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Orange County Health Services Department is seeking proposals from qualified organizations to provide Ending the HIV Epidemic (EHE) Early Intervention Services (EIS) to people with HIV.
Pre-Bid Meeting EHE- Psychosocial Support Services and Early Intervention Specialist
A Pre-Bid Meeting will be held at 10:00 AM, October 7, 2026, online using Microsoft Teams. Attendance at the Pre-Bid Meeting is not mandatory. The meeting will be recorded and available for viewing at a provided Box link. Please note that this meeting is for informational purposes only no questions or comments will be addressed.
By entering your initials here you certify this submission truthfully and accurately represents your application and is hereby submitted for review. Submission of this application does not, in any way, guarantee that your application will yield a favorable result.
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Summary
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Welcome to the Ending the HIV Epidemic Early Intervention Services (EIS) Grant Application.
Please Note: Proposers must have a active Employer Idenfitication Number (EIN), be registered with SAM, and have Unique Entity ID (UEI) with sam.gov prior to advancing to the next section of the grant application.
Application Title/Project Name
Amount Requested
Applicant Information
First Name
Last Name
Telephone
Email
Address 1
Address 2
City
State/Province
ZIP+4/Postal Code
Country
Organization Information
(changes to this data will be reflected on all other applications for this organization)
Create an Organization
Pre-Application
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This Pre-Application section must be submitted and Approved by the Administrator (not ZoomGrants) before you can fill out the rest of the application. Click the Submit Pre-Application button at the top or bottom of this tab to submit this section to be reviewed.
Application Questions
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Proposers must complete all required sections and questions of the application. Responses should be complete, accurate, and specific to the lot(s) for which the Proposer is applying.
Please note:
All required questions must be answered. Incomplete or insufficient responses may result in a reduction of points during the evaluation process.
Proposers are responsible for reviewing the application for completeness and accuracy prior to submission.
Once the application deadline has passed, Proposers will not be permitted to revise responses or provide information that was omitted from the submitted application, except as otherwise permitted by the solicitation.
Proposals will be evaluated and scored based on the criteria established in the solicitation.
A proposal must receive a minimum score of 70 out of 100 points to be considered for a funding recommendation.
Meeting the minimum score does not guarantee funding. Funding recommendations will be based on evaluation scores, available funding, the applicable lot(s), and the requirements of the solicitation.
Agency & Organizational Capacity
1. Agency Information: What is your agency’s legal name and current fiscal year?
2. Agency Background: Describe your agency’s background and experience. Please address: 1. Agency Identity: Mission, vision, and years in operation. 2. Funding History: Experience managing and reporting government funds (Federal, State, Local). 3. Recent Growth: Major changes, key achievements, or significant improvements in recent years.
3. Staff and Board Development: How does your agency ensure that leadership, staff, and volunteers stay current and adapt to changes in Ryan White HIV/AIDS Program (RWHAP)/Ending the HIV Epidemic (EHE) requirements, HIV-related practices and treatment, and trends affecting people with HIV, including risk factors, demographics, and geographic locations?
4. Client Confidentiality and Grievances: How does your agency protect client rights, confidentiality, and fair treatment? Describe your policies and staff training for record security (electronic/hard copy, including HIPAA), along with your procedures for handling client grievances, complaints, and appeals.
5. Monitoring: Describe how your agency’s performance in meeting contractual standards and administrative requirements was assessed through internal reviews and/or external monitoring during the last fiscal year. If previously funded, identify the outcomes of your most recent monitoring, including any deficiencies, recommendations, corrective actions, or areas of strength. Describe how the agency addressed these results to improve performance and quality management. Previous monitoring results may be considered in the evaluation of applications for future funding opportunities.
Services & Program Approach
6. Service Experience: List all services and programs currently provided, with special attention to experience providing Early Intervention Services (EIS). Describe the agency’s experience implementing the EIS components identified in HRSA HIV/AIDS Bureau Policy Clarification Notice (PCN) 16-02, including targeted HIV testing, referral services at key points of entry, linkage to HIV care and treatment, and allowable outreach and health education activities. Detail experience identifying, engaging, linking, and re-engaging people with HIV, including individuals who are newly diagnosed, out of care, or not virally suppressed. Provide examples of strategies used to connect individuals to appropriate HIV care and supportive services. Summarize key staffing positions and responsibilities.
7. EHE Linkage and Re-engagement Strategy: Describe how the proposed EIS program will identify and engage individuals who are newly diagnosed, not currently engaged in HIV medical care, have experienced a gap in care, or are not virally suppressed. Explain the strategies staff will use to achieve timely linkage or re-engagement in HIV medical care, identify and address barriers to care, follow up on missed appointments, and support continuity of care.
8. Client Eligibility: Describe your agency’s policies and procedures for determining and documenting client eligibility for Ending the HIV Epidemic (EHE) and Ryan White HIV/AIDS Program (RWHAP) Part A services, including verification of HIV status, eligibility criteria, required documentation, recertification processes, and compliance with all applicable EHE requirements.
9. Case Note Documentation: Describe your agency’s policies and procedures for case note documentation within EHE Early Intervention Services (EIS), including standards for timeliness, accuracy, confidentiality, and the systems or platforms used to document client interactions, referrals, and service delivery.
10. Client Feedback: Explain how your agency utilizes feedback to improve and modify service delivery. Summarize key results from client satisfaction surveys and/or client advisory boards.
11. Outcome Data: Describe your process for collecting, reviewing, validating, and reporting outcome data for EHE Early Intervention Services (EIS). Include examples of metrics collected during the last year, if applicable, including timely linkage to HIV medical care, successful re-engagement in care, referral completion, continued engagement following EIS intervention, barriers identified and addressed, and viral suppression outcomes when available. Explain how the agency uses outcome data to identify performance gaps and improve service delivery.
12. Collaboration: Describe how your agency collaborates with community partners, healthcare providers, and other service organizations to support clients receiving EHE Early Intervention Services (EIS). Include examples of successful partnerships, referrals, and coordination of care that improve access to HIV-related services and support client engagement and retention in care, with special attention to key points of entry, including jails, hospitals, and community-based organizations providing HIV testing in the community. Describe the agency’s process for conducting warm handoffs, tracking referral outcomes, confirming successful linkage to HIV medical care and other services, and following up when a referral or linkage attempt is unsuccessful.
13. Key Points of Entry: Describe the agency’s experience establishing and maintaining referral relationships with key points of entry into the HIV care system, including HIV testing providers, hospitals and emergency departments, correctional facilities, public health programs, behavioral health and substance use treatment providers, and other community organizations. Explain how the agency will receive referrals, coordinate client transitions, communicate referral outcomes, and support timely linkage or re-engagement in HIV medical care.
14. Service Area Experience: Eligible Metropolitan Area (EMA) Service Experience: Describe your agency’s experience providing Early Intervention Services (EIS) and/or support services to people with HIV within the Eligible Metropolitan Area (Lake, Orange, Osceola, and Seminole Counties). Outline language/translation capabilities, non-discrimination practices, and physical accommodations for clients with special needs (e.g., vision/hearing impairments, mobility/wheelchair access).
15. Program Experience and Accessibility: Describe your agency’s proposed approach to providing EHE Early Intervention Services (EIS). Outline the complete client flow from identification or referral through orientation, intake and assessment, linkage or re-engagement, referral coordination, follow-up, and successful completion of EIS. Include target populations, geographic areas served, locations/hours of operation, client access, staff responsibilities, strategies for addressing barriers to care, and methods used to ensure accessible, client-centered services and linkage to HIV care and supportive services. If services will be provided in coordination with correctional facilities or other key points of entry, describe the proposed service delivery model, including staff access, coordination with facility and linkage personnel, transition planning, referral processes, follow-up after release, and strategies to support continued engagement in HIV medical care.
16. Client Outreach and Location Procedures: Describe the agency’s procedures for locating and re-engaging clients who cannot be reached through routine contact methods. Include available outreach strategies; use of Recipient-approved electronic locator, search, or information resources, when applicable; staff authorization and training; protection of client confidentiality; documentation of outreach attempts; and escalation procedures when a client remains unable to be contacted.
Staffing & Program Capacity
17. Staffing: Please indicate the number of Early Intervention Specialists and Supervisors requested. Early Intervention Specialists shall meet the minimum qualifications established in the Recipient approved Early Intervention Services Service Standard, including an Associate or Bachelor's degree in a social science field and at least one (1) year of case management experience. Individuals with a degree in another field shall have at least one (1) year of direct experience working with people with HIV. Two (2) years of verifiable experience providing case management services to people with HIV may substitute, on a year-for-year basis, for an Associate degree. EIS Supervisors must hold a Master level degree in the fields of mental health, social work, counseling, nursing with a mental health focus, sociology or psychology, with at least six (6) months case management experience and appropriate credentials.
18. Identify any currently proposed staff who meet these requirements and describe the agency's process for ensuring that future hires assigned to the program meet the required qualifications.
19. Client Capacity: Provide the estimated number of (1) total clients to be served, (2) newly diagnosed clients to be served, and (3) clients to be re-engaged in HIV care.
Financial Capacity & Funding Request
20. Financial Capacity: Explain how your agency maintains financial stability and ensures uninterrupted EHE EIS program operations without relying exclusively on grant funding. Include details on other funding sources, internal financial controls, and the agency’s process for obtaining and submitting required financial statements and/or audits. (A detailed Budget must be submitted on Budget Form found in the document section.)
21. Payer of Last Resort: Describe your agency’s policies and procedures to ensure EHE funding is used as the payer of last resort, including efforts to identify and utilize other available sources of payment or coverage before EHE funds are used.
22. Total Funding Requested: State the total amount of EHE funding your agency is requesting to provide the proposed Early Intervention Services (EIS). Enter the funding amount requested for each Lot for which your agency is applying. Enter $0 for any Lot for which your agency is not applying.
23. Lot Selection: Please select the lot(s) for which your agency is applying for Early Intervention Services (EIS): Important: Please ensure that your responses to all application questions reflect the specific lot(s) for which your agency is applying.
Tables
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Documents Section Instructions: All required attachments must be included with the application, except for organizations that are exempt from submitting specific required documents. Organizations claiming an exemption must provide a written statement identifying the applicable exemption, along with supporting documentation verifying the exemption. These materials must be uploaded in the appropriate document section.
The online application allows applicants to upload attachments.
Please ensure:
All documents are clearly titled and easily identifiable.
Each required attachment is uploaded in the appropriate document section. Missing or incomplete documents may negatively affect the application score.
If claiming an exemption, the required written statement and supporting documentation are uploaded.
All uploaded files are complete, accurate, and final before submission. Changes cannot be made after the submission deadline.
Upload a current W-9: A completed and signed W-9 must be submitted with your proposal.
Required
-none-
Sunbiz Certificate of Corporation: Upload a printout of the Detail by Entity Name page from the Florida Department of State, Division of Corporations at sunbiz.org. The certificate must indicate that the organization is “active.”
Required
-none-
501(c)(3) Certificate / IRS Determination: Upload a current copy of your organization’s IRS 501(c)(3) determination letter verifying nonprofit status.
Required
-none-
Proof of Certificate of Insurance: Upload a copy of your Certificate of Insurance. Refer to the Insurance Requirement Packet in the Library. Note: Coverage requirements may be adjusted based on the proposed scope of services.
Required
-none-
Drug-Free Workplace Form: Upload a completed Drug-Free Workplace Certification form, confirming your organization’s compliance with federal and state requirements.
Download template: Drug Free Workplace Form
E-Verify Certification: Upload a completed E-Verify Certification form confirming your organization’s compliance with federal employment verification requirements.
Download template: E-Verification Certification
Required
-none-
Relationship Disclosure Form: Upload a completed form documenting relationships between the bidder, proposer, or responder and the Mayor or any member of the Orange County Board of County Commissioners.
Download template: Relationship Disclosure form
Required
-none-
Orange County Specific Project Expenditure Report: Upload a completed form documenting any expenses incurred by a lobbyist as described in Section 2-351 of the Orange County Code.
Download template: Specific Project Expenditure Form
Required
-none-
Federal Debarment Certification Form: Upload a completed form certifying that your organization, its principals, and key personnel are not debarred, suspended, or otherwise excluded from participating in federally funded programs.
Download template: Federal Debarment Certification Form
Required
-none-
Leased Employee Affidavit (if applicable): Upload a completed affidavit with your proposal, or submit a document justifying why your agency is “Not Applicable” if it does not apply to your organization.
Download template: Leased Employee Affidavit
Required
-none-
Joint Venture Eligibility Information (if applicable): Upload the completed information with your proposal, or a document justifying why your agency is 'Not Applicable if your organization is not part of a joint venture.
Download template: Joint Venture Eligibility Form
Schedule of Sub-contracting and Affidavit of Compliance with 2-CFR §200.321 (or 45 C.F.R. §75.330 for Health and Human Services funds) (if sub-contracting) shall be completed and submitted with your proposal.
Download template: Sub-Contracting and Affidavit of Compliance
Required
-none-
Agent Authorization Form (if applicable): Upload the completed form with your proposal, or upload a document justifying why your agency is 'not applicable'.
Download template: Agent Authorization Form
Required
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Authorized Signatories/Negotiators Form: Upload a completed form listing all individuals authorized to sign contracts or negotiate on behalf of your organization.
Download template: Authorized Signatories/Negotiators
Required
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Grievance Procedures: Upload your organization’s Grievance Procedures outlining the process for clients or staff to report and resolve complaints.
Required
-none-
Most Current Financial Statement or Audit: Upload the latest financial statement or audit, prepared and certified by a Certified Public Accountant (CPA).
Required
-none-
Board of Directors and Client Advisory Board: Upload a chart including ethnicity, gender, and age to demonstrate the board’s representativeness of the target population.
Required
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Training and Orientation Plan: Upload your organization’s training and orientation plan detailing how staff are prepared to deliver the proposed services.
Required
-none-
Staffing Organization Chart: Upload a chart showing your organization’s staff structure, including the length of experience key staff have providing services to people with HIV.
Required
-none-
Staffing Plan: Upload a plan listing each position, summarizing duties, and indicating the percentage of time dedicated to these services. Include resumes for key staff.
Required
-none-
References: Upload a list specifying services provided, funding source, contract reference/name/number, contract period, dollar value, number of clients served, and contact information for each reference.
Human Trafficking Affidavit: Upload the completed Human Trafficking Affidavit as required by the State of Florida, confirming compliance with state anti-human trafficking laws.
Download template: Human Traffic Affidavit
Required
-none-
Budget Template: Upload the completed Budget 101 Template detailing projected costs for the proposed services.
Download template: Budget 101 Form
Required
-none-
Additional Documents (Optional): Upload any supporting documents that were not specifically requested but may help demonstrate your organization’s capacity, experience, or qualifications.
-none-
Acknowledgement of Addenda Form: Addendum #1 – Early Intervention Services (EIS) Please upload the completed form here confirming receipt and review of all addenda. If no addenda are issued, no upload is required.
Download template: Addendum #1- Early Intervention Services (EIS)
Required
-none-
Acknowledgement of Addenda Form: Addendum #2 – Early Intervention Services (EIS) Please upload the completed form here confirming receipt and review of all addenda. If no addenda are issued, no upload is required.
Download template: Addendum #2 – Early Intervention Services (EIS)
Required
-none-
* ZoomGrants™ is not responsible for the content of uploaded documents.
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