Questions and Answers

How do we define the "front lines" for a Knowledge Exchange RFP?

The front lines include AIDS service organizations (ASOs), social service and community based organizations (CBOs), public health units, and population specific organizations. Front lines are broadly defined to be inclusive of agencies that work with Public Health Agencies (PHAs) and priority populations, where HIV/AIDS may or may not be the primary mandate. This includes the work that is done in smaller or more remote communities which may not have an ASO.

What steps were involved in the creation of the Knowledge Exchange Fund RFP?

1. Program Review; Conducted in 2005, all grants and contribution (G&C) funds within the HIV/AIDS Division were reviewed to align existing programs and funding mechanisms with the new Federal Initiative to Address HIV/AIDS.

   As a result of this process, seven national funds were realigned into five funding streams, changing the focus of G&C funds. The Knowledge Exchange Fund was one of these new funding streams.

2. Review of Key Reference Documents: Conducted January, 2006. The Federal Initiative, Leading Together, and A National Portrait, A Report on Governments' Responses to the HIV/AIDS Epidemic in Canada were all reviewed.

   These documents all referred to an existing need for increased knowledge exchange and transfer to inform the work of the front lines, including more timely dissemination of knowledge. A literature review was also conducted, identifying existing knowledge exchange models and definitions, which led to a report recommending increased emphasis on tailoring knowledge to the needs of the target audience.

3. Needs Assessment: Conducted in February, 2006. It entailed a national survey of the front lines was then conducted to assess their knowledge needs, and how to most effectively meet them. Both national and local NGOs were surveyed.

   Most commonly identified needs included information about best practices, epidemiological statistics and current research results, population specific information, and information in plain language (including making information accessible for lower literacy levels).

4. National Front Line Consultations in the March of 2006: Face-to-face consultations were held in Ottawa and Montreal, asking national and local front line service providers about their current knowledge exchange needs and how best to meet them.

   Key messages included the need for developing a coordinating body to respond rapidly to emerging knowledge needs, a requirement for the engagement of the front lines in all aspects of knowledge exchange (including knowledge development), filling knowledge gaps in areas such as research, epidemiology and surveillance, and making knowledge accessible and meaningful for front line organizations.

Are individual organizations eligible to apply for the Knowledge Exchange Fund?

The Knowledge Exchange RFP outlines the eligibility criteria (i.e. must include at least one National Non-Governmental Organization in the partnership of NGOs, see RFP for further details). There is no mention of single organizations not being eligible to apply. As such, one organization may apply for funding under the Knowledge Exchange Fund.

However, at the review stage, all proposals will be assessed against the stated parameters outlined in the RFP, i.e. that the RFP is requesting a joint proposal from NGOs, that the KEF will be delivered through a partnership amongst NGOs, and that the partnership will need to include links, collaborations with other organizations (see RFP). The proposals will also be assessed to identify whether they are aligned with the goals, guiding principles and areas of work that are described in the RFP. These include regional, academic/research, and population based partnerships, quick response, and a single access point for knowledge exchange for the front lines to assess knowledge about prevention, care, treatment and support. The review committee will assess proposals to ensure that any successful proposal supports a comprehensive range of activities and outputs that will achieve the outcomes of the fund.

As a reminder, PHAC is under no obligation to provide funding, or to enter into a Contribution Agreement, as a result of this RFP. This includes the right to reject any or all proposals received, accept any proposal in whole or in part, or negotiate with one ore more Canadian not-for-profit organizations on any aspect of this RFP. Additionally, PHAC can cancel, modify, or re-issue this RFP at any time.

If a consortium of national Non-Governmental Organizations wants to submit an LOI to the Knowledge Exchange Fund, and the combined budgets to support the work proposed goes over $3.0 million, would the LOI be disqualified for that reason?

An LOI for over $3.0 million would not be disqualified for that reason alone. The amount of money available in the fund is a maximum of $3.0 million. It is intended that all areas of work outlined in the RFP will be supported within the maximum allowable money available in the fund.

At the LOI review stage, the eligibility of each application will be reviewed to determine whether or not it may proceed to the full proposal stage. PHAC staff and external reviewers will assess each LOI according to the stated eligibility criteria (see RFP), including the range of activities and outputs that this fund will support. General feedback will then be provided to assist applicants in completing the full proposal application form. More detailed decisions regarding proposed budgets and work plans will only be provided at the final proposal review stage. At this stage, full review of proposals and funding decisions will be made.