Nutrition Initiative RFA #05-0003
Questions and Answers
The fifth paragraph on page 6 states: "The intent of this RFA is to fund supplementary nutrition interventions that will improve, maintain and/or delay the decline of PLWH/A health status, and assist them to remain in their communities. The goal is to have clients graduate from funded programs no later than 18 months after enrollment." Is the 18-month period an absolute cut-off for all clients? For example, can clients continue to receive pantry bags or vouchers based on the particular nutritional requirements related to their medication for longer than 18 months if there are no other programs that can provide them with this type of nutritional support in their geographic area?
The 18-month period is not an absolute cut-off for all clients. If a client continues to need food and nutritional support after graduating from a program, he/she may be re-enrolled in the program if the program does not have a waiting list. However, providers funded through the Nutrition Initiative RFA will be expected to achieve the outcomes listed on page 8, C. Workplan Outcomes, which should decrease the need for clients to re-enroll in programs. In addition, at graduation, clients should be directed to food resources, even those not specific for persons living with HIV/AIDS, in their communities, and nutrition professionals at medical facilities that can assist them with medication and symptom management.
Is the AIDS Institute currently funding any providers for nutritional support for clients living with HIV/AIDS in Queens, New York City?
The AIDS Institute currently provides funding for food and nutrition services to three agencies for residents of Queens: God's Love We Deliver, The Momentum Project, and the Asian and Pacific Islander Coalition on HIV/AIDS. For more information about HIV/AIDS food and nutrition providers in Queens, contact the Queens Ryan White HIV CARE Network (see Attachment 8).
Can we provide required information in the body of the narrative that is in table format and single-spaced such as the list of referrals that are required?
Tables are acceptable, but should be double-spaced and adhere to the format requirements as stated on page 13 of the RFA.
In Section IV(B) applicants are asked to respond to 11/2 pages of questions. This section's page limitation is six double-spaced pages. This page limitation does not allow for adequate or substantive answers to all your questions. Is there any possibility that the page limitation for this section can be expanded to eight or ten pages? That will greatly afford a respondent's ability to adequately describe their program.
Applicants must adhere to page limitations as stated in the RFA.
Is a copy of the statewide nutrition survey conducted by the AIDS Institute available?
Yes, anyone interested in receiving a copy of the assessment should e-mail Leah Stern at lxs15@health.state.ny.us .
We will need to purchase some equipment (e.g. a freezer, computer) for our proposed program. Generally, funds for such items can come from delays in program start-up (in hiring personnel, for example). How do we indicate this on the budget we are submitting? Generally, the AI wants an annualized budget as if the program were fully staffed and operational. Should we add a sentence about the equipment to be purchased in the event there are program savings or just leave this issue to the future if we are funded?
If the equipment is necessary for the proposed program, it should be included in the budget. An applicant can include equipment needed to implement its proposed program in the budget as long as the costs are related to the provision of the services outlined in this RFA (see page 18, Section VI: Budget). Please keep in mind that eligible organizations include agencies with experience in the provision of food, meal and nutrition services to PLWH/A (see page 6, Section II: Who May Apply). Therefore, start-up costs and the need for additional equipment should be minimal.
Regarding clients who graduate from the program after 18 months (page 7, Question #7), will they be eligible to re-enter the program after several months of absence should a new nutritional need arise (e.g. change in medication(s) may require special nutrition; clients may show new symptoms requiring nutritional attention)?
If a client continues to need food and nutritional support after graduating from a program, he/she may be re-enrolled in the program if the program does not have a waiting list. However, providers funded through the Nutrition Initiative RFA will be expected to achieve the outcomes listed on page 8, C, Workplan Outcomes, which should decrease the need for clients to re-enroll in the program. In addition, at graduation, clients should not only be directed to food resources in their communities, but also to nutrition professionals that can assist them with medication and symptom management.
The RFA guideline requires provision of a minimum of five meals and maximum of 14 meals per week. Must this weekly requirement be adhered to?
Yes.
In the sample letter of intent (Attachment 2), Binghamton was separated out as its own area. However, referring to the regions outlined on page 5 of the RFA, the Binghamton region is included in the "Rochester and Southern Tier" region. In our letter of intent, we therefore checked only two regions (Rochester and Southern Tier, and Central New York) for which we intend to submit applications, assuming that the Binghamton area is included. Are we correct in this assumption?
Yes, you are correct. The RFA that was released on February 8 contained the incorrect version of Attachment 2. The correct version is now in the RFA and available on the website.
Regarding the regions outlined on page 5 of the RFA, is it expected that applicants propose to provide nutrition services to all of the counties in each region? May applicants identify specific counties within each region that they wish to target (for example, counties that are within the applicant's nearby geographic area)?
No. It is expected that applicants, "Offer all funded services to all clients in the funded region," as stated on page 7, Section II, B. Expectations for Programs, question #4.
Much of what we are proposing in the current RFA is based on our experiences in the past five years as a Nutrition Initiative provider. When writing the Program Design and Implementation, is it therefore appropriate and acceptable to refer to our experience in administering and AIDS Institute-funded Nutrition Initiative program in justifying our proposed program?
Yes. However, please remember that this is not a continuation of the programs that were funded through the solicitation that was issued five years ago, but a new solicitation with its own requirements and expectations of applicants. It is a re solicitation of existing funding that comes with new program requirements. Please read through the RFA carefully before completing the application.
Applicants cannot limit the funded services to PLWH/A that are already receiving services, but can these applicants also participate in this new service?
Yes.
As a Nutritionist employed through a grant-funded program, can I also work as the nutritionist for the new program?
Positions that are funded at 100% effort on another grant cannot be funded under this program. It is suggested that you review the budget forms, eligibility and requirements of this solicitation with the fiscal department at your agency before completing the application.
What is meant by "graduate program clients no later than 18 months after enrollment"?
After 18 months, clients should be able to leave or graduate from the program. It is expected that funded programs prepare their clients for graduation by providing them with intensive education and skill development that would enable them to purchase and prepare nutritious foods within their budget.
Can the present persons working with fiscal issues for the department be involved in this program?
Applicants may propose to fund a portion of a fiscal/administrative position in the budget. Please refer to page 18 of the RFA regarding administrative cost limits.
Can Social Workers presently working for the department but not working for COBRA be involved?
Any staff that has a role in the proposed program should be included in the budget. The budget forms require a description of duties, an indication of the time the person will be working on the proposed program, and the amount requested to support the position. In addition, Section IV(B) Program Design and Implementation (p. 17 of RFA), requires a description of the role each staff person has in carrying out proposed services, including their qualifications and experience.
Can medical providers presently working with clients make referrals to the proposed new program?
Yes, any provider can refer clients to the program.
Page 7, Section III. B. Expectations for Programs, question #4, states, "Offer all funded services to all clients in the funded region," and references a grid which contains funding amounts and regions. Does this mean that services must be provided to all counties in the region? Or can services be provided to a particular subset?
Funded services cannot be limited to your agency's clients. Funding awarded under this solicitation must be used to provide the funded services to all individuals needing food and nutrition services who live in any of the counties in the region(s) for which you are applying.
On p. 15, Section III Applicant Organization, C. Experience, it states: "Indicate the number of PLWH/A and their dependent children the agency serves, and the current staffing pattern associated with these services." Do you want this information for all programs or just the nutrition program?
Please provide general information on all HIV services that are provided at your agency with more detailed information on your agency's experience providing food and nutrition services to PLWH/A, particularly those listed in the AI continuum of nutrition services.
Page 16, Section IV(B) Program Design and Implementation, question #1 states: "List the agencies with which there are bi-directional agreements..." Again, is this just for the nutrition program or for all services? We have more than 40 bi-directional letters of agreement with agencies in our region. Since there is a 6-page space limitation for this section and we are required to attach a copy of each agreement to our application, is it necessary to list all agencies in the text of the application?
The applicant must list all of the agencies with which it has bi-directional agreements and attach a copy of each agreement. To save space, the agencies could be listed in two or three columns.
While COBRA case managers cannot deliver food, can they, or can a CFW, conduct nutritional screening?
Any staff person providing client services can conduct the nutritional screening. For further information regarding nutritional screening, please see the Nutrition Services section of the Standards for Client Eligibility, Food, Meals, and Nutrition Services (Attachment 6).
Given the 18-month graduation requirement for clients who access services of the proposed program, will staff that could assist with life skills and/or employment services be considered for funding?
No, neither life skills classes nor employment services will be funded by this solicitation. As per the RFA, at graduation clients should have the knowledge and skills necessary to purchase and prepare nutritious foods. As stated on page 8, Section III.C. Work Plan Outcomes, programs should see an "increase in the food security and independence of clients at graduation...", which may be accomplished by "Providing intensive education and skill development in the following areas: "...making healthful food choices on a budget; and the preparation of nutritious, simple and economical meals" and "Directing PLWH/A to utilize food resources within their communities." This type of education, per Attachment 6 of the RFA (Standards for Client Eligibility, Food, Meals and Nutrition Services), is to be conducted by qualified nutrition professionals, who may be funded by this solicitation.
The RFA states that nutritional reassessments must be conducted at a minimum every 6 months and more frequently if a client is at nutritional risk. It seems that this process would become even more important and nutritional reassessments required even more frequently than every 6 months in order to graduate clients after 18 months.
Please see Attachment 6 of the RFA, Standards for Client Eligibility, Food, Meals and Nutrition Services, pages 6-9 for guidelines on how frequently clients can be reassessed and how nutritional counseling can be used to follow-up on a client's nutritional status as well as prepare them for graduation from the program.
Within each region, is there an average award amount the AI is looking to fund each agency?
No. Individual award amounts will depend on the quality and quantity of applications received for each region as well as available funding.
For the first year of funding, should the applicant's budget include start-up funds, such as money for telephone hook-ups and desks for new staff?
An applicant may include start-up funds in its budget; however, as stated on page 18, Section VI: Budget, "All costs must be related to the provision of the services outlined in this RFA." An applicant can include the cost of new phone lines or desks, for example, in its budget, but these items must be used by staff working on the contract or be directly related to the provision of services. For further guidance, see Attachment 4, Instructions for Completion of Budget Forms for Solicitations.
We are a small Community Food Pantry ministering to any and all persons coming to our Pantry, regardless of place of residence or any other criteria. Although we collect minimal personal information necessary so we may purchase bulk food at reduced rates, we currently have no database information as to whether any of our clients have HIV/AIDS. Are we eligible to apply for funding under this solicitation? If so, what would we have to do in order to properly qualify for funding and/or properly administer the funds if selected?
Eligible applicants must be able to demonstrate both their experience in the provision of food, meal and nutrition services and their experience serving PLWH/A. Please see page 6 of the RFA, Section II. Who May Apply. Sections III and IV will also assist you in determining if your organization meets the requirements for this funding. As stated in Attachment 6 (Standards for Client Eligibility, Food, Meals, and Nutrition Services), eligible clients are persons living with HIV/AIDS who can provide proof of their HIV status.
Our organization is located in one of the regions listed in the RFA, but we have clients that serve PLWH/A in counties in other regions. Would we have to submit two letters of interest and two applications?
Yes. Page 5 of the RFA states: "Organizations may apply for funding in more than one region; however, a separate application must be submitted for each region."
Attachment 2, Letter of Interest to Apply, states that applications must be submitted before the deadline of February 24, 2006. Is this correct? The RFA cover page states it is due on March 28.
The date in the attachment was incorrect. The application is due March 28, not February 24. Attachment 2 has been replaced and is available on the website. It is on page 69 of the document.
In the RFA, group education is noted as a specific requirement of the program. In the past, our agency conducted group education but has since stopped due to patient complaints regarding breach of confidentiality. We now offer group education only occasionally and it continues to be poorly, if at all, attended. Has anyone else had this experience? How do we address the confidentiality issue?
As stated in Attachment 6 of the RFA, page 4, it is a requirement that all clients that are receiving food vouchers or groceries/pantry bags attend a minimum of two group nutrition education sessions (workshops) per year except if the program determines a client is physically unable to attend or lacks transportation. In those instances, the clients may receive nutritional assessments two times per year instead of attending workshops.
There are many benefits of attending workshops with people experiencing the same issues or problems. You may consider methods of holding these sessions in settings or groups that provide for greater client confidentiality.
Must an agency have a nutritionist on staff in order to apply for funding under this RFA?
A nutritionist on staff is not required. However, your program design and budget must include the required services of a nutrition professional, which include registered dietitians (RD), New York State Certified Dietitian-Nutritionists (CDN), Registered Dietitian-Eligible (RDE), or nutrition students supervised by a RD or CDN. However, through you are not required to have a nutritionist on staff at the time you apply, the agency must have a demonstrated track record of providing nutritional assessments and counseling, and at least one of the food and meal components of the AI continuum of nutrition services. Please see the Nutrition Services section of Attachment 6 and Section II, Who May Apply, of the RFA for further guidance on eligibility for funding.
Is funding under this RFA available to programs that already receive Ryan White funding? If so, would a new program have to be started or could the funds go to expanding an existing program?
Yes, the funding is available to programs that already receive Ryan White funding and the funds could be used to expand an existing program. Please see page 18, Section VI: Budget of the RFA which explains specifically how the funding can be used.
What happens if the courier service I use to send in my application does not deliver it by the March 28, 5:00pm deadline even though I followed their guidelines and time frames for delivery?
It is the applicant's responsibility to ensure that their applications(s) is delivered by the deadline. As stated on page 9 of the RFA, D. How to File an Application, last paragraph: "Late applications due to delay by the carrier or not received in the department's mailroom in time for transmission to the AIDS Institute will not be considered." Late applications will be returned to the applicant without exception.
Will any allowances be made in the event of a possible tragedy at the applicant agency, such as illness of a staff member responsible for writing or delivering the application, in terms of extending the deadline of March 28 at 5:00pm?
As stated on page 9 of the RFA, D. How to File an Application: "Applications must be received at the following address by 5 PM on March 28, 2006." Late applications will be returned to the applicant without exception.
