Regional EMS System - Minnesota

Regional EMS System GRANT REQUEST FOR PROPOSAL (RFP)

Emergency Medical Services Regulatory Board 2829 University Avenue Southeast, Suite 310 Minneapolis, MN 55414-3222 651-201-2800 [email protected] https://mn.gov/emsrb

April 15, 2019

To obtain this information in a different format, call: 651-201-2800. Printed on recycled paper.

E M E R G E N C Y M E D I C A L S E R V I C E S R E G U L A T O R Y B O A R D R E Q U E S T F O R P R O P O S A L

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Request for Proposal (RFP) Process and Timeline:

Process item Timeline

Request for Proposal application period April 15, 2019 – May 15, 2019

Deadline for applicant question submission May 13, 2019

Deadline for application submission May 15, 2019

Anticipated review and selection period May 16, 2019 – June 10, 2019

Selected proposals reviewed and accepted/rejected by Board:

Ten (10) minutes per applicant will be allowed, but not required, for question/answer time (applicants will be allowed to call in)

Successful grantees will be designated as a result of this meeting

June 20, 2019

Existing grantee contract expiration date June 30, 2019

New grantee contract term begins July 1, 2019

Deadline for grantee work plan submission July 30, 2019

New grant agreements in place August 30, 2019


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Table of Contents Regional EMS System ...................................................................................................................... 1

RFP Part 1: Overview .................................................................................................................. 4

1.1 General Information ..................................................................................................... 4

1.2 Program Description ..................................................................................................... 4

1.3 Funding and Project Dates ........................................................................................... 5

1.4 Eligible Applicants ......................................................................................................... 6

1.5 Questions and Answers ................................................................................................ 6

RFP Part 2: Program Details ........................................................................................................ 8

2.1 Priorities ........................................................................................................................ 8

2.2 Eligibility Requirements ................................................................................................ 8

2.3 Grant Management Responsibilities .......................................................................... 10

2.4 Grant Provisions ......................................................................................................... 11

2.5 Review and Selection Process .................................................................................... 14

RFP Part 3: Application and Submission Instructions ............................................................... 16

3.1 Application Deadline .................................................................................................. 16

3.2 Application Submission Instructions .......................................................................... 16

3.3 Application Instructions .............................................................................................. 16

RFP Part 4: Attachments ........................................................................................................... 18


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RFP Part 1: Overview

1.1 General Information Announcement Title: Regional EMS System Support and Relief Grants

Emergency Medical Services Regulatory Board Website: https://mn.gov/emsrb

Application Deadline: May 15, 2019

1.2 Program Description The Minnesota Emergency Medical Services Regulatory Board (EMSRB) is soliciting proposals for the award of grant funding for the operation of emergency medical services (EMS) systems in Minnesota’s eight geographic EMS regions. This two-year award is for Fiscal Year 2020 and Fiscal Year 2021 (i.e., July 1, 2019 through June 30, 2021). The two grant funding sources are known as the EMS System Fund and the EMS Relief Account.

EMS System Fund grant dollars originate from the State’s general revenue fund, and pursuant to Minn. Stat. §144E.50 may be used for:

promoting systematic, cost-effective delivery of emergency medical care throughout the state;

identifying common local, regional, and state emergency medical system needs and providing assistance in addressing those needs;

providing discretionary grants for emergency medical service projects with potential region-wide significance;

providing for public education about emergency medical care;

promoting the exchange of emergency medical care information;

ensuring the ongoing coordination of regional emergency medical services systems; and

establishing and maintaining training standards to ensure consistent quality of emergency medical services throughout the state.

EMS Relief Account grant dollars originate from fines collected for violations of the seat-belt use requirement, and pursuant to Minn. Stat. §169.686 may be used for:

personnel education and training

equipment and vehicle purchases

operational expenses of emergency life support transportation services

The EMSRB is seeking proposals for the grant period July 1, 2019 through June 30, 2021.


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1.3 Funding and Project Dates

Funding

For the Regional EMS System Grant, funding is appropriated from the state general fund pursuant to Minn. Stat. §144E.50.

For the Regional EMS Relief Grant, funding is in accordance with the provisions found in Minn. Stat. §169.686.

Funding will be allocated through a competitive process. If selected, grantee(s) may only incur eligible expenditures when the grant agreement is fully executed and the grant has reached its effective date.

Funding pursuant to Minn. Stat. §144E.50 Estimate

Estimated Amount to Grant $585,000.00

Estimated Number of Awards 8

Estimated Award Maximum $73,125.00

Estimated Award Minimum $69,468.751

Funding pursuant to Minn. Stat. §169.686 Estimate

Estimated Amount to Grant $700,000.002

Estimated Number of Awards 8

Estimated Award Maximum $87,500.003

Estimated Award Minimum $87,500.004

Match Requirement

No match requirement

Project Dates

July 1, 2019 through June 30, 2021

1 Minn. Stat. §144E.50 subd.5, entitled Distribution, allows for five (5) percent of the funds to be retained by the Board to support regionwide reporting systems and to provide other regional administration and technical assistance. 2 Estimate based on funding amount from calendar year 2018 3 Id. 4 Id.


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1.4 Eligible Applicants To be deemed eligible, each Applicant must be governed by a body consisting of representatives from each of the counties in the region it wishes to represent and include representatives of EMS providers within that region. New applicant organizations may propose a structure and, in the event of designation as a regional grantee, must have the proposed structure in place by October 1, 2019. The geographic names and boundaries for the regions for this grant program are:

Central EMS Region: Benton, Cass, Crow Wing, Kanabec, Mille Lacs, Morrison, Pine, Stearns, Todd, Wadena and Wright counties.

Metropolitan EMS Region: Anoka, Carver, Chisago, Dakota, Hennepin, Isanti, Ramsey, Scott, Sherburne, and Washington counties.

Northeast EMS Region: Aitkin, Carlton, Cook, Itasca, Koochiching, Lake and St. Louis counties.

Northwest EMS Region: Beltrami, Clearwater, Hubbard, Kittson, Lake of the Woods, Mahnomen, Marshall, Norman, Pennington, Polk, Red Lake and Roseau counties.

South Central EMS Region: Blue Earth, Brown, Faribault, LeSueur, Martin, Nicollet, Sibley, Waseca and Watonwan counties.

Southeast EMS Region: Dodge, Fillmore, Freeborn, Goodhue, Houston, Mower, Olmsted, Rice, Steele, Wabasha and Winona counties.

Southwest EMS Region: Big Stone, Chippewa, Cottonwood, Jackson, Kandiyohi, Lac Qui Parle, Lincoln, Lyon, McLeod, Meeker, Murray, Nobles, Pipestone, Redwood, Renville, Rock, Swift and Yellow Medicine counties.

West Central EMS Region: Becker, Clay, Douglas, Grant, Otter Tail, Pope, Stevens, Traverse and Wilkin counties.

The designated grantees must provide services in all counties within its region and have the support of EMS organizations and agencies that are actively involved in regional EMS activities. The designee shall be governed by a body consisting of representatives from each of the counties in its region. Proposals should demonstrate that EMS organizations are represented within the overall governing body structure, particularly as related to providing input into major decision-making processes. Organizational structures that include representatives from EMS organizations on standing committees, and that are considered part of an overall governing body, will fulfill this requirement.

Collaboration

Multi-organizational collaboration is expected in assembling the governing body.

1.5 Questions and Answers All questions regarding this RFP must be submitted by email to [email protected] with the subject heading of “RFP Question.” All answers will be posted within two business days at https://mn.gov/emsrb

Please submit questions no later than 4:30 p.m. on May 13, 2019.

mailto:[email protected]


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To ensure the proper and fair evaluation of all applications, other communications regarding this RFP including verbal, telephone, written or internet initiated by or on behalf of any applicant to any employee of the EMSRB, other than questions submitted to as outlined above, are prohibited. Any violation of this prohibition may result in the disqualification of the applicant


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RFP Part 2: Program Details

2.1 Priorities

Health Equity Priorities

It is the policy of the State of Minnesota to ensure fairness, precision, equity and consistency in competitive grant awards. This includes implementing diversity and inclusion in grant-making. The Policy on Rating Criteria for Competitive Grant Review establishes the expectation that grant programs intentionally identify how the grant serves diverse populations, especially populations experiencing inequities and/or disparities.

Other Competitive Priorities

Competitive priority will be given to applications with project plans that address:

Rural sustainability issues

EMS education satisfying the national, local, and individual component renewal requirements of the NREMT NCCP model for EMS providers at the service level

2.2 Eligibility Requirements Applicant proposals must satisfactorily address the following area, as specified in Minn. Stat. § 144E.50, subd. 4:

support local and regional emergency medical services as determined within the region, with particular emphasis given to supporting and improving emergency trauma and cardiac care and training

no part of a region’s share of the fund may be used to directly subsidize any ambulance service operations or rescue service operations or to purchase any vehicles or part of vehicles for an ambulance service or a rescue services

Applicant proposals also must satisfactorily address the following area, as specified in Minn. Stat. §169.686, subd. 3:

personnel education and training

equipment and vehicle purchases

operational expenses of emergency life support transportation services

Geographic service area: Applicants must describe the existing or proposed administrative structure in a manner that clearly documents the applicant’s governing body’s representation requirements and which defines the geographic service area of the proposal.

Legal Authority: Applicants must include a copy of the applicant’s bylaws, articles of incorporation or joint powers board agreements, or proposed organization plans and

https://mn.gov/admin/assets/08-02%20grants%20policy%20revision%20September%202017%20final_tcm36-312046.pdf


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demonstrate specific authority to enter into contracts, either through the description of officer duties contained in bylaws, through authorizing resolutions, or other means.

Organizational Chart: Each applicant must include the applicant’s organization chart showing the existing or planned structure and relationships of the governing body, advisory committees and staff, as well as the way the required representation from each regional county and the EMS community is accomplished.

Board of Directors: Each applicant must include a list of board members, officers, and regional advisory committee members, existing or proposed, must include the county that each member represents and the category of representation (e.g., county commissioner, public member, physician, ambulance service, first responder, hospital).

Personnel: Each applicant must include a list of staff members including brief job descriptions, educational backgrounds, and qualifications.

Medical Director: Each applicant must designate or propose a medical director(s) responsible for ensuring that programs are developed and implemented in accordance with accepted emergency medical practice. Include in this section any clinical consultants who have been designated as regional representatives.

List of Other Grants: For purposes of conducting reference checks on past performance, applicants must list other grants received by the applicant organization over the past four (4) years.

Project Narrative/Work Plan: Each applicant must submit a project narrative/work plan which satisfactorily addresses the needs of the Regional EMS system. The needs should drive the proposed goals and objectives of the work plan. The work plan should clearly identify the expected outcomes for each project goal or objective. The work plan will be evaluated using the S.M.A.R.T objective criteria (Specific, Measureable, Achievable, Relevant, Time-Oriented):

Specific: answers the questions, “What is to be done?” “How will you know it is done?” and describes the results (end product) of the work to be done

Measureable: answers the question, “How will you know it meets expectations?” and defines the objective using assessable terms (quantity, quality, frequency, costs, deadlines etc.)

Achievable: answers the questions, “Can the Region do it? Can the measurable objective be achieved by the Region? Does the Region have the experience, knowledge, or capability of fulfilling the expectation? Can it be done given the time frame, opportunity and resources?”

Relevant: answers the questions, “Should it be done (and why)?” What will be the impact? Is the objective aligned with the Regions Strategic Plan?”

Time-Oriented: answers the question, “When will it be done?” It refers to the fact that an objective has end points and check points built into it


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Proposed Budget and Budget Justification:

the applicant’s proposed budget must be presented by fiscal year (i.e., July 1, 2019 through June 30, 2020; July 1, 2020 through June 30, 2021)

justification of the proposed budget must be detailed enough to clearly show how

all amounts were determined

budget categories for funding pursuant to Minn. Stat. §144E.50, subd. 5 must be

presented using the following headings:

o personnel training

o transportation coordination o public safety agency cooperation o communications systems maintenance and development o public involvement o health care facilities involvement and o system management (personnel and administrative cost)

Budget categories for funding pursuant to Minn. Stat. §169.686, subd. 3 must be

presented using the following headings:

o personnel education and training

o equipment and vehicle purchases

o operational expenses of emergency life support transportation services

Ineligible Expenses

Ineligible expenses include but are not limited to:

fundraising

taxes, except sales tax on goods and services and payroll taxes

lobbyists, trade association membership, or political contributions

bad debts, late payment feeds, finance charges, or contingency funds

2.3 Grant Management Responsibilities

Grant Agreement

Each grantee must formally enter into a grant agreement that will address the conditions of the award, including implementation for the project. Once the grant agreement is signed, the grantee is expected to read and comply with all conditions of the grant agreement.

No work on grant activities can begin until a fully executed grant agreement is in place.

A sample grant contract for each funding source is attached. Attachment B is a sample grant agreement for EMS Support funds and Attachment C is a sample grant agreement for the EMS Relief Account funds. Applicants should be aware of the terms and conditions of the standard


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grant agreement in preparing their applications. Much of the language reflected in the sample agreement is required by statute. If an applicant takes exception to any of the terms, conditions or language in the sample grant agreement, the applicant must indicate those exceptions, in writing, in their application in response to this RFP. Certain exceptions may result in an application being disqualified from further review and evaluation. Only those exceptions indicated in an application will be available for discussion or negotiation.

Accountability and Reporting Requirements

It is the policy of the State of Minnesota to monitor progress on state grants by requiring grantees to submit written progress reports until all grant funds have been expended and all of the terms in the grant agreement have been met.

The reporting schedule will be: semi-annually; no later than 45 days following June 30 and December 30 of each calendar year

Grant Monitoring Minn. Stat. §16B.97 and Policy on Grant Monitoring require the following:

One monitoring visit during the grant period on all state grants over $50,000.00

Annual monitoring visits during the grant period on all grants over $250,000.00

Conducting a financial reconciliation of grantee’s expenditures at least once during the grant period on grants over $50,000.00

The monitoring schedule will be a minimum of once per fiscal year (i.e., July 1 through June 30)

Grant Payments

Per State Policy on Grant Payments, reimbursement is the method for making grant payments. All grantee requests for reimbursement must correspond to the approved grant budget. The State shall review each request for reimbursement against the approved grant budget, grant expenditures to-date and the latest grant progress report before approving payment. Grant payments shall not be made on grants with past due progress reports unless the EMSRB has given the grantee a written extension.

The invoicing and payment schedule will be: monthly invoices submitted no later than 45 days following the end of each 30-day period.

2.4 Grant Provisions

Conflicts of Interest The EMSRB will take steps to prevent individual and organizational conflicts of interest, both in reference to applicants and reviewers per Minn. Stat. §16B.98 and Conflict of Interest Policy for State Grant-Making.

https://www.revisor.mn.gov/statutes/?id=16B.97

https://mn.gov/admin/assets/08%2010%20grants%20policy%20revision%20Dec%202016%20final_tcm36-265657.pdf

http://www.mn.gov/admin/images/grants_policy_08-08.pdf





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Applicants must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work contemplated by this RFP. The list must provide the name of the entity, the relationship, and a discussion of the conflict. Submit the list as an attachment to the application. If an applicant does not submit a list of conflicts of interest, the EMSRB will assume that no conflicts of interest exist for that applicant.

Organizational conflicts of interest occur when:

a grantee or applicant is unable or potentially unable to render impartial assistance or advice to the EMSRB due to competing duties or loyalties

a grantee’s or applicant’s objectivity in carrying out the grant is or might be otherwise impaired due to competing duties or loyalties

In cases where a conflict of interest is suspected, disclosed, or discovered, the applicants or grantees will be notified and actions may be pursued, including but not limited to disqualification from eligibility for the grant award or termination of the grant agreement.

Public Data and Trade Secret Materials

All applications submitted in response to this RFP become property of the State. In accordance with the Minnesota Government Data Practices Act, Minn. Stat. Section 13.599, all applications and their content are classified as private or nonpublic data until the applications are opened.

Once the applications are opened, the name and address of each applicant and the amount requested is public. All other data in an application remains private or nonpublic until completion of the evaluation process, which is defined by statute as when the EMSRB has completed negotiating the grant agreement with the selected applicant.

After the EMSRB has completed the evaluation process, all remaining data in the application is classified as public with the exception of trade secret data as defined and classified in Minn. Stat. § 13.37, subd. 1(b). A statement by an applicant that the application is copyrighted or otherwise protected does not prevent public access to the application or its contents. (Minn. Stat. § 13.599, subd. 3(a)).

If an applicant submits any information in an application that it believes to be trade secret information, as defined by Minn. Stat. § 13.37, the applicant must:

clearly mark all trade secret materials in its application at the time it is submitted,

include a statement attached to its application justifying the trade secret designation for each item, and

defend any action seeking release of the materials it believes to be trade secret, and indemnify and hold harmless the EMSRB and the State of Minnesota, its agents and employees, from any judgments or damages awarded against the State in favor of the party requesting the materials, and any and all costs connected with that defense.

this indemnification survives EMSRB’s award of a grant agreement. In submitting an application in response to this RFP, the applicant agrees that this indemnification survives as long as the trade secret materials are in possession of the EMSRB. The State


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will not consider the prices submitted by the responder to be proprietary or trade secret materials.

The EMSRB reserves the right to reject a claim that any particular information in an application is trade secret information if it determines the applicant has not met the burden of establishing that the information constitutes a trade secret. The EMSRB will not consider the budgets submitted by applicants to be proprietary or trade secret materials. Use of generic trade secret language encompassing substantial portions of the application or simple assertions of trade secret without substantial explanation of the basis for that designation will be insufficient to warrant a trade secret designation.

If a grant is awarded to an applicant, the EMSRB may use or disclose the trade secret data to the extent provided by law. Any decision by the State to disclose information determined to be trade secret information will be made consistent with the Minnesota Government Data Practices Act (Minnesota Statutes chapter 13) and other relevant laws and regulations.

If certain information is found to constitute trade secret information, the remainder of the application will become public; in the event a data request is received for application information, only the trade secret data will be removed and remain nonpublic.

Audits

Per Minn. Stat. § 16B.98, subd. 8, the grantee’s books, records, documents, and accounting procedures and practices of the grantee or other party that are relevant to the grant or transaction are subject to examination by the granting agency and either the legislative auditor or the state auditor, as appropriate. This requirement will last for a minimum of six (6) years from the grant agreement end date, receipt, and approval of all final reports, or the required period of time to satisfy all state and program retention requirements, whichever is later.

Grantees also will be required to adhere to the audit requirements found in Minn. Stat. § 144E.50, subd. 6 (a) through (e).

Affirmative Action and Non-Discrimination Requirements for all Grantees

In accordance with Minn. Stat § 363A.02, the grantee agrees not to discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, sex, marital status, status in regard to public assistance, membership or activity in a local commission, disability, sexual orientation, or age in regard to any position for which the employee or applicant for employment is qualified. The grantee agrees to take affirmative steps to employ, advance in employment, upgrade, train, and recruit minority persons, women, and persons with disabilities.

In accordance with Minn. Rule 5000, part 3500, the grantee must not discriminate against any employee or applicant for employment because of physical or mental disability in regard to any position for which the employee or applicant for employment is qualified. The grantee agrees to take affirmative action to employ, advance in employment, and otherwise treat qualified disabled persons without discrimination based upon their physical or mental disability in all



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employment practices such as the following: employment, upgrading, demotion or transfer, recruitment, advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

The grantee agrees to comply with the rules and relevant orders of the Minnesota Department of Human Rights issued pursuant to the Minnesota Human Rights Act.

2.5 Review and Selection Process

Review Process

Funding will be allocated through a competitive process with review by a committee. The review committee will evaluate all eligible and complete applications received by the deadline.

The EMSRB Board will review all committee recommendations and is solely responsible for award decisions. The award decisions of the EMSRB are final and not subject to appeal. Additionally:

the EMSRB reserves the right to withhold the distribution of funds in cases where proposals submitted do not meet the necessary criteria.

the RFP does not obligate the EMSRB to award a grant agreement or complete the project, and the EMSRB reserves the right to cancel this RFP if it is considered to be in its best interest.

the EMSRB reserves the right to waive minor irregularities or request additional information to further clarify or validate information submitted in the application, provided the application, as submitted, substantially complies with the requirements of this RFP. There is, however, no guarantee the EMSRB will look for information or clarification outside of the submitted written application. Therefore, it is important that all applicants ensure that all sections of their application are complete to avoid the possibility of failing an evaluation phase or having their score reduced for lack of information.

Selection Criteria and Weight

The review committee will review each application using a 120-point scale. A standardized scoring system will be used to determine the extent to which the applicant meets the selection criteria. The scoring criteria that will be used to score submitted applications can be found in Attachment A at the tab labeled “Evaluation Criteria.”

Grantee Past Performance and Due Diligence Review Process

It is the policy of the State of Minnesota to consider a grant applicant's past performance before awarding subsequent grants to them.

State policy requires states to conduct a financial review prior to a grant award made of $25,000.00 and higher to a nonprofit organization, in order to comply with Policy on the Financial Review of Nongovernmental Organizations




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Notification

The EMSRB anticipates notifying all applicants via email of funding decisions no later than June 30, 2019.


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RFP Part 3: Application and Submission Instructions

3.1 Application Deadline All applications must be received by the EMSRB no later than 4:30 p.m. on May 15, 2019. If applications are mailed, they must be received by the EMSRB by the deadline.

Late applications will not be accepted. It is the applicant’s sole responsibility to allow sufficient time to address all potential delays caused by any reason whatsoever. The EMSRB will not be responsible for delays caused by mail, delivery, computer, or technology problems.

3.2 Application Submission Instructions Applications may be submitted in person or via U.S. mail to:

Emergency Medical Services Regulatory Board

2829 University Avenue Southeast, Suite 310

Minneapolis, MN 55414-3222

Applications may be submitted via email to: [email protected]

3.3 Application Instructions You must submit the following in order for the application to be considered complete:

Cover letter: Proposal must be accompanied by a cover letter bearing signatures of authorized officials of the regional EMS organization. For proposals from

corporations, the cover letter must be signed by the board chair and one other officer. For proposals from joint powers boards, the cover letter must be signed by the board chair.

Description of geographic service area

Organizational chart

List of all personnel

List of board members, officers, and advisory committee members

Copy of bylaws, articles of incorporation, joint powers board agreements or proposed organizational plans

List of other grants

Work plan

Budget and budget narrative

mailto:[email protected]


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Incomplete applications will be rejected and not evaluated.

Applications must include all required application materials, including attachments. Do not provide any materials that are not requested in this RFP, as such materials will not be considered nor evaluated. The EMSRB reserves the right to reject any application that does not meet these requirements.

By submitting an application, each applicant warrants that the information provided is true, correct, and reliable for purposes of evaluation for potential grant award. The submission of inaccurate or misleading information may be grounds for disqualification from the award, as well as subject the applicant to suspension or debarment proceedings and other remedies available by law.

All costs incurred in responding to this RFP will be borne by the applicant.


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RFP Part 4: Attachments All attachments herein are incorporated by reference and are part of this Request for Proposal:

Attachment A: RFP Excel Spreadsheet including the following tabs:

o Work Plan

o Work Plan definitions

o Budget

o Budget definitions

o Personnel list

o Other grants

o Evaluation criteria and scoring sheet5

o Requirements checklist

o Sample six-month progress report

Attachment B: EMS System Fund sample grant contract

Attachment C: EMS Relief Account sample grant contract

5 A numerical scoring system will be used to evaluate eligible applications. Scores will be used to develop final recommendations. Applicants are encouraged to score their own application using the evaluation score sheet before submitting their application. This step is not required, but may help ensure applications address the criteria evaluators will use to score applications.

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