REQUEST FOR PROPOSALS COMMUNITY IMPACT GRANTS FUNDING YEARS

Transcription

1 UNITED WAY OF METROPOLITAN DALLAS REQUEST FOR PROPOSALS COMMUNITY IMPACT GRANTS FUNDING YEARS Deadlines: Stewardship Packet Thursday, October 1, :00 pm* (Submitted Electronically via e-cimpact) Community Impact Grant Proposals Monday, November 9, :00 p.m. Electronic copy submitted via e-cimpact No Later Than Friday, November 13, :00 p.m. Hardcopies to United Way of Metropolitan Dallas *Applying organizations not currently funded through the Community Impact Grant Process or Basic Needs Grant Process must submit a Stewardship Packet by Thursday, October 1, of 83 UWMD CIG RFP

2 Contents INTRODUCTION... 4 ABOUT UNITED WAY OF METROPOLITAN DALLAS... 4 PURPOSE OF THIS REQUEST FOR PROPOSALS... 4 MULTI-YEAR FUNDING... 5 ELIGIBILITY... 5 COMMUNITY IMPACT GRANTS STAFF CONTACT LIST... 6 IMPACT GOALS, STRATEGIES AND METRICS... 7 BASIC NEEDS... 9 ADVOCACY... 9 PERCENTAGES OF FUNDING AVAILABLE BY IMPACT AREA AND STRATEGY COMMUNITY IMPACT GRANTS PROCESS OVERVIEW OF PROCESS ) Stewardship Review ) Proposal Compliance Review ) Vetting Committee Review ) Panel Proposal Evaluation ) Panel Site Visit Evaluation ) Panel Funding Recommendation ) Funding Approval Changes in Reported Information Unrestricted Funding Monitoring e-cimpact ONLINE APPLICATION SYSTEM LOGGING INTO e-cimpact SUBMITTING AN ORGANIZATION APPLICATION TIMELINE RFP RELEASE STEWARDSHIP & RFP ORIENTATION SESSIONS STEWARDSHIP DEADLINE APPLICATION DRAFT REVIEW PROPOSAL SUBMISSION DEADLINES VOLUNTEER PANEL PROCESS FUNDING PERIOD SUBMISSION COMPLIANCE REQUIREMENTS ON TIME COMPLETE ALLOCATION ACCEPTANCE COMMUNITY IMPACT GRANT APPLICATION APPROVAL & e-signature FORM: COMMUNITY IMPACT GRANTS PROGRAM REQUEST SUMMARY FORM PROGRAM NARRATIVE FORM NUMBER OF UNDUPLICATED CLIENTS LOGIC MODEL Entering the Logic Model on e-cimpact Reviewing the Logic Model UPLOADING OUTCOME MEASUREMENT TOOLS PROGRAM BUDGET FORM Complete Program Budget Form in e-cimpact Reviewing the Budget of 83 UWMD CIG RFP

3 PROGRAM BUDGET NARRATIVE EVALUATION NARRATIVE FORM FOR EDUCATION AND HEALTH PROGRAMS ONLY EDUCATION SUPPLEMENT EDUCATION PROPOSAL SCORING RUBRIC INCOME SUPPLEMENT INCOME PROPOSAL SCORING RUBRIC HEALTH SUPPLEMENT HEALTH PROPOSAL SCORING RUBRIC COMMON MEASURES FREQUENTLY ASKED QUESTIONS e-cimpact ONLINE APPLICATION INSTRUCTIONS e-cimpact FREQUENTLY ASKED QUESTIONS STEWARDSHIP STAFF REVIEW FORM..79 STEWARDSHIP DOCUMENTATION CHECKLIST GRANT PANEL SITE VISIT SCHEDULES LOGIC MODEL INSTRUCTIONAL DOCUMENT of 83 UWMD CIG RFP

4 INTRODUCTION ABOUT UNITED WAY OF METROPOLITAN DALLAS At United Way of Metropolitan Dallas (UWMD), we re on a mission to change lives forever in North Texas. Yes, it s an incredibly big statement. But it s one that we are making a reality. Since 1924, United Way of Metropolitan Dallas has invested in the most effective local programs that work to create opportunities and change lives forever. We unite donors and volunteers with organizations who are focused on producing real results in the areas of Education, Income, and Health. We re tackling tough issues that make a lasting difference and create opportunities for greatness like graduating college and preparing career-ready teens; helping folks find jobs and keep more of what they earn; enabling access to quality health care; and ensuring everyone has a safe place to call home. We believe in people and possibilities. We believe that everyone regardless of where they started or ended up should have the opportunity to be great. Sometimes the only thing someone needs in order to turn things around is an opportunity. PURPOSE OF THIS REQUEST FOR PROPOSALS In 2010, residents of North Texas developed ten-year community goals (formerly known as United 2020). But they re more than goals to us; they re expectations. And we re committed to doing everything we can to help North Texans reach them Developed by a Blue Ribbon Commission of key leaders and experts in our region, these big, bold 10- year community goals outline the key strategies that will help transform our community in the areas of Education, Income, and Health. We have an open, competitive allocation process that identifies which organizations will have the greatest impact in helping us reach our community s ten-year goals. UWMD is able to fund exceptional programs through the implementation of the Community Impact Grants process, a competitive and transparent allocation process that is open to all nonprofit organizations that are able to meet eligibility criteria. The purpose of this Request for Proposals (RFP) is to clearly communicate each aspect of the Community Impact Grants process and, ultimately, to encourage organizations doing outstanding work in the areas of Education, Income and Health to apply for funding. 4 of 83 UWMD CIG RFP

5 MULTI-YEAR FUNDING UWMD understands that the achievement of the 10-year community goals will require substantial, longer-term investments in the most exceptional programs in the areas of Education, Income and Health. Therefore, all grants awarded through the upcoming Community Impact Grants process will be three-year grants. The next Community Impact Grants RFP will be released in September of 2018; any program that either does not apply for funding or does not receive funding in the upcoming process must wait until November of 2018 to apply for a Community Impact Grant. Multi-year funding represents the best use of community resources. Organizations will be able to focus more on program implementation rather than annual proposal development. UWMD staff will be able to work on capacity building initiatives and identify areas where collective action is possible. Volunteers will develop a deeper understanding of each funded program through monitoring and additional engagement opportunities. Multi-year funding also represents the best way to achieve the 10-year community goals. Successful programs will be able to articulate clear multi-year funding plans and show a commitment to long-term outcomes and positive results. Long-term investments in exceptional programs will lead to positive community impact, which will fuel an increase in the Community Fund. This positive feedback loop, from long-term investments to improved fundraising, will best position UWMD to achieve the 10-year community goals. ELIGIBILITY The following requirements must be met in order for a program to receive funding through the Community Impact Grants Process: The proposed program must concentrate its efforts and services within the United Way of Metropolitan Dallas service area (Dallas, Collin, Southern Denton 1 and Rockwall counties). The proposed program must align with one of the Impact Goal, Strategies, and Metrics (pages 7-8). The applying organization must pass the Stewardship process (to see a complete list of Stewardship documents see page 81 for the Stewardship Documentation Checklist). 1 Lewisville, Flower Mound, The Colony, Highland Village, Double Oak & Copper Canyon 5 of 83 UWMD CIG RFP

6 COMMUNITY IMPACT GRANTS STAFF CONTACT LIST The Community Impact Grants Team is responsible for implementing the Community Impact Grants process, and is therefore an important resource for organizations interested in applying. Please call or e- mail one of the team members listed below if you have questions, concerns, or would like to discuss the Community Impact Grants process. Please send any proposal-related questions and/or proposal drafts to the appropriate Director of Community Impact Grants for Education, Income or Health. Title Staff Person Phone Senior Vice President, Ashley Brundage Community Impact Director, Education Impact Lindsay Willess Director, Income Impact Nissy New Director, Health Impact Sarah Eppes Director, Community Impact Data Services Director, Community Impact Operations Senior Administrative Assistant Gene Putnam Mark Pollack Rosemary Grougnet of 83 UWMD CIG RFP

7 IMPACT GOALS, STRATEGIES AND METRICS The charts below detail United Way of Metropolitan Dallas funding strategies in each of our Impact Areas, Education, Income, and Health. Please review the list below to help determine which strategy best suits the program(s) applying for funding. Education Impact Area Goal Strategy Community Metric Parents & Mentors: Students have support and Increase the number of individuals in family engagement programs. encouragement for educational success from parents/advocates, and mentors. Increase the number of youth in mentoring programs. EDUCATION Prepare 60% of all students to graduate and succeed. Early Childhood: Pre-school children access high quality, early learning programs. Afterschool & Summer: Students access high quality, enriching out of school programs which are aligned with school day curriculum. Increase the number of children in high quality early childhood learning programs. Increase the number of children ages 0-5 making positive developmental progress. Increase the number of students served by out of school programs aligned with school day curriculum. Math & Science: Students access age-appropriate Math and Science education. College & Career Preparation: Students access age appropriate college and career preparation. Increase the percentage of students that are successful in Math and Science. Increase the percentage of students prepared for college or career entry and success. Income Impact Area Goal Strategy Community Metric Workforce Development: Provide low-income Increase the number of employees on payrolls. INCOME individuals the skills needed to be hired. Increase the number of small businesses (1-19 employees). Move 250,000 more individuals out of poverty permanently. Financial Capability: Low-to-moderate income individuals participate in financial education programs to achieve increased assets and decreased liabilities. Increase the number of EITC 2 filers served by VITA 3 sites. Increase the number of people served through IDAs 4 and other organized savings programs. Increase the number of individuals completing financial education programs. 2 Earned Income Tax Credit 3 Volunteer Income Tax Assistance 4 Individual Development Accounts 7 of 83 UWMD CIG RFP

8 Health Impact Area Goal Strategy Community Metric Access to Care Physical Health: Expand the number of individuals and children insured and that have access to physical, vision, dental, and nonemergency care. Increase the number of individuals and children insured. Increase access to physical, vision, dental, and non-emergency care. Access to Care Mental Health: Expand the number of individuals and children that have access to mental health and behavioral health care. Increase access to mental health and behavioral health care. HEALTH Improve health and quality of life across the UWMD region. Preventive Care: Focus on prevention and early intervention through screening and monitoring. Healthy Behaviors: Promote healthy lifestyles through health information, education and programming. Obesity: Focus on prevention and early intervention of adult and childhood obesity. Substance Abuse: Decrease the use of illicit drugs and alcohol by adults and children. Family Violence, Child & Elder Abuse: Decrease the incidents of family violence, child abuse, and elder abuse. Increase the percentage of children that have well-child visits in their first six years of life. Increase the percentage of mothers that receive prenatal and perinatal care. Decrease the percentage of individuals that are overweight and medically obese. Decrease the percentage of individuals that have used illicit drugs and alcohol within the past month. Decrease the incidents of family violence, child abuse, and elder abuse. 8 of 83 UWMD CIG RFP

9 BASIC NEEDS The Basic Needs Area is not part of the Community Impact Grants process. Organizations interested in applying for funds in the Basic Needs Area must refer to the Basic Needs Request for Proposals. The Basic Needs process will follow a different timeline than the Community Impact Grants process. Please contact Nissy New if you have any questions pertaining to Basic Needs at nnew@unitedwaydallas.org or ADVOCACY UWMD believes that advocacy is a tool for achieving measurable results in the areas of Education, Income, and Health. Stand-alone proposals for advocacy, public policy, or public awareness efforts or programs are encouraged. A stand-alone advocacy proposal must apply in the specific strategy area that best aligns with the proposal. Advocacy efforts can also be presented as secondary activities within proposals that center on direct service provision. It is strongly encouraged that organizations interested in submitting an advocacy proposal make an appointment with the appropriate Director of Community Impact Grants and utilize the draft review option. In addition, the Annie E Casey Foundation s A Guide to Measuring Advocacy and Policy is an excellent resource for developing objectives and evaluation plans. It is strongly encouraged that this resource be used as part of the proposal writing process. For advocacy proposals, organizations need to include the following information in applicable sections and logic model: A history of the program s advocacy efforts, as well as successes and lessons learned Clear descriptions of what needs to be changed, who will be responsible for making the change, and when the results will be delivered Strategies involved, such as lobbying, social marketing, community organizing, or other tactics Activities and efforts to engage advocates, elected officials, formal and informal coalitions, media, online networks, and/or other key audiences Message to each audience group, including content/idea, the messenger, format, etc. Specific program goals (i.e. getting an issue included in interim changes, obtaining co-sponsors for a bill, adding allies to a coalition, obtaining letters/stories from grassroots supporters, recruiting a certain number of advocates, etc.) The roles and activities for both program staff and volunteers/advocates Clear explanation of the value or expected impact of the policy change 9 of 83 UWMD CIG RFP

10 PERCENTAGES OF FUNDING AVAILABLE BY IMPACT AREA AND STRATEGY UWMD collaborated with the Institute for Urban Policy Research at University of Texas at Dallas to determine the percentage of the Community Fund that each Strategy Panel should receive. Percentages take into account the cost of creating long-term impact as well as existing nonprofit capacity in each area. While the percentages are set, the dollar amounts will fluctuate depending on the size of the overall Community Fund. The dollar amounts listed in the Estimated Dollar Amount column reflect the best estimate of available dollars based on the most recent Community Fund total. Impact Areas Percentage of Community Fund Estimated Dollar Amount Education Impact Area 34.5% $6,771,367 Income Impact Area 25.3% $4,952,194 Health Impact Area 32.5% $6,367,106 Basic Needs 7.7% $1,515,978 Total 100% $19,606,645 Impact Areas / Strategy Panels Percentage of Impact Area Estimated Dollar Amount Education Impact Area Parents & Mentors 19% $1,286,560 Early Childhood 27% $1,828,269 Afterschool & Summer 23% $1,557,414 Math & Science 12% $812,564 College & Career 19% $1,286,560 Total 100% $6,771,367 Income Impact Area Workforce Development 67% $3,317,970 Financial Capability 33% $1,634,224 Total 100% $4,952,194 Health Impact Area Access to Care Physical Health 30% $1,910,132 Access to Care Mental Health 20% $1,273,421 Preventive Care 11% $700,382 Healthy Behaviors - Obesity 8% $509,368 Healthy Behaviors - Substance Abuse 13% $827,724 Healthy Behaviors - Family Violence 18% $1,146,079 Total 100% $6,367, of 83 UWMD CIG RFP

11 COMMUNITY IMPACT GRANTS PROCESS OVERVIEW OF PROCESS There are seven steps in the Community Impact Grants process: 1) Stewardship Review 2) Proposal Compliance Review 3) Vetting Committee Review 4) Panel Proposal Evaluation 5) Panel Site Visit Evaluation 6) Panel Funding Recommendation 7) Funding Approval The process begins with the Stewardship Review to determine whether or not an organization is eligible to apply for funding. After Stewardship is completed and proposals are submitted for review, each proposal is evaluated, first by UWMD staff and then by a Panel of community volunteers. Programs that pass the initial reviews and are awarded Site Visits are eligible to receive a funding recommendation from the Panel. Funding recommendations must go through an approval process before being finalized. All programs are evaluated using standardized tools that measure the relative strength of both the proposal and site visit. Successful programs will demonstrate a connection between program goals and the community s 10-year goals, effective programming and evaluation efforts, and access to the resources necessary to achieve high impact. Final funding decisions cannot be appealed. Each of the above steps is clearly described below. 1) Stewardship Review - Please note that the Stewardship packet has a separate due date from the grant application. For Organizations Not Funded in the Community Impact Grant Process or Basic Needs Grant Process The Stewardship Review will occur before the grant application is due. This is to ensure that all Stewardship decisions will be finalized and communicated before the grant application deadline. A review of the Stewardship documents will be completed by UWMD staff in order to ensure the organization s financial health. Please see the Stewardship Staff Review Form (page 79) for a complete list of items to be reviewed during this process. Please note that if any of the non-shaded areas of the Review Form are marked no, your organization may be removed from the application process and notified with an explanation of the decision. If one of the shaded areas of the Review Form is marked no, your Stewardship documents will be moved to a volunteer panel of Certified Public Accountants (CPAs) for further review. The volunteer CPAs will then review your entire Stewardship Packet and decide if your organization passes the Stewardship process. Applying organizations not currently funded through the Community Impact Grant Process or Basic Needs Grant Process must submit the Stewardship packet electronically via e-cimpact on Thursday, October 1, 2015 by 4:00 pm. 11 of 83 UWMD CIG RFP

12 If your organization does not pass the Stewardship Review, you will be notified of this decision via correspondence in October and your organization will not be eligible to submit grant applications during the funding cycle. For Organizations Currently Funded in the Community Impact Grant Process Applying organizations currently funded through the Community Impact Grant Process or Basic Needs Grant Process must submit the Stewardship packet as scheduled via e- CImpact on Thursday, December 31, 2015 by 4:00 pm. If your organization does not pass the Stewardship Review, you will be notified of this decision via correspondence in January and your organization will not be eligible to continue in the funding cycle. Please see the Stewardship Checklist (page 81), for a complete list of required documents. 2) Proposal Compliance Review The yes/no questions listed below will be assessed by UWMD staff in order to ensure proposal compliance. If a proposal receives a no to any of these questions, it may be removed from the process and the applying organization will be notified via in December There is no appeals process. 1. Was the organization application packet submitted on time? 2. Did the organization submit their annual UWMD report on time (if previously funded, must have been submitted via e-cimpact by July 24 th, Contact Gene Putnam if you have questions)? 3. Was the program proposal complete (including all required sections and attachments)? 4. Did the organization pass the Stewardship Review? 12 of 83 UWMD CIG RFP

13 3) Vetting Committee Review Once passing the Compliance Review, all proposals will be reviewed and scored by the appropriate UWMD Director of Community Impact Grants using the Scoring Rubric presented in the Impact Area supplement sections. The proposal is divided into three major scored sections which are listed below in Figure 1. Figure 1: Program Proposal Evaluation Scoring Program Narrative Evaluation Narrative Proposal Score 70 points Budget Proposals with scores of 48 or lower (below 70%) may be reviewed by the Vetting Committee. The Vetting Committee consists of both Co-Chairs of each Strategy Panel within the appropriate Impact Area, the Chair of the Community Impact Committee and the appropriate Director of Community Impact Grants. The Vetting Committee members will review and discuss each low scoring proposal and make a decision on whether to remove it from the funding process or allow it to advance to the Panel Proposal Evaluation. If a proposal is removed by the Vetting Committee it will be eliminated from the process and the applying organization will receive detailed feedback explaining the decision via in January There is no appeals process. 4) Panel Proposal Evaluation Proposals that advance past the Vetting Committee will be reviewed and scored by all members of the relevant Strategy Panel using the Scoring Rubric presented in the Impact Area Supplement sections. Each Strategy Panel consists of 8-15 Panel volunteers (including both Co-Chairs) and UWMD staff. The proposal will receive a score for each proposal section that reflects the average score from Strategy Panel members. Throughout the review process, Panel volunteers are trained to use the Best Investment Criteria to make their decisions. When comparing programs in a particular Strategy Panel, Best Investment refers to the programs that most clearly demonstrate: ALIGNMENT: Connection between program goals, UWMD Strategy Panel metric(s), and Impact Area goal 13 of 83 UWMD CIG RFP

14 IMPACT: Effectiveness of programming as reflected by evaluation efforts and outcomes RESOURCES: Access to the resources (staff, experience, financial, etc.) to successfully implement the program Strategy Panels convene at the Initial Panel Meetings to discuss average proposal scores and Best Investment criteria in an effort to determine which programs will receive Site Visits and which programs will be removed from the process. If a proposal is removed at the Initial Panel Meeting, it will be removed from the process and the applying organization will receive detailed feedback explaining the decision via in February There is no appeals process. Over the course of the Initial Panel Meeting, UWMD staff will capture key questions raised by the Strategy Panel. Such key questions will be communicated to the appropriate Program Contact Person if a Site Visit is awarded. This will allow program staff the ability to directly respond to key questions raised by the Strategy Panel. 5) Panel Site Visit Evaluation a. Scheduling Those programs awarded a Site Visit at the Initial Panel Meeting will be contacted by UWMD staff. UWMD staff will then coordinate with organization staff to make arrangements for that Site Visit (schedule/location/directions). The Site Visit Schedule has been set for each Strategy Panel and can be viewed on page 82. Receiving this schedule now will enable organizations to make the necessary arrangements to be able to present on the dates listed. Please mark each date on your calendar now to ensure that you will be available on the date chosen for your program Site Visit. Morning Site Visits will be scheduled between 8:30 a.m. 12:30 p.m. and afternoon Site Visits will be scheduled between 1:00 p.m. 5:00 p.m. Organizations have two opportunities to notify UWMD if they have a time conflict with a given Site Visit date: 1. Organizations can indicate the time conflict in their e-cimpact Online Program Proposal in the question that asks From Site Visit Schedule, Days/Times UNAVAILABLE for Site Visit (page 30). Please also indicate in this section which other Panels you have applied to so that UWMD staff can effectively coordinate Site Visits. 2. After the Submission Deadline, organizations have until January 1, 2016 to notify Rosemary Grougnet (rgrougnet@unitedwaydallas.org) if there are dates/times that are unavailable to a Panel for a Site Visit. After the January 1, 2016 deadline, if the time conflict has not been disclosed to UWMD the organization must accept the Site Visit that has been scheduled by UWMD staff. For the full Site Visit Schedule, reference the Grant Panel Site Visit Schedule (page 82). Organizations need to indicate where they will host their Site Visit on the Program Request Summary page of the e-cimpact Online Grant Application. Please use the question that states Preferred Location of Site Visit (page 30) to provide UWMD with the name of the 14 of 83 UWMD CIG RFP

15 site where you will hold your Site Visit, the full address, emergency contact person, as well as (and most importantly) any special directions or landmarks to assist volunteers in finding your location. Organizations have the option of presenting their Site Visit at their program location or the United Way of Metropolitan Dallas office at 1800 N. Lamar Dallas, TX If an organization chooses to have their Site Visit at the UWMD office, please contact Rosemary Grougnet to coordinate the room reservation and audio/visual resources needed. After the Site Visit is scheduled, UWMD staff will send a list of the specific questions that were raised by the Panel at the Initial Panel Meeting. This will allow program staff the ability to specifically respond to key questions at the Site Visit. b. Content The programs that receive a Site Visit are encouraged to include the following items during a Site Visit presentation: Review of key program activities Review of key outcomes and evidence of impact Responses to Panel questions sent prior to the Site Visit Content that helps the Panel experience or understand the program The total Site Visit is not to exceed 45 minutes. The organization will have the first 25 minutes to give a formal presentation. The remaining 20 minutes are reserved for volunteer questions. In the event that the Panel does not use the full 20 minutes for Q&A, the Panel will give that time back to the organization to use at their discretion. The Site Visit is an opportunity for the Panel to gain a deeper understanding of the proposed program. It is also the only opportunity available for the organization to share new information about the proposed program and provide answers to pertinent questions posed by the Panel. It is recommended and highly encouraged that the following organization staff be in attendance to help present material and answer questions that the Panel may have: President, Program staff, Grant Writer and Finance staff. For more detailed feedback on hosting a site visit please see the Non-Profit Toolkit section of our website. 15 of 83 UWMD CIG RFP

16 c. Evaluation Site Visit scores will be determined using a tier-ranking system. Volunteers and UWMD staff will organize all programs that received a Site Visit into three tiers defined below in Figure 2: Figure 2: Tier Rankings Defined Tier 3 Top Tier (30 points) Programs that most clearly satisfy Best Investment critera Tier 2 Tier 1 Middle Tier (20 points) Programs that may satisfy aspects of Best Investment criteria, but to a lesser extent than Tier 3 programs. Bottom Tier (10 points) Programs that may satisfy aspects of Best Investment criteria, but to a lesser extent than Tier 2 and Tier 3 programs. Volunteers and UWMD staff must maintain an equal distribution of programs across each tier per panel. Each volunteer and UWMD staff member will only be permitted to rank a program if they attended the program s Site Visit. Volunteers who miss more than 50% of the scheduled Site Visits will not be allowed to rank any programs under consideration. Once all evaluations are complete, each program will have an average tier ranking between 10 and 30 (illustrated in Figure 3). Figure 3: Site Visit Score Determination Average Tier Rank Site Visit Score 16 of 83 UWMD CIG RFP

17 6) Panel Funding Recommendation Strategy Panels convene at the Final Deliberations Meeting in order to develop funding recommendations for each program under consideration. UWMD staff will present an initial set of funding recommendations that are based on overall application score (Figure 4). Panel volunteers will then discuss the overall application scores and Best Investment criteria, adjust funding levels where necessary, and approve final funding recommendations. Figure 4: Overall Scoring Breakdown Proposal Score 70 points Site Visit Score 30 points Overall Application Score 100 points 7) Funding Approval The final funding recommendations of each Panel will be reviewed, possibly modified, and then ratified by the UWMD Community Impact Committee (CIC), and the UWMD Board of Directors. The decision of the Board is final. There is no appeals process. The UWMD Board will approve final funding amounts in June Funding decisions and detailed feedback explaining the funding decisions will be promptly communicated to each organization via e- mail. Changes in Reported Information If reported information changes during the Community Impact Grants Process (after submission of the application, but before funding has been awarded), the organization must submit written (preferably via ) notification to UWMD immediately after the organization becomes aware of the change that explains: what the change has been, why the change was made, and what the effect of the change is on the program/proposal. Please direct such communication to the appropriate Director of Community Impact Grants (see staff contact list on page 6). 17 of 83 UWMD CIG RFP

18 If reported information changes after the proposal has been funded (after the grant has been awarded and organization has started to receive funding), the organization must submit notification to UWMD within 30 days after the organization becomes aware of the change that explains: what the change has been, why the change was made, and what the effect of the change is on the program. Please direct such communication to Ashley Brundage, Senior Vice President (see staff contact list on page 6). Unrestricted Funding UWMD allows up to 10% of the total program award amount to be used as unrestricted funding throughout the organization. For instance, if an organization was awarded $100,000, then up to $10,000 can be used for unrestricted funding and $90,000 must be used for program costs as detailed in the proposal budget. This will be allowed on each award received. Monitoring All programs that are awarded funding will be required to track and report outcomes results to UWMD every six months. UWMD staff and Panel volunteers will utilize the information in the six-month reports to determine whether or not each program is exceeding, meeting, or falling below expectations outlined in the original grant proposal. The Panel will conduct a Site Visit in order to learn more about the reported outcomes results. Panel Site Visits will be conducted during the spring of each funding year. 18 of 83 UWMD CIG RFP

19 e-cimpact ONLINE APPLICATION SYSTEM Community Impact Grant Applications, Program Proposals and Stewardship Packets must be submitted through e-cimpact, an online grant application system. Organizations new to the United Way system must register online, and create an e-cimpact account. Current United Way Service Providers can simply login to their existing e-cimpact account. If there is a discrepancy in language between this RFP and e-cimpact, default to the language used in this RFP. LOGGING INTO e-cimpact Service Providers new to the United Way system can create an e-cimpact account from the United Way of Metropolitan Dallas webpage: Go to or you may use this direct link to the Service Provider login screen: Under For Non-Profits at the bottom of the UWMD homepage, select e-cimpact Service Provider Login Select Click here to create a new e-cimpact account Organizations that are already United Way Service Providers can simply login to their existing e-cimpact webpage. SUBMITTING AN ORGANIZATION APPLICATION 1) Login to your e-cimpact account (using your username and password). 2) Submit your 2015 Stewardship Packet (complete Stewardship forms, attach Stewardship documents, and submit the Stewardship form packet). 3) Complete and submit all Community Impact Grant program proposal(s) (complete grant forms & attachments, and submit the application). More detailed e-cimpact instructions are provided in this RFP (page 74) and will be provided at the scheduled Stewardship & RFP Orientation (page 20 for more details). We have also included a list of Frequently Asked Questions about e-cimpact on page 77. If, after reviewing both of these documents, you still have questions regarding how to navigate e-cimpact, contact Gene Putnam, or gputnam@unitedwaydallas.org. Also, always check the Resource Center on the e- CImpact website for more information. 19 of 83 UWMD CIG RFP

20 TIMELINE RFP RELEASE Thursday, September 3, 2015 STEWARDSHIP & RFP ORIENTATION SESSIONS Stewardship and RFP Orientation is optional but highly encouraged. Space is limited and a RSVP is required to attend. Please RSVP online at prior to the session. You will be required to RSVP for each person attending. Due to audience size limitations, please carefully consider the number of relevant staff who need to attend. These dates will close when seating is full, so please RSVP as soon as possible. Please bring your own copy of the RFP to the meeting. Copies will not be provided. Friday, September 4, 2015 Friday, September 4, 2015 (Morning session) (Afternoon session) 8:30 am 11:30 am 1:00 pm 4:00 pm United Way of Metropolitan Dallas United Way of Metropolitan Dallas Citigroup Board Room Citigroup Board Room 1800 N. Lamar Street 1800 N. Lamar Street Dallas, TX Dallas, TX Tuesday, September 8, 2015 Tuesday, September 8, 2015 (Morning session) (Afternoon session) 8:30 am 11:30 am 1:00 pm 4:00 pm United Way of Metropolitan Dallas United Way of Metropolitan Dallas Citigroup Board Room Citigroup Board Room 1800 N. Lamar Street 1800 N. Lamar Street Dallas, TX Dallas, TX Wednesday, September 9, 2015 Wednesday, September 9, 2015 (Morning session) (Afternoon session) 8:30 am 11:30 am 1:00 4:00 pm United Way Metropolitan Dallas United Way of Metropolitan Dallas Citigroup Board Room Citigroup Board Room 1800 N. Lamar Street 1800 N. Lamar Street Dallas, TX Dallas, TX of 83 UWMD CIG RFP

21 STEWARDSHIP DEADLINE For Organizations Not Funded in the Community Impact Grant Process or Basic Needs Grant Process Applying organizations not currently funded through the Community Impact Grant Process or Basic Needs Grant Process must submit the Stewardship packet electronically via e-cimpact on Thursday, October 1, 2015 by 4:00 pm. For Organizations Currently Funded in the Community Impact Grant Process or Basic Needs Grant Process Applying organizations currently funded through the Community Impact Grant Process or Basic Needs Grant Process must submit the Stewardship packet as scheduled via e-cimpact on Thursday, December 31, 2015 by 4:00 pm. APPLICATION DRAFT REVIEW UWMD Directors of Community Impact Grants (see staff contact list on page 6) will read, review and provide feedback on proposal drafts received prior to October 1, 2015 at 4:00 pm. Drafts will be reviewed on a first come, first served basis by the appropriate United Way staff. Any drafts received after the draft deadline will be reviewed if time permits. To submit a draft review for a program requesting funding, send an to the relevant Director of Community Impact Grant with your draft and program logic model attached. To ensure that United Way staff receive your draft review, please use the subject line RFP Draft Review Agency Name Program Name. *A draft review is meant to provide assistance in completing a grant application. A draft review does not guarantee funding. Comments or feedback made by United Way staff can be used as an organization chooses. PROPOSAL SUBMISSION DEADLINES Complete Application Packets (online via e-cimpact) must be submitted to UWMD by 4:00 pm on Monday, November 9, Complete Application Packets (hard copies - 3 per proposal) must be submitted to UWMD by 4:00 pm on Friday, November 13, VOLUNTEER PANEL PROCESS Volunteer Grant Panels will begin Initial Panel Meetings in February Site Visits will be held at various times from February through April 2016 as outlined on the Site Visit Schedules page. Grant Panels will begin Final Deliberation Meetings in April and the approval process will continue throughout May and into June Final Approval will occur in June Funding decisions are final and there is no appeals process. 21 of 83 UWMD CIG RFP

22 FUNDING PERIOD Funding will begin on July 1, 2016 and extend through June 30, The funding award will be formally renewed on an annual basis on July 1, 2017, and July 1, 2018, and is subject to change depending on Stewardship, program performance and the amount of funding available. 22 of 83 UWMD CIG RFP

23 SUBMISSION COMPLIANCE REQUIREMENTS Failure to comply fully with the following two requirements will result in a proposal being removed from consideration: 1) On-Time 2) Complete ON TIME Stewardship Packet For Organizations Not Funded in the Community Impact Grant Process or Basic Needs Grant Process Applying organizations not currently funded through the Community Impact Grant Process or Basic Needs Grant Process must submit the Stewardship packet electronically via e-cimpact on Thursday, October 1, 2015 by 4:00 pm. For Organizations Currently Funded in the Community Impact Grant Process or Basic Needs Grant Process Applying organizations currently funded through the Community Impact Grant process or Basic Needs Grants Process must submit the Stewardship packet electronically as scheduled via e-cimpact on Thursday, December 31, 2015 by 4:00 pm. Community Impact Grants The deadline for receipt of electronic submissions (via e-cimpact) of all Complete Organization Application Packets is 4:00 p.m., Monday, November 9, All submissions are time stamped by the e-cimpact Online Application System. Organizations have the option of hand delivering or mailing hardcopies of Complete Organization Application Packets to: Mark Pollack United Way of Metropolitan Dallas 1800 N. Lamar Street Dallas, TX Whether you submit your Organization Application Packet in person or through the mail, we must receive your hardcopy materials no later than 4:00 p.m., Friday, November 13, 2015 in order for your Complete Application Packet to be submitted on time. Hand delivered Application Packets can 23 of 83 UWMD CIG RFP

24 be dropped off at the 5 th floor reception desk at the UWMD office on 1800 N. Lamar St. Dallas, TX COMPLETE A complete ORGANIZATION APPLICATION PACKET will contain the following elements: 1) ONE (1) copy of the Approval & e-signature Form 2) THREE (3) copies of EACH Program Proposal (see below for complete program proposal instructions) being submitted for funding (i.e. If you submit 5 program proposals for funding you will turn in 15 hardcopies total, three for each program proposal) NOTE: The following instructions should be followed in order to ensure proper formatting: 3) Please BINDER CLIP each complete program proposal together so that you have THREE (3) separate and complete packets ready for submission. 4) All hardcopies must be THREE HOLE PUNCHED. 5) While not required, UWMD highly encourages you to print your application packets DOUBLED SIDED in order to save on printing costs and paper. 6) All hardcopies must be printed in LARGE FONT PDF from e-cimpact. A complete PROGRAM PROPOSAL will contain the following elements: 1) Program Request Summary Form 2) Program Narrative Form 3) Number of Unduplicated Clients Chart 4) Logic Model printed in landscape, diagram form include a Logic Model copy in each program proposal copy. This must be done manually. See page 75 for e-cimpact printing instructions. 5) Measurement Tool(s) include a copy of each measurement tool (and scoring key, if applicable) in each program proposal copy. This must be done manually. See page 75 for printing instructions. 6) Program Budget Form 7) Program Budget Narrative 8) Evaluation Narrative Form (Education and Health Programs Only) 9) Education, Income, or Health Supplement UWMD encourages you to save each of your organization s applications for your records. Please print out the exact versions of the documents that you submitted/uploaded through the e-cimpact System when you turn in or mail your hardcopies of the organization application Packet. Please make sure the hardcopies of all materials you submit match the electronic versions to avoid any discrepancies. If there is a discrepancy, the electronic copy will govern. ALLOCATION ACCEPTANCE If the proposal is selected for United Way Allocations either partially or fully the Service Provider will receive the following documents via in June of 2016: 24 of 83 UWMD CIG RFP

25 Allocation Letter Proposal Feedback Form Service Provider Contract By executing the Service Provider Contract via DocuSign, the Service Provider accepts all United Way allocations as awarded in the United Way Allocation Letter. In order for the Service Provider to receive the awarded funds, the Service Provider must agree to all United Way requirements for the accepted United Way funding, as outlined in the Service Provider Contract. The Contract must be electronically signed and dated by both the Service Provider's President/CEO and Board Chair. In the following situations, a letter must be submitted to United Way outlining the reasons for changes or declined funding: 1. If any program requires material changes as a result of the level of funding awarded. Changes to the program and continued funding of the program are subject to the approval of the UWMD Community Impact Committee. 2. If the Service Provider elects to decline funding for a program. Letters communicating material changes or declined funding should be addressed to: Ashley Brundage United Way of Metropolitan Dallas 1800 N. Lamar St. Dallas, TX of 83 UWMD CIG RFP

26 COMMUNITY IMPACT GRANT APPLICATION Below are directions on how to complete each section of the application. This document cannot be submitted as your official Grant Application. All Grant Applications must be submitted online via e- CImpact and then submitted in hard copy form. NOTE: Microsoft Word character counts are not equal to e-cimpact character counts. If copying and pasting content into e-cimpact, double-check for errors that may arise from this discrepancy, or type all final content directly into e-cimpact. APPROVAL & e-signature FORM: COMMUNITY IMPACT GRANTS An e-signature is required from the service provider President/CEO and Board Chair verifying that they have reviewed and approved the entire organization application packet, including all program proposals, before submission to United Way. This form only needs to be submitted once per organization application packet. 1. President/CEO This organization application packet, including all program proposals, has been reviewed and approved by the President/CEO. By typing your name here, you, the President/CEO, are e-signing a contract verifying that you have reviewed and approved the entire organization application packet. Review & approval date: Click here to enter a date. President/CEO name (150 Characters): 2. Board Chair This organization application packet, including all program proposals, has been reviewed and approved by the Board Chair. By typing your name here, you, the Board Chair, are e-signing a contract verifying that you have reviewed and approved the entire organization application packet. Review & approval date: Click here to enter a date. Board Chair name (150 Characters): 26 of 83 UWMD CIG RFP

27 PROGRAM REQUEST SUMMARY FORM Complete this form with reference to the proposed program being submitted for funding only. This form will need to be completed for each program being submitted for funding. All blanks must be filled in. Do not answer with not applicable unless question specifies if applicable. If a question is not applicable to the proposed program, please explain why. Each of the following questions is allotted 150 characters unless otherwise indicated. 1. Organization Contact Information Legal Name of Organization: Doing Business As (if applicable): Mailing Address: City: State: Zip Code: Phone: Fax Number: Organization Website: EIN: Agency Mission Statement (300 Characters): Type of organization: Please indicate what type of organization this is (i.e. human service provider, chamber of commerce, university, church, etc.) Did this organization run a United Way campaign during the funding year? Yes No 2. CEO or Executive Director Contact Information This person cannot be the same as the Board Chair. Salutation: (Mr./Ms./Mrs./Dr.) 27 of 83 UWMD CIG RFP

28 Title: First Name: Last Name: Phone: 3. Board Chair Contact Information Please enter contact information for the Board Chair who will serve in JUNE This person cannot be the same as the CEO/President or the Program Contact. Salutation: (Mr./Ms./Mrs./Dr.) Company: Title: First Name: Last Name: Phone: Address: City: State: Zip Code: 4. Program Contact Information Please enter the contact information for the person who will be responsible for handling all communication specific to this particular program proposal. This person cannot be the same as the Board Chair or CEO/Executive Director. Salutation: (Mr./Ms./Mrs./Dr.) 28 of 83 UWMD CIG RFP

29 Title: First Name: Last Name: Phone: 5. Program Request Summary a. Program Name: Please indicate the name of the proposed program being submitted for funding. b. Number of years the proposed program has been in operation: c. Impact Area: Choose as item. Select the Impact Area (pages 7-8) that the proposed program is being submitted under and will be addressing a Strategy within. d. Strategy Area: Choose an item. Select the Strategy Area (pages 7-8) that the proposed program is addressing. The Strategy Area must align with the Impact Area selected in 6c. e. Metric(s) Addressing (600 Characters): Please list which metric(s) align(s) with the outcomes of the proposed program. The metric(s) selected must align with the Strategy selected in 6d. f. Request Amount: Please indicate the annual dollar amount being requested to fund the proposed program for each of the next three funding years. Do NOT include a combined three-year funding request. There is no minimum or maximum request amount. Please round to the nearest whole dollar. g. Program Summary (500 Characters): Please share the goal of the proposed program and include a brief list of key program activities and outcomes. This answer will be included on the grant portfolio section of the United Way website. 29 of 83 UWMD CIG RFP

30 h. What is the Geographic Area Served? (300 Characters): Do you have a specific geographic service area for the program? If yes, please describe what the area is. i. What is the Target Population? (300 Characters): Please provide a brief summary of the target population served by the proposed program. j. Preferred location of Site Visit (300 Characters): Please provide the name of the location, full address, parking instructions, and any special directions or landmarks. k. From Site Visit Schedule, Days/Times UNAVAILABLE for Site Visit (300 Characters): Please refer to the Site Visit Schedule and indicate here which dates/times you are unavailable for a Site Visit. It will be assumed that, unless otherwise indicated here, you are available for a Site Visit on all dates and times listed for the Strategy Area the proposed program is being submitted to. If you have submitted an application to more than one Strategy Area, be sure to indicate that here as well. l. Name and phone number of person to contact DURING the site visit in case of emergency: Name: Phone Number: This person should be someone that will be at the Site Visit with a cell phone OR able to reach someone at the Site Visit with a cell phone. This is in case the Panel is running late, lost or had some sort of emergency arise. Please include name and cell phone number. 30 of 83 UWMD CIG RFP