introduction - university of calgary in alberta · web viewthe following tentative timetable shall...

*****FOR INTERNAL AHS APPLICANTS ONLY*****

Call for Applications

COMMUNITY INNOVATION GRANT INITIATIVEfor People Affected by Dementia

A Person-Centred Approach

(the “Initiative”)

Call for Application Number:

AHS-2016-2076

ISSUED: July 07, 2016

RESPONSE DEADLINE: 2:00:59 PM MDT, August 4, 2016

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1. GENERAL INFORMATION

Introduction and Background

Person-centred care is a philosophy that recognizes that individuals have unique values, personal history and personality, and that each person has an equal right to dignity, respect, and to participate fully in their physical and social environments. This approach acknowledges that persons living with dementia maintain strengths and abilities throughout the progression of the illness to both communicate preferences and emotions, to engage with others and to participate in activities they enjoy. People living with dementia experience optimal quality of life in an environment that is appropriately adapted to support those strengths and abilities, and responds as holistically as possible to the unique social, psychological, physical and environmental needs of the individual and their families.

Increasing knowledge and capacity to provide person-centred services for Albertans impacted by dementia (including people living with dementia and their family caregivers) is a key priority of the Alberta Health Services (AHS) Seniors’ Health Strategic Clinical Network). The Senior’s Health Strategic Clinical Network is looking to support innovation in person-centred dementia services for people who live independently in the community or in a Continuing Care setting.

By this Call for Applications, AHS is seeking applications (“Applications”) from programs within AHS (the “Applicants”) whose proposed programs or projects (“Proposed Projects”) meet the purpose and objectives of “Person-Centred Dementia Care Services” as described in the Project Objectives in Section 2 of this document.

This Call for Applications is also being issued externally but it is not being issued as part of a competitive procurement process and is not subject to any trade agreements or public procurement laws given that it is a procurement for health or social services and is otherwise exempt from applicable trade agreements as a result of being a legitimate objective.

Applicants will have the option to submit an Application for funding up to twelve (12) months. Applications should clearly identify the activities to be completed over the entire funding term. Subject to this Call for Applications, AHS is willing to fund initiatives that meet program budget criteria set out herein between a minimum amount of $25,000.00 and up to a maximum of $75,000.00. Applications must address and directly benefit AHS requirements as detailed in this Call for Applications.

Eligibility

Who can apply?

This Call for Applications is open to programs within AHS.

As noted above, in conjunction with this internal call AHS is also issuing a public call to interested and eligible community based organizations, recreation or arts and cultural organizations, continuing care and continuing care service providers, private, not for profit and for profit organizations and residential care providers. The internal Call for Applications is to run in accordance with applicable AHS policies and procedures but evaluated using the same criteria as set out in the external Call for Applications.

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Application Timeline

The following tentative timetable shall apply to this Call for Application process:

Issue Date of Call for Applications July 7, 2016

Applicant’s Deadline for Questions July 26, 2016

AHS’ Deadline to Issue Responses to Questions July 29, 2016

Submission Deadline for Applications 2:00:59 PM MDT August 04, 2016

Notification to successful and unsuccessful Applicants

Week of September 19 to 23, 2016

Start Date October 1, 2016 (Tentative)

The above timelines are subject to change at the sole discretion of AHS and AHS may at any time prior to the occurrence of a date or expiry of a particular deadline noted above, amend or extend such date or deadline, as applicable, for a reasonable amount of time. In the event a change is made to any of the above dates (a) prior to the Submission Deadline for Applications, AHS will post such change on the AHS Seniors Health Strategic Clinical Network (SCN) website or (b) after the Submission Deadline for Applications, AHS will notify Applicants in a timely matter of any such changes to or extensions to dates or deadlines via a reliable notification system (e.g., fax, e-mail with receipt confirmation, registered mail, etc.).

Where a change is made to extend any particular deadline or date above, all other deadlines and dates which follow thereafter will be deemed to have been extended by the same amount of time.

Submission of Applications

The Submission Deadline for Applications is 2:00:59 PM MDT on Thursday, August 4, 2016. The hard copy original submissions will be considered the official application.

Completed Application forms must be submitted in hardcopy form and electronic form as follows:

1. One (1) hardcopy of the completed Application and other supporting documentation in a sealed envelope with the following information clearly visible on the envelope:

the Call for Application title and number (see cover); the full name of the AHS individual or program and the return address of the Applicant; and the Application Submission Deadline date and time.

The Application must contain the following sections:

Schedule A: Proposed Project Approach Worksheet;

Schedule B: Work Plan Template; and

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Schedule C: Budget Forecast.;

2. One (1) electronic copy of the completed Application and other supporting documentation submitted on a compact disc (CD) or USB data stick (not DVD) marked with:

the Call for Application title and number (see cover); and the full name of the AHS individual or program and the return address of the Applicant.

Applications must be submitted to AHS at the following address:

Alberta Health ServicesContracting, Procurement and Supply ManagementSouthport Tower 10301 – Southport Lane SWCalgary, AB T2W 1S7Attention: Carlos Herrera

In order to be accepted as properly submitted and be eligible for review, Applications must be received at the mailroom or reception desk located on the main floor in the building indicated above by the Submission Deadline for Applications .

Applicants should limit their responses to the length mentioned on each section; any additional information beyond those limits may not be considered or evaluated.

Applications which, at the Submission Deadline, are received at any other building other than the address indicated above will be considered late. AHS recommends that Applicants ensure that sufficient time is set aside and all proper steps are taken to ensure Applications are received at the right location well in advance of the Submission Deadline.

AHS suggests that the hardcopy of the Application be sent via courier to ensure delivery and written confirmation of sent and received. In this respect, Applicants should be aware of the possibility of a Canada Post mail/service disruption.

Communication & Questions and Amendments to Call for Applications

Applicants may ask questions or seek additional information, by email (with the Call for Application number and description in the subject line) on or before the Applicant’s Deadline for Questions July 27, 2016. AHS shall make a reasonable effort to provide written responses to prospective Applicants’ questions within three (3) business days (excluding weekends and statutory holidays) of receipt of a question.

AHS will communicate all such questions and responses in writing to all prospective Applicants. including external Applicants, provided that the identity of the prospective Applicant submitting a question shall not be disclosed by AHS. AHS reserves the right to not answer questions that do not pertain directly to the subject matter of this Call for Applications.

Questions can be directed to:

Attn: Carlos HerreraContract Coordinator, Addiction and Mental Health ContractsContracting, Procurement & Supply ManagementAlberta Health Services

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[email protected]

This Call for Applications may be amended by an addendum. If AHS, for any reason, determines that it is necessary to amend or provide additional information relating to this Call for Applications, such information will be communicated to all prospective Applicants by written addenda, which will be posted on the AHS Seniors Health SCN website. Each addendum shall form an integral part of this Call for Applications.

AHS shall post the answers to Applicants’ questions on the AHS Seniors Health SCN website. It will be the responsibility of Applicants to regularly check the AHS Seniors Health SCN website for updates to this Call for Applications. AHS will not be advising Applicants when new postings are added to the website.

It is each Applicant’s responsibility to avail itself of all the necessary information to prepare an Application in response to this Call for Applications.

2. Project Objectives

1.12.1 Purpose & Objectives of the Community Innovation Grant for People Affected by

Dementia

The purpose of this Initiative is to provide an opportunity to increase capacity within organizations and/or programs to develop innovative approaches to person-centred services for Albertans impacted by dementia.

This Initiative provides funding to support community and health service providers to develop and implement innovative projects and/or introduce or build on new and creative approaches to person-centred dementia services in Alberta.

Objectives of the Initiative include:

increasing community and social engagement for Albertans impacted by dementia; improving quality of life by reducing stigma for Albertans impacted by dementia; building on best and promising practices in person-centred dementia services; supporting the development of partnerships among service providers in the community and

health sectors;and encouraging participation of a broad range of community and health sector service providers

across Alberta (including in rural, regional and large urban areas) to develop innovative person-centred services. (Note that geographic distribution of successful projects will be considered, to help ensure representation from rural and regionally-based applications, as well as urban.)

2.2 Scope of Work

2.2.1 Project Considerations

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mailto:[email protected]

Applicants’ proposed projects (a “Proposed Project”) should meet the following project considerations:

describe clear and measurable goals and objectives (see Section 2.1 - Project Objectives); describe how the Proposed Project supports the principles of a person-centred approach to

service provision; demonstrate a clear understanding of the subpopulation of people impacted by dementia to be

served (e.g. early or late stage, early onset, family caregivers); demonstrate how the Proposed Project is informed by promising practices and evidence

regarding person- centred dementia services; describe how the Proposed Project will demonstrate linkages and/or collaboration between

services or partner organizations; dutline how the results of the initiative would carry on after the funding contemplated hereunder

is completed; and describe how results will be shared and identify if the initiative can potentially be implemented

elsewhere.

2.2.2 Priority Areas

Important: The Application must address all three of the priority areas below.

1. The Proposed Project must demonstrate that the service is designed, implemented and evaluated collaboratively with people affected by dementia. (As an example, a useful methodology might be Experience-Based Co-Design http://www.kingsfund.org.uk/projects/ebcd/experience-based-co-design-description)

2. The Proposed Project must demonstrate how it will support meaningful engagement and participation of people impacted by dementia in their communities to increase social inclusion, integration, and address stigma.

3. The Proposed Project must enhance the ongoing ability of services to support one or more of the following areas:

a) responding to social or emotional needs of individuals and families affected by dementia;

b) providing opportunities for physical activity and recreation (may also include arts and cultural opportunities, among others);

c) developing supports that provide respite (some practical examples include support such as shopping, transportation, housework, physical needs, short periods of time out, help at night, getting to appointments); and/or

d) supporting families to plan in more difficult times and to look ahead and plan for future.

3. Funding Rules (“Funding Rules”)

All funding awards with selected Applicants are subject to AHS policies and procedures and the Applicant confirming compliance with the Funding Rules provided to the Applicant. If an Applicant is selected and confirms compliance with the Funding Rules funding is expected to commence on or about October 1, 2016. Funds will not be released as a one-time lump sum. Release of funds will be staggered throughout the term with 90% of the total funds to be released when Funding Rules are confirmed and the final 10% to be released after the final report (as described in Section 5 below) has been received.

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http://www.kingsfund.org.uk/projects/ebcd/experience-based-co-design-description

In the event a selected Applicant does not confirm their acceptance of the Funding Rules AHS reserves the right to disqualify the Applicant and adjust all rankings accordingly such that an Application (including an external Application) which was initially ranked insufficiently high to obtain an award may become eligible for an award.

AHS reserves the right to select more than one Applicant and it may select Applicants internal and external to AHS.

4. Evaluation Criteria

The Application will be evaluated based on the criteria listed in the table below. Certain sections of the Application will be weighted more heavily than others.

Criteria Question Weight

Section Weight

Overall Weight

I. Organizational Description (up to maximum length)

- General description of organizational capabilities & experience

5% 5%

85%

II. Description of the Proposed Project to include:

Purpose, Goals and Objectives Describes clear and measurable goals and

objectives (see Project Objectives section of this document).

o Target population Describes a clear understanding of the

subpopulation of people impacted by dementia to be served (e.g. early or late stage, early onset, family caregivers etc.).

o Proposed timelineo Setting

10%

36%

Alignment with Initiative purpose and objectives (See Section 2.1) o Demonstrate how the Proposed Project is informed by

promising practices and evidence regarding person-centred approaches to service provision.

8%

Describe how the Proposed Project supports the principles of a person-centred approach to service provision 8%

Describe how the Proposed Project will demonstrate linkages and/or collaboration between services or partner organizations

10%

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III. Alignment with the Three Priority Areas:

3.1.The Proposed Project should demonstrate that the service was designed, implemented and evaluated collaboratively with people affected by dementia.

8%

24%

3.2.The Proposed Project must demonstrate how it will support meaningful engagement and participation of people impacted by dementia in their communities to increase social inclusion and integration, and address stigma.

8%

3.3.Proposed Projects should enhance the ongoing ability of services to support one or more of the following areas:

a) Responding to social or emotional needs of individuals and families affected by dementia;

b) Providing opportunities for physical activity and recreation;

c) Developing supports that provide respite (some practical examples include support such as shopping, transportation, housework, physical needs, short periods of time out, help at night, getting to appointments); and/or

d) Supporting families to plan in more difficult times and to look ahead and plan for future

8%

IV. Project Evaluation, Sustainability and Spreadability 20% 20%

Total (Sections I, II, III and IV representing 85% of total Scoring) 100%

V. Budget 100% 15% 15%

Total (Section V. representing 15% of total scoring) 100%

Overall Total Percentage 100%

The evaluation of Applications will be conducted on the basis of the members of a committee (the “Evaluation Committee”) arriving at a consensus. The Evaluation Committee will include cross sector representation and will include external consultants and advisors to AHS. AHS members on the Evaluation Committee will not evaluate internal proposals. Note that this Evaluation Committee (with the AHS members) will also be evaluating the external Applications Applications that are reviewed and evaluated will receive a score based on the criteria and weighting indicated above. Scoring and geographical distribution of applications will be considered by the Evaluation Committee, and decisions will be made by consensus. As such, all else being

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relatively equal following scoring by the Evaluation Committee, consideration will be given to geographic distribution of award through this consensus process.

The number of funding awards and service arrangements will be subject to AHS’s budget forecast.

Specifically, AHS is willing to fund initiatives that meet program budget criteria between a minimum amount of $25,000.00 and up to a maximum of $75,000.00. Applications must address and directly benefit AHS requirements as detailed in this Call for Applications.

Projects will not receive funding to cover rent, utilities, physical renovations to space, staff replacement costs, equipment purchases, clinical time for physicians or other health care professional fees.

AHS makes no representation or guarantee regarding the minimum number of Applicants who will be selected.

5. Reporting

Successful Applicants who are selected and who have agreed to the Funding Rules will be required to monitor the performance of their person-centred dementia services Project throughout the term of the Project. Monthly updates and midpoint and final reports will be submitted. Midpoint and concluding interviews will be held with members of the AHS steering committee for the Initiative. Standardized reporting templates will be provided to successful Applicants for monthly updates, midpoint and final reporting purposes.

Frequency of updates will be determined by AHS.

6. Legal Matters

Submissions Property of AHS

All eligible Applications which are reviewed by AHS, including any accompanying documentation submitted by any Applicants, shall become the property of AHS and shall not be returned to the Applicants.

General Rights of AHS

In addition to any other express rights or any other rights which may be implied in the circumstances, AHS reserves the right to:

(a) make public the names of any or all Applicants;(b) request written clarification or the submission of supplementary written information from any

Applicant;(c) waive formalities and accept Applications which substantially comply with the requirements of

this Call for Applications;(d) verify with any Applicant or with a third party any information set out in an Application including

rejecting any Applicant statement, claim or representation if such statement, claim or representation is patently unwarranted or is questionable;

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(e) disqualify any Applicant whose Application contains misrepresentations or any other inaccurate or misleading information;

(f) disqualify an Application where the Applicant t reveals a conflict of interest in its Application, or fails to reveal a conflict of interest or support in the manner herein provided for, or a conflict of interest is brought to the attention of the AHS;

(g) disqualify any Applicant at any stage of this Call for Applications where the Applicant has engaged in conduct prohibited by this Call for Applications;(h) make changes, including substantial changes to this Call for Applications provided that those changes are issued by way of addenda in the manner set out in this Call for Applications;

(i) cancel this Call for Applications process (in whole or in part) at any stage and AHS shall not be obligated to provide reasons for such cancellation;

(j) cancel this Call for Applications process at any stage and issue a new Call for Applications for the funding or any part thereof;

(k) where there is only a single Applicant, AHS reserves the right to cancel this Call for Applications;(l) cancel this Call for Applications process where AHS determines that it would be in AHS’ best

interest not to proceed;(m) reject an Applicant’s Application where the Applicant has launched legal proceedings against

AHS or is otherwise engaged in a dispute with AHS;(n) accept or reject any external Applications as part of the external Call for Application process;(o) accept or reject any Application even if only one Proposal is submitted; and

(p) discuss and negotiate (based on the different AHS requirements and the various Applications received) with multiple Applicants and establish Funding Rules for multiple Applicants..

Confidential Information of AHS

All information provided by or received from AHS in any form in connection with this Call for Applications shall remain the sole property of AHS and shall be treated as confidential by the Applicant. Freedom of Information and Protection of Privacy Act (Alberta) (“FOIPP”)

Information provided by an Applicant may be released in accordance with the requirements of FOIPP as may be amended.

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Call for ApplicationsDocument Submission Checklist

The documents listed below, when completed, form the complete Application.

Please use the following checklist to ensure your organization has completed the entire Application package before submitting to AHS:

Document Submission Checklist Fully Completed Form?Schedule A: Proposed Project Approach Worksheet YES NO

Schedule B: Work Plan Template YES NO

Schedule C: Budget Forecast YES NO

PLEASE NOTE: All documents listed in the Document Submission Checklist above must be completed in the format provided. Incomplete Applications will be returned to Applicants without being reviewed.

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SCHEDULE A Proposed Project Approach Worksheet

Applicant InformationApplicant (AHS Individual or Program)

Address

City / Town

Postal Code

Phone (include area code)

Fax (include area code

Contact Person

Title

Phone (include area code)

Fax (include area code)

Email address

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I. Organizational Description

ID Requirements

1 General description of organizational capabilities & experience: Briefly describe your:

mandate, history; type of service(s) provided; and capacity to provide the proposed service.

What is your organization’s experience in delivering similar program(s) within the community?

Does your organization have experience working with individuals with dementia?

What is your organization’s past experience collaborating with other organizations to deliver a program or service?

Higher scores will be given to Applicant(s) that can show effective programs that address and directly benefit AHS requirements as detailed in the Call for Applications.

Response: (Maximum response length: 1 page for section I.)¹

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II. Description of the Project

ID Requirements

2. 2.1. Please describe your Proposed Project, including purpose, goals and objectives.

Please include:

What is new and innovative about this project? Who is the target population for this project? What is the proposed timeline? What is the setting for the project?

Higher scores will be given to Applicant(s) that can show clear purposes, goals, objectives, innovation, target population, considerable timeframe and setting of the program.

Response: (Maximum response length: 2 pages in total for all questions in Section II.)¹

2.2. Please explain how the Proposed Project is informed by promising practices and evidence for person-centred dementia services?

Higher scores will be given to Applicant(s) that can show effective promising practices and evidence for person-centred dementia services.


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2.3. Please describe how the Proposed Project will support the principles of person-centred services?

Higher scores will be given to Applicant(s) that can show effective support of the person-centred services principles.


2.4. Please describe how the Proposed Project will demonstrate linkages and/or collaboration between services and or partner organizations? Provide a list with all partners the organization will have during this project (include details such as names and titles).

Higher scores will be given to Applicant(s) that can demonstrate linkages and/or collaboration between services and/or partner organizations.


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III. Alignment with the Three Priority Areas

ID Requirements

3. 3.1. How will the Proposed Project demonstrate that the service was designed, implemented and evaluated collaboratively with people affected by dementia?

Higher scores will be given to Applicant(s) that can demonstrate that the service was designed, implemented and evaluated collaboratively with people affected by dementia.

Response: (Maximum response length: 2 pages in total for all questions in section III.)¹

3.2. How will the Proposed Project support meaningful engagement and participation of people impacted by dementia in their communities (to increase social inclusion and address stigma)?

Higher scores will be given to Applicant(s) that can show effective programs that address and directly benefit AHS requirements as detailed in the Call for Applications.

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3.3. Please describe how the Proposed Project will enhance the ongoing ability of services to support one or more of the following areas:

• Responding to social or emotional needs of individuals and families affected by dementia;

• Providing opportunities for physical activity and recreation (may also include arts and cultural opportunities, among others);

• Developing supports that provide respite (some practical examples include support such as shopping, transportation, housework, physical needs, short periods of time out, help at night, getting to appointments); and/or

• Supporting families to plan in more difficult times and to look ahead and plan for future

Higher scores will be given to Applicant(s) that can show effective enhancement to support all the areas described above.


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IV. Program Evaluation, Sustainability and Spreadability

ID Requirements

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4. Evaluation

Describe the evaluation plan for your Proposed Project. o What are the Proposed Project’s desired impacts?o How will these impacts be measured?o Project Management – risk mitigation strategy – if something goes wrong

or off track, what type of correction plan will be implemented?

Sustainability

How would the initiative carry on after the funding is completed?

Spreadability

Can the initiative potentially be implemented elsewhere? Please describe.o How the results of this project will be shared?

Higher scores will be given to Applicant(s) that can show effective evaluation, sustainability and spreadability.

Response: (Maximum response length: 1 page in total for section IV.)¹

V. Budget Forecast

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ID Requirements

5. Budget

Please explain the rationale for budget allocation for this Proposed Project as it has been proposed in Schedule “C” (Schedule “C” must be filled out)

Higher scores will be given to Applicant(s) that can show effective budget allocation for this project that address and directly benefit AHS requirements as detailed in the Call for Applications.

Response (Maximum response length: ½ page written explanation plus Schedule “C” for section V.) ¹

¹ All responses should be typed in single space, 12 Arial font size and style.

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SCHEDULE B “Work Plan Template”

Project Title

Project Priority Areas Project Target Audience [population and age group]

Demonstration service was designed, implemented and evaluated collaboratively with people affected by dementia

Project demonstrate how it will support meaningful engagement and participation of people impacted by dementia in their communities to increase social inclusion and integration and address stigma

enhancement the ongoing ability of services to support one or more of the following areas:-Responding to social or emotional needs of individuals and families affected by dementia-Providing opportunities for physical activity and recreation- Developing supports that provide respite- Supporting families to plan in more difficulties times and to look ahead and plan for future

Project Goal (Please provide a brief summary statement of the goal(s) listed in Schedule A)

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This section provides a clear, concise statement of the project’s purpose. The

project goal statement is typically quite brief (one sentence).

Project Objectives (Please provide a brief summary statement of the objectives listed in Schedule A)

Project Outcome

Tasks & Timelines

Project Action AreasWhat are your planned core areas

of action?

Project Activities How are you going to achieve your goals and objectives? or What activities do you plan to undertake within each of the planned areas of

action?

Project DeliverablesWhat will you create or produce to support the successful

outcome of your project? Deliverables describe the tangible products/services/supports that are developed

during the project.

Proposed Costs

What are the proposed costs for action areas

and corresponding

activities?

Due DateWhen do you

plan to have the action areas and activities

completed by?

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This section provides a concise statement about the impact of the project and

how it contributes to the successful achievement of one or more of the Project

priority areas. This statement should be consistent with the project goal and provide

more information on the proposed measurable project outcome.

This section provides a list of what must be achieved in the project to realize the

overall goal. Objectives can be considered as “sub goals. When developing objectives ask yourself, do the objectives have a clear

logical connection to the project goal?

Tasks & Timelines


of action?


action?



during the project.

Proposed Costs


and corresponding

activities?

Due DateWhen do you


completed by?

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Tasks & Timelines


of action?


action?



during the project.

Proposed Costs


and corresponding

activities?

Due DateWhen do you


completed by?

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SCHEDULE CBudget Forecast

Project Name Organization Year 1 1. TOTAL PROPOSED PROJECT COSTS² Human Resources (specify) Facility Costs (specify) Evaluation Project Materials Office Supplies Travel Phone/Postage/Freight Rental/Lease Costs (specify) Other Costs (specify) Other Costs (Specify) Other Costs (Specify)

Total

Costs #1

2. IN-KIND CONTRIBUTIONS (List all)

Revenue Total #2

3 AMOUNT REQUESTED FROM AHS (Total Costs #1 minus Total Revenue #2) ² Projects will not receive funding to cover rent, utilities, physical renovations to space, staff replacement costs, equipment purchases, clinical time for physicians or other health care professional fees.

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