State Oklahoma Tobacco Settlement Endowment Trust (TSET) RFP issued Oct 2013

7/21/2019 State Oklahoma Tobacco Settlement Endowment Trust (TSET) RFP issued Oct 2013

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STATE OF OKLAHOMA

OKLAHOMA TOBACCO SETTLEMENT ENDOWMENT TRUST

REQUEST FOR PROPOSALS (RFP)

Communities of Excellence in Tobacco Control A One-Year Program

October 2013

RFP 092-7

Please read the entire request for proposal (RFP) and download the required forms prior

to completing the application.


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TABLE OF CONTENTS

INTRODUCTION ................................................................................................................ 5

Eligibility......................................................................................................................6Funding .......................................................................................................................7

Applicant Workshop.................................................................................................... 8

Timeline for Application Process ................................................................................. 8

APPLICATION EVALUATION CRITERIA................................................................................ 9

PROGRAM SCOPE OF WORK ........................................................................................... 10

Grantee Technical Assistance & Training Support ..................................................... 10

Final Authority .......................................................................................................... 12

Applicant Organization/Lead Agency ........................................................................ 12

Coalition/Consortium Grantee in Partnership with Lead Agency .............................. 15

Grantee Performance Measures ............................................................................... 16

APPLICATION SUBMISSION REQUIREMENTS & INSTRUCTIONS ....................................... 17

APPENDIX 1: BUDGET....................................................................................................... 21

APPENDIX 2: INDICATORS ............................................................................................... 24

APPENDIX 3: FUNDING MAXIMUMS ............................................................................... 31

APPENDIX 4: TERMS & CONDITIONS ............................................................................... 34


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Request for Proposals Overview

Purpose

The Communities of Excellence in Tobacco Control program focuses on community-based actions to reduce tobacco

use among Oklahomans of all ages and populations. This grant initiative is intended to fund communities currently

funded under the Communities of Excellence in Tobacco Control Wave 1, Round 2 initiative, operating and funded by

TSET in Year 5 or Fiscal Year 2014.

Eligibility Criteria

See detail on Page 6 of the RFP.

Total Funding


A total of $4.1 million is available for all applicants selected with a funding range of $154,000 - $431,000 among

applicants.

Key Dates


October 25, 2013Communities of Excellence in Tobacco Control RFP Release November 6, 2013Optional Applicant Workshop December 3, 2013Deadline for submission of questions related to the RFP January 22, 2014 at 4 p.m. CSTDeadline for receipt of proposals submitted via hard copy - Applications

must be delivered to the TSET Office at the following address:

Oklahoma Tobacco Settlement Endowment Trust

3800 North Classen Blvd., Suite 200

Oklahoma City, OK 73118

Attention: Grants Management

Application Evaluation Criteria

Proposals will be evaluated using the selection criteria on Page 9 of the RFP.


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How to Apply

One hard copy (using the prescribed format) and two CD copies of the entire application

in a single PDF must be included.

Contact TSET Director of Grants Management Kim McCoy with questions @ 405-521-6423 [email protected]

All TSET grants are awarded contingent upon the availability of funds.

All application submission forms required in response to the Communities of Excellence in Tobacco Control RFP

are available athttp://www.ok.gov/tset/Grants/Communities_of_Excellence_Tobacco_Control_1_year_RFP.html

Required Application Forms Include the Following:

All forms below will be included as application attachments.

Form 1Solicitation Affidavit Form 2 Coalition/Consortium Membership Roster - Applicants will use the most recent Roster from the

Monthly Briefing Report accessible in OK.gov

Form 3 Community Profile Form 4 Lead Agency Profile Form 5Non-Acceptance of Tobacco Funds Form 6aSummary BudgetWord Version Form 6bBudget Narrative JustificationWord Version Form 6a & b Summary Budget and Budget Narrative Justification LinkedExcel Version Form 7Work Plan Template for Each Community Indicator
mailto:[email protected]:[email protected]:[email protected]://www.ok.gov/tset/Grants/Communities_of_Excellence_Tobacco_Control_1_year_RFP.htmlhttp://www.ok.gov/tset/Grants/Communities_of_Excellence_Tobacco_Control_1_year_RFP.htmlhttp://www.ok.gov/tset/Grants/Communities_of_Excellence_Tobacco_Control_1_year_RFP.htmlhttp://www.ok.gov/tset/Grants/Communities_of_Excellence_Tobacco_Control_1_year_RFP.htmlmailto:[email protected]


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INTRODUCTION

The Oklahoma Tobacco Settlement Endowment Trust (TSET), an agency of the State of Oklahoma, announces the

availability of funding for a one-year period, available to current Wave I, Round 2 Communities of Excellence in

Tobacco Control (CX TC) grantees.

PurposeThis grant program is intended to support the continued implementation of comprehensive community-based

programs to reduce tobacco use among Oklahomans of all ages and populations through the implementation of

comprehensive, evidence-based interventions.

Successful applicants will engage in tobacco control interventions that have been proven effective in reducing

tobacco use in several states and are showing progress in current CX programs within Oklahoma.

The CX Program is intended to help implement the Oklahoma Health Improvement Plan and current TSET Strategic

Plan, which includes the following objectives:

Increase serious quit attempts from 58.8 percent to 65 percent of current adult smokers by 2015.

Reduce the rate of tobacco consumption per capita in Oklahoma from 79.0 packs to below the national rate

of 62.1 packs by 2015.

Reduce smoking prevalence in Oklahoma from 25.5 percent to below the national average of 20.6 percent

by 2015.

Community programs awarded funding will utilize a comprehensive and coordinated approach to achieve the

following:

Prevent the initiation of tobacco use among young people

Eliminate exposure to secondhand smoke

Promote cessation among adults and young people who currently use tobacco

Reduce tobacco industry influences among adults and youth

Community programs must also work to identify and eliminate disparities in specific populations, to prevent and

reduce tobacco use and exposure to secondhand smoke.

In general, the following proven strategies will be implemented through the Communities of Excellence in Tobacco

Control RFP:

Promote effective private and public policies that support tobacco use prevention and cessation in

education, business, government, faith-based and health care systems.


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Promote organizational policies and practices among employers, insurers and health care professionals and

systems that increase availability and use of effective treatments for tobacco use and dependence.

Mobilize youth through community and school-based tobacco use prevention education, advocacy and

enforcement activities.

Conduct public education activities to counter pro-tobacco influences and inform, educate and support localtobacco control programs and policies.

Participate in evaluating interventions and communicating results to the public.

Eligibility

Only Wave 1, Round 2 Tobacco Control grantees (current Lead Agency and Coalition) are eligible to apply to address

needs in the same service area, which may include a single county or multiple counties.

Geographical service area must be county-wide or include multiple counties (consortiums) with a minimumtotal population of at least 15,000.

Consortiums with separate tobacco control work groups, committees or sub-coalitions for each county orcommunity in the service area must have a unifying body through which periodic joint communications take

place as related to consortium business.

A Lead Agency/Applicant Organization serves as the fiscal agent for the grant and must be a private non-profit or public entity with an administrative presence in the State of Oklahoma.

The Lead Agency/Applicant Organization must complete and submit the Certification of Non-Acceptance ofTobacco Funds.

The Coalition/Consortium must verify its support of the Lead Agency/Applicant Organization by a majorityvote and provide documentation of that through submission of Coalition/Consortium meeting minutes as a

required part of the application.

The Lead Agency/Applicant Organization must have a tobacco-free policy for all properties and premisesunder the administrative control of the Agency.

Tribal nations that apply as a Lead Agency/Applicant Organization must submit a tribal resolution, or otherinstrument used by the tribe to indicate a waiver of immunity. A letter of tribal counsel must also be

submitted as part of the required waiver process.


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Funding

Funding available for FY 2015 remains at the amount awarded during FY 2014, although TSET may consider

a request by an applicant for greater than level funding as an exception, depending on the rationale and

associated scope of work.

Funding will not exceed the Funding Maximums in Appendix 3 applicable to funding as a single county or as

part of a consortium of multiple counties. A consortium may apply for a base of $100,000 plus an amount

not to exceed the Maximum Funding if Funded as Part of a Consortiumfor each county participating in

the consortium.

Funding is for a grant cycle of one fiscal year.

Funding will not be guaranteed for any county or tribal nation.

10% of the total TSET grant award will be allowed for an administrative charge (previously known as indirect

costs).

All grants are contingent upon the availability of funding.


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Applicant Workshop

To facilitate understanding of the Communities of Excellence in Tobacco Control One-Year RFP, its purpose, terms

and program goals, one applicant workshop will be held in Oklahoma City. The workshop is optional; however,applicants are strongly encouraged to attend, as training will include discussion of specific RFP requirements.

APPLICANT WORKSHOP

DATE:

Wednesday, November 6, 2013

TIME:

9:30 a.m.12:30 p.m.

LOCATION:

3800 North Classen Blvd, Oklahoma City, OK 73118

Water Resources Board, 2nd Floor Conference Room (next to TSET Office)

CONTACT PERSON:

TSET Director of Grants Management Kim [email protected]

405-521-6423

Timeline for Application Process

October 25 RFP Released

October 28 Invitations to Applicant Workshop Released

November 6 Applicant Workshop

December 3Deadline for Submission of Questions related to the RFP

4 p.m. CST

December 6 RFP FAQs and Answers are Posted to TSET Website4p.m. CST

January 22, 2014 Application Submission Deadline4 p.m. CST

February/March TSET Board of Directors Awards Funding

MarchJune 30 Awards Processed & Work Plans Finalized

July 1 Grant Year Begins
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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APPLICATION EVALUATION CRITERIA

A point value will be assigned to each section of the RFP. The score is only one part of the review process.

Applications will be scored using the following criteria:

Potential for ImpactPriority will be given to programs in communities and Tribal Nations that offer the best and innovativestrategies for reaching the greatest proportion of targeted populations and organizations with proven

interventions.

Coalition/Consortium Accomplishments and Community MobilizationOrganizational impact on local tobacco control, including policy and ordinance passage and changes to

social norms in the service area will be evaluated based on information presented in the application.

Lead Agency/Applicant Organization Capacity and LeadershipAbility of the Lead Agency to facilitate the work as outlined in the application, including the administration

of finances and management of staff working with multiple organizations toward the achievement of stated

program objectives, must be demonstrated through information presented in the application.

Demonstrated Ability to Achieve ResultsPrior successes in combination with a robust plan for addressing performance measures related to the

Community Indicators and operations of the grant program.

Appropriateness of BudgetSupport for the budget request must be demonstrated in the application and expenditures must be tied to

the work plan, including listed objectives and activities.

The total number of points assigned will not be the final determinate for awarding grants.

Final grant awards are made at the sole discretion of the TSET Board of Directors. TSET reserves the right to conduct

a site visit as part of the selection process.


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SCOPE OF WORK

Communities of Excellence Approach

To promote and ensure emphasis on high-impact and outcome-oriented activities coordinated at the state and local

levels, training and technical assistance will be provided throughout the one-year grant lifecycle. Applicants will

prepare an application utilizing the Community Indicatorsand guidance in Appendix 2 of this document.

Grantee Technical Assistance and Training

Several organizations will be involved with Communities of Excellence in Tobacco Control grantees, throughout the

lifecycle of the grant. These include TSET, the Center for the Advancement of Wellness with the Oklahoma State

Department of Health (The Center), and the Oklahoma Tobacco Research Center (OTRC). Each organization plays a

unique role with grantees; however, each organization will:

Provide technical assistance and training related to particular topics in tobacco control, evaluation, grantsmanagement, health communications, and others.

Conduct telephone, email or face-to-face consultation regarding concerns particular to any or all grantees Facilitate sharing of information and experience among TSET grantees, and with other partners in Oklahoma

and nationally.

Work collaboratively with other technical assistance and training team members as well as grantees, whendeveloping new plans, tools, protocols, or training events.

Facilitate program related communication among grantees, other tobacco control programs in Oklahomaand throughout the U.S., to TSET and other relevant audiences, including mass and/or professional media.

Focus statewide attention on tobacco control issues and the community programs.

Oklahoma Tobacco Settlement Endowment Trust

Grant Management and Health Communications

TSET will be the primary point of contact for grants management and health communications, including the

following:

Grants Management

Provide training, technical assistance and consultation to grantees to include information on best practicesfor managing and operating the program under the terms of the grant. Facilitate the approval of a final

strategic plan and budget.

TSET also assures programmatic and evaluation technical assistance resources are available to grantees. Serve as a resource and recommend actions to facilitate grantee progress on program, evaluation, and

financial management reporting and deliverables such as strategic plans/work plans , progress reports, and

budget/fiscal matters.


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Approve and process invoices and expenditure reports. Stay abreast of research, trends, and new issues in grants management and tobacco control.

Health Communications Development and Implementation

Provide grantees with health communications products and collateral materials developed for use intobacco control.

Identify, develop and disseminate media campaign materials for use by programs, facilitate coordination ofhealth communications materials between programs; provide technical assistance on design, development

and evaluation of media at the local level.

Provide health communications technical assistance to grantees to achieve a final set of work plans andreview requested revisions to an approved budget when they contain health communications plans/costs.

Center for the Advancement of Wellness

Program Technical Assistance and Training

The Center will be the state-level point of contact for consultation involving content-specific and specialized

technical assistance and training.

The Center will do the following:

Provide grantees with training and updates of the Program Guidelines Manual.

Provide grantees with training, technical assistance and consultation to include updates to bestpractices/interventions in tobacco use prevention and control and strategic planning.

Facilitate effective strategic planning. Provide resources and technical assistance to TSET and grantees on surveillance systems that monitor

trends in tobacco control.

Disseminate information through distribution lists of grantees and other partners. Stay abreast of research, trends, and new issues in tobacco control. Serve as a resource to grantees in identifying and eliminating tobacco-related disparities among population

groups.


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The Center may contract with other organizations to provide specific training, technical assistance andconsultation on topics related to tobacco control interventions.

All contacts with the Center should be directed to:

Oklahoma State Department of Health, Center for the Advancement of Wellness

1000 NE 10th

Oklahoma City, OK 73117Office405-271-3619

Fax405-271-9053

Oklahoma Tobacco Research Center (OTRC)

External Evaluation Design and Local Evaluation Plan Development

The OTRC will be the primary point of contact for external evaluation of TSET-funded tobacco control programs.

OTRC will do the following:

Update and implement the protocol for data collection as related to the Community Indicators. Provide grantees with training and updates on evaluation planning and serve as an evaluation resource. Provide training and technical assistance as related to development and use of reporting tools and local

evaluations.

Provide feedback after evaluating individual grantees and the Communities of Excellence in Tobacco ControlProgram as a whole.

Facilitate independent evaluation of the Center and TSET periodically. Provide annual program evaluation results to TSET.

Final Authority

While the success of Communities of Excellence in Tobacco Control depends upon active collaborations among all

members of the established team, including the following: grantees, other Oklahoma Tobacco Control Program

partners, the Center, OTRC and TSET, TSET retains responsibility for and authority over the entire grant program.

Applicant Organization Serving as the Lead Agency

Fiscal Capability: The Applicant Organization serving as the Lead Agency for the county, Tribe or

coalition/consortium is the fiscal agent for the grant, with the responsibility of managing grant funds and personnel

associated with the grant. The Lead Agency must possess the capacity to administer funds throughout the one-year

lifecycle of the grant.

In addition, the Lead Agency may award subcontracts to organizations within the country, Tribe or

coalition/consortium, as appropriate, to implement various aspects of the planned program. Staff may find they


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need help in implementing a comprehensive approach, and local or regional resources may exist capable of

implementing a portion of the grant program in an effective manner with oversight by staff. The Lead Agency must

also monitor and manage the subcontracts to ensure the agreed upon work is completed in the manner desired.

As fiscal agent, the Lead Agency must do the following:

Possess a Federal Identification NumberIn order to receive grant funds, the Federal Identification Numberused must be registered to the named Lead Agency.

Maintain current registration as a vendor with the State of Oklahoma. Maintain current registration with the Oklahoma Secretary of State. Maintain a Certificate of Good Standing with the Oklahoma Secretary of State, if applicable. Have sufficient capital on hand to sustain ongoing program services for at least two months in the event of

an unforeseen delay in reimbursement of grant expenditures.

Comply with procedures outlined in the Financial Procedures Manual and submit monthly expenditurereports with invoices according to instructions in the Manual.

At the request of TSET, participate in a financial review conducted by TSET. At the request of TSET, participate in an independent audit about which TSET will notify grantees.

Programmatic Capability: The Lead Agency for the county, Tribe or coalition/consortium is responsible for ensuring

programmatic terms of the grant are fulfilled.

The Lead Agency must do the following:

Comply with guidelines set forth in the Program Guidelines Manual and other additional guidelinesdeveloped as needed.

Participate in grantee meetings, training events, required assessments and updates. Collaborate with community partners in training events, required assessments, preparation of application

information and reports and updates.

Play a key role in program work and implementation, including any updates. Hire or contract sufficient qualified program personnel, to include the involvement of coalition/consortium

representation in the hiring process.


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Provide necessary professional development opportunities for grant program personnel. Be willing to advocate on behalf of the grant program. Promote strong partnerships and opportunities to leverage one anothers networks and resources. Ensure the participation of all grant related staff in required training events identified by the TSET and the

Center. (See Resource Document 2)

Respond to information requests from TSET, the Center and/or OTRC. Participate in a minimum of one meeting with district legislators per year, or as often as deemed necessary,

for the purpose of informing, updating and strengthening relationships as related to the grant program at

the community level. (Meeting to take place inside the home district/ service area for which funds are

awarded.)

Meet with city, county and state officials according to activities listed in the work plan. Participate in statewide tobacco control policy initiatives.

Submit required program reports according to the format and schedule prescribed by TSET and OTRC.Program reporting may change over time.

Ensure the participation of the Lead Agency Administrator and Financial Officer and the ProgramCoordinator in site visits conducted by TSET and/or the Center and desk audits conducted by TSET.

Coalition/Consortium Support: The coalition/consortium and its member organizations will carry out many activities

under this community grant program; therefore, the Lead Agency must play an essential role inproviding staff time

and financial support to the coalition/consortium in order to mobilize member organizations to conduct community

interventions in tobacco control. The ability of the coalition to select their lead agency represents the will of the

community, creates buy-in from coalition members and community partners and gives the coalition the opportunity

to choose a credible community partner. This approach results in a passionate community workforce as well as a

respected community organization each committed to the success of the program from the start.

The Lead Agency must do the following:

Ensure the hiring of a qualified Community Program Coordinator as a full-time employee dedicated to theprogram. The Program Coordinator must have a minimum of a bachelorsdegree in a community health,

social work, communications or related field; however, substitutions for the educational requirement may

be considered on a case-by-case basis and must be approved by TSET. (Refer to the Program Guidelines

Manual for recommendations as related to qualifications and job description.) S/He must be able to work

collaboratively, be attentive to coalition members and partners and willing to share power and delegate


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responsibility. The Program Coordinator should be competent in negotiation, problem solving and conflict

resolution, and should have a high degree of knowledge of the political processes, proven administrative

skills and the ability to run efficient meetings. The Program Coordinator should display trustworthiness,

patience, energy and a sense of hope and demonstrate self-efficacy, flexibility and have the ability to see

the big picture.

Community programs must also include clerical support or additional staff as needed to fulfill the terms ofthe grant. Said determination must be made by the Lead Agency and the Coalition/Consortium.

Program Staff must not serve as officers of the coalition/consortium. Ensure provision of resources, including but not limited to meeting accommodations and notices, logistical

assistance, training opportunities, health communications resources, budget support and other assistance

as needed.

Ensure development and maintenance of a communication system through which coalition/consortiummembers are consistently informed of community issues, events and activities as related to the grant

program, including fiscal/budgetary matters.

Ensure provision of specific training workshops, conference calls, webinars and experiential learningopportunities for coalition/consortium members to enhance their understanding of effective tobacco

control interventions and evaluations.

Coalition/Consortium Serving as Grantee in Partnership with the Lead Agency

While the Lead Agency plays a fundamental role in coordination and leadership of the grant program, the

coalition/consortium is the engine of the program. Coalition/consortium member organizations and their partnersare the foundation of mobilizing communities in support of lasting changes to the environment and social norms.

When coalitions/consortiums collaborate, each member organization bringing resources and energies to bear,

necessary work is accomplished and goals are achieved; therefore, the responsibility of selecting a Lead Agency is an

important one because the Lead Agency must support the work of the coalition/consortium throughout the grant

lifecycle.

For the purposes of this RFP, the coalition/consortium is the body of community member organizations and

representatives named in the application (Coalition/Consortium Roster) as the grantee in partnership with the Lead

Agency.

The coalition/consortium may designate a work group, committee or subcommittee of member representatives to

work directly on the Communities of Excellence in Tobacco Control program, making the group responsible for

fulfilling work plan objectives. For many grantees, the tobacco control work group is a part of the grantee

coalition/consortium in partnership with the Lead Agency. The coalition/consortium serves as the approving body

and the work group periodically reports to them.


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As the TSET grantee and in partnership with the Lead Agency, the coalition/consortium must do the following:

Select the Lead Agency prior to the grant being awarded. Support the work of the Lead Agency throughout the life of the grant. Participate with the Lead Agency in hiring qualified staff. Participate in grantee meetings, training events and required assessments and updates and collaborate with

community partners in coordination of those things on an as-needed basis.

Play a key community role in implementation of the work plan, including any all named activities as relatedto plan objectives and any required assessments or evaluations.

Participate in a minimum of one meeting with district legislators per year, or as often as deemed necessary,for the purpose of informing, updating and strengthening relationships as related to the grant program at

the community level. (Meeting to take place inside the home district/ service area for which funds are

awarded.)

Meet with city, county and state officials according to activities listed in the work plan. Participate in statewide tobacco control policy initiatives.

After the Communities of Excellence in Tobacco Control Grant is awarded, the first order of business is for the

coalition/consortium to continue working within established operational framework to support the achievement of

work plan objectives.

Coalition/Consortium Collaboration with Other Health Agencies

The Lead Agency and Coalition/Consortium are encouraged to engage in local collaborations with other agencies on

major events designed to leverage the combined actions of several agencies toward comprehensive health

improvements. While maintaining a primary focus on their efforts in tobacco control, Communities of Excellence in

Tobacco Control grantees are also encouraged to seize opportunities to collaborate in meaningful ways with

Communities of Excellence in Physical Activity and Nutrition grantees

Grantee (Lead Agency and Coalition/Consortium) Performance Measures

Communities of Excellence in Tobacco Control grantees will be evaluated based on lead agency as well as

coalition/consortium performance measures and their work together in achievement of outcomes related to

Community Indicators.

Lead agency and coalition/consortium performance measures are described in previous sections addressing the

Applicant Organization Serving as the Lead Agency and Coalition/Consortium Serving as Grantee in

Partnership with the Lead Agency, and are fall under one or more of the following areas:


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Program Management and Staff Development Collaboration and Communication with Partners Engagement of Local Officials and Support of Statewide Policy Efforts Facilitation of Access to Training and Technical Assistance Evaluation Community Interventions

PROPOSALSUBMISSION REQUIREMENTS AND INSTRUCTIONS

Applicants are required to complete and submit the application, including required appendices and attachments to

the TSET Office at 3800 North Classen Blvd., Suite 200, Oklahoma City, OK 73118. The RFP, all attachments and

resource documents, which should be reviewed before attempting to complete the application, can be found athttp://www.ok.gov/tset/Grants/Communities_of_Excellence_Tobacco_Control_1_year_RFP.html

1. Submit one paper copy of the entire application and two CD copies that include the entire application in a

single PDF are required.

2. All applications must be received by TSET at the address noted above no later than 4 p.m. January 22, 2014.

(Applicants must arrive in time to ensure date stamping by TSET Staff on or before 4 p.m., which may

involve waiting in line; therefore, arriving no later than 3:00 p.m. on the due date is strongly encouraged, as

all applicants must adhere to the prescribed deadline.)

3. A funding request for FY 2015 should not exceed the amount awarded during the last grant year (FY 2014).

TSET may consider a request for greater than level funding as an exception, depending upon extenuating

circumstances and work proposed as detailed and demonstrated in the application by presented by the

applicant. A funding request must not exceed the maximum award amount in the RFP.

4. Each complete grant application must include the required information listed below.

a. Applicant InformationProvide the requested information about the Coalition/Consortium and the Lead

Agency/Applicant Organization.

b. Solicitation Request Affidavit Complete and sign as required.

c. ProfilesComplete and sign as required.

a. Community Profile

b. Lead Agency/Applicant Organization Profile
http://www.ok.gov/tset/Grants/Communities_of_Excellence_Tobacco_Control_1_year_RFP.htmlhttp://www.ok.gov/tset/Grants/Communities_of_Excellence_Tobacco_Control_1_year_RFP.htmlhttp://www.ok.gov/tset/Grants/Communities_of_Excellence_Tobacco_Control_1_year_RFP.html


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d. Work Plans Complete in numerical order. One work plan (Section III) for each Community Indicator (a

total of six)

e. Budget Use FY 2015 format and budget for the grant period of July 1, 2014June 30, 2015.

A comprehensive budget will be required, including the following:

a. Budget SummaryA form requiring a synopsis of line item expenses

b. Budget Narrative JustificationA form requiring explanation of each line item expense

NOTE:

TSET Financial Procedures Manuals are updated annually for use by grantees in budgeting and reporting. Rules that

define budget caps as related to specific line items are detailed and available for review therein.

Please see Pages 2123 of the RFP for additional information.

Applicants will be required to identify expenses according to the following budget categories :

Personnel Salaries Fringe Benefits Travel/Per Diem In State Travel/Per Diem Out-of-State

Training

Purchased Services Facilities Supplies Other Health Communications Administrative Charge (previously known as indirect costs)All applicants should note a FY 15 change

in this budget category. A total of 10% of the award granted will be allowed for an administrative charge

with no justification required.

5. Application Attachments


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a. Coalition/Consortium Meeting MinutesMinutes from the Coalition/Consortium in which the Lead

Agency/Applicant Organization was selected as the Lead Agency/Applicant Organization.

b. Coalition/Consortium Membership RosterApplicants will pull the most recent Roster from the

Monthly Briefing Report accessible in OK.gov.

c. Program Staffing Organizational ChartAn organizational chart indicating the reporting structure of

the staff working on this grant.

d. Job descriptions and resumes for grant program staff hired after July 1, 2013.e. Most Recent Financial AuditTSET must have verification of the fiscal fitness of the Lead

Agency/Applicant Organization to manage grant program finances as well as the capital to continue

operating while awaiting reimbursement of grant related expenditures.

f. Certificate of Good StandingAny incorporated organization serving as Lead Agency/Applicant

Organization must include a current Certificate of Good Standing from the Office of the Secretary of

State, State Capitol Building, Room 101, 2300 North Lincoln Blvd., Oklahoma City, OK 73105-4897

405-521-3912.

g. Tribal Waiver of ImmunityIf a Tribal Nation is selected as the Lead Agency/Applicant Organization,

the Nation must submit a Tribal Resolution or other instrument for use by the Tribe to indicate

waiver of immunity. A Letter of Tribal Counsel must also be submitted as part of the waiver process.

6. An Application Submission Checklist This is a resource document for the purpose of providing an itemized

list of what is required in the application, including all forms and attachments. It is not a required

attachment.

7. Cost of Preparing ProposalsCosts associated with preparation of proposals are the sole responsibility of

the applicant and will not be reimbursed by TSET.

8. Rejection of ProposalsThe TSET Board of Directors reserves the right to reject any and all proposals

received as a result of the RFP.

9. Confidential InformationAny confidential, proprietary or copyrighted material submitted by RFP

respondents must be marked CONFIDENTIALand submitted under separate cover. All proposals by

respondents will be available for review to the extent permissible pursuant to the Oklahoma Open Records

Act, Title 51 24 A. 19 et seq. Applicants should consult their own legal counsel prior to submitting

information for consideration as proprietary or confidential.

10. Clarification of LanguageThe terms respondent,applicantand contractorare used synonymously in

this document. Must,shalland willdenote mandatory compliance of a requirement in this document.

The term Trustor TSETis used synonymously with the Oklahoma Tobacco Settlement Endowment Trust

and the term stateis used synonymously with Oklahoma, as is the term programwith the consulting

services described in this document.

11. Questions About this Request for ProposalIn addition to the applicant workshop, at which applicant

attendance is strongly encouraged, TSET will accept questions and/or comments about the RFP by fax or

email as follows:


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TSET/Attention: Director of Grants Management Kim McCoy

FAX: 405-525-6104

[email protected]

The deadline for submission of questions is Tuesday, December 3, 2013 @ 4 p.m. CST.

All questions will be answered in writing and forwarded by fax or via e-mail within one week of receipt byTSET.

A list of all questions and answers will also be posted to the TSET website Friday, December 6, 2013 @ 4

p.m. CST.

12. TSET does not guarantee receipt of a grant award Submission of a proposal, even one that meets all

grant requirements as stated does not guarantee receipt of an award.

13. The RFP, application submitted, the final budget and a fully executed purchase order constitute the entire

contract or grant awardFunds will be paid on a reimbursement basis. The grant shall be subject to all ofthe TERMS and CONDITIONS in Appendix 4. In the event of noted inconsistencies between the TERMS and

CONDITIONS and any or all portions of the RFP, the TERMS and CONDITIONS in Appendix 4 shall govern.
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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APPENDIX 1

Budget Preparation Requirements

An important part of this grant application is budget preparation. The goal of a budget is to link listed all expenses

with specific elements of the proposed project. Applicants should use their best judgment in projecting expenses

and previous year expenditures may be an ideal way to gauge program expenses for the coming year.

NOTES:

Projections that are carefully considered and thoughtfully designed may reduce the need for budget revisions.

Applicants should design budgets that reflect the most effective use of resources.

Applicants should carefully review Terms and Conditionsdetailed in Appendix 4 for information related to the

legal and financial responsibilities of grantees.

General Budget Submission Guidelines

The budget is divided into prescribed sections that represent line items or specific expense categories.

Justification for each budget category must contain a narrative to explain the relationship between the requested

category amount and grant programs scope of work and outcomes. The narrative should describe how the funds

for the expense category will be spent and how the amount for each one was determined.

The Budget Summary page is intended to serve as a synopsis of line item or category specific expenses.

The budget must reflect all program expenses for the entire fiscal year (July 1, 2014 June 30, 2015).

Prohibited ExpensesAs related to this grant program, TSET funds may not be used for the following purposes:

Any activity or expense not directly related to the program Operating expenses of the agency such as telephone costs, utilities, maintenance costs, postage or

stationery unrelated to the program

Hiring/Payment of Lobbyists Items for which third-party reimbursement is available Endowment or capital costs, including construction, renovation or equipment Entertainment costs for amusement or diversion, unless used for SWAT programmatic activities that

have received prior approval from TSET and the Center Compensation of coalition/consortium members for time spent in coalition/consortium meetings;

except that coalition/consortium members may be reimbursed for necessary travel expenses incurred

in the performance of their duties as coalition/consortium members

Individual professional membershipsSeek guidance from TSET as related to professionalorganizational memberships

Certificate of Good Standing Purchase of food not classified as light refreshments


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Items costing in excess of $500 and having a depreciable asset life of greater than five years Fundraising expenses incurred for the sole purpose of raising capital or obtaining contributions

unrelated to the program. (This includes staff time.)

NOTE: Any event requiring payment of an admission fee must be pre-approved by TSET at least 30 days

prior to the event.

Youth, coalition/consortium and community partners attending out-of-state conferences or trainingworkshops that do not meet the specification detailed in the Program Guidelines Manual

Tobacco cessation classes directly provided by the Communities of Excellence in Tobacco ControlProgram Coordinator, either as a coordinator or facilitator of classes; staff members or subcontractors

serving as full-time cessation class facilitators; FDA approved pharmacotherapy for the insured; or

worksite cessation classes beyond the short-term start-up effort of an ongoing program

Expenditure Limitations

The following individual line item expenditures are limited to an amount not to exceed 10% of the TSET grant

award:

Expenditures in the categories listed below that exceed the 10% cap will be assessed on a case-by-case basis.

Health Communications materials, to include billboards, print ads, and/or radio spots and collateralmaterials such as press kits and non-personnel website costs

Classroom or school-based curriculumCurriculum can only be purchased and provided to schooldistricts that do not accept funding from any tobacco company and have adopted a tobacco-free

campus policy that covers the entire schools grounds and school sponsored events 24 hours a day, 7

days a week.

Tobacco dependence treatment therapies, including pharmacotherapy such as nicotine patches, gum,lozenges, nasal spray and inhaler, Zyban, Chantix or other FDA approved pharmacotherapies to aid in

tobacco cessation. Tobacco dependence treatments purchased with TSET funds must be reserved foruse by the uninsured.

The following individual line item expenditures are limited to an amount not to exceed 5% of the TSET grant award:

Out-of-State TravelLimit of five individuals traveling in a single yearPrior written approval must be obtained from TSET prior to the following :

Budget revisions in excess of 5% of the total contacted annual TSET grant award Notice of Intent to SubcontractThis is a form that must be completed prior to the effective date of

the subcontract and prior to incurring any costs associated with the subcontract. See ResourceDocuments for sample form.

Budget Clarification Process

Budget clarifications occur following notification of the grant award. The budget submitted as part of the initial

application is considered aproposed budget, not a final one. The proposed budget will be reviewed to ensure that it

is consistent with goals and objectives detailed in the application and prepared in accordance with TSET policies.


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Negotiations as related to the budget may occur between the TSET and the grantee. TSET may determine the need

to limit support for a line item or eliminate support for it altogether.

When clarifications conclude, the grantee will be notified of the final approved budget.

Specific Guidelines for Completing the Budget

Applicants should reference the 2014 Financial Procedures Manual for information used to complete each budgetsection and the budget as a whole. (Manual available online)


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The table that follows lists the Communities of Excellence in Tobacco Control FY 15

Community Indicators. It also includes outcomes and reporting information.

INDICATOR OUTCOMES AND REPORTING

CI 1: CORE

Proportion ofcommunities with a

tobacco-related

ordinance or policy

encompassing all city-

owned/operated

property

Proportion ofcommunities that do

not allow tobacco

marketing/advertising

at city-hosted events

OUTCOMES:

Goldstandardpolicy:

The community has an ordinance or policy designating all indoor and outdoorcity-owned/ operated property tobacco-free and has an ordinance or policy

prohibiting tobacco marketing/advertising at city-hosted events

Incrementalpolicies:

The community has an ordinance or policy designating all indoor and outdoorcity-owned/ operated property smokefree and has an ordinance or policy

prohibiting tobacco marketing/advertising at city-hosted events

The community has an ordinance or policy designating all indoor and outdoorcity-owned/operated property tobacco-free

The community has an ordinance or policy designating all indoor and outdoorcity-owned/operated property smokefree

The community has an ordinance or policy that prohibits tobaccomarketing/advertising at city-sponsored events

DEFINITIONS:

Tobacco: Any product that contains or is derived from tobacco and is intended

for human consumption excluding drugs or devices approved for cessation by the

United States Food and Drug Administration. This includes e-cigarettes and vapor

devices.

Tobacco-free: Prohibits the use of any tobacco product by anyone, anywhere, at

any time.

Tobaccoindustrymarketing/advertising:Advertising is public presentation or

promotion of tobacco products to existing and potential customers. Marketing

includes advertising but also extends to a mix of activities such as market

research, media planning, public relations, product pricing and distribution,

customer support, sales strategy, and community involvement.

City-hostedevents:The city is the host and may or may not invite others to

sponsor the event. Examples include county fairs, rodeos, motor sports, other

sporting events, parades, concerts, museums, dances, festivals, etc.

NOTES:

Data source: OUE provides list of communities

The community may address both components (tobacco-free or smokefree

property and not allow tobacco marketing/advertising) in a single ordinance or

policy or create a separate ordinance or policy for each component

Keep a copy of each ordinance or policy on file and submit a copy to the Center


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CI 1: Continued Ordinance/policy must be accompanied by documentation (e.g., city records,

codification, council meeting minutes) confirming date of adoption

For each community and outcome component the grantee will report if the

outcome was met through:

City/town ordinance or City/town policy

CI 7: OPTIONAL

Extent of smoke free

buildings within multi-

unit housing complexes

OUTCOMES:

Goldstandardpolicy:

The multi-unit housing complex has a policy designating the entire complex assmokefree

Incrementalpolicy:

The multi-unit housing complex has a policy designating at least one residentialbuilding as smokefree

DEFINITIONS:

Multi-unithousingcomplexes:Examples include public housing, apartments, non-

public student housing, nursing homes, assisted living centers, etc.

NOTES:

Selection of this indicator requires a completed assessment demonstrating that

this indicator is a good fit for your service area

Keep a copy of each policy on file and submit a copy to the Center

Documentation of the date of adoption must be submitted

For each policy the following numbers will be reported:

Total number of complexes included in the policy For each complex, the total number of smokefree buildings For each complex, the total number of buildings in the complex


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CI 8: OPTIONAL

Extent of recreationalfacilities, entertainment

venues, sporting

venues, and public or

private events that are

designated tobacco-

free or smokefree

Extent of recreationalfacilities, entertainment

venues, sporting

venues, and public or

private events that

prohibit tobacco

industry

marketing/advertising/

sponsorship

CI 8: Continued

OUTCOMES :

Goldstandardpolicy/writtenguidelines:

The facility, venue, or event has a policy designating it as tobacco-free and has apolicy prohibiting tobacco industry marketing/advertising/sponsorships

Incrementalpolicies:

The facility, venue, or event has a policy designating it as smokefree and has apolicy prohibiting tobacco industry marketing/advertising/ sponsorships

The facility, venue, or event has a policy designating it as tobacco-free The facility, venue, or event has a policy designating it as smokefree The facility, venue, or event has a policy prohibiting tobacco industry

marketing/advertising/sponsorship

DEFINITIONS:

Tobacco: Product that contains or is derived from tobacco and is intended for

human consumption excluding drugs or devices approved for cessation by the


devices.


any time.

Tobaccoindustrymarketing/advertising:Advertising is public presentation or

promotion of tobacco products to existing and potential customers. Marketing

includes advertising but also extends to a mix of activities such as market

research, media planning, public relations, product pricing and distribution,

customer support, sales strategy, and community involvement.

Tobaccoindustrysponsorship:Financial or other support to the arts, music,

sporting, or other types of events

Recreationalfacilities,entertainmentvenues,sportingvenues,publicorprivate

events:Examples include county fairgrounds, amusement parks, outdoor

stadiums, concert halls, festivals, concerts, 5K walk/run, etc.

NOTES:



The facility, venue, or event may address both components (tobacco-free orsmokefree and not allow tobacco industry sponsorship) in a single policy/written

guidelines or create a separate policy/written guidelines for each component.

Keep a copy of each policy/written guidelines on file and submit a copy to the

Center


For each policy/written guidelines the following numbers will be reported:


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Total number of facilities, venues, events included in the policyCI 10: CORE

Proportion of public

school districts, charter

schools, and privateschools with 24/7

tobacco-free campuses

OUTCOME:

Public school district, charter school, or private school has a 24/7 tobacco-freecampus policy

DEFINITIONS:




devices.

24/7tobacco-freecampus:Prohibits tobacco use anywhere on campus, at any

time, and by any personpolicy extends to school-sponsored vehicles and events

held off-campus

NOTES:

Data source: OUE provides list of public school districts and charter schools.

Grantee maintains list of private schools


Policy must include date of adoption and signature, or must be accompanied by

documentation (e.g., school records, board meeting minutes, student handbook)

confirming the date of adoption

CI 13: OPTIONAL

Proportion of

communities or tribal

nations with youth access

ordinances or laws

prohibiting tobacco sales

to minors that at least

meet the provisions of

the Oklahoma Prevention

of Youth Access to

Tobacco Act

OUTCOME:

Community or tribal nations has an ordinance or law that at least meets theprovisions of the state law

DEFINITIONS:

Communities:Number of non-excluded incorporated areas in the service area

NOTES:

Data source: OUE provides list of communities




Policy must include date passed and signature, or must be accompanied by

documentation (e.g., city records, codification, council meeting minutes)

confirming the date of adoption

CI 18: CORE

Extent of utilization of the

Oklahoma Tobacco

Helpline by tobacco user

registrants

OUTCOME:

Total number of tobacco user registrants to the Helpline by county during thegrant year

Monthly average number of tobacco user registrants to the Helpline by countyduring the grant year


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DEFINITIONS:

Tobaccouserregistrants:Tobacco users who called the Oklahoma Tobacco

Helpline and registered for the one-call program, the multiple-call program, or

self-help materials

NOTES:

Data source: OUE

CI 22: CORE

Extent of worksites

designated tobacco-free

or smokefree

OUTCOMES:

Goldstandardpolicy:

The worksite is designated entirely tobacco-free (prohibits tobacco useanywhere on worksite property, at any time and by any personpolicy extends

to company vehicles, equipment, and off-site events)

Incrementalpolicy:

The worksite is designated tobacco-free with the exception of off-site events(prohibits tobacco use anywhere on worksite property, at any time and by any

personpolicy extends to company vehicles and equipment)

The worksite is designated entirely smokefree (prohibits smoking anywhere onworksite property, at any time and by any personpolicy extends to company

vehicles, equipment, and off-site events)

The worksite is designated entirely smokefree with the exception of off-siteevents (prohibits tobacco use anywhere on worksite property, at any time and

by any personpolicy extends to company vehicles and equipment)

DEFINITIONS:




devices.


any time.

NOTES:



CI 24: CORE

Proportion of local

earned media coveragethat exposes tobacco

industry practices

OUTCOME:

Proportion of earned media spots published or aired during the grant year thatexpose the practices of the tobacco industry

DEFINITIONS:

Earnedmediaspots:Newspaper articles (including print and online articles, press

releases, and editorials), magazine articles and radio or television interviews.


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NOTES:

The following numbers will be reported:

Number of earned media spots published or aired during the grant year Number of earned media spots exposing the tobacco industry published or

aired during the grant year


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APPENDIX 3

Communities of Excellence in Tobacco Control Funding Maximums

Tribal Nation

EstimatedOklahomaEnrolled

Members

Maximum Funding if

funded as a Single

Tribe

Maximum Funding if

funded as part of a

Consortium*

Modoc Tribe of Oklahoma 120 n/a $1,000

Euchee (Yuchi) Tribe of Indians+

137 n/a $1,000

Ft. Sill Apache Tribe 300 n/a $1,000

Kialegee Tribal Town 347 n/a $1,000

AlabamaQuassarte Tribal Town 370 n/a $1,000

Tonkawa Tribe 365 n/a $1,000

Iowa Tribe of Oklahoma 375 n/a $1,000

Ottawa Tribe 385 n/a $1,000

ThlopthloccoTribal Town 613 n/a $1,000

Peoria Tribe of Indians of Oklahoma 744 n/a $1,000

Delaware 804 n/a $1,500

Miami Nation 812 n/a $1,500Eastern Shawnee Tribe 839 n/a $1,500

Quapaw Tribe of Oklahoma 892 n/a $1,500

Otoe-Missouria Tribe 976 n/a $1,500

Kaw Nation of Oklahoma 1,291 n/a $2,000

Shawnee Tribe 1,500 n/a $3,000

Wyandotte Nation 1,600 n/a $3,000

Apache Tribe 1,688 n/a $3,500

Wichita & Affiliated Tribes 1,756 n/a $3,500

Kickapoo Tribe of Oklahoma 1,779 n/a $4,000

Pawnee Nation of Oklahoma 2,062 n/a $4,000

Seneca-CayugaTribe of Oklahoma 2,162 n/a $4,500

Sac & Fox Nation 2,320 n/a $5,000

Absentee Shawnee Tribe 2,310 n/a $5,000

Caddo Tribe 2,500 n/a $5,000

Ponca Nation 3,000 n/a $6,000

Delaware Tribe of Indians+

3,400 n/a $7,000

Osage Nation 4,994 n/a $10,000

Kiowa Tribe 6,958 n/a $14,000

Cheyenne-Arapaho Tribes 8,601 n/a $17,000

ComancheNation 9,000 n/a $18,000

Citizen PotawatomiNation 10,176 n/a $21,000

United Keetoowah Band of Cherokees 11,000 n/a $22,000

Seminole Nation 12,098 n/a $24,000

Chickasaw Nation 25,000 $150,000 $50,000

Muscogee (Creek) Nation 51,153 $202,000 $102,000

Choctaw Nation+

90,000 $280,000 $180,000

Cherokee Nation 110,000 $300,000 $200,000Population Data Source: Oklahoma Indian Affairs Commission, Oklahoma Indian Nations Pocket Pictorial Directory - Year 2008Edition or the Oklahoma Indian Nations Information Handbook - Year 2006-2007 Edition

+ Population Data Source: Tribal Nation

* Consortiums will be eligible for a base funding amount of $100,000 plus the amount listed in this column for each county or tribe that is partof the consortium


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APPENDIX 3The 26 counties highlighted in green are currently part of a CX 1 Coalition/Consortium; therefore eligible for funding through this RFP 092-7.Counties currently included as part of a Wave I Consortium are not eligible to apply for funding as individual counties.

CountyEstimated

Population

Maximum Funding if

funded as a Single

County

Maximum Funding if

funded as part of a

Consortium*

Cimarron 2,556 n/a $6,000Harmon 2,843 n/a $6,000

Harper 3,290 n/a $7,000

Roger Mills 3,404 $0 $7,000

Ellis 3,971 n/a $8,000

Dewey 4,389 n/a $9,000

Grant 4,450 n/a $9,000

Beaver 5,248 n/a $11,000

Alfalfa 5,637 n/a $11,000

Greer 5,713 n/a $11,000

Coal 5,721 n/a $11,000

Cotton 6,191 n/a $13,000

Jefferson 6,219 n/a $13,000

Major 7,112 n/a $14,000

Tillman 7,899 n/a $16,000

Woods 8,422 n/a $17,000

Love 9,112 n/a $18,000

Kiowa 9,155 n/a $19,000

Johnston 10,286 n/a $21,000

Latimer 10,561 n/a $21,000

Nowata 10,729 n/a $21,000

Noble 11,169 n/a $22,000

Okfuskee 11,172 n/a $22,000

Washita 11,709 n/a $23,000

Pushmataha 11,710 n/a $23,000

Haskell 12,152 n/a $24,000

Blaine 12,659 n/a $25,000

Murray 12,784 n/a $25,000

Hughes 13,625 n/a $27,000

Kingfisher 14,300 n/a $29,000

Atoka 14,655 n/a $29,000

Choctaw 14,890 n/a $30,000

Marshall 14,919 n/a $30,000

Craig 15,132 $130,00 $30,000

Pawnee 16,307 $133,00 $33,000

Woodward 19,838 $139,00 $39,000

McIntosh 19,689 $139,00 $39,000


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CountyEstimated

Population

Maximum Funding if

funded as a Single

County

Maximum Funding if

funded as part of a

Consortium*

Beckham 21,136 $142,000 $42,000

Adair 21,811 $144,000 $44,000

Seminole 24,200 $148,000 $48,000

Jackson 25,236 $152,000 $52,000

Custer 26,412 $152,000 $52,000Garvin 27,247 $154,000 $54,000

Caddo 29,024 $159,000 $59,000

Ottawa 31,849 $164,000 $64,000

Lincoln 32,153 $165,000 $65,000

McClain 32,365 $165,000 $65,000

McCurtain 33,532 $167,000 $67,000

Pontotoc 36,999 $173,000 $73,000

Logan 38,102 $176,000 $76,000

Okmulgee 39,219 $179,000 $79,000

Mayes 39,912 $179,000 $79,000

Bryan 40,109 $180,000 $80,000

Delaware 40,425 $181,000 $81,000Sequoyah 41,044 $182,000 $82,000

Stephens 43,489 $187,000 $87,000

Pittsburg 45,115 $190,000 $90,000

Osage 45,489 $191,000 $91,000

Kay 45,632 $191,000 $91,000

Cherokee 45,733 $191,000 $91,000

Carter 47,979 $195,000 $95,000

Le Flore 49,802 $199,000 $99,000

Washington 50,452 $201,000 $101,000

Grady 51,066 $202,000 $102,000

Garfield 58, 167 $215,000 $115,000

Wagoner 68,960 $234,000 $134,000

Pottawatomie 69,616 $238,000 $138,000

Creek 69,822 $238,000 $138,000

Muskogee 71,278 $242,000 $142,000

Payne 78,280 $257,000 $157,000

Rogers 84,300 $268,000 $168,000

Canadian 106,079 $285,000 $186,000

Comanche 111,772 $296,000 $196,000

Cleveland 239,760 $340,000 $240,000

Tulsa 591,982 $500,000 $400,000Oklahoma 706,617 $575,000 $475,000


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APPENDIX 4

Grant Terms and Conditions

SPECIAL TERMS AND CONDITIONS

Compliance with the Oklahoma Smoking in Public Places and Indoor Workplaces Act:

Title 63 of the Oklahoma Statutes, Sections 1-1521 through 1-1527All grantees and subcontractors must be in full compliance with the Oklahoma Smoking in Public Places and Indoor

Workplaces Act.

Electronic Communication Minimum Standards:

In order to assure consistent and accessible communication between the grantees, Center, OTRC and TSET,

grantees must ensure that at a minimum, all program staff members have internet access, Microsoft Windows 2003

or more current, Microsoft Office 2003 Professional or more current and Adobe Acrobat Standard or Professional.

Broadband access is not required but is preferred, as many of the electronic forms or web-based reporting items

may be difficult to access or download through use of dial-up access. Document scanning capability is alsopreferred, though not required. Document scanning is used to improve turnaround time on invoice related issues,

including approval, Notices of Intent to Subcontract and desk audit information requests.

Grantees should be able to participate in online communication product testing and surveys, which may include the

need for grantees to view videos, photographs and webinars, as well as hear accompanying audio and/or read

closed captioned copy.

GENERAL TERMS AND CONDITIONS

Access to Records Requirements:The grantee agrees to maintain required records and supporting documentation for validation of costs billed to TSET

for three years from the end date of the grant. The grantee also agrees to allow the State Audito rsOffice, TSET or

their authorized representatives to access records, books, documents, accounting procedures, practices or any

items of the service provider related to this contract for the purpose of audit and/or examination. The grantee

further agrees to ensure appropriate access by the aforementioned parties to any subcontractor s associated

records. In the event of any audit, litigation or other action involving these pertinent records beginning before the

three-year period, the grantee agrees to retain these records until all issues arising out of the action are resolved or

until the end of the three year period, whichever is later.

TSET may routinely request supporting documentation to validate vendor payments.

Advance Payments Prohibited:

No payments in advance of or in anticipation of goods or services to be provided under this grant shall be made by

TSET to the grantee or by the grantee to a subcontractor.


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Amendments:

Any modifications or amendments to this grant shall be in writing, dated and executed by both the grantee and

TSET.

Applicable Law:

This grant shall be governed in all respects by the laws of the State of Oklahoma not withstanding its choice of lawprovisions. The terms TSET, the agency, Trust, Oklahoma Tobacco Settlement Endowment Trustor any

other reference to an agency of the State of Oklahoma means the State of Oklahoma acting by and through that

agency. Any legal action in connection with this Agreement shall be filed in a court of competent jurisdiction in

Oklahoma County, Oklahoma, to which jurisdiction and venue TSET expressly agrees.

Assignment and Delegation:

The grantee may assign this contract or subcontract out a portion of the services as identified in the contract,

subject to the following conditions: For assignments, the TSET Contract Officer, prior to the effective date of any

assignment, must approve the assignment in writing. For subcontracts, the grantee will be responsible for

subcontracting the services or making alternative arrangements for the provision of services. Prior to the executionof a subcontract, the grantee agrees to provide to TSET a Notice of Intent to Subcontract.The grantee will be

liable for any and all additional costs and expenses arising from such subcontract or substitution to cover

performance. The grantee shall be totally responsible for the management of all subcontracts/subcontractors

proposed or engaged and shall be liable for all performance requirements regardless of which party is providing the

contracted supplies, materials, equipment or services. The grantee shall give TSET immediate notice in writing, by

certified mail, of any action or suit filed and prompt notice of any claim made against the grantee by any

subcontractor or contractor which, in the opinion of the grantee, may result in litigation related in any way to the

contractor or the State of Oklahoma.

Availability of Funding

Notwithstanding any contrary provision of this grant, any obligation of the TSET to make any payment(s)

hereunder is subject to the availability and continuation of sufficient funds for that purpose. This grant may be

canceled, and not renewed beyond the current fiscal year ending June 30, 2015 and the end of any subsequent

fiscal year without obligation or penalty, should the Board of Investors fail to certify sufficient earnings from the

Oklahoma Tobacco Settlement Endowment Trust, or if a reduction in or elimination of any source of funding for

the payment(s) required under this grant occurs.

Budget Revisions:

Reimbursement of all expenditures will be made in accordance with the approved budget. For each year of this

agreement, the grantee is allowed to make budget revisions not to exceed 5% of the total annual grant award,

between existing budget categories without seeking the prior approval of the TSET. All budget revisions in excess

of 5% of the total annual grant award must be approved in writing by the TSET prior to incurring any costs. Once

the 5% flexibility level is reached or a budget revision is submitted and approved, every budget revision thereafter

must be approved by TSET through the submittal of a budget revision request. It is understood that the TSET may

or may not have funds available to reimburse the grantee for substantial salary increases. All budget revisions that

would have the effect of changing the scope of work cannot and will not be reimbursed. TSET will determine, in its


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sole discretion, whether any particular budget revision changes the scope of work such that the revision cannot

and will not be reimbursed.

Cancellation Clause:

This grant shall be in force until the expiration date, or until 30 days after notice has been given by either party of

its desire to cancel. Notification of cancellation shall be by Certified Mail to the business address of record.

Certification of Non-Acceptance of Tobacco Funds

The grantee must certify that it will not accept funding from nor have an affiliation or contractual relationship with

a company engaged in the manufacture of tobacco or tobacco products during the term of the contract from the

TSET.

Certification Regarding Debarment, Suspension, Proposed for Debarment, or Declared

Ineligible for Award of Contracts by any Federal or State Agency:

By signing the contract, the grantee attests and assures that no employee or any of its

Principals performing hereunder:

a. are presently debarred, suspended, proposed for debarment, or declared ineligible for the award of

contracts by any Federal agency;

b. have within a three year period of this offer, been convicted of or had a civil judgment rendered against

them for: commission of fraud or a criminal offense in connection with

obtaining, attempting to obtain, or performing a public (Federal, State, or local) contract or subcontract;

violation of Federal or State antitrust statutes relating to the submission of offers; or commission of

embezzlement, theft forgery, bribery, falsification or

destruction of records, making false statements or receiving stolen property.

c. have, within a three year period preceding this offer, had one or more contracts terminated for

default by any Federal, State or local entity.d. are presently indicted for, or otherwise criminally indicted, or charged by a governmental

entity with any of the offenses enumerated above in this section .

Confidentiality of Protected Health Information:

To the extent the Health Insurance Portability and Accountability Act of 1996 (HIPAA) is applicable to this

agreement, the grantee, its officers and employees, agree as follows. Grantee acknowledges that it may have or

obtain access to confidential protected health information (PHI), including but not limited to individually

identifiable health information. Grantee may use PHI solely to perform its duties and responsibilities under the

Agreement and only as provided in the Agreement. Grantee acknowledges and agrees that PHI is confidential and

shall not be used or disclosed, in whole or in part, except as provided in the Agreement or by law.Specifically, grantee agrees it will:

a. not use or further disclose PHI except as permitted in the Agreement or as required by law, and in such

case, disclose only the minimum necessary;

b. protect and safeguard from any oral and written disclosure all confidential information,

regardless of types of media on which it is stored, with which the grantee may come in

contact


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c. use appropriate safeguards to prevent use or disclosure of PHI other than as permitted by the

Agreement or required by law

d. ensure that all of its subcontractors, vendors and agents to whom it provides PHI pursuant to

the terms of the Agreement, including this Addendum, shall agree to all of the same

restrictions and conditions to which the grantee is bound

e. report to TSET any unauthorized use or disclosure immediately upon becoming aware of it

and mitigate any harmful effects known to it of a use or disclosure the grantee makes inviolation of the Agreement

f. indemnify and hold TSET harmless from all claims, liabilities, costs and damages arising out of

or in any manner related to the disclosure by the grantee of any PHI or to the breach by the

grantee of any obligation related to PHI

g. make PHI available in accordance with 45 CFR 164.524

h. make PHI available for amendment and incorporate any amendments to PHI in accordance

with 45 CFR 164.526

i. make the information required to provide an accounting of disclosures available in accordance

with 45 CFR 164.528

j. make its internal practices, books and records related to the use and disclosure of PHI receivedfrom or created or received by one party on behalf of the other available to the Secretary of

Health and Human Services, governmental officers and agencies and TSET for the purpose of

determining compliance with 45 CFR 164.500-534

k. upon termination of the Agreement, return or destroy all PHI, if feasible, received from or created

or received by the grantee on behalf of TSET, which the grantee maintains in any form and retain

no copies of such information. If such return or destruction is not feasible, the grantee will extend

the precautions of the Agreement and this Addendum to the information and limit further uses

and disclosures to those purposes that make the return or destruction of the information

infeasible

l. comply with all applicable laws and regulations related to privacy and security, specifically

including but not limited to HIPAA.

The Parties agree to abide by any determination made by the TSET as to the applicability of HIPAA in

regard to any obligation or duty recognized, identified or performed by Organization pursuant to this

contract. The Parties recognize that any breach of confidentiality or misuse of information may result in

the termination of the contract and/or legal action. Said termination may be immediate and need not

comply with any termination provisions in the parties contract. The Parties further recognize that a

disclosure or improper use of PHI may subject the Parties to liability for their wrongful conduct. Except

as otherwise limited in the contract, the Parties may use or disclose PHI to perform the functions,

activities, and services for, or on behalf of, the other Party as specified in the contract, provided that

such use or disclosure would not violate applicable HIPAA provisions if done by such other Party.

Contact Persons:

For the purposes of this RFP, all contacts with the applicant shall be directed to its representative as

indicated on the solicitation request.

Prior to grant awards, all contacts regarding this Request for Proposal or any resulting contract shall be directed to

the issuing contract officer at the Tobacco Settlement Endowment Trust:


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Kim McCoy, TSET Director of Grants Management

Telephone 405-521-6423

Fax 405-525-6104

[email protected]

Oklahoma Tobacco Settlement Endowment Trust3700 N. Classen Boulevard, Suite 215

Oklahoma City, OK. 73118

Following acknowledgment of grant awards by TSET, all contacts with the grantor should be directed to TSET

Director of Grants Management Kim McCoy, who will serve as contracts manager. All program specific contacts

related to fiscal management, Indicators, objectives, activities and outcomes should be directed to TSET Director of

Programs and/or the TSET Program Officer assigned to your grant.

Jonas Mata, TSET Director of Programs


Fax [email protected]

Sharon Neal, TSET Senior Program Officer


Fax 405-525-6104

[email protected]

Jennifer Wilson, TSET Program Officer


Fax [email protected]
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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Disputes:

Any dispute concerning performance of the grant shall be decided by the TSET and a copy served in writing to the

contractor. Pending final determination of any dispute hereunder, the grantee shall proceed diligently with the

performance of the contract and in accordance with the Contract Officer's direction.

Entire Agreement:

This grant, including referenced forms and documents listed in Appendix 4, represents all the terms andconditions agreed upon by the parties. No other understandings or representations, oral or otherwise, regarding

the subject matter of this grant shall be deemed to exist or to bind any of the parties hereto.

Equipment and Other Purchases:

It is understood that no items of equipment, property or other capital purchases may be purchased without the prior

approval of TSET. Items of value under $500 are considered supplies and not equipment. It is understood that no

property or other capital purchases shall be reimbursed under the provisions of this grant. Ownership shall be

retained by TSET of any items of equipment, property or other capital assets purchased by TSET and placed with the

grantee pursuant to this grant. All inventory, maintenance and repair of items on loan to the grantee by TSET shall

be the responsibility of the grantee. The grantee shall be financially responsible for all TSET loaned property. Within30 days of the termination date of this grant, all such items must be returned, FOB destination, to the TSET by the

grantee in as good working order as when placed with the grantee except for reasonable wear and tear and subject

to consideration of a reasonable adjustment for any obsolescence. Failure to return the equipment in such working

order will result in deletion of the value of the equipment or the reasonable cost of restoring the equipment to such

order or condition, whichever is more reasonable, from the final payment to the grantee.

Event of Default:

In the event the grantee fails to meet the terms and conditions of this grant or fails to provide services in

accordance with the provisions of the grant, the TSET at its sole discretion, may withhold payments claimed by

the grantee or may by written notice of default to the grantee, cancel this grant. Cancellation due to default

shall not be an exclusive remedy, but shall be in addition to any other rights and remedies provided for by law. In

the event a Notice of Cancellation is issued, the grantee shall have the right to request review of such decision as

provided by the policy on file with the Board of Directors of the Oklahoma Tobacco Settlement Endowment Trust.

*Exception to standard cancellation clause of thirty (30) days notice.

Failure to Comply Statement:

The grantee shall be subject to all applicable state and federal laws, rules and regulations, and all amendments

thereto. The grantee agrees that should it be in noncompliance, the grant may be suspended or canceled in part

or in whole. Compliance with the requirements shall be the responsibility of the grantee, without reliance on or

direction by the TSET.

Force Majeure:

The grantee shall not be liable for any damages resulting from any delay in delivery or failure to give notice of

delay that directly or indirectly results from the elements, acts of God, delays in transportation, or delays in

delivery by any cause beyond the reasonable control of the grantee.


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Grantees Relation to the TSET:

The grantee is in all respects an independent contractor and is neither an agent nor an employee of the TSET.

Neither the grantee nor any of its officers, employees, agents, or members shall have authority to bind the

TSET nor are they entitled to any of the benefits or workerscompensation provided by the TSET to its

employees.

Inspection of Work Performed:The State of Oklahoma, State Auditor and Inspector, Tobacco Settlement Endowment Trust, or their authorized

representatives shall, at all reasonable times, have the right to enter into contractor's premises, or such other

places where duties under the grant are being performed, to inspect, monitor, or otherwise evaluate the quality,

appropriateness, and timeliness of work being performed. The grantee and all subcontractors must provide access

to all reasonable facilities and provide assistance, if deemed necessary by the requesting agency/personnel. All

inspections and evaluations shall be performed in such manner as will not unduly delay work.

Intellectual Property:

The grantee warrants that the purchase, use or sale of goods or services covered by this grant do not and will not

infringe any patent, trademark, copyright, trade secret or other intellectual property right.

The State of Oklahoma shall own all intellectual property rights, including without limitation copyright, resulting

from any design or development work by grantee in conjunction with this grant. The State of Oklahoma shall have

the authority to make derivative works of the products and results of the services rendered and no residual costs

will be incurred by the State of Oklahoma for additional printing or use. When using the consulting services of an

artist, writer, or designer for the development of materials, all grantees must indicate "Work for Hire" on

contracts. All subcontracts must provide that the products and results of the services to be rendered (and all

rights therein, including, without limitation, copyright) belong to and shall be the sole and exclusive property of

the State of Oklahoma and that the State of Oklahoma shall have the authority to make derivative works of the

products and results of the services rendered and no residual costs will be incurred by the State of Oklahoma for

additional printing or use.

When using the image or likeness of an individual in an educational material, grantees must ensure that the

individual has completed a consent form. Agencies shall obtain an additional consent form from the parent or legal

guardian of individuals under 18 years of age. The grantee agrees to hold harmless and indemnify the State of

Oklahoma, its officers, agents, successors, assigns and customers against and from any and all claims, demands,

losses cost, damages, suit