DC Bar Foundation Strategic Grants Consultant. Request for Proposals Due by 10:00 am on Tuesday, November 29, 2016

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1 1420 New York Avenue NW, Suite 650 P Washington, DC F DC Bar Foundation Strategic Grants Consultant Request for Proposals Due by 10:00 am on Tuesday, November 29, 2016 Introduction The DC Bar Foundation (DCBF) is currently accepting proposals for a consultant to advise the Foundation on how to increase its grant-making capacity, recommend new funding strategies, analyze the existing grants procedures, and help us message the impact of our grants. An overview of DCBF, the consulting project, as well as timeline and budget, are described below. Please direct all questions to Director of Programs Imoni Washington at or washington@dcbarfoundation.org. The answers to questions received by Friday, November 18, 2016 will be circulated with all those who have expressed an interest in submitting a proposal. About the DC Bar Foundation Since 1977, DCBF has made strategic investments to strengthen and expand the District s civil legal aid network, addressing critical needs and improving our community. These critical needs cover all civil legal issues, including protecting victims from domestic violence, recovering stolen wages, and preserving affordable housing. DCBF s investments are made through grants programs, training and technical assistance, and loan repayment assistance for legal aid attorneys. As the largest funder of civil legal aid in the District, we are a steadfast community partner, committed to protecting access to justice in life s most pivotal moments. DCBF s work is made possible through three main sources of funding: private donations, revenue from the Interest on Lawyers Trust Accounts (IOLTA) program, and the Access to Justice Initiative. Plus, since April 2015, we have received additional funding to target foreclosure prevention and community redevelopment legal needs. Project Description Scope of the Project DCBF began awarding grants to DC legal aid providers in 1978 using funds raised through private contributions. In 1985, the DC Court of Appeals created the DC Interest on Lawyers Trust Accounts (IOLTA) program and designated DCBF as the program s administrator, which provided additional funding to the private grants program. These privately funded grants provide Page 2 of 32

2 critical operating support to help cover overhead costs, such as rent and client records databases, which are not always covered by other grants these organizations receive. In 2007, the Council of the District of Columbia designated DCBF as administrator of the Access to Justice (ATJ) Grants Program. The public grants program supports organizations that provide legal assistance in three areas: (a) underserved areas in DC; (b) housing-related matters; and (c) to support a shared legal services interpreter bank. The funding for public grants has increased by almost $1 million over the past two years. In 2015, DCBF received an infusion of funds for foreclosure prevention and community redevelopment legal assistance projects in DC from bank settlements. The two settlements will provide nearly $1.2 million in legal aid to low-income DC residents. In addition to this influx of funding, DCBF will celebrate its 40 th anniversary in 2017 and combine the public and private grant year in Thus, it is a prime opportunity to hire a strategic grants consultant who will conduct a thorough evaluation of our current grant-making process and policies. The strategic grants consultant will advise the Foundation on creating more efficient and impactful grant-making for the future. The consultant will review our grant-making history, current application process, grants review process, and grantee reports in order to develop recommendations for DCBF. Provisional Work Plan and Timeline The consultant will work closely with DCBF s Director of Programs and Programs Officer to complete the project. The consultant will be provided with all of our current application materials, grants review worksheets, recommendations to DCBF s Grants & Technical Assistance Committee, recommendations to DCBF s Board, final grant awards, and grant agreements. In addition, the consultant will be provided with all of our grantee reporting forms, reports prepared by the Foundation for funders, and reports to the Board. The project will take place from December 2016 to December The provisional timeline is below. Proposals from consultants are due to DCBF by November 28, 2016 Top candidates will be selected for phone or in-person interviews week of December 5 Selection made by mid-december DCBF will materials mentioned above to consultant by December 31, 2016 Consultant will meet with DCBF staff the week of January 9, 2017 FY17 ATJ Public Grants applications are due to DCBF on January 25, (Consultant will shadow DCBF staff during entire process. Grant awards decisions will be made in mid-march 2017.) Outline of report due to DCBF by March 31, 2017 First draft of report due to DCBF by May 15, 2017 Second draft of report due to DCBF by June 15, 2017 Final report due to DCBF by July 15, 2017 Consultant will assist, as needed, with rollout of revised grant procedures from September to December 2017 Page 3 of 32

3 Deliverables We expect that the consultant will deliver a final report, in Microsoft Word, that includes recommendations that will allow us to: Assist more low-income DC residents Strengthen the support to our grantees Better understand the impact of our funding Other deliverables include: Revised and consolidated grant application Grant review manual Grant award recommendations template Revised and consolidated grantee reporting forms Samples of DCBF s current ATJ (public) and IOLTA (private) grant applications as well as grantee reporting forms are included with this Request for Proposals. Budget The budget for the consultant is $45,000. This amount must include all expenses incurred, such as labor, equipment, supplies, phone, meals, and transportation. Proposal Contents, Submission, and Selection Proposal Requirements Proposals must include: 1. Introduction of your company, including background, resources, and relevant experience, particularly your experience working with foundations, the legal industry, nonprofit Boards and volunteers. 2. Proposal narrative. 3. Feasibility of our provisional timeline, with your modifications, if any. 4. Proposed budget, including payment schedule. 5. Samples of past projects, preferably of similar size and scope and for a nonprofit. 6. References for past projects, preferably for those for which you have provided samples. 7. A point of contact for your company, including name, title, phone, mailing address, and address. Submission all materials to grants@dcbarfoundation.org by 10:00 am on Tuesday, November 29, Please do not mail any materials. Selection Criteria Incomplete and/or late proposals will not be considered. Proposals will be evaluated by DCBF staff according to the following criteria: Page 4 of 32

4 1. Relevant experience and demonstrated success; 2. Understanding of the scope of the project and DCBF s goals; 3. Original, creative and collaborative approach; 4. Cost effective approach given fluctuations in time commitments; 5. Ability to produce deliverables on our timeline and within budget; and, 6. Demonstrated ability to work with a small staff. Page 5 of 32

5 ATTACHMENTS DC Bar Foundation Strategic Grants Consultant Table of Contents IOLTA (Private) Grants Application (released February 2016).. 7 IOLTA (Private) Grants Year-End Reporting Form (released June 2016). 12 ATJ (Public) Grants Application (released December 2015)..16 ATJ (Public) Grants Midyear Reporting Form (released November 2016)...25 Page 6 of 32

6 1420 New York Avenue NW, Suite 650 P Washington, DC F FY16 PRIVATE GRANTS - APPLICATION «Org_Name» s General Support Request Requested «Request_Request_Amount» ORGANIZATION INFORMATION Name: Website: Annual Budget: Legal Department Budget: «Org_Name» «Org_WWW_Address» «Org_Annual_Budget» «Org_Legal_Dept_Budget_Amount» EXECUTIVE SUMMARY Type of Request: Project Title: Main Issue Area: Request Amount: General Support N/A «Request_Main_Issue_Area» «Request_Request_Amount» Past Funding from DCBF Public Grants FY15 Private Grants: FY14 Private Grants: FY13 Private Grants: «Request_FY15_Private_Funding_Received_A» «Request_FY14_Private_Funding_Received_A» «Request_FY13_Private_Funding_Received_A» IMPACT OF REQUEST Estimate the number of individuals, specific geographic area and/or target community that will benefit from this funding. «Request_Impact_of_Funding_Pvt_Grts» Page 7 of 32

7 FY16 Private Grants Application: «Org_Name» PROPOSAL NARRATIVE SECTION A: ORGANIZATIONAL BACKGROUND 1. Describe your organization s history, mission and goals. «Request_Pvt_Grts_Org_Background» 2. Describe your organization s current programs and activities. «Request_Pvt_Grts_Org_Programs_and_Activ» 3. Describe how this request will enable the organization to build its capacity, address its current limitations, and/or improve its ability to meet program or organizational goals. «Request_Pvt_Grts_Org_Capacity_and_Goals» 4. If you received private funding in June 2015 from DCBF to support the work described herein, please explain any increased amounts sought in this application. Enter N/A if you are not seeking an increased amount or you did not receive private funding in June «Request_Pvt_Grts_Org_Incr_Amt» SECTION B: PROPOSAL SUMMARY (for general support requests only) 1. Describe the problems to be addressed by your work and the evidence of those issues or needs. (As appropriate and relevant, refer to statistics, reports and data.) «Request_Pvt_Gen_Needs» 2. For a new organization or legal services program, describe how and why the organization or program was formed. «Request_Pvt_Gen_Purpose» 3. For an existing organization or legal services program, describe the measureable outcomes that have been achieved over the past year. «Request_Pvt_Gen_Outcomes» 4. Describe your plans for the organization s major program activities. «Request_Pvt_Gen_Activities» 5. Describe how the work of this organization relates to the work of other legal services providers who are doing the same (or similar) work or working with the same community. «Request_Pvt_Gen_Relative_Work» 6. Describe the current involvement of your client community in your work. «Request_Pvt_Gen_Client_Community» Page 8 of 32 2 P age

8 FY16 Private Grants Application: «Org_Name» 7. Describe how your organization has used pro bono legal support in the past, and how your organization plans to expand and/or improve its pro bono legal support. «Request_Pvt_Gen_Pro_Bono» 8. Describe how the work fits into a longer-term service delivery strategy for your organization and other organizations providing related services. «Request_Pvt_Gen_Long_Term_Strategy» 9. Describe any collaboration that is in place or contemplated during the grant year with other legal service providers. «Request_Pvt_Gen_Collaboration» 10. Describe the resources facilities, financial, personnel, etc. that will be needed to sustain your activities over time, and how these resources will be secured. «Request_Pvt_Gen_Resources» 11. Identify other potential funding sources (exclusive of DCBF private, public or Bank of America funding) that have been or will be approached for future sustainability. «Request_Pvt_Gen_Other_Funding» SECTION C: PROPOSAL SUMMARY (for project/program support requests only) N/A applying for general support SECTION D: EVALUATION 1. Self-Assessment: Describe how success in accomplishing your objectives will be assessed, including the specific measures that will be used, and how the results of the assessment will be used for your organization. «Request_Pvt_Eval_Self_Assessment» 2. Quality Assurance: Describe the means that are being (or will be) employed to assure the quality and effectiveness of the activities being undertaken, including supervision and performance evaluations of staff. «Request_Pvt_Eval_QA» SECTION E: TECHNOLOGY 1. Describe the ways in which technology is used in your work, including: (1) client intake; (2) conflicts checks; (3) case management; (4) coordination with other legal aid providers; and (5) service delivery. «Request_Pvt_Tech» Page 9 of 32 3 P age

9 III. Attachments All attachments must be submitted as PDFs. To attach a file, click "Choose file," select the file you want to upload from your computer's finder window, and then click "Upload" located below "Choose file." Attachment A: Required Signatures Download Attachment A: Required Signatures form here. Attachments Required for Project/Program Support Requests Only Attachment B: Project/Program Budget Use the Project Budget Excel sheet, found here. Please convert the Excel sheet to a PDF for submission. Attachment C: Current Fiscal Year Project/Program Budget Please submit your current fiscal year's project/program budget vs. actual budget, for both revenue and expenses. Organization and Request Information Attachment D: Previous Fiscal Year Organizational Budget Provide your previous fiscal year's organizational budget vs. actual budget, for both revenue and expenses. Attachment E: Current Fiscal Year Organizational Budget Provide your current fiscal year's organizational budget vs. actual budget, for both revenue and expenses. Attachment F: Letters of Support Current letters of support, if available, (including name, address, telephone number and address) from people or organizations familiar with the work for which you seek funding. Attachment G: Memoranda of Understanding If applicable, current and dated Memoranda of Understanding (MOU) with organizations with which you will be working collaboratively. Attachment H: Client Story Please provide a brief client story. At the top of the page, include the issue area, time period and a brief background of the case. Word limit is 500. Attachment I: Legal Staff Provide a list of the organization's entire legal staff. Please include name and title only. No contact information is needed. Attachment J: Board of Directors Page 10 of 32

10 Provide a list of the organization's current Board of Directors with affiliation (for identification purposes). No contact information is needed. Attachment K: Evaluations Attach, if available, copies of the most recent evaluations done by any internal or external evaluator of the organization, if available. Do not include any programmatic reports submitted to DCBF as a requirement for a previous DCBF public, private or Bank of America grant. Attachment L: Annual Report The organization s most recent annual report, if available. Financial Documents If you applied for the FY16 Access to Justice Grants Program (public grants), you do not need to submit these financial documents. If you did not apply for public grants this year, it is recommended you consult with your finance staff for these attachments. Attachment M: Nonprofit Status The organization s Internal Revenue Service ruling letter regarding applicant s tax-exempt status. Attachment N: Form 990 The organization s most recent Form 990 and schedules. Attachment O: Audited Financial Statements Provide the organization's most recent audited financial statements. Include the auditor's notes and management letter. (If only a draft is complete, provide the draft and the prior year's final audit.) Attachment P: Full Fiscal Year Statements If not already supplied in "Attachment O: Audited Financial Statements," provide the organization's most recent full fiscal year (12 months) statements. Include the Statement of Financial Position (a.k.a. Profit & Loss), Statement of Activities (a.k.a. Balance Sheet) and Statement of Cash Flows. Attachment Q: Partial Fiscal Year Statements Provide the Statement of Financial Position (a.k.a. Profit & Loss), Statement of Activities (a.k.a. Balance Sheet) and Statement of Cash Flows from the close of the organization's fiscal year to the most recent closed accounting period. (These statements will be for less than a 12 month period.) Page 11 of 32

11 1420 New York Avenue NW, Suite 650 P Washington, DC F Year-End Reporting Form FY15 DC Legal Services Grants Program Due Friday, July 29, 2016 by 5:00 p.m. The DC Bar Foundation requires each organization that received a FY15 DC Legal Services (private) Grant to submit a year-end report. The goal of the midyear report is to detail your organization s progress toward the goals listed in your FY15 private grant application. Submit the midyear report and client story as PDFs to grants@dcbarfoundation.org by 5:00 p.m. on Friday, July 29, I. Executive Summary The executive summary should contain: A. Organization s Information: name, address, and phone number B. Grant s Contact Information: name, title, phone number, and address C. Grant period and total dollar amount of Foundation support provided during the reporting period for this grant D. Signature of Executive Director or equivalent II. Report Narrative Please complete Section A. Only complete Sections B and C if they apply to your FY15 private grant. A. Substantive Report Section (not to exceed 4 pages) Please address the following questions in preparing your report: 1. Service Delivery (a) How many individuals has your organization provided legal representation or legal services to since the beginning of the grant period? (b) How many of these individuals were DC residents? (c) What kind of legal problems has this service involved? (d) To the extent possible, please identify the general nature of the service provided, e.g. outreach, intake, brief services, extended representation, etc. This information should be tailored to your program and the nature of services your program provides, which are funded wholly or in part with DCBF funds. 2. Performance Measures (a) Describe the progress you have made toward the goals set forth in your FY15 grant application, including successes and challenges. (b) In the case of challenges, describe how they are being handled, and the extent to which these challenges have affected the implementation of your plan. Please be specific. (c) Based on your experiences to date, what do you consider to be the most important programmatic concern(s) currently facing your program/organization? Page 12 of 32

12 FY15 Year-End Report Form Page 2 of 2 (d) Have you used the DCBF grant to enhance or develop collaborations with other providers in the relevant community(ies)? If so, please describe in detail. (e) Has this grant been instrumental in attracting additional resources, including volunteers, money, goods, services, or publicity? If so, please describe. (f) What additional information about your program or organization s work during this grant period do you think is important for DCBF to know as it evaluates the impact of its grant funding? B. Challenge Grants (not to exceed 2 pages) If you have received a challenge grant, describe the steps taken so far this year to advertise the DCBF challenge or otherwise solicit support to meet the challenge. C. Conditional Grants (not to exceed 4 pages) If your grant has conditions attached (see your FY15 grant contract), what progress have you made towards meeting them? What impact to date have these conditions had on your organization? Please be specific. III. IV. Communications Efforts In the cover letter of your FY15 private grant contract, we requested that you credit the DC Bar Foundation for its support wherever appropriate. Please answer the following questions. If you answer no to any question, please explain. 1. Have you placed the DC Bar Foundation in the donor section of your organization s website? Please provide the link. 2. Have you acknowledged the DC Bar Foundation s grant in any of your written donor acknowledgement materials, such as your annual report, blog, or newsletter? Please attach or mail a copy. 3. Have you produced a press release and/or social media announcement of the grant from the DC Bar Foundation? Please attach a copy or screenshot. 4. Have you (if applicable) followed us on Twitter (@DCBarFoundation), liked us on Facebook (facebook.com/dcbarfoundation) and followed us on Instagram (@DCBarFoundation)? 5. Have you sent DCBF two high-resolution photos that show the work you have completed using the grant funds? Client Story Along with the midyear report, please submit a client story. Use the form found on the Grantee Report Forms & Deadlines page ( You must provide a story that highlights how the private grant funding, specifically, has impacted a client s life. Further instructions are on the client story submission form. V. Financial Statements Please provide a year to date financial statement showing budgeted versus actual revenue and expenses. Explain any variances over 10 percent. Page 13 of 32

13 1420 New York Avenue NW, Suite 650 P Washington, DC F Client Story Submission Form FY15 DC Legal Services Grant Organization Name: Date of Submission: INSTRUCTIONS: Please provide a client story that highlights how the private grant funding has impacted a client s life. Provide the approximate date the story occurred, explain any necessary background information, and write the story in the area provided below. Although we will accept a story of any length, a story of 200 to 750 words is optimal. If you would like to submit more than one story, please submit multiple forms. Also, including a photo (with a release, if possible) is highly appreciated. It does not have to be related to this client story. Approximate Date Story Occurred (please be as exact as possible) Story Background and Issue Area(s) (i.e. domestic violence, immigration, etc.) Client Story Page 14 of 32

14 Page 2 of 2 FY15 DC Legal Services Grant Client Story Submission Form Client Story (continued) Page 15 of 32

15 1420 New York Avenue NW, Suite 650 P Washington, DC F FY16 PUBLIC GRANTS - PROPOSAL SUMMARY «Org_Name» s «Request_Project_Title» Requested «Request_Request_Amount» ORGANIZATION INFORMATION Name: Website: Annual Budget: Legal Department Budget: «Org_Name» «Org_WWW_Address» «Org_Annual_Budget» «Org_Legal_Dept_Budget_Amount» REQUEST INFORMATION Project Title: Grant Category: Main Issue Area: New or Renewal Project (Yes/No): If a new project, did it receive funding in the past? Collaborative Project (Yes/No): If a collaborative project, who are your project s collaborating organizations? Request Amount: Project Budget: «Request_Project_Title» «Codes_Grant_Category» «Request_Main_Issue_Area» «Codes_New_or_Renewal_Project» «Codes_New_project_received_past_funding» «Codes_Collaborative_Project» «Request_Collaborative_Projects_Other_Or» «Request_Request_Amount» «Request_Project_Budget» Percent of project s funding requested from DCBF: «Request_Percentage_of_Project_Funds_fro»% Past Funding from DCBF Public Grants FY15 Public Grants: FY14 Public Grants: FY13 Public Grants: «Request_FY15_Public_Funding_Received_Am» «Request_FY14_Public_Funding_Received_Am» «Request_FY13_Public_Funding_Received_Am» Statement of Need: «Request_Statement_of_Need_Public_Grants» Page 16 of 32

16 Proposal Summary: «Org_Name» s «Request_Project_Title» PROPOSAL NARRATIVE SECTION A: ORGANIZATIONAL BACKGROUND 1. Describe the overall mission and purpose of the organization(s) applying. «Request_Org_Background» 2. Briefly describe the current programs and activities of the applying organization(s). «Request_Org_Programs_Activities_Public_» 3. State how the proposed project relates to the overall mission and purpose of the applying organization(s). «Request_Org_Collaboration_Public_Grants» SECTION B: PROJECT DESCRIPTION 1. Purpose: Describe the need or issue that will be addressed by the project for which funding is sought. Include, as appropriate, current and relevant statistical data that illustrates the need or issue. «Request_Project_Purpose_Public_Grants» 2. Objective: Describe the intended results or outcomes that this project will accomplish. State specific, measurable results that you seek to accomplish that respond to the identified need or issue, including, as appropriate, short-term, intermediate and long-term outcomes. «Request_Project_Objective_Public_Grants» 3. Intended Beneficiaries: Describe the geographic area and/or target community that will benefit from this project. «Request_Project_Intended_Beneficiaries_» 4. Activities: Describe how the project will operate. Include the activities that will be undertaken during the project year and the services that will be provided to accomplish the project s intended objectives. «Request_Project_Activities_Public_Grant» SECTION C: PROJECT ASSESSMENT 1. Self-Assessment: Describe how success in accomplishing the project s objectives will be assessed, including self-assessment and any other specific measures that will be used, and how the results of the assessment will be used to maximize the success of this project. «Request_Project_SelfAssessment_Public_G» Page 17 of 32 2 P age

17 Proposal Summary: «Org_Name» s «Request_Project_Title» 2. Quality Assurance: Describe the means that are being employed or will be employed (first-time applicants) to assure the quality and effectiveness of the activities being undertaken, including supervision and performance evaluations of staff. «Request_Project_QA_Public_Grants» SECTION D: ORGANIZATIONAL CAPACITY 1. Describe how your organization and any joint project applicants or collaborating partners are positioned to carry out the project, including, as appropriate, currently funded activities. Include information on: a. The organization s experience in providing services similar to those proposed; b. How this proposal relates to the current work of the applying organization and any collaborative partners; and, c. The history of any joint project applicants or collaborative partners working together. «Request_Project_Collaboration_Public_Gr» 2. State any anticipated needs for technical assistance. «Request_Project_Tech_Asst_Public_Grants» SECTION E: SUSTAINABILITY 1. Describe how the proposed project fits into a longer-term service delivery strategy for the applying organization and other organizations providing related services. «Request_Project_LongTerm_Public_Grants» 2. Describe potential funding sources for future sustainability beyond the DC Bar Foundation, and include past and current efforts to pursue such sources. Please identify these funding sources by name and include the timing of expected revenue. «Request_Project_Other_Funding_Public_Gr» Page 18 of 32 3 P age

18 1420 New York Avenue NW, Suite 650 P Washington, DC F FY16 PUBLIC GRANTS PERFORMANCE MEASURES «Org_Name» s «Request_Project_Title» Requested «Request_Request_Amount» Instructions given to applicant: The DC Bar Foundation uses performance measures to gauge the project s impact when evaluating the project s application and to track the performance of the project throughout the grant year. If the project is granted funding, the performance measures are then placed in your grant agreement, and you must report on your progress in achieving the performance measures in semiannual programmatic reports. These are meant to be brief one- or two-sentence goals for the project this year. All of the performance measures you complete here must be explained in the corresponding section of the Proposal Narrative. A. Staffing: Describe how you will staff this project. For legal staff (for example, staff, senior or supervising attorneys, pro bono coordinators and legal directors): 1. The number of attorneys who will staff this project. «Request_Number_of_Attorneys» 2. The number of attorneys you plan to hire to meet the demands of the project. Include the full-time equivalent amount. «Request_Number_of_New_Attorneys» 3. The number of full-time equivalent (FTE) attorneys who will be working on the project. Include new hires. «Request_Number_of_Attorney_FTEs» 4. Only if applicable, the number of hours/week, days/week, or days/month that these attorneys will be working, specifically, on this project. «Request_Project_Staffing_Description» 5. Other staffing performance measures for legal staff. «Request_Other_Legal_Staffing_PMs» Page 19 of 32 1 P age

19 Performance Measures: «Org_Name» s «Request_Project_Title» For non-legal staff (for example, executive directors and accountants): 1. The number of non-legal staff who will charge to this project. «Request_Number_of_Non_Legal_Staff» 2. The number full-time equivalent (FTE) non-legal staff who will be working on the project. Include a breakdown of salary covered per non-legal staff member. «Request_Number_of_Non_Legal_Staff_FTEs» 3. Other staff performance measures for non-legal staff. «Request_Other_Non_Legal_Staffing_PMs» B. Legal Services: Describe the volume and type of legal services that the project intends to provide to low-income DC residents. 1. The total number of individuals you plan to provide legal assistance to during the grant year. «Request_Number_of_Individuals_Served» 2. The total number of matters you plan to accept for legal assistance during the grant year. Break this number down into the number of matters involving only legal advice or counsel, brief services and extended representation. «Request_Number_of_Matters_Accepted_Brok» 3. Identify from which wards you expect to receive a majority of your clients. If possible, provide the number of individuals from each ward. «Request_Wards_Served» 4. Other performance measures relating to the volume and type of legal services. «Request_Other_Legal_Assistance_PMs» C. Outreach & Training: Describe the types and number of outreach efforts and/or trainings your organization will conduct. 1. The number of individuals to whom you will conduct outreach in the project s issue area. Page 20 of 32 2 P age

20 Performance Measures: «Org_Name» s «Request_Project_Title» «Request_Number_of_Individuals_Outreach» 2. The number of trainings to be held (trainings covering legal topics for community, legal organizations, and/or non-legal organizations). «Request_Number_of_Trainings_for_Communi» 3. The number of DC residents who will attend each of the trainings you described above. «Request_Number_DC_Residents_Attended_Tr» 4. The number of literature distributed, number of individuals accessing website or online materials, and/or other ways to distribute information to public. «Request_Number_of_Other_Types_of_Outrea» 5. Other performance measures relating to outreach and training. «Request_Other_Outreach_and_Training_PMs» D. Pro Bono Part A: Describe the role that pro bono services will play in realizing the goals of the project. 1. The number of trainings conducted for pro bono attorneys. «Request_Number_of_Trainings_for_Pro_Bon» 2. The number of pro bono cases placed. «Request_Number_of_Pro_Bono_Cases_Placed» 3. The number of pro bono cases co-counseled. «Request_Number_of_Pro_Bono_Cases_Co_Cou» 4. Other performance measures relating to pro bono services that will play a role in realizing the goals of the project. «Request_Other_Pro_Bono_Sec_1_PMs» E. Pro Bono Part B: Describe how you will maintain and/or increase your pro bono efforts. 1. The firms with which you currently partner. Page 21 of 32 3 P age

21 Performance Measures: «Org_Name» s «Request_Project_Title» «Request_Names_Current_Pro_Bono_Firms» 2. The firms with which you plan to partner. «Request_Names_Potential_Pro_Bono_Firms» 3. Other performance measures relating to how you will maintain and/or increase your pro bono efforts. «Request_Other_Pro_Bono_Sec_2_PMs» F. Collaboration: Describe how the project will utilize collaborative relationships to best meet its aims. 1. The names of legal aid organizations with which you plan to continue or begin formal partnerships. These are the ones with which your organization would have a memorandum of understanding that you have included in this application. «Request_Formal_Partnerships» 2. The names of legal aid organizations or other agencies or organizations with which you plan to continue or begin informal partnerships. You may or may not have a memorandum of understanding with these organizations or agencies. «Request_Informal_Partnerships» 3. The number of workgroup meetings with organizations and/or agencies of common interest. «Request_Number_of_Workgroup_Meetings» 4. Other performance measures relating to the project s utilization of collaborative projects. «Request_Other_Collaboration_PMs» Page 22 of 32 4 P age

22 V. Attachments Attachment A: Required Signatures Download Attachment A: Required Signatures form here. Attachment B: Project Budget Use the Project Budget Excel sheet, found here. If the application is for a joint project, include only your organization's project budget. The other organization(s) applying jointly will submit theirs separately. Please convert the Excel sheet to a PDF for submission. Organization Information Attachment C: Organizational Budget The organization s current annual organizational budget. Attachment D: Client Eligibility Guidelines (Residency and Income) A description of the reasonable inquiry the organization makes into the clients residency and income to determine client eligibility for services under the grant. Please note that this application shall not prohibit grantees from having eligibility guidelines that provide service to other eligible clients. For example, if your organization does not have income guidelines, you need to describe the income guidelines for this project and how you will ensure that these guidelines will be enforced. Attachment E: Letters of Support Recent letters of support (including name, address, telephone number, and address) from persons/organizations who are, or have been, users of the organization s services, or are familiar with the organization s work or work in a related area. Please make sure the letter is either addressed or copied to Ms. Imoni Washington, DC Bar Foundation Director of Programs. Attachment F: Memoranda of Understanding Current Memoranda of Understanding (MOU) between organizations proposing a joint project AND/OR if your organization has a formal relationship with another organization under this project. Applicants for renewal funding should provide an updated MOU, as well as MOUs for any new collaboration entered into for the next year of funding. Attachment G: Client Story Please provide a brief client story. At the top of the page, include the issue area, time period and brief background of the case. Word limit is 500. Attachment H: Reports Copies of or links to relevant reports, statistics, and/or data to support the proposal. Attachment I: Resumes Current resumes of all staff and supervisory personnel who will be involved in the activity for which funding is sought, including job descriptions for positions not yet filled. Attachment J: Staff Training Page 23 of 32

23 To the extent training is to be provided under the grant agreement to the organization s staff attorneys, describe how you propose to deliver and document such training. This is required if you are hiring a new staff member. Attachment K: Annual Report The organization s most recent annual report, if available. Attachment L: Evalulations Copies of the most recent evaluations done by any internal or external evaluator of the organization, if available. Attachment M: Nonprofit Status The organization s Internal Revenue Service ruling letter regarding applicant s tax-exempt status. Financial Documents It is recommended you consult with your finance staff for these attachments. Attachment N: Form 990 The organization s most recent Form 990 and schedules. Attachment O: Audited Financial Statements Provide the organization's most recent audited financial statements. Include the auditor's notes and management letter. (If only a draft is complete, provide the draft and the prior year's final audit.) Attachment P: Full Fiscal Year Statements If not already supplied in "Attachment O: Audited Financial Statements," provide the organization's most recent full fiscal year (12 months) statements. Include the Statement of Financial Position (a.k.a. Profit & Loss), Statement of Activities (a.k.a. Balance Sheet) and Statement of Cash Flows. Attachment Q: Partial Fiscal Year Statements Provide the Statement of Financial Position (a.k.a. Profit & Loss), Statement of Activities (a.k.a. Balance Sheet) and Statement of Cash Flows from the close of the organization's fiscal year to the most recent closed accounting period. (These statements will be for less than a 12 month period.) Page 24 of 32

24 2016 Public Grants Midyear Report 1 of 5 11/1/2016 2:29 PM 2016 Public Grants Midyear Report Instructions FY16 Public Grants Midyear Report The FY16 Public Grants Midyear Report covers May 1, 2016 to October 31, 2016 and is due by 5:00 pm on Wednesday, November 30, Please refer to this page for any technical questions. For all other questions, please grants@dcbarfoundation.org. Attachments In addition to completing and submitting a programmatic report, you will also submit: (1) required signatures; (2) a financial reporting form (to cover 2nd quarter only); and (3) a client story. All three forms can be found on the Public Grants page of our website. Complete the forms and upload them to the appropriate places on the Attachments tab. Form Instructions Please read these instructions carefully before completing this form. Refer to your FY16 subgrant agreement and make sure your that your report reflects progress required by that document. Question #1: This includes all DC residents who received services from this project through all means: direct representation, community education, etc. Question #2: While the purpose of the funding is to provide services to low-income DC residents, we recognize that non-dc residents may be served for a number of reasons, including the following: Residence may have changed during the service year; Non-residents may be family members of the clients who are DC residents; and, Non-residents may participate in community education activities. Question #3: Do not include referrals to pro bono counsel here. That data is entered in Question #9(a). Enter referrals to non-legal assistance only if that was the highest level of services offered. If, for example, a person received a referral for social services, and also received legal assistance, count Page 25 of 32

25 2016 Public Grants Midyear Report 2 of 5 11/1/2016 2:29 PM that person in Question #5 (the total number of persons whose case was accepted for legal assistance) and count their case under Question #6 (total number of cases accepted for legal assistance). Questions #5 and #6: "Legal assistance" includes any activity designed to help an individual understand or resolve a legal problem. It includes representation limited to advice or brief service as well as all forms of extended representation. "Legal assistance" does not include legal information offered to an individual in the form of a pamphlet or a letter, or oral presentations or conversations offering general legal information. Those items should be recorded in Question #10 (number of individuals directly receiving legal information and self-help materials). Question #8: For Questions 8(a) to 8(d), please enter the highest level of service provided for each case closed. Thus, if a person has been represented in court and in the course of that representation has been given legal advice and counsel, record the case only as extended representation and not as both legal advice and extend representation. #8(a) Legal Advice or Counsel: consists of guidance or explanation of options, often with a recommendation for a course of action offered in the context of the attorney-client relationship, based on the specific circumstances of the client and the law which applies to those circumstances. It includes advice given in the course of limited scope representation, such as an advice clinic, if an attorney-client relationship is formed and the assistance is not mere legal information not tailored to the circumstance of the client. #8(b) Brief Service: assistance such as making a phone call or writing a brief letter on the client s behalf. Brief service generally involves assistance which takes less than two hours. Brief service may take place in the context of limited representation, in which the client agrees at the outset that assistance will be limited to the service that is offered, although the matter could call for extended representation. #8(c) Extended Representation: any legal representation beyond legal advice and counsel or brief service, as defined above. It may include, but is not limited to transactional work or negotiation, administrative representation, litigation and other forms of advocacy. This number is the number of cases closed during the period being reported on, even if the case was opened during a prior time period. Question #9a: Cases placed refers to those cases where the volunteer attorney has assumed responsibility for the representation. It does not include co-counseling cases, which is addressed in Question 9(b). Question #10: Legal information consists of general guidance provided one on one to individuals regarding their legal rights and responsibilities, as well as steps that should take to resolve their legal problem on their own. It may be given in the form of a pamphlet, self-help packet, letter with generalized advice or guidance provided in a pro se clinic. No attorney-client relationship is formed when legal information is provided. Do not include participants in community legal education sessions (covered by Question #11), general distribution of pamphlets in waiting rooms or through other groups or organizations. Page 26 of 32

26 2016 Public Grants Midyear Report 3 of 5 11/1/2016 2:29 PM Question #12: This section is designed to capture the approximate financial benefits that resulted from the representation of clients. It may include: The total of all specific awards of funds ordered or negotiated on behalf of clients. For example, an award of damages or of back Supplemental Security Income (SSI) benefits in a specific amount; The annual amount of funds that a client will receive in a year, if an award, order, ruling or negotiated agreement or settlement is complied with. For example, an order of child support or an award of a monthly Social Security payment or of food stamps. You do not have to verify that funds were transferred, so long as the representation resulted in an enforceable right to receive the funds; The actual or annualized amount of funds to which a group of individuals is entitled as a result of representation by the program, even if not every individual entitled to the funds was a client. Thus, if an order of general applicability (which may be judicial, administrative or legislative) results in a group or class of low income persons being entitled to payment of funds, you should indicate the annual value of all those funds to all the recipients entitled to them. If you do not know actual numbers, please estimate and explain the basis for the estimate. Grantee Information Organization and Project Information Organization Name Period Covered by Report May 1, 2016 to October 31, 2016 Project Title Grant Amount Contact Person for this Report First Name Last Name Job Title Address Work Phone Number Services Provided Provide the data (numbers only), for May 1, 2016 to October 31, 2016, for the questions below. Enter a "0" (zero) for any question that is required and you did not complete the activity or provide those kind of services. 1. The number of DC residents your organization served through this project in the past six months: Page 27 of 32

27 2016 Public Grants Midyear Report 4 of 5 11/1/2016 2:29 PM 2. The number of DC residents served in Question #1, broken down by ward. If the person's ward is unknown due to various reasons, count the individual in "Ward Unknown" below. (a) Ward 1: (b) Ward 2: (c) Ward 3: (d) Ward 4: (e) Ward 5: (f) Ward 6: (g) Ward 7: (h) Ward 8: (i) Ward Unknown: 3. The number of individuals served in Question #1 with limited or no proficiency in English: 4. For Questions 4(a) and 4(b) below, provide the number of DC residents who did not receive legal assistance through this project and, instead, were referred to other help. (a) Those referred to social services or another form of non-legal assistance: (b) Those referred to other services, not included in Question #4(a): (c) Please explain the services reported in Question 4(b) above. 5. The total number of DC residents whose cases were accepted for legal assistance: 6. The total number of DC cases accepted for legal assistance: 7. Systemic Work (a) The number of cases or other activities reported in Question #6 intended or likely to benefit large number of persons: (b) In the space below, briefly describe the case(s) or activity(ies) counted in Question #7(a). (c) Estimate the potential number of persons (DC or non-dc residents) who may benefit from each case. Page 28 of 32

28 2016 Public Grants Midyear Report 5 of 5 11/1/2016 2:29 PM 8. Total number of DC cases closed through this project by categories from Questions #8(a) through #8(d) below: Sum the numbers from Questions 8(a) through 8(d) below to get the total. Note: please enter the highest level of service provided for each case (refer to the Instructions tab for further details). (a) Legal advice or counsel: (b) Brief service: (c) Extended representation: (d) Other assistance: (e) Please explain the type of "other assistance" identified in Question #8(d) above. 9. Pro Bono Assistance (a) The number of DC cases placed with pro bono: (b) The number of DC cases co-counseled: 10. The number of individuals directly receiving legal information and self-help materials: Try to only include DC residents but we understand that, while distributing information/materials in DC, a non-dc resident obtained the information/materials. 11. Community Legal Education and Training (a) Have you conducted community legal education for low-income DC residents to inform them of their rights and responsibilities or to provide guidance regarding how to resolve legal problems? No (b) If yes, for each community legal education session conducted, indicate in the space below: 1. The subject matter(s); 2. Where it was conducted (location); and, 3. The number of persons who attended each session (estimate, if necessary). Page 29 of 32

29 1420 New York Avenue NW, Suite 650 P Washington, DC F Attachment A: Required Signatures FY16 ATJ/Public Grants Midyear Report due 11/30/16 Organization Name: By signing below, I submit this midyear report, covering May 1, 2016 to October 31, 2016, to the DC Bar Foundation to detail my organization s progress toward the goals listed in the application and grant agreement for the FY16 Access to Justice (ATJ) Grants Program. I agree to notify the DC Bar Foundation promptly in writing of any changes to the organization s status that may affect funding eligibility, including nonprofit status, residence in the District of Columbia, licensure in the District of Columbia, and the provision of legal services to District of Columbia residents. I certify that the information I provided in the midyear report and the attachments is true and complete to the best of my knowledge. Executive Director/President/CEO of Reporting Organization Signature Date Printed Name: Title: Page 30 of 32

30 1420 New York Avenue NW, Suite 650 P Washington, DC F Client Story Submission Form FY16 Access to Justice Grants Program Organization Name: Project Name: Submission Date: INSTRUCTIONS: Please provide a client story that highlights how the public grant funding has impacted a client s life. Provide the approximate date the story occurred, explain any necessary background information, and write the story into the area provided below. Although we will accept a story of any length, a story of 200 to 750 words is optimal. If you would like to submit more than one story, please submit multiple forms. Also, including a photo (with a release, if possible) is highly appreciated. It does not have to be related to this client story. Approximate Date Story Occurred (please be as exact as possible) Story Background and Issue Area(s) (i.e. domestic violence, immigration, etc.) Client Story Page 31 of 32

31 Page 2 of 2 FY16 Access to Justice Grants Program Client Story Submission Form Client Story (continued) Page 32 of 32