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Prevention RFP information Questions and Responses

Q: As our proposal includes materials and trainings that will be conducted in the month of August, is it realistic to continue our application? The proposal description is predicated on trainings and information dissemination that will take place just prior to the academic year, and thus I believe that all expenditures can only be ethically and appropriately generated at that time. Are the "limited funds" indicated on the website post-June 30 sufficient to support continuing our application?

A: Yes you should complete the budget update and timeline. If you are purchasing services and materials that start implementation of your project between April and June 30, they should be included in the April-June budget (i.e. If you are doing the information dissemination in August, but have someone design and you purchase brochures prior to June 30, then the design time and brochure copies would be included with your April –June budget, or if a trainer is charging for prep time and materials development you would put this portion in your April to June budget). We are asking that everyone review budgets and assign funding to one of the budget periods recognizing that more funds will be available prior to June 30. This will assist the Oversight Board in determining allocations.

Q: I noticed that the award date is Sept 1 -- does the money have a grant cycle or term limit? 

A: The award date will be in March 2010. The grant period will be upon approval in March 2010 through September 1, 2010.  All projects and reports need to be completed by September 1, 2010.   

Q: Does the money need to be spent, or does the project have to be complete, or project under implementation by September 30?

A: Projects/Strategies receiving an award must be complete, and all funding must be expended by September 1, 2010.  All purchases of curriculums, trainings, implementation of strategies etc. must occur prior to September 1, 2010. You cannot encumber money for future materials/services/strategies. Final reports will be due by September 10, 2010. Any activities, or bills with a date beyond September 1st will not be funded. The awardee may be subject to a review to ensure that services were rendered prior to September 1, 2010.      

Q: Is there any chance that the request for proposal date will be extended? Can we make individual requests for an extension?

A: No. The RFP has been released publically and proposals are due by 4:00 p.m. on March 5, 2010 at the offices of Monadnock Voices for Prevention, 105 Castle Street, Keene, NH 03431.    

Q: Are letters of support required?

A.  Letters of support are not required. For groups submitting strategies with multiple collaborators, we do encourage a letter of commitment, however, it is not required.  

Q: Can we go over the number of pages outlined for sections? Are appendices or references included in the 3 page narrative limit?

A. It is important that you keep within the defined page limits for your narrative and budget. References should be cited within the narrative and attached as an appendix, or included within the 3 page limit of the narrative. Appendices that support your narrative are not part of your page limit, however, we ask that you limit references and attachments.   

Q: While I notice that the purpose of the MVP grant is "...to promote regional collaboration..." and knowing that we spent 6 months developing the RCC-SA structure and also knowing that eligibility statement # 9 requires applicant participation with one of the named entities, I am wondering if it is allowable/acceptable for an entity or organization to collaborate on multiple MVP grant applications for this round of funding? (ie. a regional coalition member collaborates or is named as a partner on the regional application as well as on a town or site specific project).

A: Yes you can be included in more than one application in response to the RFP. However, perceived duplicative strategies and budget requests will be subject to clarification to determine funding eligibility.  

Q: The RFP indicates that awardees must “complete and report all activities by September 1, 2010”.  As you can imagine, an institution of our size has a rather rigorous system of financial controls.  Thus, there is typically a lag time between the completion of the activity and our ability to report on it out of our financial system (e.g., charges take some time to “hit” and clear the designated grant account).    For example, if we incur expenses in the last two weeks of August, especially payroll expenses, it would be into September before that would clear our system and be able to be reported back.  All of our activities will be completed by September 1.  But charges will take time to clear the system. Can you clarify if this is problematic? 

A: September 10, 2010 is the final date for submission of all financials for services rendered through September 1, 2010. All evaluation and program reports are due on September 1, 2010 for implemented strategies. We cannot extend beyond this deadline. 

Q: Could you push the deadline back 1-2 weeks? 

A: The Oversight Board has reviewed this request and the deadline remains March 5, 2010 at 4 p.m.