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Requests for Proposals #2012-1

Gulf Coast of Texas African American Family Support Conference


The Texas Council for Developmental Disabilities (TCDD) is established by and funded under federal and state law. TCDD's mission is to create change so that all people with disabilities are fully included in their communities and exercise control over their own lives. The Council is responsible for developing a State Plan and approving activities to carry out objectives in the State Plan.

This announces the intention of TCDD to award funds for one (1) project to provide support for additional Gulf Coast of Texas African American Family Support Conferences. Eligible applicants are limited to organizations that were involved in planning and coordinating the 2011 Gulf Coast of Texas African American Family Support Conference. Funds available by this RFP are to be used to continue to support groups in the local community so that they may develop the event into a sustainable annual conference. TCDD has made available $35,000 for year 1; $35,000 for year 2; $15,000 for year 3 for this project.

To be eligible to apply for a grant under this announcement, an organization must:

  • Show it was actively involved in the planning and implementation of the 2011 Gulf Coast of Texas African American Family Support Conference;
  • Be located in the Greater Houston area; and
  • Demonstrate that it has a history of collaborating successfully with other groups that specifically serve, or are made up of, African Americans living in the Greater Houston area.

Deadlines and Submission Process

  1. Download or request an application in writing.

    The online application packet for this RFP is available on the TCDD website or may be requested in writing by U.S. mail, fax, or e-mail. Send written requests for application packets to:

    Jeri Barnard
    Texas Council for Developmental Disabilities
    6201 E. Oltorf, Suite 600, Austin, TX 78741-7509
    fax (512) 437-5434
  1. Complete the application.

    Review the application, the RFP, and the Frequently Asked Questions (FAQs).

    Submit any additional questions about the RFP and/or the application in writing, to, no later than Friday, February 29, 2012, at 4 pm. Submitted questions and answers will be posted when received. Please review these before submitting additional questions.

    TCDD will hold optional telephone conferences to help potential applicants understand the grant application process and this particular RFP. You do not have to participate in telephone conferences to apply for this grant. If you would like to participate, please sign up on the TCDD website. The schedule for telephone conferences for this RFP is noted in the timeline below.
  1. Submit the application no later than 4:00 pm Central Time, March 07, 2012.

    One hard copy, with original signatures, and one electronic copy must be submitted to:

    Jeri Barnard, Texas Council for Developmental Disabilities, 6201 E. Oltorf, Suite 600, Austin, TX 78741-7509; fax (512) 437-5434; or e-mail

    Both the electronic and hard copies are due to TCDD by the due date. Only information specifically allowed by the RFP and/or the application will be considered during the review process.

    Please note:
    • If the hard copy is mailed, it must be postmarked prior to midnight on the date due.
    • If the hard copy is hand-carried, it must be received by TCDD staff by 4:00 pm on the due date.
    • Electronic copies should be provided in PDF or MS Word and submitted electronically to The email containing the electronic copy must be time and date stamped indicating it was sent prior to 4:00 pm on the date due.
    • Any information submitted after the application deadline will not be considered during the review process.
    • Faxed proposals will not be accepted.

Timeline and Important Dates

Dates may be subject to change; any changes will be announced on the TCDD website and emailed to individuals who have downloaded or requested an application.

Activity Date
RFP Released January 13, 2012 (Friday)
Telephone Bidders Conference #1 February 1, at 10am – 11am (Wednesday)
Telephone Bidders Conference #2 February 24, 2012, at 1pm – 2pm (Friday)
Last date to submit questions February 29, 2012, by 4 pm (Friday)
Proposals Due to TCDD March 07, 2012, by 4 pm (Wednesday)
Proposals Evaluated by Review Panel March 8, 2012 – March 30, 2012
TCDD Executive Committee Makes Decision May 2, 2012 (Wednesday)
Applicants Notified of Decision May 7, 2012 – May 11, 2012
Earliest Expected Project Start Date June 1, 2012


TCDD provided funds in 2010 to establish an annual conference in Houston, now known as the Gulf Coast of Texas African American Family Support Conference (GCTAAFSC). The GCTAAFSC is a replication of the Central Texas African American Family Support conference (CTAAFSC), which was developed by and has been hosted for over 11 years by Austin Travis County Integral Care (ATCIC). The CTAAFSC is sponsored by community partners from the public and private sectors who are very involved in the planning and implementation. The CTAAFSC is an annual event that has been successful in addressing myths about mental illness, treatment for mental illness, and issues related to health disparities experienced by African Americans. Both the CTAAFSC and the GCTAAFSC are focused on providing relevant health and mental-health information to the African American community in a culturally appropriate forum; however, all members of the community are welcome, regardless of race/ethnicity. The goal of these conferences is to strengthen family and individual awareness of available health care services (behavioral and physical) through culturally sensitive education, supports, and partnerships; reduce stigma, and eliminate health disparities.

The first Gulf Coast of Texas African American Family Support Conference was held on August 4, 2011, in the Greater Houston area and had 121 attendees, including people with disabilities, their families, community members and professionals. TCDD's goal is for this conference to be sustainable without continued grant funding. TCDD believes that this goal requires that local organizations and local community leaders assume ownership of the conference. It is important that major leadership roles are held by people who live in and are strongly connected to the local community. Therefore, TCDD is soliciting proposals from organizations that are a strong part of the local community that are committed to support at least two additional conferences consistent with the Council's original intention and to develop the capacity of the community to sustain the conference.

This solicitation is restricted to organizations that had an existing, substantive involvement in the planning and coordination of the first GCTAAFSC that was held in August 2011. That involvement is central to the model of CTAAFSC, as it also is managed by community advocates who volunteer their time.

TCDD State Plan Goal and Objective

  • Goal 5: Demonstrate how to prevent unnecessary admissions to State Supported Living Centers (SSLC) by supporting community organizations in at least at least 1 HHS Region to increase their capacity to provide community-based services that support people with developmental disabilities to improve and maintain their health and have access as needed to necessary healthcare, behavior supports, community services, and/or respite, by 9/31/2016.
    • Objective 3: As funds are available, demonstrate and evaluate other strategies to support individuals with developmental disabilities to improve and/or maintain their health and well-being.

Expected Outcome

A sustainable event modeled on the Central Texas African American Family Support Conference (CTAAFSC) will be held annually in the Greater Houston Area by developing sufficient support from the local community to host the conference.

The grantee will be expected to report to TCDD quarterly on progress towards this outcome and to provide information on the following Federal Outcome Measures:

  • Number of individuals who benefit from the conference/project (CS01)
  • Dollars leveraged (beyond the required match) to support the conference to continue (CS02)
  • The number of organizations/groups working together to create the conference (QA10)

Project Description

The Gulf Coast of Texas African American Family Support Conference will be established as a yearly event, free to people with disabilities and their families, hosted by a local organization and sponsored by community partners from the public and private sectors. Like the CTAAFSC, the Gulf Coast Conference will be managed by community advocates who volunteer their time, with some organizational support. The hosting organization must follow the model of the CTAAFSC closely and will be required to seek and support active involvement of:

  • Other committee members involved in the 2011 Gulf Coast of Texas African American Family Support Conference;
  • Leaders of faith-based organizations;
  • Mental and physical health-care professionals (including researchers) who focus on health disparities experienced by African Americans;
  • African American community organizations (such as sororities or fraternities);
  • Local businesses who can provide financial and/or in-kind support for the conference;
  • Provider organizations who serve people with developmental disabilities (including disabilities related to mental health); and
  • Local civil justice advocates.

In addition, the organization will need to work with ATCIC to ensure fidelity to the original model. TCDD has developed this project with the support of ATCIC, and TCDD will continue to contract with ATCIC to provide technical support to the organization awarded this grant. The organization receiving the grant will be required to obtain agreement from ATCIC confirming their willingness to continue to provide guidance and share information. The organization will be expected to work cooperatively with ATCIC in matters related to the Gulf Coast Conference.

  1. TCDD expects that the Gulf Coast of Texas African American Family Support Conference will:
  2. Be tailored to meet the needs of African Americans but welcome individuals of any ethnicity;
  3. Be developed by a committee consisting of the members described above, the majority of whom are African American and reside in the Greater Houston area;
  4. Be held in summer or fall in order to avoid overlap with the CTAAFSC in February;
  5. Benefit from expansive outreach to recruit volunteers, speakers, and participants;
  6. Provide training and information to participants about evidence-based, culturally competent, community supports and services;
  7. Offer CEUs for professionals;
  8. Include speakers who are nationally recognized;
  9. Evaluate the conference annually by surveying attendees and use the information in planning future conferences; and
  10. Assure entrance to any individual who wants to attend regardless of a lack of financial resources.


Eligible grant applicants are organizations that are public agencies, private not-for-profit agencies, private for-profit organizations, universities, colleges, or other organizations that can demonstrate they meet the additional eligibility requirements specified on page 1 of this RFP. Grant applicants shall be the organization that will provide the administrative functions for the grants and will receive, disburse, and account for grant funds. Individuals are not eligible to apply for grants under this Announcement.


  • Applicants must disclose any conflicts of interest between themselves and Council members, employees, or their immediate families, and between themselves and ATCIC Board members or employees.
  • Applicants are required to use People First Language in all written materials.
  • All printed material must be available in accessible formats including electronic formats and Spanish, as well as in Braille or large print when appropriate.
  • Any video/DVD products must be captioned. Video/DVD products, teleconferencing, and distance learning activities must be fully accessible.
  • TCDD will retain all rights to all products created through this funding.
  • TCDD reserves the right not to fund any proposal under this Announcement.
  • TCDD staff will approve a Project Advisory Committee of 8-12 key stakeholders.
  • Application information received by TCDD is subject to release consistent with provisions of the Texas Public Information Act.

Nonfederal Match

A nonfederal matching contribution of at least 25 percent of the total project costs is required. The nonfederal match may consist of “in-kind” valued items and/or designated nonfederal cash contributions. Match contributions cannot be used as match to other federal funds. Project activities located in counties that are designated federal poverty areas require a minimum of 10 percent matching resources. An increasing match in subsequent years is requested and will be negotiated with TCDD.

Match requirements may be calculated as follows:

  • For non-poverty areas: (Amount of Federal Funds received) /3 = Amount of Match required
  • For poverty areas: (Amount of Federal Funds Received) /9 = Amount of Match required

Continuation Funding

The project funded under this RFP is eligible for continuation funding for up to two continuation years, for three years total. However, continuation funding is not automatic each year, and funds may be terminated prior to the ending date originally intended. Continuation funding will be based on a review of the project's accomplishments, progress towards stated goals and objectives, financial management of funds, compliance with reporting requirements, review of the most recent program audit, review of findings of TCDD's onsite reviews, development of alternative funding, and the availability of TCDD funds.

NOTE: If the original application is approved by TCDD, all annual funding estimates noted in that application for all years of the project will be considered accurate estimates of the funds needed. TCDD will expect that applications for continuations years will not request funding that exceeds the amount budgeted in the original application.

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