RFA - PreApplication Meeting PHPA 3708 - 2025_12_22 10_51 EST - Notes by Gemini.docx.pdf

Dec 22, 2025

RFA - PreApplication Meeting PHPA 3708 - Transcript 00:00:00

Li'Chelle Lindsey -MDH-: All right. Thank you. Good morning everyone. This meeting is being recorded. I ask that all attendees mute their devices unless you are speaking. In addition, can everyone in attendance please type your name and organization in the chat. Welcome everyone. My name is Li’Chelle Lindsey from the Office of Prevention and Health Promotion Administration. I'm here today to help you understand the process for requests for application RFA Health Equity Approaches to Support Maryland's LGBTQ+ Youth and Young Adult Communities in Living Tobacco- and Cannabis-Free. At this time, I ask that all other MDH employees introduce themselves followed by pre-application conference attendees. Kelsey, we'll start with you.

Kelsey Holmes -MDH-: Hello, my name is Kelsey Holmes. I work at the Center for Tobacco Prevention Control as the Chief for Health Equity Initiatives.

Dana Moncrief -MDH-: Hi everyone. I'm Dana Moncrief. I'm the Director for the Center for Tobacco Prevention and Control at MDH. Thanks for joining us.

00:01:14

Dana Moncrief -MDH-: Sarah Sara Wolfe -MDH-: Hi everyone. Sarah Wolfe, Deputy Director here in the Center for Tobacco Prevention and Control here at MDH as well. And I don't know if there's anybody else.

Naseeb Kibria -MDH-: Hi everyone, this is Nasseb Kibria, Chief of Statewide Public Health Initiatives with the Center for Tobacco Prevention and Control at MDH. Thank Li'Chelle Lindsey -MDH-: Thank you all. Can the attendees introduce themselves as well please and your organization?

Chad Brown: Sure. I'll start. My name is Chad Brown and I'm from Bazelle US and I'm the Chief Program Officer. It's a pleasure. Thank you.

Li'Chelle Lindsey -MDH-: Thank you.

DC NADIA: Hello, I'm Dwayne Sherrod. I'm with Forum in Capitol Heights, Maryland.

Li'Chelle Lindsey -MDH-: Thank you. Anybody else? Any other attendees want to introduce themselves before we get started? All right.

00:02:30

Li'Chelle Lindsey -MDH-: Okay. At this time, I will start with section one, general information, starting on page three. The department intends to make a single award. All subsequent documentation regarding the solicitation will be posted on eMMA eMaryland marketplace website. Please remember that in order to receive a contract award, a vendor must be registered on eMMA. Registration is free. Please review section 1.5 for details on page four of the RFA. Carefully review section 1.6 on page four regarding how to submit questions subsequent to this pre-application conference.

Questions to myself, the Procurement Officer, Li’Chelle Lindsey shall be submitted via email listed on the RFA key information summary sheet. Please identify in the subject line, the solicitation number and the title name. Questions should be submitted no later than 5 days prior to the application due date. So, the question due date is January January 14th, 2026 at 2 p.m.

00:03:34

Li'Chelle Lindsey -MDH-: Answers to questions will be uploaded to eMMA on a weekly basis until the question's due date. Please note that questions will not be received after that due date or time. If the RFA is revised before the application due date, the department shall provide an addendum. Please be sure to check eMMA on the eMMA’s website, to acknowledge all addendums. Carefully review section two mandatory requirements beginning on page six of the RFA. It is very important to pay attention to this section as this section is a pass or fail for moving forward in the procurement process. A contract type used for this solicitation is a firm fixed price. There are several steps involved in this method. So your attention to the solicitation document is crucial to a successful submission for your proposal. The contract requirement scope of work is listed in section 3.2 beginning on page 10. This gives you an outline of the responsibilities of the applicants and gives you a clear understanding of what the department expects of a successful applicant and the provisions of service.

00:04:37

Li'Chelle Lindsey -MDH-: Please note a representative from the program staff will give further information on the scope of work as we move forward through this process.

Your proposal format is listed in section four. So the applicants are required to submit their responses to the RFA in two parts. Section four, the application format beginning on page 18. It clearly lists the submission requirements. Again, I would like to stress that the RFA shall be submitted as volume one, project narrative, and volume two, the budget narrative. The evaluation committee evaluation criteria and selection procedure are listed in section 5, beginning on page 21. Your application will be evaluated by a committee organized for that purpose and will be based on the criteria set forth in this RFA. The project narrative evaluation criteria listed in descending order of importance can be found in section 5.2 which is starting on page 21 with the budget narrative evaluation criteria listed in section 5.3 also on page 21. The selection procedures are highlighted in section 5.4 also on page 21. As noted, the grant will be awarded in accordance with the SGA method outlined in the announcement.

00:05:56

Li'Chelle Lindsey -MDH-: RFA attachments are listed on page 23. Other than composing your project narrative and your budget narrative, the most important matter is to have your application submitted by the due date, time, and location listed. Therefore, your proposals are due no later than the closing date, which is January 21st, 2026, 2:00 p.m.

Eastern Standard Time, and should be submitted electronically to eMMA. No applications will be accepted after that due date or time. If you have any questions, comments about the procurement process, you may contact me at the email address listed in the RFA key information sheet. Also, if you have any issues with uploading to eMMA or submitting to eMMA, please email me and let me know and I can help you with that process. I will now turn over the scope of work to Kelsey.

Kelsey Holmes -MDH-: Good morning. Just going to share my slides really quickly. Can you all see that?

Chad Brown: Yes.

Li'Chelle Lindsey -MDH-: Yes.

Kelsey Holmes -MDH-: Thank you. Okay.

00:07:08

Kelsey Holmes -MDH-: I'm just going to go over some more information about this RFA, including the background, purpose, scope of work, budget, and application requirements. For the purposes of this RFA, the term tobacco refers to commercial tobacco defined as tobacco that is sold by the tobacco industry, including cigarettes, vape, or e-cigarettes, chewing tobacco, cigars, and other products that contain addictive nicotine. Commercial tobacco use is distinct from sacred tobacco use by some native cultures. The term cannabis used throughout this RFA is the cannabis plant itself and any related THC containing products that can be smoked or ingested and edibles.

Cannabis is sometimes known as marijuana, weed, or by other names. This definition includes delta 9 as well as delta 8 and 10. The term cannabis does not refer to CBD containing products in this RFA. A little background. The Center for Tobacco Prevention and Control or CTPC as referred to throughout this presentation and in the RFA is part of the Maryland Department of Health. We oversee a comprehensive statewide tobacco program and a cannabis public health program.

00:08:23

Kelsey Holmes -MDH-: Our tobacco program has goals that are aligned with CDC best practices. This includes preventing initiation among youth and young adults, promoting quitting among adults and youth, eliminating exposure to secondhand smoke, and advancing health equity by identifying and eliminating commercial product tobacco related inequities and disparities. Our infrastructure includes the Maryland Tobacco Quitline, health system initiatives, local health department tobacco control programs, community-based initiatives, health communication activities, a network of statewide supporters and partners, and two statewide resource centers: the Legal Resource Center for Public Health Policy specific to tobacco, and the Maryland Control Resource Center, or TCRC. Tobacco priority populations were determined based on tobacco use disparities and include: Maryland youth who've experienced childhood trauma and or behavioral health conditions who are at risk for tobacco use initiation; Maryland adults who live below the poverty line and use tobacco; Maryland youth and adults who are disproportionately targeted by the tobacco industry, this includes persons who are part of the LGBTQ+ community; and Maryland adult frequent tobacco (both current and former) who are at risk for tobacco-related diseases.

00:09:39

Kelsey Holmes -MDH-: The cannabis program structure is based on six core components: monitoring trends, advancing research, building state and local capacity, supporting providers and health systems, partnering with public safety, schools and communities, and improving knowledge and awareness. This infrastructure includes a partnership with local health department cannabis prevention and control planning and implementation programs in each of Maryland's 24 jurisdictions; mass media, health communications and outreach materials for youth and adults, partnerships with state and local partners, including education, behavioral health, public health stakeholders, the Maryland Cannabis Administration, and Cannabis Public Health Advisory Council; a state and local policy resource center, which is the Legal Resource Center Public Health Policy, which is cannabis specific; and a development of cannabis public health monitoring, evaluation, and surveillance tools. Cannabis priority populations were based on national and statewide surveys and feedback from local health departments and include youth; young adults; racial and ethnic minorities; LGBTQ+ communities;

pregnant, postpartum and breast/chestfeeding persons; low-income individuals; and people with behavioral health conditions or substance use disorders.

00:11:05

Kelsey Holmes -MDH-: CTPC is committed to a health equity approach. Tobacco use disparities that are related to this RFA. Some root causes include the tobacco industry targets some populations through aggressive marketing including LGBTQ+ communities. In addition, discrimination related to sexual or gender minority identity can cause added stress that may play a role in tobacco use. Some disparities include Maryland high schoolers who identify as lesbian or gay use tobacco products more at 24% than those who identify as heterosexual or straight at 14%. High schoolers who identify as transgender had a higher tobacco use rate at 19% compared to those who identified as cisgender at 16%. Smokers who identify as LGB have a higher rate of menthol tobacco use, which is easier to use and harder to quit. And this reflects a national pattern as well: 54% of lesbian or gay and 49% of bisexual smokers use menthol cigarettes compared to 42% of heterosexual smokers. For cannabis, we see some similarities in tobacco and there's some evidence of cross-sectional association between minority stress and cannabis use in LGBTQ+ communities.

00:12:23

Kelsey Holmes -MDH-: Some disparities include Maryland high schoolers who identify as gay, lesbian, or bisexually currently use cannabis at almost double the rate, 25% of high schoolers who identify as heterosexual at 12%. Maryland high schoolers who identify as transgender currently use cannabis at a higher rate, 21% than those who do not identify as transgender at 14%. In the 2022-23 school year, Maryland high schoolers who use tobacco products, 64% of them had dual use with cannabis use as well. The state is issuing this solicitation to support CTPC partners and community organizations in reducing tobacco and cannabis related health disparities in Maryland LGBTQ+ youth and young adults communities which is ages 20 or younger and promote culturally appropriate tobacco cannabis use prevention and cessation interventions that will improve the overall health and well-being of these communities. The successful applicant will conduct a needs assessment, develop partnership networks, build community capacity, increase access to inclusive resources, develop tools and resources, and provide technical assistance to CTPC and its partners.

00:13:40

Kelsey Holmes -MDH-: The Center for Tobacco Prevention and Control and Maryland Department of Health comply with the American Disabilities Act. The project description. This will include overall goals of the project that encompass all project years and then how these goals meet the needs of LGBTQ+ communities to support tobacco- and cannabis-free living. A collaboration strategy to form and manage partnerships and projects with CTPC partners and community organizations. A detailed description of the proposed project will be implemented in year one. Then, a general description of how the proposed project will be implemented in the remaining project years and then how these proposed projects will build on the impact and the momentum of previous project years. Project elements include a needs assessment, partnership network, capacity building, access to inclusive resources, tools and resource development, and technical assistance. I'll go into more detail with each of these, but note that not all of these project elements need to be addressed each year of the project. There's more details about this, I recommend looking in the RFA for that.

00:14:51

Kelsey Holmes -MDH-: The needs assessment. Conduct a needs assessment and literature review to identify root causes of tobacco and cannabis disparities in LGBTQ+ youth and young adults in Maryland, social perceptions of tobacco use and cannabis use, including dual use and evidence-based or community recommended tobacco and cannabis use prevention methods and programs specific to LGBTQ+ communities. The needs assessment shall include identifying gaps or barriers on tobacco and cannabis prevention programming of organizations serving LGBTQ+ populations using recent or existing data or primary data collection and what tools or resources will address the gaps or barriers for these clients to live tobacco- and cannabis-free. The needs assessment shall include community input from LGBTQ+ communities and/or the organizations who serve these communities. Partnership network. Develop a partnership and create a network of community organizations serving LGBTQ+ communities to build their capacity to integrate tobacco and cannabis use prevention and cessation support into their community outreach and promote cross collaboration.

This network shall include at least five partnerships with organizations representing all regions of Maryland and those regions are western capital, central, southern and eastern shore.

00:16:17

Kelsey Holmes -MDH-: Additional partnerships can change throughout the project after the approval by the Grant Monitor, but a minimum of five partners shall be part of the network throughout the five-year period. This can include organizations who solely serve LGBTQ+ community organizations or those who have an array of community members, but many of whom are part of LGBTQ+ communities. Institutions who serve all of Maryland can be part of the network as well. Applicants shall describe organizations either existing partners or potential partners to form this network. I recommend looking at the letter of intent to partner requirements as well in the RFA.

Capacity building. Providing a more in-depth and funded capacity building mentorship around youth and young adult centered tobacco and cannabis use prevention and cessation implementation to the partners that are part of that network. The successful applicant shall provide in-depth capacity building support with at least five community organizations who are part of the partnership network. At least one organization per Maryland region.

00:17:26

Kelsey Holmes -MDH-: Organizations should serve LGBTQ+ populations who have a direct client or community interaction. Funded partners can differ from year to year or remain the same. However, if funded partners are part of this project for more than a year, then the program needs to build off of the work of the previous year. The successful applicant shall work with the Grant Monitor to provide a detailed scope of work of their subrecipients and I recommend looking at the community funding partner stipulations in the RFA. Accessible and inclusive resources. Identify and increase awareness of existing evidence-based tobacco cessation treatment services available in Maryland. Support tobacco cessation services and tailor cannabis prevention messages to ensure they are inclusive to LGBTQ+ communities. That includes conducting an evidence-based review of prevention and cessation resources on LGBTQ+ inclusivity and providing a report with the findings. That report should include a list of practical actions to improve the resources and tools for implementation. Tools and resource development. Develop and test tailored approaches and tools for tobacco and cannabis use prevention and cessation tailored to LGBTQ+ communities in Maryland and the organization who serve these communities.

00:18:49

Kelsey Holmes -MDH-: Propose a method of addressing the gaps and barriers identified in the needs assessment conducted in year one and previous tobacco needs assessments. If applicants have already developed tools for similar purposes, then propose how these tools will meet the needs of the community and if they will be further tailored to meet the needs of the community. Technical assistance. Provide expertise and guidance on LGBTQ+ public health and unique challenges of tobacco and cannabis use prevention and cessation in LGBTQ+ communities to CTPC partners and local health department staff. This can include, but is not limited to, webinars, presentations, other trainings or providing technical assistance on a specific issue. This includes maintaining and implementing previously developed evidence-based existing resources created through CTPC partnerships when relevant. Additional media assets developed in collaboration with CTPC mass communication contractor will also be made available by the grant monitor. Monitoring and evaluation. The applicant shall monitor, measure and evaluate all proposed strategies and activities.

00:20:03

Kelsey Holmes -MDH-: The applicant shall propose initial evaluation objectives that are specific, observable, and measurable accomplishments that demonstrate how progress is being made towards the stated outcomes on the proposed work plan. The applicant shall collect data on report activities, monitoring progress towards goals and objectives, and report results to CTPC. The narrative shall describe a proposed evaluation plan that includes both process indicators and impact/outcome measures that show the impact of the proposed activities and how they contribute to the goals of CTPC. Proposal shall include the anticipated outcomes and a narrative of the proposed evaluation plan and performance and evaluation measures as a part of a work plan. The work plan. There's a template provided for this in the RFA. The applicant shall have clear goals and smart objectives. The goals and objectives shall align with the purpose of the funding opportunity. For year 1,this should outline activities, steps, persons responsible, timeline, performance measures, and evaluation measures. Years two through five shall include activities, persons responsible, timeline, performance measures, and evaluation measures.

00:21:22

Kelsey Holmes -MDH-: Organizational capacity. A description of the organization, experience working in public health and the organizations connected to LGBTQ+ communities, organizations experience in tobacco and cannabis use prevention and cessation, managing grant funded projects, experience in developing public health approaches and tools that are tailored to and tested with the community, community needs assessments, building partnerships, providing technical assistance, and working with partners and community organizations to build capacity. Organizations approach to managing invoicing, reporting and or subcontracting processes and highest bid or budget the organization has managed. Organization's ability to administratively support the project. Coordination and the management of the agreement, including data tracking, meeting bi-weekly, invoicing, and submission of reports, identify and describe key personnel with the proposed project, which is at least two staff, including an identified grant manager. The applicant shall describe how they will maintain partnerships and further grow the momentum of the progress gained in year one and in each additional year to support a sustainable approach beyond the scope of the funding reporting. The applicant shall describe how the work plan performance measures will be collected and describe staff that will participate in data collection and reporting including plans to prepare quarterly reports and track progress towards work plan performance measurables and deliverables throughout the project period.

00:23:04

Kelsey Holmes -MDH-: All reports and supporting documents shall be submitted completely accurately and in a timely manner. Reports include quarterly reports, annual reports and a final report. Meetings. Each year there will be an annual kickoff meeting and then also bi-weekly meetings throughout the project period. Other potential collaborations. Upon award, the successful applicant may be asked to communicate and work closely with other agencies and entities listed below to support the proposed project objectives and/or shared experience project experiences, progress, lessons learned, and outcomes. This includes CTPC vendors or grantees, local health departments, partnerships, network meetings, CTPC evaluation team and contractors.

The budget, I know that Li’Chelle went over some of this, but I just want to reiterate some of it. This is a one award RFA. It is Maryland state funding. It is proposed for five years starting on July 1st of 2026 and ending June 30th of 2031 with $200,000 per year maximum. The indirect cost rate is 7%.

00:24:16

Kelsey Holmes -MDH-: And beginning in year two, at least 20% of the budget must be allocated to fund community partnerships. And then just a note, all future awards are subject to availability of funding and successful implementations of the services specified in this RFA. Again, I know Li’Chelle went over some of this, but I wanted to reiterate this is a two-part application. The first part is the budget and the second part is the project narrative. The budget will include the budget form(there's a template provided) and the budget narrative. The project narrative shall include the transmittal letter (there's a template provided), executive summary, project narrative which includes the scope of work and the work plan (again template provided). The project narrative should not include any budget or cost information. Required documents include the RFA document checklist, conflict of interest affidavit services performed for tobacco industry (please review that form correctly and make sure you're checking the boxes appropriately), conflict of interest affidavit and disclosure, non-supplementation form, tax exempt form, signed W9 with contacts and phone numbers, at least two letters of intent, and resume/ job descriptions.

00:25:36

Kelsey Holmes -MDH-: And I'll turn it back to you, Li’Chelle.

Li'Chelle Lindsey -MDH-: Thank you, Kelsey. I would like to also add when you're submitting your project narrative, make sure that your current email address is added to that transmitter letter and your project narrative in the event we need to contact you during the initial procurement process. We want to make sure we have the correct information so we can get it to you in a timely manner. All right, let's see. We will now move to the questions portions of this conference. Before questions are taken, please state your name and the name of your company so that the minutes are accurate. I will open the floor to the first question if we have any questions from anybody. Is it Devlon?

You can go ahead Devlon.

Devlon Nicole Jackson: Hi Li’Chelle, thank you. Yes, I am Devlin Jackson. I'm from the University of Maryland in the School of Public Health and my question is related to the 20% community partnership allocation.

00:26:46

Devlon Nicole Jackson: I apologize if I missed this as I joined a few minutes late, but could you clarify the definition of the 20% community partnership allocation for two for years 2 through five? Is the department looking for that 20% to be allocated as direct subawards to the partner organizations or can it include internal personnel costs for staff time dedicated to the capacity building or other things?

Kelsey Holmes -MDH-: The community partnership funding starting year two is for partnering with other community entities. If you look in the capacity building section of the scope of work, there's more details in there as to what that can include.

Devlon Nicole Jackson: Okay, thank you for clarifying that because that was a little fuzzy. It didn't directly note that the allocation was connected to that capacity building.

So, that's what we're trying to clarify. Are those separate or is it connected to the community partnership network and the capacity building and so forth?

Kelsey Holmes -MDH-: Yes, thank you for the question. I'm glad to clarify that for you.

00:28:00

Devlon Nicole Jackson: Thank you. So that is connected so the 20% is connected to those activities Kelsey Holmes -MDH-: The capacity building?

Devlon Nicole Jackson: Correct.

Kelsey Holmes -MDH-: Yes.

Devlon Nicole Jackson: Okay. Thank you.

Li'Chelle Lindsey -MDH-: Thank you, Devlon. Do we have any more questions?

Chad Brown: Hi Li’Chelle. This is Chad Brown from Bazelle. I did have a quick question.

Is there currently an incumbent for this work?

Li'Chelle Lindsey -MDH-: I'm not sure. Kelsey, could you answer this yes or no? Then I'll go further with that question.

Kelsey Holmes -MDH-: What do you mean by incumbent? This is not a reposting. It's a new RFA. We don't have anything exactly like this out there, but we have worked with LGBTQ+ communities and tobacco use prevention and cessation both currently and prior.

Li'Chelle Lindsey -MDH-: Okay, thank you. So, if there's a specific grant that you know of Chad, that you want to know who the incumbent is, you would have to send me an email with the title of that RFA and then we would submit a PIA request for you.

00:29:01

Chad Brown: Okay, understood. Thanks, Michelle. Thanks, Kelsey as well. Understood.

Li'Chelle Lindsey -MDH-: You're welcome. No problem. Are there any more questions from anyone?

Devlon Nicole Jackson: Hi, thank you Li’Chelle. One more question at the moment. So I noticed that the award, I'm sorry, the RFA, is requesting for a statewide initiative, but also requesting that applicants build upon existing, projects with that MDH funded regarding LGBTQ+ communities. Does this project, if recognizing also that a community has been marginalized, minoritized, certain communities, as you've already noted in your RFA, does the project, can the project prioritize certain communities, but ensuring that all of the resources developed within the project reach all LGBTQ+ communities, like in their sampling and so forth.

Kelsey Holmes -MDH-: I just want to see if I understand your question correctly.

00:30:15

Kelsey Holmes -MDH-: Are you talking about priorities prioritizing certain regions or maybe certain intersectional experiences?

Devlon Nicole Jackson: So, let me rephrase it. Since this is a statewide grant for all LGBTQ+ youth and young adults, is it okay if our strategize strategy prioritized the most at risk groups like those that are noted in the RFA as long as our resources are available to the whole state. So, you noted in the RFA certain groups by race and ethnicity as well as by orientation and gender identity.

Kelsey Holmes -MDH-: As long as all the regions are represented with the partnerships, that would be up to the applicant to decide.

Devlon Nicole Jackson: Okay. Up to them if they specified maybe focusing specifically on a certain gender identity or racial ethnic identity.

Kelsey Holmes -MDH-: Yes.

Devlon Nicole Jackson: Okay.

Li'Chelle Lindsey -MDH-: Thank you, Devlin. Thank you, Kelsey. Does anyone else have any more questions for us today? All right.

00:31:29

Li'Chelle Lindsey -MDH-: If you think of any questions after the conference today, just please email your questions to me at the email addresses provided in the RFA and I will get those answers uploaded to eMMA as soon as possible. Okay. So, we're going to go ahead and move forward with closing. Please remember that the applications are due no later than the closing date, which is January 21st, 2026 at 2:00 p.m. Eastern Standard Time. And we will not be accepting any applications after that due date or time. Check eMMA’s website for addendums. Acknowledgements of all addendums are to be submitted with your application. Make sure the documents are completed and signed. If you have any issues with uploading or submitting to eMMA, please make sure that you email me directly. You can also email the eMMA help desk, but please email me so I'm aware and I can help you with that process a little bit faster.

00:32:24

Li'Chelle Lindsey -MDH-: Uh, thank you for your time and good luck on your submissions.

Dwayne Sherrod: Excuse me. I have one question for Kelsey.

Li'Chelle Lindsey -MDH-: Sure.

Dwayne Sherrod: Kelsey, could you share your PowerPoint with the group?

Li'Chelle Lindsey -MDH-: The PowerPoint. If we're able to share it, we will upload it to eMMA if we can get it together for you.

Dwayne Sherrod: Okay. Okay.

Li'Chelle Lindsey -MDH-: You're welcome. No problem. Are there any more questions at all? All right. Thank you all and good luck. Again, if you guys have any questions or think of any questions after this pre-proposal application meeting, please email me at the email addresses listed in the RFA and I will get those answers uploaded to eMMA and to you as soon as possible. You have a great day and have a great holiday.

Transcription ended after 00:33:35

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