Orange County Citizens Review Panel (CRP) Fund Distribution Process FY: Small Scale CRP Process Information Packet

Transcription

1 Orange County Citizens Review Panel (CRP) Fund Distribution Process FY: Small Scale CRP Process Information Packet 1

2 TABLE OF CONTENTS Welcome Agency Eligibility General Contract Requirments & Review Standards Purpose Of Request For Proposals & Available Funds Citizens Review Panel Funding Review Panels Small Scale Citizens Review Panel Process Agency Timeline Notice Of Intent To Apply Proposal Training Registration Form Withdrawal Form Funding Proposal Instructions Funding Proposal Technical Assistance General Instructions Scopes Of Service Case Management West Orange County Case Management East Orange County Ex-Offender Re-Entry Case Management Parenting Fatherhood Initiative Program Youth Mentoring Program Youth Mentoring Programs Targeting Youth Offenders Panel Assignments For Request For Proposal

3 WELCOME Welcome to the Orange County Small Scale Citizens Review Panel (CRP) Fund Distribution Process. The Citizens Review Panel (CRP) for Human Services Advisory Board is a volunteer board that was formed in 1995 to make funding recommendations for the allocation of Orange County s human service dollars. The work of the CRP helps bring critically-needed services to the citizens of our community. Thank you for your interest in serving the citizens of our community. In this packet, you will find necessary information to successfully navigate this year s fund distribution process. The following information is included: 1. Agency Eligibility Information 2. Timeline with deadlines 3. Training Registration Form 4. Process Withdrawal Form 5. Funding Proposal Instructions 6. Scopes of Services You will need to download the following additional files needed for the process. It is imperative that you download and save the information to your computer as information cannot be saved on the website. You will be required to submit one (1) original and ten (10) copies of the funding proposal. For more submission instructions, see the Funding Proposal Instruction Section. 1. Funding Proposal (Microsoft Word) 2. Budget Spreadsheets (Microsoft Excel) The Small Scale CRP Funding is open to local health and human services 501(c)3 nonprofit agencies with a total budget (revenue received from all funding sources) of no more than $300,000 as documented by the agency s IRS 990 filing, located and offering services for at least one (1) year in Orange County. Agencies must not have received funding through the Citizens Review Panel Fund Distribution Process within the past five (5) years. Request for Proposals are available in youth mentoring programs, case management, and parenting (fatherhood initiative). Agencies can only apply for one (1) Request for Proposal. To find out the review panel for your selected RFP, refer to the Panel Assignments for Request for Proposal section of this manual. 3

4 AGENCY ELIGIBILITY Meeting the eligibility to submit a funding proposal in no way ensures the agency will be recommended for funding by the CRP Advisory Board. Funding is not obligated to replace program revenue that may have been reduced by any other funder and does not commit Orange County to pay for any costs incurred in the preparation of the funding proposal. We ask that you carefully review the eligibility requirements in the next section, General Contract Requirements and Review Standards, in its entirety, prior to completing the proposal, as these are the minimum standards that have been established by Orange County. The submission of a funding proposal does not guarantee receipt of an award. GENERAL CONTRACT REQUIRMENTS & REVIEW STANDARDS Any agency seeking Orange County funding must meet eligibility requirements outlined below. Agencies approved for funding by the CRP Advisory Board must agree to enter into a contract for the provision of delivery of services to commence upon October 1 st contract execution. Requirements for funding from the Orange County Citizens Review Panel (CRP) include, but are not limited to, those listed below. 1. The agency is a health and human service organization that is chartered and incorporated in the State of Florida, with a physical location in Orange County, and must have been providing services to the citizens of Orange County for a minimum of one (1) year. 2. The agency must be recognized as tax exempt under 26 USC 501(c) 3 and is one whose contributions are tax deductible pursuant to 26 USC The agency must be governed by an active and responsible governing body whose members have no material conflict of interest and all of which serve without compensation. 4. The agency must certify that expenses of the agency connected with lobbying and all attempts to influence voting or legislation at local, state, and federal levels would classify it as tax exempt under 26USC 501(h). 5. The agency will use funds awarded from Orange County for its announced purposes, as submitted in the proposal for funding. 6. The agency must agree to the payment terms, as established by Orange County. 7. The agency must submit a copy of its IRS Form 990. If the IRS does not require your organization to file Form 990, you must still complete one to be eligible for Orange County funds. 8. The agency will maintain a board-approved Code of Ethics, and policies denoting its compliance with the Equal Opportunity Policy and the Americans with Disabilities Act (ADA). 9. The agency s administrative costs must be less than 25% of its support revenue. If greater than 25%, the agency must submit a detailed plan to reduce fundraising and administrative expenses within twelve (12) months or other mutually agreed upon time frames. 10. The agency permits no general telephone solicitation of the public, permits no payment of commissions, finder s fees, percentages, bonuses, or similar practice in connection with its fundraising practice. The agency conducts publicity and promotional activity based upon its actual program and operations; these activities are truthful and non-deceptive, include all material facts, and make no exaggerated or misleading claims. 11. The agency must have current minimum certificate of insurances and applicable endorsements. 12. Provide all required and requested documentation (i.e., certifications, budgets, audit, etc.) for validation prior to contract execution. (Any exceptions to this requirement must be submitted in writing to Orange County for consideration.) 4

5 13. The agency must provide details, in writing, of any pending litigation. 14. The agency must prepare and make available to the public an annual report that includes a full description of the organization s activities and supporting services, identifying the governing body/directors and chief administrative personnel. 15. The agency must have a Data Universal Number System (DUNS) identifier and must be registered with the System for Award Management (SAM). 16. The agency must not be debarred from receiving Federal Funding. 17. Any agency with religious affiliation who receives funds from Orange County, must agree not to refuse service to any applicant based on religion, or require attendance at religious services as a condition of assistance, nor will such groups engage in any religious proselytizing in any program receiving funds. 18. The agency must comply with all applicable federal, state, and local laws, regulations, and codes. 19. The agency must maintain program and accounting records for five (5) years after the expiration of the contract. 20. The agency must comply with applicable background screening and fingerprinting of agency employees and volunteers. (Orange County shall not incur the cost of this expense.) 21. State any actual or potential conflicts of interest that may be associated with the provisions of the proposed services or resulting contract and advise Orange County of any conflicts that may arise during the existence of the contract. 5

6 PURPOSE OF REQUEST FOR PROPOSALS & AVAILABLE FUNDS Request for Proposals (RFP) are issued to solicit proposals for the provision of identified services. The table below contains a list of services with anticipated available dollar amounts to fund successful proposals for each RFP. Please carefully review the Scope of Service section, which provides detailed information regarding the proposed funding and the delivery of services. REQUEST FOR PROPOSALS AVAILABLE FUNDING ($)* Case Management - West Orange County 40,000 Case Management - East Orange County 40,000 Ex-offender Re-entry Case Management 40,000 Parenting - Fatherhood Initiative Programming 43,000 Youth Mentoring - Targeting Youth Offenders 43,000 Youth Mentoring 43,000 *The availability of funds is subject to change. Orange County reserves the right to award less than the full amount of funding requested by proposers and to modify the allocation of funds among service options in the best interest of Orange County. CITIZENS REVIEW PANEL FUNDING REVIEW PANELS Request for Proposals (RFPs) are categorized into review panels with other programs that provide similar services to the community. Below is a description of the four review panels. See the Review Panel Assignment section to find out which panel your RFP has been assigned. REVIEW PANELS 1. Lending a Helping Hand Reviews programs that focus on: A. Promoting physical and mental wellness of individuals in the community. B. Helping individuals with disabilities and their families increase their level of independence, self-worth, and family coherence. C. Providing case management services that focus on delivering appropriately individualized services to citizens in the community. 2. Building Thriving Communities Reviews programs that focus on: A. Providing educational opportunities to citizens in the community, ranging from early childhood to adulthood. B. Providing prevention and intervention services for at-risk youth in the community. C. Providing support and advocacy services to low-income citizens in the community. D. Providing support, assistance, and advocacy for seniors and their families through an array of programs and services to meet their present and future needs regarding their well-being, independence, involvement in their community, and the ability for them to remain in their own home. 6

7 SMALL SCALE CITIZENS REVIEW PANEL PROCESS AGENCY TIMELINE Public Notice Published in Local Newspapers Fund Distribution Process Information available to the public on Deadline to Submit Notice of Intent to Apply & Training RSVP Form Small Scale Citizens Review Panel Fund Distribution Process Agency Training Small Scale Citizens Review Panel Fund Distribution Process Agency Training Saturday, August 26, 2017 Thursday, August 31, 2017 Friday, September 1, 2017 Friday, September 22, 2017 Tuesday, September 26, pm 4 pm Thursday, September 28, am 12 pm Deadline to Submit Withdrawal Form Monday, October 2, 2017 Small Scale Citizens Review Panel Proposals Due Must be delivered in person to: The Citizens Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2 nd Floor, Orlando, FL Monday October 16, 2017 by 4 pm Question & Answer (Q&A) Sessions November 2017 January 2018 Citizens Review Panel Advisory Board Funding Allocation Workshop and Volunteer Reception Notice of Preliminary Funding Recommendation for FY mailed to agencies via USPS Certified Mail Appeal Meetings (Scheduled as Needed) January 2018 January 2018 January 2018 Funding for FY to begin October 1, 2018 Orientation for Awarded Agencies TBD *Orange County reserves the right to amend this timeline. All documentation is to be submitted to: The Citizens Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2 nd Floor, Orlando, FL Phone: /Fax:

8 Orange County Citizens Review Panel for Human Services Small Scale CRP Fund Distribution Process FY NOTICE OF INTENT TO APPLY Due on or Before Friday, September 22, 2017 by 4 p.m. Please provide the following information on your agency s letterhead. Please do not exceed two (2) pages. You may submit your agency s Notice of Intent to Apply and required attachments by faxing them to the attention of the Citizens Review Panel Team at (407) or via to info-crp@ocfl.net. You may also mail or deliver the notice in person to the Orange County Citizens Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2 nd Floor, Orlando, Florida It is the agency s responsibility to confirm receipt of all documents that are faxed or ed. Incomplete forms or forms received without attachments will NOT be accepted. Agency Information Legal Name of Agency Mailing Address Telephone Number/Fax Number Website Authorized Agent Contact Information (name, title, phone number, and address) Proposal Contact Information (name, title, phone number, and address) Required Attachments (Notice of Intent Forms will not be accepted without these attachments) 1. Is the agency s 501(c)3 Determination Letter from the IRS attached? 2. Is the agency s IRS Form 990 attached? Provide a brief description of agency to include mission statement. Place a next to the RFP(s) for which your agency intends to apply. Request for Proposals Case Management - West Orange County Case Management - East Orange County Ex-offender Re-entry Case Management Parenting - Fatherhood Initiative Programming Youth Mentoring - Targeting Youth Offenders Youth Mentoring 8

9 Orange County Citizens Review Panel for Human Services Small Scale CRP Fund Distribution Process FY PROPOSAL TRAINING REGISTRATION FORM Due on or Before Friday, September 22, 2017 by 4 p.m. We have scheduled funding proposal trainings in order to offer support to agencies applying for funding through the Small Scale CRP Fund Distribution Process. Trainings are not mandatory, but are encouraged. There are two (2) trainings scheduled. Due to space limitations, agencies are limited to two (2) representatives per training. Should you have questions about which training your agency should attend, please contact the Citizens Review Panel Team at or info-crp@ocfl.net. All training sessions will be held at the Mable Butler Family Center, 2100 East Michigan Street, Orlando, Florida Training room is listed below. Please bring a copy of the funding proposal to training. Please complete the form below indicating your intention to attend or not attend training. Forms are due by Friday, September 22, 2017 by 4 p.m. You may fax the form to , to info-crp@ocfl.net, or mail to the Orange County Citizens' Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2nd Floor, Orlando, Florida In the event you elect not to attend training, please submit the form indicating your choice not to attend any of the trainings. Training Date & Time Tuesday, September 26, pm Room 235 (2 nd Floor) Thursday, September 28, am - 12 pm Conference Room ABC (2 nd Floor) Will or Will Not Attend Yes Yes No No # of Attendees address for reminder Agency Name (Print): Signature of Responsible Person: Printed Name of Responsible Person: Date: 9

10 Orange County Citizens Review Panel for Human Services Small Scale CRP Fund Distribution Process FY WITHDRAWAL FORM If your agency decides to withdraw its Notice of Intent to Apply for funding, complete the following form and return it to our office by Monday, October 2, You may submit the form by faxing it to the attention of the Citizens Review Panel Team at (407) or via to You may also mail or deliver the form in person to the Orange County Citizens Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2 nd Floor, Orlando, Florida Please indicate by placing a in the box beside the RFP, to signify that you are withdrawing your intent to apply. Agency Name: Agency Address: Authorized Agent (Print): Authorized Agent (Signature): Date: Request for Proposals Case Management - West Orange County Case Management - East Orange County Ex-offender Re-entry Case Management Parenting - Fatherhood Initiative Programming Youth Mentoring - Targeting Youth Offenders Youth Mentoring 10

11 Funding Proposal Instructions 11 11

12 FUNDING PROPOSAL TECHNICAL ASSISTANCE For technical assistance when completing the funding proposal, please contact: The Citizens Review Panel Team Citizens Commission for Children Mable Butler Family Center 2100 East Michigan Street, 2 nd Floor, Orlando, FL Phone: (407) info-crp@ocfl.net 12

13 GENERAL INSTRUCTIONS This instruction manual is a supplement to the section instructions outlined in the funding proposal. Review all proposal instructions prior to completing each section in the funding proposal. Number of Funding Proposals/Original & Copies Required for Submission: Submit one (1) binder clipped originals of the proposal, including all attachments. (Original proposals must be signed in BLUE INK.) Submit ten (10) binder clipped copies of the proposal, including all attachments. Submit one (1) original and ten (10) copies for each of the review panels for which your agency is applying for funding. See the Review Panel Assignments section of this manual. Question and Answer Sessions: Agencies will be notified of the date and time of the session. Agency s chief executive and program staff should be in attendance to answer any questions the CRP board members may have in reference to the agency s funding request. Proposal Preparation: 1. Proposals should be completed in 12-point Times New Roman font, using single spacing on white 8 ½ X 11 paper. Proposals are to be printed on one side of the paper only. 2. Do not staple, hole-punch, or use binders/covers, instead use a strong paperclip or binder clip. You may staple individual attachments (i.e., your audit), then attach them to the body of the proposal. 3. Page Numbers: The proposal pages are numbered. Be sure to check the accuracy of the page numbers after completing the proposal. 4. Page Numbers for Budget Spreadsheets: Insert the appropriate page number on the line provided at the bottom of each spreadsheet in the funding proposal. Authorization Page 1. Contact Information: Complete the requested information on this page. Be sure to include a contact person for any questions regarding the funding proposal. 2. Funding Panel: Each RFP has been assigned to a specific review panel. Place this name of the funding panel in this section of the Authorization Page. See the Review Panel Assignment for Request for Proposal section of this manual to find your program s panel assignment. 3. Request for Proposal: Refer to Panel Assignment for Request for Proposal section for the categorization of the RFPs for which you will be applying. Place the name of the assigned review panel in the Funding Panel section of the cover sheet. Insert the exact name of the RFP, as reflected in the Panel Assignment for Request for Proposal section of this manual, in the Request for Proposal section of the cover sheet. 4. Agency Fiscal Year: Insert your agency s fiscal year, month to month. (Example: October to September.) 5. Authorization: Signatures of both the Chief Volunteer Officer (Board Chair) and Chief Professional Officer (Executive Director, President, CEO, etc.) are required. Original proposals must be signed in BLUE Ink. 13

14 Index Complete this page last! Once you have completed all the sections of your funding proposal, complete the Index. Supporting Documents Checklist 1. Provide requested attachments, as listed on the Supporting Documents Checklist. 2. Registering for a Data Universal Number System (DUNS) number and registering with System for Award Management (SAM): If your agency does not have a DUNS number you can request one for free at DUN & Bradstreet s (D&B) website at Once you have received a DUNS number, your agency must register with the System for Award Management (SAM). Registration is free. To register with SAM, go to the SAM website at 3. Provide an explanation for any requested documents not attached. Use a sturdy paper clip or binder clip to attach the documents at the end of the completed proposal in the order of the list. Please insert attachments after the last section of the completed proposal. You may staple individual attachments (e.g., strategic plan), then attach them to the body of the proposal. 4. If your agency is involved in pending litigation, provide a detailed explanation. 5. Insurance carriers furnishing coverage must be authorized to do business in the State of Florida, and must possess a minimum, current rating of A- Class VIII in the most recent edition of Best Key Rating Guide. Insurance Certificates must have all applicable endorsements. The Insurance Requirement Checklist can be found on page 24 of this manual. The checklist is only for informational purposes. The County will notify awarded agencies of the necessary insurance certificates and endorsements prior to the execution of the contract. Summary of Funding Request Enter the request for proposal that your agency is applying for and the proposed funding request from Orange County CRP. Agency Overview Answer all questions in this section regarding your agency. Please note the page limits. Board Governance and Structure 1. Indicate, on the designated line, if your organization is a local chapter that utilizes an advisory board for local governing. Complete the information in this section based on your local governing board. 2. Board Structure: Provide information regarding your board membership and participation during the last twelve (12) months. 3. Board Governance Structure: Provide requested information about the board s committees and diversity goals according to the agency s bylaws. 4. Board s Role and Responsibilities: Provide requested information about the board s role and responsibility according to the agency s bylaws. 5. Board Information Form: Complete all requested information. Areas of Expertise are defined as skills the member brings to the Board (e.g., fundraising, marketing, accounting, construction, human resources, etc.). 14

15 6. Describe efforts made to recruit new board members. Please include anticipated start date of upcoming board term and expertise. Employee Structure and Compensation 1. Employees: Provide the requested information in the table. Use the definitions on the page to help you define the different employee groups in your agency. Note: The table is an embedded spreadsheet. Follow the steps to activate the spreadsheet and enter data. Step 1: Double click on a blank line in the table. This will activate the embedded Excel spreadsheet. Step 2: Enter requested information in the appropriate cells. Note: Do Not enter numbers in the % of Total Salaries and Total cells. Those cells are already populated with formulas that will calculate automatically. % of Total Salaries will calculate automatically Enter information. No need to calculate totals. 15

16 Step 3: When you have entered all the requested information, click anywhere outside of the spreadsheet in the margin or white space of the page to close spreadsheet and return to table display. Click outside the spreadsheet, in the margin or white space of the page, to close spreadsheet. Note: For more information regarding the display on embedded spreadsheets, see the Embedded Spreadsheet Display section. 2. Leased Employees: Answer the question about your agency s leased employees. Agency Revenue Comparison Enter information using your agency s fiscal year. List all sources of revenue in the appropriate categories. If the sources of revenue exceed the number of spaces provided on the spreadsheet, then combine similar sources of revenue. For example, under the Individual/Business Contributions category, you may use the following sub-categories: individual, private business, faith-based organizations, service organizations, etc. Note: Spreadsheets are populated with formulas for ease of calculation. Agency Expenditure Comparison Enter information using your agency s fiscal year. Do not change line items. Use the Expenditure Category Definitions, the last tab in the Excel workbook or in this manual. Note: Spreadsheets are populated with formulas for ease of calculation. Agency Budget Explanation Using the submitted Agency budget spreadsheets as a reference, please answer all questions in this section. Budgets should only reflect the organization s operating budget. 1. Total Agency Budget: In the appropriate box, reflect your agency s past (actual), current, and proposed operating budget in your fiscal year. Below-the-line resources, such as in-kind goods and/or services should not be included in the budget. Be sure to insert your agency s fiscal year by replacing mm/yy under each column heading. Do not enter information in the row titled, Percent of Administrative Costs to Agency s Budget. The spreadsheet contains a formula that will calculate that for you. Note: The table is actually an embedded spreadsheet. 16

17 Follow the steps below to activate Total Agency Spreadsheet and enter data. Step 1: Double click on a blank line in the table. This will activate the embedded Excel spreadsheet. Current FYE Proposed FYE Total Agency Budget $ - $ - Administrative Costs $ - $ - Percentage of Administrative Costs to Agency s Budget* #DIV/0! #DIV/0! Step 2: Enter requested information in the appropriate cells. Note: Do Not enter numbers in the Percentage of Administrative Costs to Agency s Budget row. Those cells are already populated with formulas that will calculate automatically. Current FYE Proposed FYE Total Agency Budget $ Enter information. - $ No need - to calculate totals. Administrative Costs $ - $ - Percentage of Administrative Costs to Agency s Budget* #DIV/0! #DIV/0! Percentage of Administrative Costs to Agency s Budget row will calculate automatically. Step 3: When you have entered all the requested information, click anywhere outside of the spreadsheet in the margin or white space of the page to close spreadsheet and return to table display. 17 Current FYE Proposed FYE Total Agency Budget $ - $ - Administrative Costs $ - $ - Percentage of Administrative Costs to Agency s Budget* #DIV/0! #DIV/0! Click outside the spreadsheet, in the margin or white space of the page to close spreadsheet. Note: For more information regarding the display on embedded spreadsheets, see the Embedded Spreadsheet Display section. 2. Percentage of Administrative Costs More Than 25%: If the percentage of administrative costs is more than 25% of the agency s budget for the Current and/or Proposed fiscal years, provide a breakdown of all expenses included in administrative costs and plans to lower costs in the future for each year.

18 3. Agency Fundraising Activities: List and describe your agency s fundraising activities for time frame specified. 4. Agency Reserves: Answer all questions regarding your agency funding reserve. 5. Leveraging: Enter information regarding matching dollars received from all sources. Overview 1. RFP Detailed Description and Design: Provide a detailed description of how the agency will execute the proposed RFP. Please note the page limits. 2. Success Story: Provide a success story that demonstrates the agency s experience in providing services as prescribed by the RFP. 3. Volunteer Utilization: Complete the table regarding how volunteers will be utilized in the RFP programming. Be specific. See example below: Volunteer Position Number of Proposed Persons for this Position Number of Proposed Hours per Volunteer per month Tutor

19 Program Outcomes Proposed Outcomes: Provide at least two (2) proposed program outcomes and your plan for measuring the success of your program. Include proposed indicators, measurement tools, and frequency of data collection (e.g., sign in sheets collected daily) that will be used to evaluate program success. Request for Proposal Revenue Comparison Enter information using your agency s fiscal year. List all sources of revenue in the appropriate categories. If the sources of revenue exceed the number of spaces provided on the spreadsheet, then combine similar sources of revenue. For example, under the Individual/Business Contributions category, you may use the following sub-categories: individual, private business, faith-based organizations, service organizations, etc. Note: Spreadsheets are populated with formulas for ease of calculation. Request for Proposal Expenditure Comparison Enter information using your agency s fiscal year. Do not change line items. Include all expenses for this RFP programming. Use the Expenditure Category Definitions, the last tab in the Excel workbook or in this manual. Note: Spreadsheets are populated with formulas for ease of calculation. Request for Proposal Expenditure Detail Enter information using your agency s fiscal year. Do not change line items. Only include expenses that will be funded by Orange County CRP. Use the Expenditure Category Definitions, the last tab in the Excel workbook or in this manual. Note: Spreadsheets are populated with formulas for ease of calculation. Request for Proposal Budget Explanation Using the submitted Program budget as a reference, answer all questions in this section. Below-theline resources such as in-kind goods and/or services should not be included in the budget. 1. Explanation of Funding: Please provide, for each year, a breakdown of what funding from Orange County CRP will specifically fund. 2. Units of Service: Define your program s units of service cost associated with running your program. Provide the following information: a. Description of Unit of Service Provide a description of the unit of service for your program. Include the defined unit of service outlined in the Scope of Service. Examples of units of services include shelter nights, program hours, etc. b. Proposed Number of Units of Service Provide the total of the proposed units of service your program will provide during the program year. Include all associated costs for the operation of the program. (e.g., 50 units) c. Total Cost per Program Year Calculate the total cost of a program year based on the defined unit of service. (e.g., [# of units in a program year] X [$ unit cost] = total cost per program year). **NOTES** See Scope of Service for the RFP you are applying for defined unit of service. Funding of the proposal does not guarantee acceptance of proposed unit cost. If the agency is recommended for funding, the final unit cost will be negotiated and must be approved before contract execution. 19

20 EMBEDDED SPREADSHEET DISPLAY In this section, we will discuss the importance of correctly closing your embedded spreadsheets to ensure the data entered will be displayed in an appropriate manner. When closing your embedded spreadsheets, ensure the data is displayed correctly by making sure the scroll bars are in the correct positions. The side scroll bar should be at the top, and the bottom scroll bar should be all the way to the left. Below are examples of the correct and incorrect ways to display your information in the spreadsheet before you exit. Correct: The side scroll bar is all the way to the top, and the bottom scroll bar is all the way to the left. Correct display - you are now ready to exit the spreadsheet. Incorrect: The side scroll bar is not all the way to the top, and the bottom scroll bar is not scrolled all the way to the left. Incorrect display - you are not ready to exit the spreadsheet. Scroll bars in proper positions. Scroll bars in wrong positions. Correct display: If you exit the spreadsheet with the correct display, your entered information will be displayed correctly in your funding proposal. Incorrect display: If you exit the spreadsheet with the incorrect display, this is how your table will look in your proposal. 20

21 Orange County Citizens Commission for Children Insurance Requirements Checklist Note: The insurance Requirement Checklist is only for informational purposes. The County will notify awarded agencies of the necessary certificates and endorsements prior to the execution of the contract. Requirements of the Contract Commercial General Liability (See a and b below) a) Additional Insured Endorsement b) Waiver of Transfer of Rights of Recovery Against Others to Us Business Automobile Liability Workers' Compensation (see a and b below) Description The AGENCY shall maintain coverage issued on the most recent version of the ISO form as filed for use in Florida or its equivalent, with a limit of liability of not less than $500,000 per occurrence. AGENCY further agrees coverage shall not contain any endorsement(s) excluding or limiting Product/Completed Operations, Contractual Liability, or Separation of Insureds. Sexual abuse and molestation coverage with limits of not less than $100,000 per occurrence shall also be included for those programs that provide services directly to minors. The General Aggregate shall either apply separately to this Contact or shall be at least twice the required occurrence limit. The AGENCY agrees to endorse the COUNTY as an Additional Insured with a CG Additional Insured Designated Person or Organization endorsement, or its equivalent to all commercial general liability policies. The additional insured endorsement must be submitted and shall be listed in the name of Orange County Board of County Commissioners. (Agency must submit Exhibit B.) The AGENCY agrees to provide the Waiver of Transfer of Rights of Recovery Against Others to Us endorsement in the name of Orange County Board of County Commissioners, Procurement Division, PO Box 1393, Orlando, FL (The Agency must submit Exhibit C.) Note: Blanket additional insured or waiver of subrogation policy language may be submitted for consideration as long as the entire policy form is submitted for review. The AGENCY shall maintain coverage for all owned; non-owned, and hired vehicles issued on the most recent version of the ISO form as filed for use in Florida or its equivalent, with limits of not less than $500,000 per accident. In the event the AGENCY does not own automobiles, the AGENCY shall maintain coverage for hired and non-owned auto liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy. The AGENCY shall maintain coverage for its employees with statutory workers compensation limits, as set forth in the Florida Statutes, and no less than $100,000 each incident of bodily injury or disease for Employers Liability. Said coverage shall include a waiver of subrogation in favor of the COUNTY if services are being provided at COUNTY facilities. Elective exemptions, as defined in Florida Statute 440, will be considered on a case-by-case basis. 21

22 Orange County Citizens Commission for Children Insurance Requirements Checklist Note: The insurance Requirement Checklist is only for informational purposes. The County will notify awarded agencies of the necessary certificates and endorsements prior to the execution of the contract. a) Waiver of subrogation (Waiver of our Right to Recover from Others Endorsement) b) Leased Employee Affidavit Professional Liability Commercial Crime or Third Party Fidelity Bond Cancellation Notice Certificate Holder Best Key Rating Carrier Name & NAIC Number(s) The AGENCY agrees to provide a Waiver of Subrogation (Waiver of our Right to Recover from Others Endorsement) in favor of the Orange County Board of County Commissioners, when program services are conducted on Orange County property. (Agency must submit Exhibit D, if applicable, when program services are conducted on Orange County property.) Note: Blanket additional insured or waiver of subrogation policy language may be submitted for consideration as long as the entire policy form is submitted for review. Any AGENCY using an employee leasing arrangement shall complete and submit the Leased Employee Affidavit. (Agency must submit Exhibit A, if applicable.) The AGENCY shall maintain professional liability (errors and omissions or medical malpractice) coverage with limits of not less than $1,000,000 per occurrence. The commercial crime policy or fidelity bond shall include coverage for employee dishonesty on a blanket basis with limits of not less than the full amount of this agreement, or as amended from time to time. The bond shall be endorsed to cover third-party liability and shall include a third-party beneficiary clause in favor of the COUNTY. The bond shall include a minimum twelve (12) month discovery period when written on a claims-made basis. No material change or cancellation of the insurance shall be effective without thirty (30) days prior written notice to the COUNTY. Please ensure that the certificate holder is listed as: Orange County Board of County Commissioners Procurement Division Attn: Linda Carson 400 East South Street Orlando, FL The Risk Management Division requires that all insurance carriers possess, at a minimum, a rating of A- Class VIII or better in the most recent edition of Best Key Rating. Best Key Rating can be noted on the certificate of insurance or can be provided as an attachment. The Carrier Name and NAIC Numbers for all applicable policies must be specifically referenced on the Certificate of insurance in the top right hand section of the certificate of insurance. 22

23 Orange County Citizens Commission for Children Insurance Requirements Checklist Note: The insurance Requirement Checklist is only for informational purposes. The County will notify awarded agencies of the necessary certificates and endorsements prior to the execution of the contract. Self Insured Exceptions If the AGENCY is an agency or political subdivision of the State of Florida then without waiving its right to sovereign immunity, as provided in Section , Florida Statutes, the AGENCY may self-insure its liability with coverage limits of $200,000 per person and $300,000 per occurrence or such other limited sovereign immunity as set forth by the Florida Legislature. (Agency must submit a statement of self-insurance to the COUNTY.) Any request for an exception to these insurance requirements, must be submitted in writing to the COUNTY for approval. 23

24 EXPENDITURE CATEGORY DEFINITIONS Please use the following definitions as guidelines for completing expenditure categories. Personnel Expenditures Professional Staff Salaries: Wages earned by employees who work full or part-time and are classified as such by personnel policies. Support Staff Salaries: Employees, who are classified as such by personnel policies may be based upon responsibilities and reporting relationships; compensation is generally tied to hours worked. Employee Benefits: The costs incurred by the agency for any expenses related to health, dental, life, pension, and disability coverage for employees. Payroll Taxes/Other: FICA, Medicare, Worker s Compensation, and unemployment. Occupancy Expenditures Building Lease/Rent: Costs associated with the mortgage, lease, or rental of facility. Maintenance: Costs directly associated with upkeep of facility. This includes lawn services, light bulbs, cleaning services, cleaning supplies, and any general repairs needed. Utilities: All electric, water, sewage, and other related expenses. Insurance: To include costs associated with commercial general liability coverage. Operating/Programmatic Expenditures Note: Orange County s funding cannot be used for capital expenses. Administrative Costs: Agency costs not directly related to program expenses. Advertising: Costs associated with advertising for the agency. Bad Debt: An amount owed to the organization that is written off because the debt cannot be collected and all reasonable efforts to collect it have been exhausted. Client Transportation Expenses: Any cash, vouchers, or expenses given to clients to pay specifically for expenses associated with travel (e.g., bus pass). Communication: All telephone and other related expenses. Computer Expenses: Expenses related to computer usage including internet, networking, upgrades, software support, and cost incurred for computer-related supplies. Depreciation: The decrease in value of assets. Direct Assistance to Clients: Any cash, vouchers, or direct assistance given to clients. Dues: Expenses associated with memberships in professional, civic, and related organizations in order to promote the agency s cause. Equipment Lease/Maintenance: Periodic payment for use and maintenance of equipment. Fundraising Expenses: Costs directly related to fundraising and special events. Interest Expense: Total of all interest expenses related to loans/lines of credit. Licenses, Taxes, Insurance: Costs associated with professional and occupational licenses, liability insurance including vehicles (directors and officers), and any local taxes (e.g., property taxes). 24

25 Miscellaneous: Expenses that do not fit into stated expenditure categories. Miscellaneous expenditures equaling to 20% or more of the agency s budget will need to be explained in the funding proposal. Office Expenses: Consumable materials and supplies such as stationery, paper, pens, envelopes, and folders. Postage: All costs associated with delivery services, postage, and mail sent out under the agency s bulk mail permit. Printing: All costs associated with printing, binding, and other graphic reproduction services, including charges for services performed by a private printing company. Professional Fees/Outside Consultants: Costs associated with accounting services, external human resource functions, organizational assessments, legal services, etc. Program Supplies: Any supplies directly related to program operations. Staff Development/Training: Costs associated with conferences, conventions, seminar registration fees and travel costs related to development/training. Staff Travel: Authorized travel expenses of all officers, employees, and other authorized persons. This may include use of agency vehicles. Do not include travel costs associated with staff development/training or direct assistance to clients for travel. Travel expense reimbursements for use of personal vehicles only, that are included in proposed program budget shall not exceed the rate of $0.45 per mile pursuant to Orange County policies and procedures. Subscriptions/Publications: Costs of subscribing to outside media including newspapers, periodicals, and newsletters. Support to Parent Organization: Fees to national organization for support services. Vehicle Maintenance: Costs associated with routine preventative vehicle maintenance (e.g., oil change, tune ups). Volunteer Expenses: Direct expenses associated with volunteers. 25

26 Scopes of Service 26

27 Case Management West Orange County The Orange County Citizens Commission for Children is seeking a qualified nonprofit agency, in Orange County, to provide ongoing, culturally competent, comprehensive case management services to the residents of West Orange County, Florida to enable them to become self-sufficient. Program staff will be responsible for working independently to assess or arrange for the assessment of clients needs, to include, but not be limited to assessing disabilities (mental, behavioral, and/or physical). Staff will make clients aware of community resources, connect clients to ancillary support services, provide emotional support, and assist clients in becoming knowledgeable of eligibility criteria to participate in programs and services, assist clients in the enrollment of services, and monitor and document clients progress. Additional outreach efforts may be made to surrounding Orange County communities. Referrals may come from a variety of sources based on community outreach to include, but not be limited to, school administrators, churches, neighborhood associations, community mental health agencies and Orange County s Neighborhood Centers for Families (NCF) partners. Preference shall be given to all referrals received from Orange County s Neighborhood Center for Families. Program services may be conducted at various locations throughout the County including, but not limited to in the office, in the home, community centers, churches, and/or in the schools. Orange County reserves the right to adjust program requirements based on community needs including, but not limited to location and hours of operation. Services to be provided shall include, but not be limited to the following: Outreach, identify, and recruit eligible program participants. Assess the needs of program participants and make the appropriate linkages to resources. Develop and make recommendations for the implementation of a service plan that addresses the needs of program participants. Coordinate and monitor the access and delivery of service to program participants. Advocate on behalf of program participants including creating, obtaining, or brokering needed client resources. Minimum Requirements: The Agency shall designate a program coordinator, with appropriate education/training, to supervise all operations of the program and serve as liaison between the agency and Orange County. The Agency s direct program staff shall have at minimum a bachelor s degree or four (4) years of experience, in Counseling, Social Work, Psychology or closely related field. The Agency staff shall provide services in a manner that is sensitive to the backgrounds and cultures of program participants. The Agency staff must be able to competently communicate in the language(s) of participants (i.e., Spanish, Creole), or have ready access to translators. The Agency must be fiscally sound and capable of managing the proposed program. The Agency shall provide quality services, with measurable outcomes, as approved by Orange County. The Agency shall provide to the County, monthly and/or quarterly reports regarding the outcome achievement of all program participants. 27

28 If applicable, staff travel expense reimbursements included in the proposed program budget shall not exceed the rate of $.45 per mile, pursuant to Orange County policies and procedures. If applicable, the Agency must provide, to the County, a copy of all executed memorandums of understanding (MOU) and/or partnership agreements, detailing specific roles and responsibilities, with other organization s that will be instrumental in carrying out program services. Pursuant to Florida Statutes, as applicable, agencies are to comply with Background Screening of staff and volunteers, to ensure the safety of all vulnerable children and adults. If applicable, pursuant to the Health Insurance Portability and Accountability Act (HIPAA) regulations, agency staff/volunteers shall protect the rights and confidentiality of all program participants and their families. Unit of Service: The cost effective unit of service shall be one (1) hour of direct services (group or one-on-one). The agency shall maintain a caseload of at least twenty-five (25) individuals/families. The agency shall be required to provide and report on the specified number of contracted units of service during the contract year. (Total number of required units of service is based on available funding and unit rate, as approved by the County, during contract negotiations). 28

29 Case Management East Orange County The Orange County Citizens Commission for Children is seeking a qualified nonprofit agency, in Orange County, to provide ongoing, culturally competent, comprehensive case management services to the residents of East Orange County, Florida to enable them to become self-sufficient. Program staff will be responsible for working independently to assess or arrange for the assessment of clients needs, to include, but not be limited to assessing disabilities (mental, behavioral, and/or physical). Staff will make clients aware of community resources, connect clients to ancillary support services, provide emotional support, and assist clients in becoming knowledgeable of eligibility criteria to participate in programs and services, assist clients in the enrollment of services, and monitor and document clients progress. Additional outreach efforts may be made to surrounding Orange County communities. Referrals may come from a variety of sources based on community outreach to include, but not be limited to, school administrators, churches, neighborhood associations, community mental health agencies and Orange County s Neighborhood Centers for Families (NCF) partners. Preference shall be given to all referrals received from Orange County s Neighborhood Center for Families. Program services may be conducted at various locations throughout the County including, but not limited to in the office, in the home, community centers, churches, and/or in the schools. Orange County reserves the right to adjust program requirements based on community needs including, but not limited to location and hours of operation. Services to be provided shall include, but not be limited to the following: Outreach, identify, and recruit eligible program participants. Assess the needs of program participants and make the appropriate linkages to resources. Develop and make recommendations for the implementation of a service plan that addresses the needs of program participants. Coordinate and monitor the access and delivery of service to program participants. Advocate on behalf of program participants including creating, obtaining, or brokering needed client resources. Minimum Requirements: The Agency shall designate a program coordinator, with appropriate education/training, to supervise all operations of the program and serve as liaison between the agency and Orange County. The Agency s direct program staff shall have at minimum a bachelor s degree or four (4) years of experience, in Counseling, Social Work, Psychology or closely related field. The Agency staff shall provide services in a manner that is sensitive to the backgrounds and cultures of program participants. The Agency staff must be able to competently communicate in the language(s) of participants (i.e., Spanish, Creole), or have ready access to translators. The Agency must be fiscally sound and capable of managing the proposed program. The Agency shall provide quality services, with measurable outcomes, as approved by Orange County. The Agency shall provide to the County, monthly and/or quarterly reports regarding the outcome achievement of all program participants. 29