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National HIV/AIDS Knowledge Exchange Fund
Request for Proposals Information Kit
Table of contents
- Introduction
- Background
- Development Of The National HIV/AIDS Knowledge Exchange Fund
- Guiding Principles Of The National Knowledge Exchange Fund
- Pro-active Responsiveness
- Activities Supported By The Knowledge Exchange Fund
- Outputs
- Fund Outcomes
- Request For Proposal Process
- Proposal Review Criteria
- Administrative And Reporting Requirements
- Application And Submission Details
- General Guidelines and Information
from the
HIV/AIDS Policy, Coordination and Programs Division
Public Health Agency of Canada
September 6, 2006
This Request For Proposals is one year of funding (2007-2008)
with the possibility of an extension for up to two years.
Note: Modifications were made to the RFP on September 29, 2006 and are printed in red.
Letter of Intent Form:
(
(Introduction
The Public Health Agency of Canada (PHAC) is inviting applications1 from eligible non-governmental organizations (NGOs) for the National HIV/AIDS Knowledge Exchange Fund (KEF). This funding program aims to enhance and sustain an effective strategy of knowledge exchange with front line organizations that work with HIV/AIDS and those at risk in Canada. This request for proposals (RFP) is for one year of funding, with the possibility of an extension for up to two years.
In the past few years, several major documents have had an impact on the approach to the response to HIV/AIDS in Canada. The Federal Initiative to Address HIV/AIDS in Canada, and Leading Together: Canada Takes Action on HIV/AIDS (2005-2010) are two major national documents (reviewed in more detail later in this RFP), which are steering the response to the HIV/AIDS epidemic in Canada. Both identify the need to facilitate the exchange of knowledge to HIV/AIDS front-line organizations to assist them in fulfilling their mandates.
Knowledge Exchange Definitions Knowledge Exchange occurs when knowledge brokers work with producers and generators of information, and decision makers and users of information to solve problems collaboratively through linkage and exchange. Effective knowledge exchange involves interaction between knowledge brokers and users and producers of information and results in mutual learning through planning, producing, translating, disseminating, and applying existing or new knowledge in decision-making. |
The response of the front lines in addressing HIV/AIDS in Canada has evolved significantly since this disease emerged in Canada in the early 1980s. The emergence of new treatments, changes in the epidemiology of the disease, and 20 years of experience working in prevention, treatment, and care have dramatically increased the body of information available. The functions of gathering, synthesizing, and promoting the use of knowledge relevant to the front lines is challenging.
At the same time, this knowledge increases the potential of the front lines to deliver evidence-based interventions and programs for people with HIV/AIDS and for vulnerable populations. The KEF aims to support the needs of front-line organizations for easy access to relevant, useful, up-to-date knowledge that they require to carry out their functions. While front-line organizations need to acquire knowledge, the KEF also recognizes that they serve an important role as producers of knowledge and gatherers of data and evidence.
The KEF will support the role of “knowledge broker” for the front lines by providing funding that will:
- increase knowledge of HIV/AIDS amongst front-line organizations;
- increase the capacity of front-line organizations to plan and deliver programs and services to address HIV/AIDS;
- improve the effectiveness of front-line prevention efforts; and
- improve effectiveness of front-line diagnosis, care, treatment, and support efforts.
Background
The Public Health Agency of Canada:
Public Health Agency of Canada Mission:
To promote and protect the health of Canadians through leadership, partnership, innovation and action in public health.
PHAC was created in September 2004 to deliver the federal government's commitment to help protect the health and safety of all Canadians. PHAC activities focus on preventing chronic diseases; preventing injuries; and responding to public health emergencies and infectious disease outbreaks, including HIV/AIDS.
PHAC's creation marked the beginning of a new approach to federal leadership and collaboration with provinces and territories, the voluntary sector, national and other NGOs, and other key stakeholders to keep Canadians healthy and help reduce pressures on the health care system.
In terms of HIV/AIDS, PHAC is the lead agency for the Federal Initiative to Address HIV/AIDS in Canada (see below) and is responsible for coordination and evaluation, national and regional HIV/AIDS grants and contributions programs, policy development, communications and social marketing, surveillance, laboratory science, and global engagement in partnership with
Health Canada.
The Federal Initiative to Address HIV/AIDS in Canada
Launched in January 2005, the Federal Initiative to Address HIV/AIDS in Canada is the federal government's renewed strategy to address HIV/AIDS in Canada. Building on the achievements of past strategies and with increased investment to $84.4 million annually by 2008-2009, the Federal Initiative is intended to:
- prevent the acquisition and transmission of new infections;
- slow the progression of the disease and improve quality of life;
- reduce the social and economic impact of HIV/AIDS; and
- contribute to the global effort to reduce the spread of HIV and mitigate the impact of the disease.
Inherent in the goals of the KEF are activities designed to achieve the goals identified in the Federal Initiative and Leading Together. Knowledge development is one of five areas of action in the Federal Initiative, with emphasis on developing mechanisms to transfer knowledge to inform front-line responses.
A logic model was developed for the Federal Initiative. All federal activities undertaken under the Federal Initiative must demonstrate that they are contributing to the outcomes identified in the logic model.
The Federal Initiative also defines the federal government's commitment and contribution to the national framework for HIV/AIDS, embodied in Leading Together. This document was developed through a multi-stakeholder-led process involving provinces and territories, other federal government departments, and non-governmental stakeholders.
There are several linkages between the KEF and Leading Together. One of Leading Together's six strategies is to enhance front-line capacity to act early and stay the course by providing the knowledge that front-line organizations require to strengthen their services. A challenge identified in Leading Together is to have research findings used more effectively to improve programs and services.
For more information on the Federal Initiative and Leading Together, please consult http://www.phac-aspc.gc.ca/aids-sida/index-eng.php.
National HIV/AIDS Grants and Contributions Funding Programs under the Federal Initiative
National grants and contributions (Gs&Cs) funding programs are an important mechanism in achieving the goals and outcomes of the Federal Initiative and supporting the federal contribution to Leading Together. PHAC funding for national HIV/AIDS Gs&Cs will increase from $9.8 million in 2004-05 to $12.7 million by 2008-09.
In implementing the Federal Initiative, PHAC committed to review all of its existing programs and coordinating mechanisms to ensure alignment with the new goals and policy directions of the Federal Initiative. To this end, a review of national Gs&Cs was completed.
A key outcome from this review was a clarification of the role that national Gs&Cs will play in contributing to the Federal Initiative (see below). In addition, national Gs&Cs have been re-aligned into five funding streams (see below).
Role of PHAC National HIV/AIDS Grants and Contributions Funding
|
The KEF is the fourth of the new national funding programs to issue a request for proposals under the Federal Initiative.
PHAC National HIV/AIDS Grants and Contribution Funding Programs
|
Development Of The National HIV/AIDS Knowledge Exchange Fund
The review also recommended that the contribution agreements from the previous fund that dealt with information services, the HIV/AIDS Information Services (HISI) Fund, be extended for one year to allow for the development of the new KEF.
With this direction, several initiatives and activities were conducted over the last year in order to provide input and evidence for the direction of the development of the KEF. These included the following:
- Review of Key Reference Documents
- Review of Knowledge Exchange Models
- Knowledge Exchange Survey
- Knowledge Exchange Consultation
Review of Key Reference Documents
A review was conducted of key reference documents discussed earlier in the RFP, such as the Federal Initiative, Leading Together, as well as A National Portrait, A Report on Governments' Responses to the HIV/AIDS Epidemic in Canada. There were many references in these key documents to the existing need to provide the front-line organizations with the knowledge they require. It is recognized that the front lines already hold an extensive base of knowledge, but that there is a need to address knowledge gaps that exist.
The Federal Initiative indicates that mechanisms will be developed to transfer knowledge to inform front-line responses. Leading Together, supports this as well, and reports on the need to provide the knowledge that front-line organizations require to strengthen their services. One of the six strategies in Leading Together is to enhance the front-line capacity to act early and stay the course. It specifically recommends that one of the challenges is to have the research findings used more effectively to improve programs and services. In A National Portrait, key informants said they want more effort committed to the timely dissemination of knowledge, and to knowledge transfer and exchange.
Review of Knowledge Exchange Models
A review of existing knowledge exchange models was conducted. The review identified numerous different definitions of knowledge exchange, knowledge transfer, and knowledge translation, but suggested that they all essentially meant is “knowledge to action.” The review recommended that a knowledge exchange framework should tailor the knowledge to meet the audience's needs. It also recommended that the next step in the fund development should be a needs assessment of the stakeholder groups.
Knowledge Exchange Survey
With the focus of the KEF on the front lines, it was important to survey those working on the front lines to determine their knowledge exchange requirements and to devise the best way to meet those requirements.
A broad range of national and local non-governmental organizations were surveyed and the results from the survey showed that the information they most commonly sought included the following:
- Best practices
- Epidemiological statistics tailored to suit their needs, and current research results
- Plain language information and lower literacy
- Population-specific information
Knowledge Exchange Consultation
To further discuss knowledge exchange needs, and the best method to meet those needs, national knowledge exchange consultations of front-line organizations, national NGOs, and knowledge providers were held in Ottawa and Montréal in spring 2006. The following is a summary of key messages from the consultation:
- A requirement for a co-ordinating body or network that would respond rapidly to current information and is tailored to specific needs on a broad range of topics, including collaboration with agencies with different expertise;
- A requirement to engage different communities, populations, cultures in developing, adapting, translating, and disseminating knowledge;
- The front lines should be involved in all aspects of the knowledge exchange system;
- Knowledge gaps need to be filled. Epi and surveillance information is required that is timely and tailored to populations/regions and need research results, including synthesis of results and analysis; and
- The focus should be on making the knowledge accessible and meaningful for front-line organizations.
Parameters of the National HIV/AIDS Knowledge Exchange Fund
Those representing the front lines at the consultations were consistent in their knowledge exchange requirements regarding an easy and simple process to access knowledge that is tailored to their needs and a pro-active knowledge exchange system transferring the knowledge. The Knowledge Exhange Fund will be delivered through a partnership amongst non-governmental organizations. The KEF RFP is requesting a joint proposal from NGOs, that includes at least one national NGO in the partnership. The LOI and proposal will need to identify one organization that will undertake common supportive or co-ordination functions, (including strategic planning, communications). The partnership will need to include links, and collaborations with organizations representing regions, populations, and other key stakeholders from across the country in order to delvier all activities included in the Knowledge Exchange Fund.
Evidence of additional linkages, partnerships, and collaborations must be identified in the funding proposal.
The KEF is expected to address the diverse knowledge requirements of all front-line organizations and needs to cover the wide spectrum of HIV/AIDS topics, including prevention, care, treatment, and support.
Two key gaps identified by front-line organizations were access to the latest epidemiological data and research. Access to epidemiological knowledge and the latest research tailored to regions or populations needs to be addressed in applications. As a result, the LOI and proposal will need to identify formal links to at least one academic or research institution to assist in assessing relevant information to the front lines and in making this information useable for them through a proactive synthesis function.
click on the image to enlarge (print on legal paper)
The Logic Model of the National HIV/ AIDS Knowledge Exchange Fund
The KEF's goal is as follows:
To strengthen responses of front-line organizations involved in the delivery of prevention, diagnosis, care, treatment, and support to people living with, and at risk to, HIV/AIDS by incorporating an active and continuous exchange of HIV/AIDS-related knowledge.
Guiding Principles Of The National Knowledge Exchange Fund
The KEF is guided by the following principles:
- social justice;
- partnership and engagement;
- integration and accountability;
- cultural relevance;
- evidence-based; and
- involvement of people living with HIV/AIDS and those vulnerable to infection.
These guiding principles are related to the principles included in both the Federal Initiative and Leading Together. The administration and management of the KEF will be guided by these principles. In addition, all letters of intent and project proposals submitted to the national HIV/IDS KEF will be assessed, in part, against these principles.
The following are descriptions of the principles:
Social Justice and Determinants of Health
HIV is more than a health problem. Social factors - such as discrimination in all its forms, oppression, poverty, homelessness and abuse - threaten the ability of those most affected by HIV and most vulnerable to infection to protect their health. The Federal Initiative and the KEF are based on the following social justice model: are rights-based; use an integrative approach; operate across the determinants of health; and hold important the value of social inclusion and anti-oppression. All members of our society should be treated fairly; have their basic needs met; have access to the same services; and have opportunities to participate meaningfully.
Partnership and Engagement
Initiatives funded by the KEF must have active partnership support. Initiatives sponsored by organizations that do not have experience reaching out to a specific population must have strong partnership support of another organization that has this proven experience.
Partnerships that engage the determinants of health, have a regional reach, build on areas of expertise, and which allow organizations to better reach vulnerable populations will be necessary. Coalitions and collaborations are also encouraged. Organizations are also encouraged to engage federal, provincial/territorial and/or municipal departments and agencies to address program/policy barriers to prevention, diagnosis, care, treatment, and support.
With the range and breadth of activities required for the KEF, it is expected that numerous partnerships will be required. Some of these will include broader partnerships that require coverage of several issues or areas, while others will be partnerships that are more focussed on specific issues, populations, or regions. In the proposal stage, partnership support must be indicated by a letter of support that specifies, in detail, the role played by each partner in the application. The proposal will also be requesting an overall integrated workplan that identifies the key partners, and the specific activities to be carried out by the partners. The full proposal will require an overall integrated budget for the total amount being spent on the KEF.
Integration
Many people living with, and vulnerable to, HIV/AIDS have complex health needs and may be vulnerable to other infectious diseases, such as those transmitted sexually or by injection drug use (hepatitis C), and to other related conditions, such as depression. In addition, determinants, such as income and social status, social environments, and gender, can place people and populations at increased risk of HIV infection and faster progression to AIDS.
Initiatives funded under the KEF are to engage in HIV/AIDS prevention, diagnosis, care, treatment, and support initiatives in the broader context of related diseases, conditions, and determinants, as appropriate.
Accountability
The federal government will foster mutual accountability amongst its delivery partners and will make public their achievements and challenges through the annual World AIDS Day report and program-specific reporting. However, accountability also includes an organization's accountability to its community, partners, and stakeholders.
Cultural Relevance
Initiatives funded by the KEF must engage in activities that are culturally relevant for the populations and communities with which they work. In general, a culturally relevant approach should be as follows:
- reflect the culture of the community in which the project takes place;
- develop communication strategies that recognize languages and dialects of the specific population;
- develop resources based on appropriate concepts with appropriate language levels;
- recognize the diversity (both traditional and non-traditional) of belief systems, values, principles, spirituality, and teachings;
- incorporate perspectives of diverse gender and sexual roles;
- be flexible, non-judgmental, and use a harm-reduction approach; and
- work in balance with people from other cultures and backgrounds.
Evidence-based Programming
Evidence-based programming is the use of proven techniques to address needs and trends identified through the most up-to-date and reliable information available. It is the consideration of data, facts, and evidence, including the synthesis and analysis of this evidence, to inform, influence, and direct decisions.
Activities funded under the KEF must use available and appropriate evidence to support the identified need for activities. Evidence includes both qualitative and quantitative information. Useful evidence to support the need for an initiative includes, but is not limited to the following: HIV/AIDS surveillance and epidemiological data; STI surveillance and epidemiological data; hepatitis C surveillance and epidemiological data; applicable knowledge, attitudinal and behavioural data; applicable policy and program information; community consultations; surveys and needs assessments; and information on the life experience of people living with HIV/AIDS and affected communities.
In addition, it must be demonstrated that the activities and outputs being proposed have evidence of effectiveness in reaching the identified outcomes. This evidence may include both qualitative and quantitative information.
Involvement of people living with HIV/AIDS and those vulnerable to infection
People living with HIV/AIDS and those vulnerable to infection must be involved in the initiatives and policies that affect their lives. All initiatives funded under the KEF must encourage the involvement and the inclusion of people living with HIV/AIDS and those vulnerable to infection. This involvement may take a number of different forms, however, common examples include consultation during needs assessments, participation on committees, and employment by the organization.
Pro-active Responsiveness
The KEF will need to be pro-actively responsive to a number of concepts, which were identified as priorities in the survey and the consultation.
- Regional Partnerships: In carrying out the activities of evaluating evidence of knowledge/information needs of the front lines, as well as knowledge synthesis and transfer, partnerships will be established with key stakeholders in all seven PHAC regions. There are existing knowledge exchange networks in several of these regions, both formal and informal, and these systems must be linked to any national knowledge exchange system established. Key partners will have to be identified in Atlantic Canada, Quebec, Ontario, Manitoba/Saskatchewan, Alberta/Northwest Territories, Pacific Region, and Northern Secretariat (Nunavut and Yukon). These formal regional links will ensure that the knowledge needs of all regions are incorporated into assessment of national information needs, and that the information and knowledge gathered will be disseminated to the front lines in all regions of Canada, including underserved remote and rural areas.
- Population-Based Partnerships: The Federal Initiative identifies eight priority populations requiring discrete approaches in prevention, care, treatment, and support, as well as supporting a population-health approach in areas of federal intervention. The proposal supported by the KEF will develop formal partnerships with NGOs that understand and represent the needs of all seven populations, including people living with HIV/AIDS, gay men, injection drug users, Aboriginal peoples, inmates, youth and women at risk for HIV infection, and people from countries where HIV is endemic. These partnerships will assist in activity areas, including assessing knowledge/information needs of the front lines, and knowledge transfer.
- Quick Response: An easy single point of access to knowledge will be put in place for the front lines, including the capacity to respond (within a relatively short period of time) to requests for information, or questions about prevention, diagnosis, care, treatment, and support.
Activities Supported By The Knowledge Exchange Fund
Areas of Work
The KEF will support activities under three areas of work as identified below. These areas of work represent the contribution of the KEF to the role of PHAC national HIV/AIDS Gs&Cs funding.
- Assessing/Analysing Evidence of Need and Evaluation
- monitoring the needs of the front line for knowledge/information requirements;
- using this information to try to anticipate future information requirements; and
- evaluating the success of the knowledge/information that is currently being produced.
To best meet the knowledge exchange needs of the front lines, the applicant must be able to assess the priority needs of the front-line organizations using various tools, such as surveys, consultations, interviews, etc. They must be able to assess the current needs of the front lines and to gather evidence for future use. This knowledge will then be used when the decisions are made as to which knowledge tools are the next priority. Essential to this activity area is also the need to have an ongoing evaluation as to the effectiveness of the current activities that are underway. Evaluation should be an ongoing activity and the results used continually in the assessment and analysis phase for discussions and decisions on future activities.
- Gathering, Synthesis and Translation
• Determine information requirements (i.e. research, data, publications) and synthesize or adapt them to meet the needs of the audience. This can include translation into a different language or rewritten into a plain language piece. - Transfer
- Transfer means to relay the knowledge/information to the front-lines via whatever method is most successful and most needed (e.g. Web, mail, in-person, etc.).
This activity area involves the transfer of the knowledge to front-line organizations. The transfer method should be varied and should meet the needs of the front-line organization. The information could be delivered personally, via the Web, or in a product, such as a brochure or poster, but the various options should be available to meet the needs of the front lines.
Please note: Applicants will be required to demonstrate how the activities they plan to undertake under each area of work contribute to the KEF's set outcomes.
This area covers the activities that start once the decisions have been made on which knowledge activities, products, and tools are required. It includes the gathering, synthesis, and translation of the material (data or raw material) to meet those needs. For instance, it could be print material, such as a best practice document, a research paper, or epidemiological data that will have to be located, synthesized, and translated to meet the needs of the front-line organizations. The synthesis, for instance, could be adapting a workshop from one region to meet the needs of another, or translating a prevention brochure, both linguistically and culturally, from one community so that it can be used in another.
Outputs
Outputs are the products or deliverables that are produced by the activities. Applicants will be required to specify outputs. All outputs that are for public use must be available in English and French. Organizations that carry out projects involving English- and French-language communities must ensure the following:
- announcements to the public concerning the activities/projects are in both official languages;
- activities carried out involving members of the public are available in both official languages;
- documents relating to the activities/projects for the general public are made available in both official languages;
- members of both official language communities are encouraged to participate in the activities/projects and can be communicated with in the official language of their choice; and
- activities, projects, or programs are organized, when appropriate, in such a manner as to meet the needs of the two linguistic communities.
Please visit the following Web site for more information:
http://publiservice.tbs-sct.gc.ca
.
The types of outputs envisioned under the KEF include the following:
- synthesis of lessons learned through interventions, lived experiences, research, and best practices;
- audience/issue/population-specific knowledge, products, tools, and publications; and
- conferences and other fora, workshops, Web sites, telephone lines, gathering, storing, and distributing materials and other mechanisms.
These outputs are the mechanisms or tools that the successful applicant will be using to transfer the knowledge to the front-line organizations. They will be searching and locating existing examples of what has been identified as required best practices, research results, products or tools, workshops, experiences, and interventions, etc. Once located, they will be synthesized to meet the needs of the front-line audience. It is essential to the success of the KEF that a variety of methods and products be used to transfer the knowledge since the front-line organizations have specific needs.
Fund Outcomes
Short-term, intermediate, and long-term outcomes have been developed for the fund to
demonstrate how the activities and outputs it supports will contribute to the outcomes of the
Federal Initiative.
Short-Term Outcomes (1 to 3 Years)
The short-term outcomes below are the expected results of the activities and outputs supported by
the KEF over the funding period. Applicants to the KEF will be required to demonstrate how
their proposed activities and outputs will contribute to the achievement of these short-term
outcomes.
- increased knowledge of HIV/AIDS amongst front-line organizations through active involvement; and
It should be noted that it is expected that there will be an increased knowledge of HIV/AIDS
amongst the front-line organizations since their knowledge needs will be assessed, analyzed, and
subsequently met through the implementation of the activity areas and the outputs. This outcome
may be measured through, amongst other possible indicators, evaluation mechanisms of the
knowledge level of front-line organizations.
- increased capacity of front-line organizations to plan and deliver programs and services to address HIV/AIDS.
It should be noted that it is expected that front-line organizations will have an increased capacity
to fulfill their mandate since they will have increased knowledge, products, and tools to complete
their work. This outcome may be measured through, amongst other possible indicators, an
evaluation of the organization's abilities to meet their clients' knowledge needs.
A key component of applications to the KEF will be the identification of indicators of success to measure progress towards the achievement of the short-term outcomes listed above. Data collection for, and reporting against, the indicators will be required for the funded activities and outputs. To facilitate this process, a minimum of 10% of the overall budget must be identified for evaluation activities.
Intermediate Outcomes
The KEF's intermediate outcomes are the anticipated results that will be achieved following two- to three-funding cycles. Applicants are not required to demonstrate progress towards the intermediate outcomes. This will be undertaken by PHAC as part of the component evaluation of national HIV/AIDS Gs&Cs funding programs.
- improved effectiveness of front-line prevention efforts; and
- improved effectiveness of front-line diagnosis, care, treatment, and support efforts.
Long-Term Outcomes
The long-term outcomes of the KEF directly correspond to the outcomes of the Federal Initiative (see Appendix A). Applicants will not be required to demonstrate progress towards these long-term outcomes. This will be completed by PHAC as part of the overall evaluation of the
Federal Initiative.
- prevent the acquisition and transmission of new infections; and
- slow the progress of the disease and improve the quality of life.
Please note: Applicants will be required to demonstrate how the activities they plan to undertake under each area of work contribute to the KEF's set outcomes.
Who May Apply?
To be eligible for funding, applicants must meet the following requirements:
- must be Canadian not-for-profit organizations;
- must include at least one National Non-Governmental Organization in the partnership of NGOs
- must have demonstrated experience and expertise in HIV/AIDS work;
- must have experience in knowledge exchange work;
- must have an ability to work and communicate in both official languages and communicate with the public in the language of their choice, i.e., in English and French, and encourage the participation of official language minority communities; and
• must have an elected, voluntary Board of Directors.
Partnerships or coalitions of organizations are encouraged to work together in the development of an application. In order to minimize the administrative and legal burden on the partner who provides the co-ordination functions, separate contribution agreements may be negotiated with individual NGOs who are partners in the successful application.
Who Is Not Eligible For Funding?
- for-profit organizations; and
- individuals.
PHAC's HIV/AIDS Policy, Coordination and Programs Division reserves the right to reject any application where there are any monies owing to the federal government by the applicant under legislation or contribution agreements. In order to minimize the administrative and legal burden on the partner who provides the co-ordination functions, separate contribution agreements may be negotiated with individual NGOs who are partners in the successful application.
What Costs Will The Fund Support?
The KEF will cover costs, in accordance with Treasury Board Guidelines, associated with the approved activities and outputs that meet the outcomes and goal of the fund.
Ineligible Expenses
The KEF will not fund the following:
- professional services and services funded by provincial/territorial governments;
- professional counsellors, nurses, home care, direct health or social services;
- primary research;
- HIV testing;
- purchases of buildings and vehicles, renovations, and other capital expenditures;
- proposal writing; and
- fundraising.
Please see Detailed Budget Guidelines in the application form for further information on eligible/ineligible expenses.
How Much Funding Can A Proposal Receive?
The maximum amount that one organization can receive under the KEF is $3 million for fiscal year 2007-08, however, organizations can apply for less than this amount.
How Long Can The Proposed Activities Last?
The funding period is for one year with the possibility of an extension for up to two years.
The anticipated start date of activities is April 1, 2007, with an end date of March 31, 2008.
Funding agreements entered into under the national HIV/AIDS KEF do not imply any commitment, financial or otherwise, by PHAC or by any provincial/territorial/federal government department or agency, beyond the approved-funding period.
Request For Proposal Process
The RFP process involves the following two stages:
Stage 1: Letter of Intent
All applicants must complete a Letter of Intent (LOI), which includes the application form. The LOI will be reviewed to determine the eligibility of the organization and the proposed activities. Based upon PHAC's review, as well as a limited external review, only successful LOI applicants will be invited to submit a full proposal for funding. The HIV/AIDS Policy, Coordination and Programs Division will be scheduling a teleconference call as an information session to provide an opportunity to answer questions about the KEF, the week after the release of the RFP. Please see the LOI application form for further details.
Stage 2: Application
Those applicants who have successfully completed the LOI stage will be invited to submit a full application. Complete applications will be forwarded to a review committee. The review committee will include individuals who are recognized for their excellence in HIV/AIDS, related federal programs, front-line organizations, those familiar with knowledge exchange, and others whose expertise is desired. Those living with, and at-risk of, HIV/AIDS will also be invited to participate in this process. All review committee members will be required to adhere to PHAC conflict of interest guidelines.
The review committee will complete written assessments of each application received. Based on the results of the written assessment, applications will be ranked in order from highest to lowest score.
Proposals will be measured against the criteria outlined below.
In addition, the review committee will be collectively assessing the proposals to ensure that the KEF supports a comprehensive range of activities and outputs to achieve the outcomes of the fund.
The findings of the review committee will become recommendations to the HIV/AIDS Policy, Coordination and Programs Division and are subject to final approval by PHAC.
PHAC is under no obligation to provide funding, or to enter into a contribution agreement as a result of this RFP, the funding proposals submitted, or as a result of existing or previous funding agreements with an organization. Additionally, PHAC reserves the right to the following:
- reject any or all proposals received in response to this RFP;
- enter into negotiations with one or more Canadian not-for-profit organizations on any aspect of this RFP;
- accept any proposal in whole or in part;
- cancel, modify, or re-issue this RFP at any time;
- award or negotiate one or more contribution agreements; and
- verify any or all information provided by applicants as part of this process.
Proposal Review Criteria
The following criteria will be used by the review committee to assess proposals and make funding recommendations to PHAC's HIV/AIDS Policy, Coordination and Programs Division.
- Organizational Capacity:
- organization has demonstrated experience and expertise in HIV/AIDS work;
- organization demonstrates that it has the infrastructure necessary to carry out the proposed activities to achieve the short-term outcomes;
- organization demonstrates the ability to meaningfully engage in national activities in both official languages; and
- organization has demonstrated experience in knowledge transfer and exchange work.
- Rationale/Need:
- need for the proposed activities are clearly outlined and based on sound evidence;
- proposed activities are linked to the short term outcomes;
- organization demonstrates that they are best-positioned to carry out the proposed activities, (e.g. activities logically fit within the mandate of the organization); and
- proposed activities are relevant and applicable to the goal of the KEF.
- Strategic Partnerships:
- evidence of partnerships;
- roles and responsibilities of each partner are clearly explained;
- organization demonstrates that the partnerships are appropriate and strategic for the activities proposed; and
- organization demonstrates that the partnerships will contribute to achieving the short-term outcomes.
- Proposed Workplan:
- is realistic, feasible, and measurable;
- demonstrates ability to be accomplished within the proposed time frame;
- demonstrates linkages between proposed activities, timelines, and outputs;
- describes who is responsible for the proposed activity;
- demonstrates clearly how outputs will be shared nationally;
- identifies clearly the strategic partnerships related to proposed activities; and
- demonstrates that the proposed activities and outputs will contribute to the achievement of the short-term outcomes of the KEF.
- Budget:
- is feasible to support the proposed activities;
- demonstrates value for money; and
- includes evaluation costs of 10% or more of total requested funding.
- Evaluation Plan:
- includes indicators of success for each short-term outcome for each area of work; the indicators of success must clearly link the short-term outcomes and the proposed activities; and
- ensures the indicators of success are measurable and data sources, tools, etc. that are identified are realistic and feasible.
Administrative And Reporting Requirements
Administrative requirements, such as financial and narrative reporting, evaluation, as well as other monitoring activities, will be established in a formal contribution agreement between PHAC and the successful applicant.
For all agreements, there is the following requirements:
- submit quarterly activity and cash flow reports;
- submit a final report;
- participate in on-site visits, as required;
- participate in PHAC-coordinated evaluation activities of the KEF.
Specific details of the accountability and reporting requirements will be outlined in the contribution agreement.
Evaluation
All organizations receiving federal HIV/AIDS funding will be required to participate in national evaluations that help inform PHAC of the impact of the Federal Initiative. Evaluation frameworks and responsibilities will be defined in the contribution agreement.
Audit
PHAC may, at any time during the duration of a contribution agreement, or within a six-year period following its expiry or termination, conduct audits and/or evaluations of any aspect of the work. Specific details will be outlined in the contribution agreement.
Application And Submission Details
The application process for the national HIV/AIDS KEF will be conducted in the following two stages:
Stage 1 FOR ALL APPLICANTS
Completion of an LOI
Deadline: 4:00 p.m. EST, Monday, November 20, 2006
Only hard copies of LOIs postmarked by the deadline will be accepted.
All LOIs must be submitted to the address shown below using the appropriate form. LOIs may be submitted in either official language. Only those eligible applicants that have followed the appropriate format will be considered for review.
Based upon PHAC's review, only successful LOI applicants will be invited to submit a full proposal for funding (Stage 2).
Stage 2: FOR SUCCESSFUL STAGE 1 APPLICANTS ONLY
PHAC will send proposal application forms to successful Stage 1 applicants. The proposals will be due by mid-December. Those applicants who will be submitting proposals will be notified of the exact date, once their LOI has been approved to succeed to the next stage.
All proposals must be submitted to the address shown below using the application form. Applications may be submitted in either official language.
To be considered for funding, eligible applicants must provide all of the requested information as indicated on the application form and LOI. The HIV/AIDS Policy, Coordination and Programs Division will not review applications from ineligible applicants; those not adhering to the application form; or those that are received after the application deadline. See below for general guidelines on the application form and LOI.
General Guidelines and Information
- Only those eligible applicants that have followed the LOI and application instructions and formats will be considered for review.
- LOIs and applications should be submitted in two copies in hard copy format only.
- LOIs and applications postmarked by the deadline will be accepted. Applications and LOIs submitted electronically or by facsimile will NOT be accepted.
- All LOIs and applications must be submitted to the address identified below.
For further information, please contact:
HIV/AIDS Policy, Coordination and Programs Division
Knowledge and Awareness Section
Public Health Agency of Canada
A.L. 0601A, LCDC Building
100 Eglantine Driveway
Tunney's Pasture
Ottawa, Ontario K1A 0K9
Attention: Jo-Anne Stead |
Kevin Muise |
