Orange County/City of Orlando Citizens Review Panel (CRP) Fund Distribution Process FY: Process Information Packet

Transcription

1 Orange County/City of Orlando Citizens Review Panel (CRP) Fund Distribution Process FY: Process Information Packet 1

2 TABLE OF CONTENTS Welcome Request for Proposal (RFP) Information Contracting Authority Overview & Neighborhood Center For Families (NCF) Agency Eligibility General Contract Requirements & Review Standards Purpose of Request For Proposals & Available Funds (For RFP Agencies Only) Citizens Review Panel Funding Review Panels Process Timeline Notice of Intent To Apply (All Agencies) Proposal Training Registration Form (All Agencies) Withdrawal Form (RFP Agencies) Funding Proposal Instructions Funding Proposal Technical Assistance Embedded Spreadsheet Display Expenditure Category Definitions Scopes of Service Review Panel Assignments Panel Assignments for Programs (Renewal Agencies Only) Panel Assignments for Request for Proposal (RFP Agencies Only)

3 Welcome to the Orange County/City of Orlando 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 and the City of Orlando 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 needed 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 Service WELCOME 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 two (2) originals 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) Agencies that participate in the Citizens Review Panel (CRP) Fund Distribution Process are grouped into two categories: Renewal and Request for Proposal (RFP) agencies. Information in this packet will note either Renewal or RFP agencies. All agencies must meet funding eligibility requirements outlined in the Agency Eligibility Section of this manual, to be considered for funding. The definition for each category is outlined below. Renewal Agencies Agencies that are currently receiving funding from Orange County and/or City of Orlando and are applying for continued funding. Only agencies that meet this requirement may apply for funding under this category. This category does not include any agency that was awarded funding in one of Orange County s Request for Proposals. Renewal agencies and programs are listed in the Panel Assignments section of this manual. Request for Proposal Agencies - This category is open to all local health and human services nonprofit agencies located and offering services in Orange County. Agencies must meet funding eligibility requirements and must have provided services for at least one year, to be considered for funding. This category is also available for all agencies that have received RFP funding in the previous year and want to reapply in the competitive process. Refer to the Panel Assignments section of this manual. 3

4 REQUEST FOR PROPOSAL (RFP) INFORMATION Contracting Authority Overview & Neighborhood Center for Families (NCF) The Orange County Citizens Commission for Children (CCC), a Division of the Orange County Family Services Department, is soliciting proposals from nonprofit organizations in Orange County for program services to be funded during FY This funding will be allocated through its Citizens Review Panel for Human Services Advisory Board (CRP). This membership board consists of advisory board members who are appointed by the Orange County Board of County Commissioners and the Orlando City Council for the purpose of making funding recommendations for the allocation of human service dollars to the nonprofit community. Funding for this Request for Proposal is solely from Orange County Government and shall be used exclusively to support Orange County citizens, whether through the community at-large and/or through our Neighborhood Centers for Families (NCFs). The Citizens Commission for Children has developed and implemented the Neighborhood Centers for Families (NCF) Model, adopting the principles of the Family Support Model, which includes but is not limited to the following philosophy: Services to children are provided within the context of the family. Services are neighborhood-based and recognize the demands on family time and resources. Programs and services are directed toward measurable outcomes and utilize best practices. Children, families, communities and service providers are held fiscally and programmatically accountable. Neighborhood Centers for Families are available to citizens in thirteen (13) communities throughout Orange County. Each NCF is uniquely designed to meet the needs of that community by offering a variety of services and activities to children and families in their neighborhoods. Any agency applying for funding through this Request for Proposal, which specifically references In Support of an NCF*, must have the capacity to provide delivery of services to the citizens of that community with priority consideration to all referrals received from other Neighborhood Centers for Families. Contingent upon the availability of funding, Orange County may award competitive grants to eligible nonprofit organizations who propose services consistent with the County s objectives and goals in providing quality core program services in the identified service areas. The County reserves the right to select parts of proposals for funding without obligation to fund or support other parts of the proposal. It shall be at the discretion of the County whether to fund in full, partially, or not fund any proposal during this review process. Successful agencies must agree to the delivery of services and to terms and conditions set forth by the County. The CRP Advisory Board will make their preliminary funding recommendations, which shall be forwarded to the Orange County Board of County Commissioners for approval. The Citizens Commission for Children s staff will inform all agencies in writing of the preliminary funding recommendations. There is no appeal process for this Request for Proposal process. In Support of an NCF* - See Request for Proposals Section of this manual. 4

5 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 do not commit Orange County and/or the City of Orlando 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 and the City of Orlando. The submission of a funding proposal does not guarantee receipt of an award. GENERAL CONTRACT REQUIREMENTS & REVIEW STANDARDS Any agency seeking Orange County and/or the City of Orlando 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 for one (1) year, commencing on October 1, 2015 and ending September 30, Requirements for funding from Orange County and the City of Orlando 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/or the City of Orlando, and must have been providing services to the citizens of Orange County and/or the City of Orlando 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 and/or the City of Orlando 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 and/or the City of Orlando. 7. The agency must account for its funds in accordance with generally accepted accounting principles (GAAP) and undergo an annual audit by an independent certified public accountant in the immediate preceding year. Agencies are required to submit their current audited financial statements, management letter, and if applicable, the agency s response to the management letter. If an audit is not available, the agency must provide an audit at the time of contract execution, if awarded funding. 8. 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 and/or the City of Orlando funds. 9. 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). 10. 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. 11. 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 5

6 make no exaggerated or misleading claims. 12. The agency must have current minimum certificate of insurances and applicable endorsements. 13. 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 and/or the City of Orlando for consideration). 14. The agency must provide details in writing of any pending litigation. 15. 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. 16. Any agency with religious affiliation, who receives funds from Orange County and/or the City of Orlando, 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. 17. The agency must comply with all applicable federal, state and local laws, regulations, and codes. 18. The agency must maintain program and accounting records for five (5) years after the expiration of the contract. 19. The agency must comply with applicable background screening and fingerprinting of agency employees and volunteers. (Orange County and/or the City of Orlando shall not incur the cost of this expense.) 20. 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 and/or the City of Orlando of any conflicts that may arise during the existence of the contract. 6

7 PURPOSE OF REQUEST FOR PROPOSALS & AVAILABLE FUNDS (FOR RFP AGENCIES ONLY) 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 Adult Literacy $50,000 Alleviating Hunger Program - After School Snack/Meal Program $ 30,000 Alleviating Hunger Program - Prepared Food Distribution $50,000 At-Risk Youth Targeted Community - Apopka/Zellwood $50,000 Emergency Assistance Program - East of I - 4 $75,000 Emergency Assistance Program - West of I - 4 $75,000 Employment & Job Readiness in Support of the Eatonville NCF* $40,000 Employment & Job Readiness in Support of the Engelwood NCF* $40,000 English for Speakers of Other Languages (ESOL) Instructional Position in Support of the Oakridge NCF* $35,000 Family Counseling Position in Support of the Lake Weston NCF* $50,000 Life Skills Training and Development for Offenders $50,000 Parenting & Home Visitation Position In support of the Eatonville NCF* Supportive Counseling for Children and their Families with Special Needs VULNERABLE POPULATIONS $50,000 $50,000 Employment Training for Disabled Adults $50,000 Health & Recreational Programming for Seniors $110,000 Training for the Deaf/Hearing Impaired $50,000 Support Services, Socialization & Recreational Programming for the Mentally Challenged * Services shall be provided in support of Orange County s Neighborhood Centers for Families (NCF). $100,000 The funding allocations indicated in this RFP are based on the availability of funds and are 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. 7

8 CITIZENS REVIEW PANEL FUNDING REVIEW PANELS Request for Proposals (RFPs) and agency programs 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(s) your RFP and/or program has been assigned. Note: If your agency is requesting funding in more than one funding panel, you will be required to submit the appropriate number of funding proposals for each review panel. Review Panels 1. Developing Healthy Communities through Health and Counseling 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 through Education, Prevention and Support Services 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. 3. Lending a Helping Hand through Emergency and Crisis Assistance Services Reviews programs that focus on: A. Providing temporary emergency and crisis assistance to our citizens, including but not limited to, domestic violence, homeless shelters and food and rental assistance. 4. Supporting Our Seniors Reviews programs that focus on: A. 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. 8

9 PROCESS TIMELINE Public Notice Published in Local Newspapers (RFP Agencies Only) August 9, 10, 14, 2014 Fund Distribution Process Information available to the public on Deadline to Submit Notice of Intent to Apply & Training RSVP Form (Renewal and RFP Agencies) Citizens Review Panel Fund Distribution Process Request for Proposal Agency Training Citizens Review Panel Fund Distribution Process Renewal Agency Training Citizens Review Panel Fund Distribution Process Request for Proposal Agency Training August 15, 2014 August 22, 2014 by 4 pm August 26, 2014, 2 pm 4 pm August 28, 2014, 9 am 11 am September 3, 2014, 9 am 11 am Citizens Review Panel Fund Distribution Process Renewal Agency Training 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 September 4, 2014, 2 pm 4 pm September 19, 2014 by 4 pm Question & Answer (Q&A) Sessions September - December 2014 Citizens Review Panel Advisory Board Funding Allocation Workshop and Volunteer Reception Notice of Preliminary Funding Recommendation for FY mailed to Agencies via Certified Mail January 2015 January 2015 Appeal Meetings (Scheduled as Needed) January 2015 Funding Recommendations to be voted on by the Board of County Commissioners and Orlando City Council Summer 2015 Funding for FY to begin October 1, 2015 *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:

10 ORANGE COUNTY/CITY OF ORLANDO CRP Citizens Review Panel for Human Services FY NOTICE OF INTENT TO APPLY (ALL AGENCIES) Due on or Before Friday, August 22, 2014 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 by faxing it to the attention of Charise Liburd at (407) or via to Charise.Liburd@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 your responsibility to confirm receipt of all documents that are faxed or ed. All faxed and ed copies should also be mailed to our offices. A. General Agency Information Legal Name of Agency Mailing Address Physical Address, if different Telephone Number Fax Number Agency s Authorized Agent Agency s Authorized Agent s Address Agency s Designated Contact Person for Proposal (include name, title, phone number and address) Agency s website, if applicable B. Background Information & Funding Request A brief overview of the agency to include mission statement. Number of full-time and part-time staff and volunteers within your agency. For RFP Agencies - List the Request for Proposal (RFP) for which your agency will be seeking funding. Include your agency s qualifications to perform the service(s) for which you will be applying. For Renewal Agencies - List the program(s) for which your agency will be seeking continued funding. Include your agency s qualifications to perform the service(s) for which you will be applying. 10

11 ORANGE COUNTY/CITY OF ORLANDO CRP Citizens Review Panel for Human Services FY PROPOSAL TRAINING REGISTRATION FORM (ALL AGENCIES) Due On or Before Friday, August 22, 2014 by 4 p.m. In order to offer support to agencies applying for funding through the CRP Fund Distribution Process, we have scheduled funding proposal trainings. There are two (2) trainings scheduled for Renewal agencies and two (2) scheduled for agencies applying for Orange County s RFP funding. If your agency will be applying for an Orange County Request for Proposal (RFP) AND Renewal funding from either Orange County and/or the City of Orlando, please attend one of the trainings for RFP agencies. In the event you elect not to attend training, please submit the form indicating your choice not to attend any of the trainings. 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 Charise Liburd at or charise.liburd@ocfl.net. All training sessions will be held at the Citizens Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2 nd Floor, Conference Room ABC, Orlando, Florida Training is strongly suggested and encouraged. Please bring a copy of the funding proposal to training. Please complete the form below indicating your intention to attend the training. Forms are due by Friday, August 22, 2014 by 4 p.m. You may fax it to or to Charise.Liburd@ocfl.net, or in person to the Orange County Citizens' Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2nd Floor, Orlando, Florida Training Date & Time Will or Will Not Attend # of Attendees Tuesday, August 26, 2014, 2-4 pm (RFP Agencies) Yes No Thursday, August 28, 2014, 9-11 am (Renewal Agencies) Wednesday, September 3, 2014, 9-11 am (RFP Agencies) Thursday, September 4, 2014, 2-4 pm (Renewal Agencies) Yes Yes Yes No No No Agency Name (Print) Signature of Responsible Person Printed Name of Responsible Person Date 11

12 ORANGE COUNTY CRP Citizens Review Panel for Human Services FY WITHDRAWAL FORM (RFP AGENCIES) If your agency decides to withdraw its Notice of Intent to Apply for funding from Orange County for any of the Request for Proposals (RFP) listed below, complete the following form and return it to our office by Friday, September 5, You may submit the form by faxing it to the attention of Charise Liburd 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 All faxed and ed copies should also be mailed to our offices. 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 Adult Literacy Alleviating Hunger Program - After School Snack/Meal Program Alleviating Hunger Program - Prepared Food Distribution At-Risk Youth Targeted Community - Apopka/Zellwood Emergency Assistance Program - East of I 4 Emergency Assistance Program - West of I 4 Employment & Job Readiness in Support of the Eatonville NCF Employment & Job Readiness in Support of the Engelwood NCF English for Speakers of Other Languages (ESOL) Instructional Position in Support of the Oakridge NCF Family Counseling Position in Support of the Lake Weston NCF Life Skills Training and Development for Offenders Parenting & Home Visitation Position In support of the Eatonville NCF Supportive Counseling for Children and their Families with Special Needs Employment Training for Disabled Adults Health & Recreational Programming for Seniors Training for the Deaf/Hearing Impaired VULNERABLE POPULATIONS Support Services, Socialization & Recreational Programming for the Mentally Challenged 12

13 Funding Proposal Instructions 13 13

14 FUNDING PROPOSAL TECHNICAL ASSISTANCE For technical assistance when completing the funding proposal, please contact: Charise Liburd Citizens Commission for Children Mable Butler Family Center 2100 E. Michigan Street, 2 nd Floor, Orlando, FL Phone: (407) Charise.Liburd@ocfl.net 14

15 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 two (2) 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 two (2) originals 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 when they will be asked to participate in a Question and Answer Session with Citizens Review Panel Board Members. Agency s chief executive and board members 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. Cover Sheet & 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 (For Renewal Agencies): Your agency s programs have been categorized into review panels based on the services they provide to the community. Place this category on the Face Sheet of the funding proposal. See the Review Panel Assignment section to find your program s panel assignment. 3. Request for Proposal (For RFP Agencies ONLY): Refer to Review Panel Assignment section for the categorization of the RFPs for which you will be applying. **Remember, if the RFPs you are applying for are categorized in more than one review panel, your agency will be required to submit the appropriate number of funding proposals for each review panel. 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. 15

16 Index Complete this page last! Once you have completed all the sections of your funding proposal, complete the Index. The funding proposal is formatted for three program sections. Type the program name on the line next to Program/RFP Overview - for each program requesting funds in this proposal. If you are requesting funding for less than three (3) programs/rfps in this funding proposal, you will need to delete the program sections that are not needed. To Delete Unneeded Program Sections Follow the steps below to DELETE unneeded program sections. Step 1: Highlight all rows included in the program/rfp section of the Index that you will delete. Step 2: Right click and select Delete to remove the section(s). To Insert Additional Program Sections If you are requesting funding for more than three (3) programs or RFPs in this funding proposal, you will need to insert additional program/rfp section(s). Be sure that inserted program sections and their corresponding page numbers reflect correctly on the index page. Follow the steps below to correctly insert additional program sections. Step 1: Highlight all rows included in the program section of the Index. 16

17 Step 2: Right click and select Copy to copy the highlighted information. Step 3: Place curser under the last row of the Index table, then right click and select Paste by Appending Table to paste the copied rows to the table. Curser Step 4: You will then have two (2) program/rfp sections. Repeat these steps to insert a program section for each program included in the funding proposal. 2 Program Sections 17

18 Supporting Documents Checklist 1. Provide requested attachments, as listed on the Supporting Documents Checklist. 2. Provide an explanation for any requested documents not attached. Use a sturdy paper clip or binder clip to attach the documents to the proposal. You may staple individual attachments (e.g., audit), then attach them to the body of the proposal. 3. If your agency is involved in pending litigation provide a detailed explanation. 4. 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 required by the funder. Summary of Funding Request Refer to your Program Revenue Comparison spreadsheet to complete this page. Enter information in the appropriate table for each funder. Note: These tables are actually embedded spreadsheets. Follow the steps on the next page to activate each spreadsheet and enter data. TABLE 1 Orange County Program Allocation Summary: Orange County Renewal Agencies should enter all funding received through Orange County/City of Orlando s CRP Process for each year. Do Not enter information in the % change or Total columns. These cells contain formulas and will calculate automatically. TABLE 2 City of Orlando Program Allocation Summary: City of Orlando Renewal Agencies should enter all funding received through Orange County/City of Orlando s CRP Process for each year. Do Not enter information in the % change or Total columns. These cells contain formulas and will calculate automatically. TABLE 3 Orange County Request for Proposal (RFP) Allocation Summary (For RFP Agencies Only): Enter all funding received through Orange County s CRP Process for the RFPs that you are applying for. If you didn t receive funding for an RFP for the past fiscal year, enter 0 in that column. Do Not Enter information in the % change or Total columns. These cells contain formulas and will calculate automatically. Step 1: Double click on a blank line under program name of the table. This will activate the embedded Excel spreadsheet. 18

19 Step 2: Select the cell under Program Name and type in your program s name. Next, enter applicable funding if any, for past, current, and proposed. Note: Do Not enter numbers in the % Change columns. Cells in these columns are already populated with formulas and will automatically calculate the percent change from year to year. Note the % change calculates automatically Enter Program Name Enter funding amounts 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. Agency Overview Answer all questions in this section regarding your agency. Please note the page limits. Board Governance and Structure Answer all questions in this section regarding your local Board of Directors. Board Information Form: Complete all requested information. Areas of Expertise is defined as skills the member brings to the Board (e.g., fundraising, marketing, accounting, construction, human resources, etc.) 19

20 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 actually 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. 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. 20

21 Agency Revenue Comparison Enter 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. Do Not enter data in the Variance and % Change columns. These columns will automatically calculate for you. Agency Expenditure Comparison Enter your agency s fiscal year. To obtain definitions of items listed on the Agency Expenditure Comparison spreadsheet, see Expenditure Category Definitions for a list of definitions. Note: Spreadsheets are populated with formulas for ease of calculation. Do Not enter data in the Variance and % Change columns. These columns will automatically calculate. Agency Budget Explanation Using the submitted Agency budget spreadsheets as a reference, please answer all the 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. 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. Past FYE Current FYE Proposed FYE Total Agency Budget $ - $ - $ - Administrative Costs $ - $ - $ - Percentage of Administrative Costs to Agency s Budget* #DIV/0! #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. 21

22 Past FYE 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! #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. Past FYE Current FYE Proposed FYE Click outside Total Agency Budget $ - $ - $ the - spreadsheet, Administrative Costs $ - $ - $ in the margin or white - space of the page to close Percentage of Administrative Costs to #DIV/0! #DIV/0! spreadsheet. #DIV/0! Agency s Budget* 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. 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. Percentage of Funding: Enter percentage of total agency funding received from Orange County, City of Orlando, and all other funding sources in the appropriate cell. Be sure that your total equals 100%, reflecting your entire agency s funding. Program Overview Provide detailed answers to all questions in this section. Please note the page limits. Program Specific Information Provide detailed answers to all questions in this section. Please note the page limits. 22

23 Program Demographics Complete this section for each funder if your program has received funding from Orange County and/or City of Orlando CRP for fiscal year October 1, 2013 through August 31, If your agency did not receive funding during this time frame, place NA on the line designated, Total Number of Unduplicated Clients Served. Orange County 1. Orange County Demographic Information: Provide information regarding Orange County funded unduplicated clients served by this program from October 1, 2013 through August 31, All category totals should equal the Total Number of Unduplicated Clients Served listed at the top of the page. 2. Unable to Provide Information: If you are unable to provide any demographic information, answer question #2, providing an explanation of why information was not reported. If the problem was an error in data collection, state the program s plans to sufficiently collect information in the future. City of Orlando 1. City of Orlando Demographic Information: Provide information regarding all unduplicated clients served by this program from October 1, 2013 through August 31, 2014, who lived within the limits of the City of Orlando. All category totals should equal Total Number of Unduplicated Clients Served listed at the top of the page. 2. Unable to Provide Information: If you are unable to provide any demographic information, answer question #2, providing an explanation of why information was not reported. If the problem was an error in data collection, state the program s plans to sufficiently collect information in the future. Program Geographic Data Place an X to select cities, zip codes, and neighborhoods where clients served by this program lived during the period of October 1, 2013 through August 31, If your agency did not receive funding during this time frame, place an X in the box next to NA (not applicable). Program Outcomes 1. Proposed Outcomes (For NEW Agencies Only): Provide at least two (2) proposed program outcomes and your plan for measuring the success of your program. Include any required outcomes listed in the Scope of Service for the RFP for which you are applying. Include activities, indicators, tools and frequency of data collection (e.g., sign in sheets collected daily) that will be used to evaluate program success. 2. Measuring Program Success Program Logic Models: For agencies currently funded by Orange County and/or the City of Orlando: Complete the Program Logic Model to reflect your program s plan to measure program success. Include funder approved outcomes, activities, indicators, tools and frequency of data collection used to evaluate program success. Information provided should be specific and concise. Categories should flow logically across from left to right following the arrows. Specific activities should line up with a corresponding output then corresponding outcome. 3. Outcomes Report: Provide information regarding your program s outcomes based on data collected from October 1, 2013 through August 31, Outcomes should be funder approved. 23

24 Program Revenue Comparison Enter 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. Do Not enter data in the Variance and % Change columns. These columns will automatically calculate. Program Expenditure Comparison Enter your agency s fiscal year. To obtain definitions of items listed on the Program Expenditure Comparison spreadsheet, see Expenditure Category Definitions for a list of definitions. Note: Spreadsheets are populated with formulas for ease of calculation. Do Not enter data in the Variance and % Change columns. These columns will automatically calculate. Program Expenditure Detail Enter your agency s fiscal year, listing items specifically funded by each funder. When completing this section, adhere to Orange County s funding restrictions, as noted in the Expenditure Category Definitions list and contract agreements. To obtain definitions of items listed on the Program Expenditure Comparison spreadsheet, see Expenditure Category Definitions for a list of definitions. Note: Spreadsheets are populated with formulas for ease of calculation. Do Not enter data in the Variance and % Change columns. These columns will automatically calculate. Program 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 and /or City of Orlando 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. For RFPs include, if applicable, any defined unit of service outlined in the Scope of Service. Examples of units of services include, shelter nights, program hours, etc. b. Cost per Unit of Service Provide your program s average cost for each unit of service. c. Total Cost per Program Year Calculate the total cost of a program year based on the defined unit of service. (e.g. $ - unit cost X # of units in a program year = total cost per program year) **NOTE (For RFP Agencies Only): See scopes of services for the RFP you are applying for defined unit(s) of service(s) where applicable. 24

25 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 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 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. 25

26 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 Comp, 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 Expenses Note: Orange County and the City of Orlando 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). 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. 26

27 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 $.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. 27