, tribe, or consortium to conduct a community assessment and develop a strategic plan.

12. Communities of Excellence (Wave 1 Round 2)Scope of Work • Prescribes four core community indicators and four social capital assets. • Two additional indicators are selected by each grantee bringing the total number of core community indicators to six (6). • All core and optional indicators/assets selected must be addressed every year of the five-year grant; the grantee decides the level and intensity of indicators/assets activity each year.

13. Communities of Excellence (Wave 1 Round 2)Scope of Work • Optional indicators may be added at the start of any grant year based on the needs and desires of the communities/coalition. • For each core indicator/asset achieved at 100%, the grantee must select a replacement indicator/asset from the same priority area. • Program provides measurable objectives, work plans, timelines, deliverables and is annually evaluated based on the performance measures and the achievement of community indicators and social capital asset outcomes.

14. Communities of Excellence (Wave 1 Round 2)Scope of Work • Work with: • State Program Office (SPO) for program coordination, training, and technical assistance. • OU External Evaluator for evaluation plan training and technical assistance and participate in the overall evaluation design • TSET for financial and health communications coordination, training, and technical assistance. • Major events and campaigns must be closely coordinated with the SPO, as necessary, to assure the most effective use of statewide and local resources.

15. Communities of Excellence (Wave 1 Round 2)Scope of Work • The Applicant Organization/Lead Agency and the coalition are in a collaborative partnership. • The coalition selects the Lead Agency and supports the work of the Lead Agency throughout the life of the grant. • Applicant Organization/Lead Agency is the fiscal agent for the grant. • The grant requires the hiring of a qualified, full-time Community Program Coordinator dedicated to the program.

16. Communities of Excellence (Wave 1 Round 2)Scope of Work • Lead Agency is encouraged to award subcontracts to implement various aspects of the program and is responsible for managing those subcontracts. • Coalition is tasked with carrying out many of the activities; whereas, the Applicant Organization/Lead Agency fills the essential role of providing staff time and financial support to the coalition. • Program staff cannot serve as officers of the Coalition. • Grantee may engage in local collaborations with other agencies on major events that seek to leverage the combined actions of several agencies toward local comprehensive health improvements.

17. Communities of Excellence (Wave 1 Round 2)Budget Requirements • Complete the Summary Budget (Form 11a) andBudget Narrative Justification (Form 11b). • Prepare the budget for the first funding period, October 1, 2009 through September 30, 2010 only. Budget and work plans are clarified each year. • Unallowable Expenditures remain the same. • Use your best judgment when projecting expenses; remember to consider the training agenda for the coming year in estimating training and travel costs. • The budget guidelines and instructions for completing the budget are on the TSET Web site; carefully review and follow them.

18. Communities of Excellence (Wave 1 Round 2)Budget Requirements • Spending limits and pre-approvals exist for the following: out-of-state travel, curriculum, counter-marketing and nicotine replacement or other cessation products. Requests for expenditures that exceed the 10% limitation of TSET funds will be reviewed and approved on a case by case basis. • Indirect cost rate is 10% of total TSET funds. • A new budget category, “Health Communications/CM”, has been added to locate most CM expenditures, with the exception of CM involving Purchased Services. • Out-of-state travel is limited to an amount not to exceed 5% of TSET funds.

19. Communities of Excellence (Wave 1 Round 2)Additional • Executive Summary content requirements are in Appendix 1 • Carefully read the "Terms and Conditions” contained in Appendix 5 as it contains information about the legal and financial responsibilities of grantees. • At a minimum, Program Coordinators must have a bachelor’s degree in community health, social work, communications, or related field. Substitutions for this educational requirement may be considered on a case-by-case basis and must be approved by TSET. • Waiver of Immunity is necessary for Tribal Nations

20. Questions/Comments Good Fortune