I. Introduction

Description of the Funding Announcement: 

Health Research, Incorporated (HRI) and the New York State Department of Health (NYSDOH), Bureau of Health Equity and Community Engagement (BHECE) announce the availability of funds for three awards totaling $300,000 to support the Centers for Disease Control and Prevention (CDC) National Initiative to Address COVID-19 Health Disparities Among Populations at High-Risk and Underserved, including Racial and Ethnic Minority Populations and Rural Communities (CDC-RFA-OT21-2103). $50,000 of the total funds will be awarded to a community-based organization, located within NYS, serving Nation members living on or off Nation territory or a consultant whose priority is serving Nations whose territory falls within the borders of New York State (Nations); $125,000 to an organization or consultant whose prioritized population is rural communities in Rest of State (Rural); and $125,000 to an organization or consultant whose prioritized population is non-Rural communities in outside of New York City, i.e., Rest of State (non-Rural). Contract period will end March 31, 2024.

Background:

In 2021, CDC’s OT21-2103: National Initiative to Address COVID-19 Health Disparities Among Populations at High-Risk and Underserved Communities, Including Racial and Ethnic Minority Populations and Rural Communities awarded funding to address COVID-19 related health disparities and advance health equity by expanding state, local, US territorial, and freely associated state health department capacity and services.

During the height of shutdown in the SARS-CoV-2/COVID-19 pandemic, NYS suffered a great loss and saw community-based organizations close their doors to the people they serve. Many never reopened, creating a painful loss of supportive services for the residents of NYS. These trusted community entities struggled with managing the risks presented at that time. 

In June 2022, HRI and the NYSDOH released Cohort 1 of the Small Wellness Mini Bid to expand existing and/or develop new mitigation and prevention resources and services to reduce COVID-19 related disparities among populations with higher risk factors and that are underserved through a community wellness project. One of the deliverables for the Small Wellness Mini Bid awardees is to attend and participate in at least five (5) 1:1 or group Risk Management in Public Health Crisis Technical Assistance Trainings. Cohort 2 of the Small Wellness Mini Bid will be released in 2023 with contracts ending by March 31, 2024. 

The purpose of this funding announcement, Risk Management: Responding to Public Health Emergencies RFP, seeks bidders to provide training and technical assistance on recognizing, preparing for, and mitigating these risks. The Risk-Management: Responding to Public Health Emergencies training and technical assistance will be provided to awardees of both Cohorts of the Small Wellness Mini Bid funding opportunities in a Learning Management System (LMS) and through 1:1 sessions. These trainings will give greater resource knowledge to the crucial, trusted, CBO and individuals who provide direct services to their communities. This knowledge will assist them in creating an emergency plan to prepare them for the next public health emergency and give them the tools to continue to serve those who rely on them.

The LMS will be designated by HRI/NYSDOH. The LMS will provide each Risk Management awardee the ability to build and store five (5) multi-media training modules for Small Wellness Mini Bid awardees to access until March 31, 2024. Using this LMS serves the purpose of creating a digital learning environment and promotes a platform on which training can be accessible broadly. The system allows for audio, video, pre- and post-assessments, evaluations, links, images, documents, and Q&A to all be accessed and viewed in one place. At the same it allows the trainer to track usage, progress, questions, and completion of modules. The LMS owner will perform the actual uploading and technical knowledge on usage. The awardee is not expected to have previous knowledge of how to access and load modules onto an LMS system. There will be no cost to the Risk Management awardee for utilization of this LMS system for the purposes of fulfilling this contract.

II.         Who May Apply 

Applications will be accepted from public or private organizations, not-for-profit health and human service organizations, and consultants or consulting firms with experience supporting organizations whose work is based in ROS (all counties in NYS except New York, Bronx, Kings, Queens, and Richmond).

Bidders must have a minimum of three (3) years of training experience in Risk Management as it relates to public health, community health, family health, or CBOs that provide direct services.

Applicants applying to serve rural communities must have experience working with rural CBOs and/or working in a rural area for a minimum of three (3) years.

Applicants applying to serve Nations whose territory falls within the borders of NYS must have experience serving Nation members living on or off Nation territory for a minimum of three (3) years and/or serving Nations whose territory falls within the borders of NYS for a minimum of three (3) years.

Awardees of the Small Wellness Mini Bid may apply, but if awarded, will forfeit the Small Wellness Mini Bid Deliverable 5: Participate in Risk Management in Public Health Crisis TA Trainings. 

Applicants must submit two (2) letters of recommendation from an individual, tied to an organization, for whom the bidder provided training. At least one (1) of the two (2) entities must provide that the bidder’s training was on the topic of Risk Management under the umbrella of public health. 

III.        Project Narrative/ Work Plan Outcomes

The bidder must develop and provide five (5) unique LMS-based Risk Management: Responding to Public Health Emergencies training and technical assistance modules to community-based organizations that are awardees of the Small Wellness Mini Bid. Feedback and lessons learned from at least 25% of attendees will be used to enhance trainings for the modules. These virtual trainings must be at least one (1) hour in length and must allow for learners to post questions and have answers provided back to the question. Rural applicants must be prepared to answer questions from up to 120 organizations from rural designations/areas. Non-rural applicants must be prepared to answer questions from up to 120 organizations with non-rural designations/areas. Nations applicants must be prepared to answer questions from up to 48 organizations from the Nations and keep questions and their answers updated within the HRI/NYSDOH-designated part of the LMS.

The virtual Risk Management: Responding to Public Health Emergencies training and technical assistance modules must contain at a minimum information about developing and maintaining emergency operation plans following FEMA’s Comprehensive Preparedness Guide. Modules may also include reviewing existing emergency operation plans, assessing the potential impacts and constraints resulting from COVID-19, making any necessary adjustments to ensure continuity of essential functions and services, increasing access, and maintaining functional needs. 

The bidder must also offer two (2) one-hour 1:1 virtual follow-up technical assistance sessions for each CBO, with a maximum of 120 community-based organizations in rural designations/areas, maximum of 120 CBOs in a non-rural designation/area, and maximum of 48 community-based organizations among the Nations. The Small Wellness Mini Bid Cohort 1 has awarded 71 CBOs, which include 44 in non-rural designations/areas, 26 in rural designations/areas, and one (1) Nation. Another funding opportunity for a second round of Small Wellness contracts will be released in Spring 2023 with up to 75 available awards (i.e., Cohort 2). The selected organization for Risk Management: Responding to Public Health Emergencies RFP will be expected to support Cohort 1 and 2 awardees.

The LMS-based and 1:1 virtual training and technical assistance must be presented in ways that are fully accessible to:

• Individuals with full time jobs other than with the CBO, including volunteers.
• Individuals who work nights and weekends.
• Individuals who are developmentally delayed and require recorded video with slower paced speaking. Video must be able to be paused and played back.
• Individuals who are hearing impaired.
• Individuals who do not speak English as their first language.
• Individuals who have learning challenges.

All documents to support trainings must be:

• Easy to read and in a format that can be readily used by assistive reading technology.
• Made available to this program office in ample time to have them translated into multiple languages.
• Culturally diverse.
• Cognizant of differences in the challenges experienced working in rural areas and non-rural areas.

The bidder must:

• Assign a liaison to work within the LMS and keep track of registrations and attendance/viewing of LMS training and technical assistance modules and 1:1 follow up training and technical assistance sessions.
• Provide attendees with proof of attendance immediately following each training.  
• Give pre- and post-module assessments within the LMS and at any virtual trainings to gather feedback
• Give post module evaluations within the LMS and at any virtual trainings on both the training and the trainer. 
• Utilize a NYSDOH pre-determined learning management system (LMS) to post trainings, pre- and post-assessments, evaluations, and a Q&A forum for attendees. 

Multi-media training modules must be delivered via the HRI/NYSDOH-designated LMS, which allows trainings to be provided to multiple agencies in a digital environment and allow for registration, ensuring attendees completion of module, and providing proof of attendance to attendees on an individual basis, immediately following completion of the training. 

Upon completion of these modules, attendees will reach these learning outcomes:

• Have the tools to identify and evaluate their organization’s potential role during a public health emergency.
• Have the tools to determine a course of action and implement it in a public health emergency.
• Better understand risk management in relation to public health.
• Have the tools and resources to develop a risk management policy for their organization.
• Have the tools to develop a risk communication policy for their organization.
• Understand how their role as a trusted organization in their community makes them a resource for accurate public health information.
• Be prepared to serve as a credible resource for accurate public health information during a public health emergency.
• Build and strengthen partnerships with other members of the community, so when a public health emergency arises, they have an existing support network.

  Scope of Work:

  Deliverable 1: Project plan created collaboratively with and approved by the HRI/NYSDOH’s staff to create a project plan  Project plan approved by HRI/NYSDOH staff

  Deliverable 2: Five Unique LMS-based Multi-Media Risk-Management Technical Assistance Training Modules for community-based organizations, all products require approval by HRI/NYSDOH staff Multi-media (text, image, audio, video, resource links) training, per module Resource (written document or accessible webpage) that can be used with assistive reading technology and translated in advance of watching/attending LMS training and technical assistance module, per module Pre- and post- module assessments, per module  Evaluation of trainer tool, per module Attendee evaluation tool, per module  Summary of questions from LMS technical assistance training modules and answers provided is made available to HRI/NYSDOH staff

  Deliverable 3: Using HRI/NYSDOH-designated LMS, upload and launch multi-media content of each of the Five Unique Risk-Management Technical Assistance Training Modules, all products require approval by HRI/NYSDOH staff  Upload and launch each of five multi-media training module on the LMS system. Each is no less than one (1) hour in length. Conduct analysis of pre- and post- module assessments, per module and analysis is provided to HRI/NYSDOH staff.  Provide email confirmation to each attendee immediately following completed training  Evaluation of trainer, completed by attendees, per module, and evaluation results are provided to HRI/NYSDOH staff. Evaluation of each module, completed by attendees, and evaluation results are provided to HRI/NYSDOH staff. Summary of questions from training modules and answers is made available to HRI/NYSDOH staff.

  Deliverable 4: Summarize feedback from 25% of attendees of each training module  Summary of feedback from a minimum of 25% of attendees, per module is provided to HRI/NYSDOH staff

  Deliverable 5: Update each of the Five Unique Multi-Media Risk-Management Technical Assistance Training Modules, utilizing summary of feedback attendees, all updated modules require approval by HRI/NYSDOH staff.  Using summary of feedback, enhance the multi-media (text, image, audio, video, resource links) training, per module Using summary of feedback, enhance the resource (written document or accessible webpage) that can be used with assistive reading technology and translated in advance of watching/attending LMS training and technical assistance module, per module

  Deliverable 6: Upload and launch updated versions of multi-media content of Five Unique Risk-Management Technical Assistance Training Modules for community-based organizations  Upload and launch each enhanced training module on the HRI/NYSDOH-designated LMS system. Each no less than one (1) hour each in length. Conduct analysis of pre and post module assessments, per module, and analysis is provided to HRI/NYSDOH staff.  Provide email confirmation sent to each attendee immediately following completed training  Evaluation of trainer, completed by attendees, per module, and evaluation results are provided to HRI/NYSDOH staff. Evaluation of module, completed by attendees, per module, and evaluation results are provided to HRI/NYSDOH staff. Collect, summarize, and post final, approved questions from LMS-based technical assistance training modules and answers

  Deliverable 7: Offer a minimum of two (2) one-hour 1:1 virtual follow-up technical assistance session to each community-based organization (CBO), with an anticipated maximum of 120 CBOs in Rural designations/areas, 120 CBOs in non-Rural designations/areas, and maximum of 48 CBOs among Nations.  Offer two (2) one-hour 1:1 technical assistance sessions to organizations as outlined above in this funding opportunity. Proof of email confirmation sent to each attendee immediately following completed technical assistance session  List of names of attendees, their organization, topic covered, and any supporting documentation (e.g., draft of risk management assessment/plan, review of risk management assessment/plan) Evaluation of individual providing technical assistance, completed by attendees, and evaluation results provided to HRI/NYSDOH staff Evaluation of 1:1 technical assistance session, completed by attendees, and evaluation results submitted to HRI/NYSDOH staff Summary of questions from technical assistance sessions and answers provided to HRI/NYSDOH staff

  Deliverable 8: Final report approved by HRI/NYSDOH staff Final report of all contracted activities submitted and approved by HRI/NYSDOH staff

V.        Completing the Proposal 

A.        Proposal Content

Please respond to each of the sections described below when completing the SM Apply© online application. Your responses comprise your application. Please respond to all items within each section. When responding to the statements and questions, be mindful that application reviewers may not be familiar with the agency and its services. Therefore, answers should be specific, succinct, and responsive to the statements and questions as outlined. 

It is the applicant’s responsibility to ensure that all materials included in the application have been properly prepared and submitted. Applications must be submitted via the SM Apply© by the date and time posted on the cover of this RFP. 

The value assigned to each section is an indication of the relative weight that will be given when scoring your application. 

Applications meeting the guidelines set forth above will be reviewed and evaluated competitively by the HRI/NYSDOH. Applications whose applicant agencies do not meet eligibility requirements will not be reviewed. Applications failing to provide all response requirements or failing to follow the prescribed format may be removed from consideration, or points may be deducted. 

1. Eligibility 

1. 01) Is the applicant a public or private organization, not-for-profit health and human service organizations, and consultants or consulting firms with experience supporting organizations whose work is based in ROS (all counties in NYS except New York, Bronx, Kings, Queens, and Richmond)?

1. 02) Does the organization have a minimum of three (3) years of training experience in Risk Management as it relates to public health, community health, family health, or CBOs that provide direct services? (not scored) 

Applicants applying to serve rural communities must have experience working with rural community-based organizations and/or working in a rural area for a minimum of three years.

Applicants applying to serve Nations whose territory falls within the borders of NYS must have experience serving nation members living on or off nation territory for a minimum of three years and/or serving Nations whose territory falls within the borders of NYS for a minimum of three years.

2. Bidder Organization (20 points) 

2. 01) Describe organization’s experience in providing Risk Management training as it relates to public health, community health, or community-based organizations that provide direct services within the population chosen (i.e., rural, non-rural, Nations), including number of years of experience. Provide examples of work. (10 points) 

2. 02) Upload an example of your Risk Management curricula/ modules. The example curricula should address each of learning outcomes outlined in the Project Narrative/Work Plan Outcomes section, also listed below. Not to exceed 10 pages. Note: Examples will only be used for scoring purposes and will not be used or shared with others beyond RFP Reviewers. (10 points)

Note: Risk Management RFP states that upon completion of the modules, attendees will achieve these learning outcomes:

• Have the tools to identify and evaluate their organization’s potential role during a public health emergency.
• Have the tools to determine a course of action and implement it in a public health emergency.
• Better understand risk management in relation to public health.
• Have the tools and resources to develop a risk management policy for their organization.
• Have the tools to develop a risk communication policy for their organization.
• Understand how their role as a trusted organization in their community makes them a resource for accurate public health information.
• Be prepared to serve as a credible resource for accurate public health information during a public health emergency.
• Build and strengthen partnerships with other members of the community, so when a public health emergency arises, they have an existing support network.

3. Experience working with Community-Based and Grassroots Organizations (20 points) 

3. 01) Describe organization’s experience providing training to small grassroots and non-traditional organizations. Share examples. (10 points)

3. 02) Describe organization’s experience ensuring accessibility of training to list below. Include examples. (5 points)

• Individuals with full time jobs other than with the CBO, including volunteers.
• Individuals who work nights and weekends.
• Individuals who are developmentally delayed and require recorded video with slower paced speaking. Video must be able to be paused and played back.
• Individuals who are hearing impaired.
• Individuals who do not speak English as their first language.
• Individuals who have learning challenges.

3. 03) Describe organization’s experience working with culturally diverse groups. Provide examples. (5 points) 

4. Program Activities (30 points)

4. 01) Describe organization’s experience developing multi-media trainings for multiple agencies in a remote/digital environment. Provide examples. List names of applications (e.g., Zoom, Microsoft Teams, WebEx, YouTube, specified LMS, etc.) applicant has experience with for providing virtual training. (10 points)

4. 02) Describe organization’s experience utilizing a Learning Management System (LMS). Provide examples. Include LMS application(s) used and how a pre- and post-assessment was included. (10 points)

4. 03) Describe organization’s experience with maintaining registrations for training sessions and ensuring and providing documentation of training session completion. Provide examples. (10 points)

5. Budget and Justification (20 points)

Applicants are instructed to complete a budget in SM Apply© for one contract cycle from August 1, 2023 to March 31, 2024. All costs must be consistent with the scope of services, reasonable, and cost effective. Any ineligible budget items will be removed from the budget prior to contracting. The budget amount requested will be reduced to reflect the removal of the ineligible items. There will be no cost to the Risk Management awardee for the utilization of the LMS system to build and store five (5) multi-media training modules to fulfill this contract.

Justification for each cost should be submitted in narrative form on the budget. There is a 10% Modified Total Direct Cost (MTDC) cap on indirect costs. THIS FUNDING MAY ONLY BE USED TO EXPAND EXISTING ACTIVITIES OR CREATE NEW ACTIVITIES PURSUANT TO THIS RFA. THESE FUNDS MAY NOT BE USED TO SUPPLANT FUNDS FOR CURRENTLY EXISTING STAFF.

The executed contract with HRI will be a deliverables-based contract. Monthly vouchers may be submitted for completion of deliverable(s). Deliverables are stated in the Scope of Work in section III. Project Narrative/ Work Plan Outcomes. Vouchers may be submitted per completion of each training module within a deliverable. 

5. 01) Using the deliverables listed in the scope of work, applicants should complete and upload a budget, assuming a August 1, 2023 start date and March 31, 2024 end date using the Budget Form Excel file. (5 points) 

5. 02) Applicants should detail all Personal Services expenses for the proposed project, including brief description of duties supported by this contract. (5 points) 

5. 03) Applicants should detail all expenses, other than Personal Services, within the budget in Budget Form Excel file uploaded to SM Apply©. The budget must be consistent with the scope of work and be reasonable and cost effective. Any ineligible budget items will be removed from the budget prior to contracting. The budget amount requested will be reduced to reflect the removal of the ineligible items. There is a 10% Modified Total Direct Cost (MTDC) cap on indirect costs. NYSDOH/HRI may require a reduction in administrative costs for funded applicants if costs are not justified. (10 points)

6. Letters of Recommendation (10 points)

6. 01) Provide the names and contact emails of two (2) individuals, tied to organizations, for whom your organization provided training. The letter of recommendation should describe how the training was useful to the Recommender and the impact made. At least one (1) of these entities must have been provided training on the topic of Risk Management under the umbrella of public health. Higher points will be given to recommendations from grassroots or small community-based organizations. 

The Applicant will fill in the details of the Recommender including the First Name, Last Name, Email, and a brief message (optional) to send the Recommender. The Recommender will then receive an email with an invite to complete the recommendation by logging into SM Apply©. The Recommender will be asked if they wish to Accept or Decline the recommendation request from the applicant. The decision to Accept or Decline will be displayed to the applicant within their application. Once the Recommender has completed their recommendation, the applicant must confirm that the recommendation has been received and click submit. (10 points – 5 points per letter of recommendation)