Communities That Care (CTC) Minnesota – Youth Substance Use Prevention Grants Request for Proposals Questions and Answers

All questions regarding the Communities That Care (CTC) Minnesota – Youth Substance Use Prevention Grants RFP will be posted below. Questions must be submitted by email to health.super.mdh@state.mn.us. In the subject line, include the phrase, “Substance Use Prevention – CTC RFP Question.” All answers will be posted within three business days.

Please submit questions no later than April 10, 2025, 4:30 p.m. (CDT)

Q: Can you tell me if an LLC is able to apply for CTC grant funding? 

A: LLCs are eligible to apply for CTC grant funding as long as they meet the eligibility criteria listed on page five of the RFP. LLCs are considered a possible organization to apply as a “local entity” and must demonstrate, in their application, their experience and capacity for coalition building. 

Q: Can applicants apply even if they are not a nonprofit agency?

A: Yes, these applicants would fall under the category of “Other local entity with experience and capacity for coalition building” stated as part of the eligible applicants section of the RFP (page five). 

Q: What is the difference between the "Core Workgroup" and "Key Leaders" in phase one of the CTC model, and the "Community Board" in phase two? 

A: Core Workgroup: A smaller group that jumpstarts the CTC process, who may assist with tasks like recruiting key leaders and obtaining survey approval. 

Key Leaders: Influential community members with access to resources and decision-making power (examples include, but are not limited to school superintendents, mayors, or organization leaders). They support the coalition’s success but may not be heavily involved in the day-to-day CTC efforts. 

Community Board: A group guided by the five-phase process by the local CTC facilitator. Members actively participate in workgroups, make decisions, and drive initiatives (e.g., setting priorities, selecting programs/policies, creating action plans). Some key leaders may join the board but often send representatives if they lack capacity. A community board may also be  

Q: What’s the difference between this grant opportunity and the SUPER Focus Grants being offered through the same program?  

A: While both of these opportunities focus on substance use prevention, the “SUPER Focus Grants” emphasize general substance use prevention, education, and recovery for specific populations or communities (i.e., those most impacted by substance use and related harms). In contrast, the "CTC Grants" focus on specific substance use prevention and education efforts using the CTC model for a general population, region, or community. 

Q: The proposal states a minimum of three Letters of Commitment is required for the application. Is there a maximum limit? 

A: There is no maximum limit for the number of Letters of Commitment you may include in your application. 

Q: What information should applicants include in their Letter of Intent, and where should it be submitted? 

A: There are no specific requirements for what applicants need to include in their Letter of Intent. However, we ask that applicants notify MDH of their organization's name. 

Applicants are strongly encouraged to submit a non-binding Letter of Intent to apply by March 28, 2025. While prospective applicants are strongly encouraged to submit a Letter of Intent, it is not a mandatory requirement of this RFP. This means that an application may still be considered even if the applicant did not submit a Letter of Intent; likewise, an applicant is not obligated to apply just because they submitted a Letter of Intent. Applicants should submit their Letter of Intent via email to health.super.mdh@state.mn.us with the subject line “CTC RFP Grant Letter of Intent.” An email confirmation for the Letter of Intent will be provided. 

Q: If applicants intend to apply but are unable to confirm with all necessary stakeholders by the March 28, 2025, Letter of Intent deadline, would MDH still encourage them to submit the Letter of Intent after the deadline? 

A: Letters of Intent are not binding. Applicants may submit a Letter of Intent before receiving approval from all relevant stakeholders, as it does not commit them to apply if they later determine the opportunity is not the right fit. MDH will accept the Letter of Intent as a courtesy notice. For additional details on Letters of Intent, please refer to the related question listed above (question 6). 

Q: Are for-profit organizations eligible to apply for this funding opportunity? 

A: Yes, please refer to question number 2 listed above for more details. 

Q: Can applicants apply for both SUPER Focus Grant and CTC Grant funding? 

A: Yes, applicants may apply for both funding opportunities, provided their proposals align with the objectives outlined in each respective RFP. 

Q: What is meant by "community"? Does it refer to a geographic area, or can it represent a specific community of color? 

A: In this context, "community" refers primarily to a geographic area or region, such as a town, school district, or county. This differs from the SUPER Focus Grants opportunity, which emphasizes populations of focus, including factors like race or ethnicity, sexual orientation or gender identity, age, or interactions with the justice system. 

Q: Is there a minimum number of members required for the CTC coalition? 

A: There is no minimum number of members that applicants are required to specify in their application. However, the CTC model is rooted in the Strategic Planning Framework which emphasizes the importance of multi-sector collaborations. Awarded applicants will receive technical assistance to implement CTC and will work to determine the appropriate number of members needed. This ensures the coalition is tailored to the community, includes diverse voices to address the projects effectively, and fosters robust decision-making processes. 

Q: Can an existing coalition serve as the CTC coalition? If so, would it be possible to progress through the 25-month period more quickly with an existing coalition? 

A: Yes, you may utilize an existing coalition for the CTC process, and it is possible for such a coalition to move through the 25-month period more quickly. This timeline includes significant activities related to the initial setup of coalitions, and we understand that coalitions will begin at different stages of development. 

Some coalitions may be newly formed as a result of this funding, while others may already be well-established, with clear strategies and frameworks in place. Existing coalitions can also use this opportunity to revisit the strategic planning phase, reevaluate their current efforts, and assess their progress. This allows them to start fresh and make adjustments as needed. The process is designed to be flexible, and all awarded grantees will receive guidance from a Communities That Care coach throughout. This flexibility allows existing coalitions to spend less time on the initial phases and focus more on the later phases of the CTC model, as appropriate. 

Q: Are Community Health Boards eligible to apply for this funding opportunity? 

A: Yes, Community Health Boards are eligible to apply. Details about eligible applicants can be found on page five of the RFP. The RFP emphasizes that applicants are encouraged to apply if they possess the necessary qualities to implement the CTC model, including the capacity to build relationships with sector partners and community members, an understanding of local systems and political contexts, and the ability to collect and analyze data from sources such as the Minnesota Student Survey or CTC Survey. 

Q: Regarding the Minnesota Student Survey criteria, our organization is committed to schools administering the MSS. However, if the schools choose not to participate, would that have an impact? 

A: Without the survey capturing risk and protective factor data from youth voices, it becomes challenging for communities to effectively navigate the five-phase process. A core principle of CTC is using such data to guide decision-making. While some communities have explored alternative methods of data collection, these approaches have not been uniformly tested or validated. 

We strongly encourage communities to learn more about the survey and how its insights are presented to foster support and buy-in. It would also be beneficial to understand any hesitations surrounding survey administration to explore potential solutions. 

Q: Can you share more about the CTC survey? Implementing the Minnesota Student Survey has been a challenge in our jurisdiction. 

A: The CTC survey is designed for 6th, 8th, 10th, and 12th grade students, aiming for high participation rates to provide communities with a reliable understanding of young people’s experiences. Unlike other surveys that may use sampling methods or provide broader insights, the CTC survey focuses on more localized data, capturing differences across school districts, individual schools, or zip codes. It is anonymous and unique in its dual focus, assessing both outcome behaviors (e.g., past 30-day use) and the underlying factors (e.g., favorable attitudes, awareness of risk) that might contribute to those behaviors (More information on what is asked on the Communities that Care 2014 Survey PDF). 

Bach Harrison LLC is the company that provides communities/schools support in administering the CTC survey and creating the report. The CTC Coach will also provide support and coaching in helping the coalitions gain support for administering the survey. While we encourage communities to make efforts to gain approval for the Minnesota Student Survey, we acknowledge that approval may not always be achieved. 

Q: Are multiple strategies allowed within the CTC program? 

A: Yes, once an applicant identifies a problem or issue to address, there is no limit to the number of strategies they can implement to address the problem at hand. Applicants are encouraged to develop a comprehensive approach that effectively addresses the identified challenges. 

Q: What is the CTC grants minimum FTE requirement? 

A: The application requires a minimum of 0.5 FTE (noted on page 4).  

On page 21, when providing instructions on the 13-month budget narrative, there is an example for salaries which uses 1.0 FTE, which is a stock example used by MDH programs to show a budget break down but is not reflective of specific grant program requirements. 

Q: Can the 1 FTE coordinator/facilitator role be split between two staff members (e.g., 0.75 + 0.25 FTE)? Could you provide more details about the 1.0 FTE coordinator requirement and whether funding may be used for this position? 

A: Please note that the RFP requirement is for 0.5 FTE, not 1.0 FTE.

The coordinator's primary role is to facilitate and guide the group through the CTC model process. Historically, it has proven most effective to have one individual overseeing these efforts, as this avoids challenges associated with dividing responsibilities across multiple staff members. However, given the complexity of this work, it is possible to distribute the role between multiple individuals, provided the combined effort equates to the minimum of 0.5 FTE. It’s essential to ensure all individuals involved fully understand the requirements of the role, as some may find it more efficient to have one person handle the responsibilities rather than splitting them. 

Additionally, the awarded funding is typically used to support the coordinator position, as this role is critical in driving the work forward and ensuring successful implementation. 

Q: Is there a cap on administrative costs (e.g., salary)? 

A: MDH considers administrative costs in two categories – personnel related costs or indirect costs. For personnel related costs (including salaries), there is currently no budget cap for this grant. Historically, much of the funding for other iterations of the CTC model has been allocated toward the salary of the coordinator or facilitator position. For indirect costs, MDH allows either federally negotiated rates or a 10% rate, as this funding originates from state funds. Grantees who wish to charge the federal negotiated rate must submit a copy of their current federal agreement with their application. 

Q: Are there regional contact personnel available to provide technical support for this RFP until the proposal deadline? 

A: At this time, MDH does not have designated regional support. However, applicants are welcome to contact the program directly via email at health.super.mdh@state.mn.us, and we will gladly provide support where possible. 

Q: Have there been previous cycles of CTC? If so, are the communities previously awarded listed online? It would be helpful to reference other communities engaged in this work, especially those geographically nearby. 

A: CTC is new to MDH, so we are unable to provide a reference list of past cycles. However, CTC itself is not new to prevention work, and there may have been previous cycles funded by agencies outside of MDH.  

Q: Will there be state-supported training/conferences for continued education for staff, coalition members, and/or youth members? 

A: Yes. MDH intends to offer training and support to applicants as a group and individually with trained CTC coaches. 

Q: Will CTC grants be offered in 2026? 

A: Since this is MDH's first iteration of the CTC model, we are approaching it with care and conducting this initial cycle over the span of five years. As a result, there will not be a new cohort added in 2026, unlike the recognized block grant approach familiar to those involved with Drug Free Communities funding. However, MDH may explore the possibility of offering additional cohorts or grants in the future. 

Q: Can food and beverages be provided to support coalition meetings? 

A: Yes, MDH recognizes the importance of food and beverages in fostering community engagement and building connections. MDH provides guidance on food and beverage expenses and will work collaboratively with applicants during the grant approval process to ensure these expenses are appropriately addressed. 

Q: Is there a list of eligible expenses? I notice there is ineligible expenses listed in the RFP. 

A: A comprehensive list or table of eligible expenses is in development for awarded grantees. In the meantime, if you have specific questions regarding eligible expenses as you work on your budgets, please don't hesitate to contact us at health.super.mdh@state.mn.us. 

Q: Do we need to have a fiscal host similar to the Drug Free Communities grant? 

A: Fiscal agents (or hosts) are required for any organization that does not have the designation that indicates the capability to manage the financial or administrative duties of a grant. An example is a coalition or nonprofit organization that does not have 501(c)(3) status. 

Q: Will grant funds be distributed regionally to ensure that neighboring communities are not both awarded, or is there no limitation on geographic distribution across the state? 

A: Currently, there is no predefined structure or regional limit for grant awards. The distribution will depend on the applications received and their geographic locations. For example, if 20 applications are submitted within a four-county radius, it may prompt discussions about the distribution. However, at this time, there are no specific restrictions in place. Theoretically, it is possible for two CTC programs or grantees to be geographically close, as this is not a limitation for applying. 

Q: What does MDH mean by the eligibility criteria: “Demonstrate ability to collect and analyze data to assess the effectiveness of prevention strategies”? 

A: MDH seeks applicants with experience in data collection and analysis. While access to a specific database is not required, applicants should demonstrate an understanding of working with data sources, analyzing data, and using the insights to guide their work. MDH is flexible and offers support for utilizing specific databases, but the emphasis is on the ability to evaluate the effectiveness of prevention strategies and adapt efforts based on data-driven conclusions. 

Q: What is the process for applying? Is there an online portal and a designated section for responding to questions? 

A: There is no online portal for application submissions. Applicants can visit the RFP’s webpage, where they will find a list of questions and attachments under the “Proposal Documents” section. The attachments are provided in Word, Excel, and PDF formats. Applicants should complete these forms and submit them via email to our program at health.super.mdh@state.mn.us.  

If applicants require the attachments in a different format, please feel free to email us, and we will gladly work with you to accommodate your needs. 

Q: Will awarded funds be distributed to organizations upfront, or will it follow a reimbursement model? 

A: Currently, the funding operates on a reimbursement model, but this approach may evolve. We are committed to working closely with grantees to establish an invoicing structure that suits their needs and ensures timely access to funds. We understand that smaller organizations, in particular, may face challenges managing cash flow while awaiting reimbursement. For this reason, we are open to collaborating with grantees to find a structure that works best for their unique circumstances. 

Q: When can applicants expect these funds to be available for use, especially if they need to hire new staff? 

A: MDH has funding available for Fiscal Year 2025 and can begin disbursing funds immediately after the grant agreement is executed and finalized. 

In the Communities that Care RFP, the RFP refers to a community coalition, but the other CTC materials refer to a community board.  Would you be able to define both terms, and let us know if they are the same or different in any capacity? 

A: Please refer to question number #3 for more information.