FLORIDA DEPARTMENT OF EDUCATION
Request for Proposal (RFP) for Competitive Projects
Bureau / Office
Bureau of Instruction and Innovation, Office of Safe and Healthy Schools, Coordinated School Health
Program
Program Name
Tobacco Prevention and Intervention Teacher Training Project
Specific Funding Authority (ies)
State: Title XXXIV Alcoholic Beverages and Tobacco-Tobacco Products, section 569.11(6), Florida
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Statutes.
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Funding Purpose / Priorities
This project will enable school districts to provide quality training for teachers to implement effective
tobacco prevention and intervention programs in their classrooms and schools. Projects can include
other risk behavior content focusing on universal refusal skills associated with tobacco and these other
risk behaviors.
Target Population(s)
Instructional personnel who will implement tobacco education in Florida public schools
Eligible Applicant(s)
Florida public school districts with the exception of the following districts and consortium: Bay,
Broward, Clay, Hendry, Pinellas, Seminole, Volusia, and the Northeast Florida Educational
Consortium. Eligible participants also include the Panhandle Area Educational Consortium and
Heartland Educational Consortium.
Application Due Date
Proposals are due in the Office of Grants Management by the close of business on May 18,
2007. The due date refers to the date of receipt in Grants Management.
Facsimile and email submissions are not acceptable.
Total Funding Amount / Approximate Number of Awards
Total funding amount is $960,000
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Awards will be a maximum of $60,000 per individual school district or identified educational
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consortium.
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Budget / Performance Period
July 1, 2007 through June 30, 2008
For State programs, the project effective date will be no earlier than the effective date of the
legislative appropriation, usually July 1. The ending date can be no later than June 30 of the
fiscal year, unless otherwise specified in statute or proviso.
Contact Persons
Dr. Antionette Meeks, Coordinated School Health Program, 850/245-0480; Suncom: 205-0480; Fax:
850/245-5116; Email: Antionette.Meeks@fldoe.org
Margaret White, Grants Management, 850/245-0496; Suncom: 205-0496; Fax: 850/245-0737; Email:
Margaret.White@fldoe.org
Assurances
The Florida Department of Education has developed and implemented a document entitled,
General Terms, Assurances and Conditions for Participation in Federal and State Programs, to
comply with:
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34 CFR 76.301 of the Education Department General Administration Regulations
(EDGAR) which requires local educational agencies to submit a common assurance for
participation in federal programs funded by the U.S. Department of Education (USDOE);
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Applicable regulations of other Federal agencies; and
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State regulations and laws pertaining to the expenditure of state funds.
In order to receive funding, applicants must have on file with the Florida Department of
Education, Office of the Comptroller, a signed statement by the agency head certifying
applicant adherence to these General Assurances for Participation in State or Federal
Programs. The complete text may be found at: http://www.fldoe.org/comptroller/gbook.asp.
School Districts, Community Colleges, Universities, and State Agencies
The certification of adherence filed with the Department of Education Comptroller’s Office shall
remain in effect indefinitely unless a change occurs in federal or state law, or there are other
changes in circumstances affecting a term, assurance, or condition; and does not need to be
resubmitted with this application.
Narrative Components
/
Scoring Criteria
The standard scoring criteria are based on a 100 point scale, with a minimum score of 70 points
necessary for an application to be considered for funding.
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The instructions follow each narrative component. The bulleted statements are the criteria that
will be used by proposal reviewers to score each component.
Please note that Performance Expectation forms must be completed and included as part of the
submitted proposal. See page 6 for specific directions regarding the forms that are to be
completed and included in the application.
1.
Project Abstract or Summary
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N/A
points
Provide a brief summary of the project.
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The project is described in a brief summary.
2. Project
Need
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20
points
Describe the need for the project and provide supporting data as evidence.
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The need is evident, compelling, and clearly linked to the outcome(s) of the project.
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The need for the project is strongly justified through supportive data.
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The applicant provides a convincing rationale for the need for the project.
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The project effectively helps the district in meeting the needs described.
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The project helps the district meet the Sunshine State Standards for Health Education
(Benchmarks are identified).
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The applicant describes the appropriate teachers and school personnel to receive the
training and shows evidence of why they were chosen.
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The applicant provides a clear description of the students to receive tobacco education,
with numbers and grade levels.
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A sufficient number of teachers will be well trained for the budget requested.
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Lists or charts training programs including proposed training dates, number of training days,
number of training contact hours, target audience (e.g., 6
th
grade science teachers),
number of attendees desired.
3.
Project Design and Implementation
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20
points
Describe the measurable objectives, activities, and timeline for the project.
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Goals clearly state the intent of the project.
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Objectives are specific and realistic with indicators for documentation of evidence of
outcomes.
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The objectives are measurable, qualitative, challenging, yet achievable, and address all
outcomes of the project.
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It is evident that activities/ methods are comprehensive and likely to result in achievement
of objectives.
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Activities are reasonable and effectively carryout the project’s objectives.
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The timelines are specific, realistic, and consistent with measurable objectives and
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outcomes.
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4.
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Evaluation
2
0
points
Describe the instruments and method(s) for evaluating the project. The evaluation
instruments will collect information on the impact of this project on the trained teachers and
their students, the recipients of the curriculum/program.
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The evaluation instruments are appropriate to effectively measure program success.
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The evaluation methods are comprehensive, likely to result in a successful project, and
include an effective approach for using evaluation results to guide necessary adjustments
to the project.
5.
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Support for Strategic Imperatives
10
points
Describe how the proposed project will address the reading initiative. Incorporate one
or more of the Florida State Board of Education (SBE) Strategic Imperatives.
URL: http://www.fldoe.org/meetings/2005_01_18/StratPlanDetails.pdf.
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The project utilizes a comprehensive plan for integrating pertinent aspects of the Just Read,
Florida! initiative.
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The applicant has included effective methods for incorporating one or more of the SBE
Strategic Imperatives.
6. Dissemination
Plan
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5 points
Describe the methods /strategies to disseminate and share information about the
project to appropriate populations.
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The applicant’s dissemination plan will use effective and realistic means to reach the
appropriate target populations.
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The methods/strategies used to share services provided by the project are innovative and
will clearly benefit the target population.
7. Budget
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15
points
Present a budget that reflects objectives and proposed costs of the
project. (No more
than 10% of the requested budget may be used for contracting with an evaluation
professional for the purpose of evaluating your project.)
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The project budget presents expenses that are realistic, accurate, clearly relate to and
reflect project activities, objectives, and outcomes.
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The justifications for expenditures are reasonable and clearly explained.
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The required personnel, professional and technical services, and/or travel for the project
are clearly and adequately explained.
8.
Community Collaboration and Partnerships
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1
0
points
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Describe an effective plan for using existing community expertise and resources.
•
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Provide a detailed description of the roles of each partner and show how their contributions
will help the project achieve its objectives.
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Include letters of commitment which verify the information described in this specific
narrative component. (Community Collaboration and Partnerships).
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Show a clear relationship between the proposed project and district School Health Advisory
Committee.
Funding Method
Quarterly Advance to Public Entity
For quarterly advances of non-federal funding to state agencies and local education agencies
(LEAs) made in accordance within the authority of the General Appropriations Act.
Disbursements must be documented and reported to FDOE at the end of the project period.
The recipient must have detailed documentation supporting all requests for advances and
disbursements that are reported on the final FDOE financial report.
Fiscal Requirements
Grant recipients should attend, on an annual basis, Grants Fiscal Management Training
provided by the Florida Department of Education.
Supporting documentation for expenditures is required for all funding methods. Examples of
such documentation include: invoices with check numbers verifying payment, and/or bank
statements; all or any of which must be available upon request.
Expenses
1. Allowable
Expenses
: Project funds must be used for activities that directly support the
preparation, training, and engagement in public school tobacco education in grades K-12, as well
as the evaluation of this project. Allowable expenditures include professional training fees, training
supplies and materials, teacher stipends, substitute teachers, tobacco curricula, evaluation and
report preparation, and audiovisual and room rentals.
Note
: Funds may be used for substitute
teachers only when classroom teachers attend training during normal working hours. Stipends
cannot be provided if substitute teachers are paid; allowing the teacher to attend training.
2.
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Unallowable Expenses:
Project funds may not be used for salaries of regular or temporary
school district employees, creation of positions or supplanting of existing programs and funding,
nonexpendable equipment or consumables such as computers, DVD players, TVs, VCRs, or other
electronic or telecommunications equipment, indirect administrative costs, student training or
transportation of students, food and beverages, financial incentives for staff and students, non-
educational products or gifts (such as t-shirts), and materials not directly related to tobacco
prevention and intervention. Indirect costs cannot be applied to state funded projects.
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Project Performance Accountability and Reporting Requirements
The Department’s program managers will track each project’s performance based on the
information provided in the Performance Expectation section, pages 8 to 17.
The applicant must complete each of the following Performance Expectations: Deliverables; Training,
Technical Assistance, and Dissemination; Student Performance; and Formal Third Party Evaluation.
The Formal Third Party Evaluation is to be used only if an evaluator is contracted for services.
Reporting Outcomes
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Results of School Health Index, cumulative district picture of impacted schools (to download
needed documents or to complete the Index online go to http://apps.nccd.cdc.gov/SHI/Default.aspx
– due
August 31, 2007
. Note: There are several topics (tobacco, physical activity, safety, etc.)
identified, select the tobacco topic and complete this section only.
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Interim Project Report – due
January 31, 2008
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Final Project Report, to include second iteration of School Health Index – due
September 30, 2008
All reports and deliverables are to be sent to:
Dr. Antionette Meeks, Coordinated School Health Program
Florida Department of Education
325 W. Gaines Street, Suite 444
Tallahassee, FL 32399-0400
Notice of Intent-to-Apply
The due date to notify the Program contact person, Dr. Antionette Meeks, of Intent-to-Apply is
April 30, 2007. This notification can be sent as an e-mail or fax message and should include a
return e-mail address. Providing the Intent-to-Apply is not required for an application to be
considered, but assists the applicant by assuring receipt of answers to frequently asked
questions and competition updates. Conversely, eligible organizations which file Intent-to-
Apply are not required to apply.
Method of Answering Frequently Asked Questions or Providing Changes
The last date that questions may be asked is May 8, 2007.
The last date that questions will be answered is
May 9, 2007
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Questions should be directed to: Dr.
Antionette Meeks at Antionette.Meeks@fldoe.org. Answers to questions will be e-mailed once a week
to all entities that submitted Intent-to-Apply notices.
Method of Review
A committee of representatives from the Florida DOE, the Florida Department of Health, and voluntary
health based organizations will evaluate proposals. The review panel is instructed to treat every
proposal equally. Final recommendations for funding will be forwarded to the Commissioner of
Education for final approval. Successful applicants will receive a Project Award Notification (DOE
200). Unsuccessful applicants will be notified, at a minimum, electronically.
The total number of points attainable is 100 (see pages 2-5). To receive funding, a proposal must
attain a minimum of 70 points. Should none of the submitted proposals attain a score of 70 points, the
Department of Education at its option, retains the authority to take further actions to solicit acceptable
proposals including but not limited to (a) issuing a new request for proposal; (b) requesting one or
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more of the applicants to submit additional information; or (c) negotiating with the application receiving
the highest score to revise the proposal so that it can be rescored.
Conditions for Acceptance
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The requirements listed below must be met for applications to be considered for review:
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Application is received within the FDOE by the close of business on the due date;
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Application includes required forms:
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DOE 100A Application Form bearing the original signature of the Superintendent for
the school district or the agency head for other agencies.
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DOE 101-Budget Narrative.
NOTE: Applications signed by officials other than the appropriate agency head must have a
letter signed by the agency head or documentation citing action of the governing body
delegating authority to the person to sign on behalf of said official.
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Signed certification signifying compliance with the “General Assurances for Participation in
Federal and State Programs,” (if not already on file in the FDOE Comptroller’s Office).
Other Requirements
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There is an 8-page maximum for the narrative. Forms, Performance Expectations,
attachments, and appendices are not included in this 8-page maximum. The project
narrative should be prepared using an 11-point font size, 1” margins, and single-sided typed
8.5 x 11-inch sized pages.
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Submit one (1) proposal with an original signature made in an ink color other than black.
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Submit four (4) copies of the original proposal.
Application must be submitted to:
Office of Grants Management
Florida Department of Education
325 W. Gaines Street, Room 325
Tallahassee, Florida 32399-0400
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APPLICANT INSTRUCTIONS: PERFORMANCE ACCOUNTABILITY
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Project Performance Accountability
The Florida Department of Education has developed a standardized format for applicants to use in preparing their proposals / applications for
discretionary funds. The intent of this process is to assure proper accountability for the use of federal and state funds. The Department has
implemented a web-based Grants Management System and the information provided about each funded project will be entered into this system.
The Department’s program managers will track each project’s performance based on the information provided in this section of the approved
project.
This information will:
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Provide a centralized capability for retrieving information about various discretionary projects awarded by the Department.
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Assist policy-makers and managers in monitoring discretionary funds and the impact they are having.
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Provide baseline information that can be used in assessing the alignment of funding to goals and strategic imperatives and in allocating
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available funding to priority needs.
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Facilitate effective project monitoring.
Types of project performance have been organized into four categories. These are:
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Deliverables:
Category Includes: Documents such as manuals, reports, videos, CD ROMs, training materials, brochures, and any other
tangible product to be developed by the project.
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Training, Technical Assistance, and Dissemination:
Category Includes: All training and technical assistance (TA) activities whether
provided onsite, through distance learning media, conferences, workshops, or other delivery strategies.
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Student Performance:
Category Includes: Any measure that is specific to student performance (e.g., test scores, attendance, behavior,
award of diplomas, certificates, etc. “Students” may include pre-k, K-12, and adult learners as well as parents.
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Service Delivery:
Category Includes: Delivery of intended services to target population (e.g., adult literacy services, child find services,
student evaluation services, etc.)
For each type of performance for which a project will be held accountable, the applicant must complete the information specified in the attached
forms. Use only those forms and types of performance applicable to the project. Instructions are provided for the completion of each form.
Selected projects are required to obtain independent, formal, third-party evaluations. Other projects elect to obtain such evaluations. If the
proposal or application includes a required or optional third-party evaluation, a form and instructions for describing the proposal evaluation are
provided.
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DELIVERABLES FORM
Deliverables: Manuals, reports, videos, CD ROMs, training materials, brochures, and any other tangible product to be developed by the
project
(1) Name of Deliverable and Brief Description
(2) Standard(s) for Acceptance
(3) Due Date(s)
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APPLICANT INSTRUCTIONS: DELIVERABLES FORM
Deliverables: Manuals, reports, videos, CD ROMs, training materials, brochures, and any other tangible product to be developed by the
project
(1) For each deliverable to be completed by the project, enter in Column (1), the name of the deliverable and provide a brief description. The
name should be identified from the following list. The description should indicate the purpose of the deliverable, including the target audience
and should indicate the type of content to be provided in the deliverable. For example, “Brochure for parents of retained students explaining
options for assistance.” Any required reports should also be included in this section.
Announcement
Brochure
CD Rom
Curriculum
Database
Database Analysis
Display
DVD
Evaluation Instrument
Guidelines
Instructional Materials
Lesson Plans
Manual
Needs Assessment
Newsletter
Policy Paper
Poster
Public Service Announcement
Report
Report Format
Screening Device
Software
Survey
Teacher’s Guides
Technical Assistance Paper
Training Materials – Handout
Training Materials – Presentation
PowerPoint)
Training Modules - Online
Video
Website
Workbook
Other
(2) For each deliverable identified in Column (1), specify all of the proposed standards that should be used to determine whether the deliverable
meets the expectations for the project. The standards should be selected from the following list and any additional detail appropriate to each
standard should be provided. For example, if one of the standards is “Meets technical specifications,” the descriptions should outline the
proposed technical standards.
ADA Compliant
Format Consistent with Content and
Review by DOE Staff
Appropriate for Duplication
Intended Audience
Review by Other Entity
Appropriately Organized
Grammatically Correct
Sufficient Copies Provided
Attractive
Includes Copyright and Funding Information
Translated into Appropriate Languages
Content Accurate
Meets technical specifications
User-Friendly
Content Complete
Peer Review
Other
Design and Content Appropriate to
Readability Level is Appropriate to
Intended
Audience
Audience
Provide in Column (3), the date when the deliverable will be complete. Interim dates for drafts, review, etc., should also be provided as
applicable.
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TRAINING, TECHNICAL ASSISTANCE, AND DISSEMINATION FORM
Training, Technical Assistance, and Dissemination: All training and technical assistance (TA) activities whether provided onsite,
through distance learning media, conferences, workshops, or other delivery strategies
(1) Name of Activity and Brief
Description
(2) Quantity and Quality
Standards for Acceptance
(3) Method of Documentation
(4) Critical
Timelines
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APPLICANT INSTRUCTIONS: TRAINING, TECHNICAL ASSISTANCE, AND DISSEMINATION FORM
Training, Technical Assistance, and Dissemination: All training and technical assistance (TA) activities whether provided onsite,
through distance learning media, conferences, workshops, or other delivery strategies
(1) For each training, technical assistance or dissemination activity to be completed by the project, enter in Column (1), the name of the activity and provide a
brief description. The name should be identified from the following list. The description should indicate the purpose of the activity, including the target audience
and should indicate the type of content to be provided. For example, “Training for third grade teachers of reading in use of multiple instructional strategies.”
Coaching
Distribution of Printed Material
On-Site Technical Assistance
Conference
Exhibits
Preservice Training
Coursework at Institutions of Higher
Follow-up to Training Activities
Seminars
Education
In-service Training
Telephone Technical Assistance
Dissemination though the Media
Mentoring
Workshop(s)
Dissemination Through Internet
One-On-One Training
Other
Distance Learning
Distribution of Media (Software, Videos, CD
ROMs,
etc.)
(2) For each activity identified in Column (1), specify all of the proposed standards that should be used to determine whether the activity meets the expectations
for the project. The standards should be selected from the following list and any additional detail appropriate to each standard should be provided. For
example, if one of the standards is “Participant Feedback Indicative of Usefulness,” the descriptions should outline how participant feedback will be gathered
and assessed.
Appropriately Organized
Design and Content Appropriate to
Grammatically Correct
Content Accurate
Intended Audience
Meets Technical Specifications
Content Complete
Use of Consultants
Participant Feedback Indicative of
Delivery Appropriate to Content and
Follow-up Data Indicative of Effectiveness
Usefulness
Audience
Format Consistent with Content and
Replicable
Intended Audience
User-Friendly
Other
(3) Provide in Column (3), the information/materials which will be provided (or otherwise available) to document the performance of the project.
Agreements
Analysis of Requests and Responses
Anecdotal Data
Contracts
Evaluation Summaries
List of Participants
NRS Report
Observation by DOE Staff
Participant Competency Evaluations
Participant Feedback Summaries
Peer Review
Purchase Orders
Self-Reporting
Sign-in Sheets
Travel Itineraries
Verification of Dissemination to Target
Audiences
Other
(4) Provide in Column (4), the critical timelines for completion of each activity taking into consideration announcements of training availability, delivery of
training, completion of follow-up, etc.
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STUDENT PERFORMANCE FORM
Student Performance: Any measure that is specific to student performance; e.g., test scores, attendance, behavior, award of diplomas,
certificates, etc. Students may include pre-k, K-12, and adult learners
(1) Name of Performance and Brief
Description
(2) Method of Evaluating Performance
(3) Method of DOE Verification
(4) Timelines for
Data Collection
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APPLICANT INSTRUCTIONS: STUDENT PERFORMANCE FORM
Student Performance: Any measure that is specific to student performance; e.g., test scores, attendance, behavior, award of diplomas,
certificates, etc. Students may include pre-k, K-12, and adult learners
(1) For each type of student performance to be impacted by the project, enter in Column (1), the name of the performance from the following list
and provide a brief description. The description should describe the student population and provide detail about the expected student
performance. For example, “Academic Achievement – Reading: Low-performing 3
rd
grade students in Smith Elementary School will increase by
1 level on the FCAT .”
Academic Achievement – Language Arts
Diploma
Participation in Assessment
Academic Achievement – Math
Enrollments
Participation in Least Restrictive
Academic Achievement – Reading
GED
Environment (LRE)
Academic Achievement – Science
High School Credential
Placements, Retention, Completions
Academic Achievement – Social Studies
Job Placement
(postsecondary JOBS)
Academic Achievement – Writing
Job Retention
Postsecondary Education Placement
Achievement – Arts
Improvement in Behavior
Postsecondary Education Completion
Achievement – Other
Increased Self-Sufficiency Through Use of
Program Completion
Achievement – Vocational Education
Technology
Promotion to Next Grade
Attendance
Literacy Completion Points
Satisfactory Completion of Coursework
Award of Certificate
Non-Traditional Enrollments
Secondary Credential
Career Advancement Retention
Occupational Completion Points
State-Adopted Assessment
Decrease in Disciplinary Actions
Parental Involvement in Education of
Workplace Readiness Completion
Decrease in Drop-out Rate
Dependent Children
Other
Decrease in Suspensions/Expulsions
Parental Involvement in Literacy Activities
of Dependent Children
(2) For each student identified in Column (1), specify all of the proposed standards from the following list that should be used to determine
whether the performance meets the expectations for the project. Any additional detail appropriate to each standard should be provided. For
example, if one of the standards is “Graduation Data,” the description should outline how the data will be gathered and what level of graduation
rate is expected.
Anecdotal Data
Graduation Data
Progress Monitoring
AYP Determination
Observation
Promotion Data
Disciplinary Referrals
Participation Records
School Grades
FCAT
Placement Data
Standardized Tests
GED Data
Portfolios
Suspension/Expulsion Data
Other
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APPLICANT INSTRUCTIONS: STUDENT PERFORMANCE FORM
Student Performance (continued)
(3) Provide in Column 3, the information/materials which will be provided (or otherwise available) to document the performance of the project.
Agreements
Analysis of Requests and Responses
Anecdotal Data
Contracts
Evaluation Summaries
List of Participants
NRS Report
Observation by DOE Staff
Participant Competency Evaluations
Participant Feedback Summaries
Peer Review
Purchase Orders
Self-Reporting
Sign-in Sheets
Travel Itineraries
Verification of Dissemination to Target
Audiences
Other
(4) Provide in Column (4), the critical timelines for completion of each activity taking into consideration announcements of training availability,
delivery of training, completion of follow-up, etc.
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FORMAL THIRD PARTY EVALUATION FORM
Formal Third-Party Evaluation: A formal evaluation conducted by a party not employed by the fiscal agent either under contract with
the project recipient or under the auspices of the FDOE
(3) Date(s) Evaluation
(1) Scope of Evaluation and Brief Description
(2) Type of Entity Conducting Evaluation
to Be Conducted
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Formal Third-Party Evaluation: A formal evaluation conducted by a party not employed by the fiscal agent either under contract with
the project recipient or under the auspices of the FDOE
If a formal third-party evaluation is required or proposed for this project the following information must be provided.
(1) In column (1), specify the scope of the evaluation using one or more of the descriptors provided below. Provide additional information
regarding the nature of the evaluation. For example, if the evaluation will cover only selected elements of the project, specify the elements to be
evaluated.
All Aspects of Project
Outcome Assessment
Selected Elements of Project
Compliance Review
Process Review
Summative Evaluation
Formative Evaluation
(2) In column (2) indicate the type of entity from the following list which will be conducting the third-party evaluation. Provide any additional
information which may be available about the entity to conduct the evaluation such as selection criteria or qualifications.
Board/Commission/Task Force
Governmental Agency
Institution of Higher Education
Consultant Firm
Independent Entity Selected by Project
Selected Peer Reviewers
DOE Funded Project
Individual Consultant
Other
(3) Provide in Column (3), the date(s) when the evaluation will be conducted including the date for completion of reports.
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