2017 Letter of Intent and Request for Proposal Instructions

Transcription

1 2017 Letter of Intent and Request for Proposal Instructions

2 Table of Contents Agency Eligibility Requirements 4 Community Investment Schedule 5 Letter of Intent Guidance 6 Funding Areas 7 Workforce Request for Proposal 8 Youth Development Request for Proposal 10 Partner Provider Agreement 13 2 Letter of Intent and Request for Proposal Instructions

3 Thank you for your interest in becoming a Partner Provider of United Way of Wayne and Holmes Counties (UWWH). The purpose of this document is to establish the guidelines and criteria by which organizations can apply to become a Partner Provider. New Partner Provider admission decisions are made at the sole discretion of the United Way Board of Trustees. Organizations are considered Partner Providers with UWWH immediately upon Board funding approval in March of the application year and are required to sign and adhere to the Partner Provider Agreement between the organization and United Way. Organizations are able to apply to both the Request for Proposal and Funding Areas by submitting a Letter of Intent(s) for each program request. Each program of a Partner is only eligible to apply for funding from either a Funding Area or a Request for Proposal. Programs cannot apply to both the Request for Proposal and Funding Areas. See pages 7-10 of this document for Funding Area and RFP details. Please read the following information to determine that your organization meets all requirements prior to submitting the Letter of Intent. 3 Letter of Intent and Request for Proposal Instructions

4 Agency Eligibility Requirements To be eligible for funding by United Way, Partner Providers must meet ALL of the following criteria: 1. Be an organization meeting one of the following criteria: a. A 501(c)3 nonprofit currently registered with the Secretary of State of Ohio. b. A governmental organization, such as a public education institution voluntary associations, faith based community. 2. Run by a volunteer Board of Directors, none of whom receives any remuneration from the Partner Provider. 3. Have provided services in Wayne/Holmes area for at least two years. 4. Establish that it is performing a needed service to the community not being provided by any other Partner Provider. 5. Execute Partner Provider Agreement with United Way of Wayne and Holmes Counties. Partner Provider Agreement is available at uwwh.org. 6. Have measurable goals and agree to undergo periodic program assessment by United Way of Wayne and Holmes Counties. 7. Adhere to the United Way Black Out Period, August 15-October 31, by conducting supplemental fundraising endeavors outside of the Black Out Period. 8. Agree to lend strength to United Way through support of its campaign and through publicity of its United Way affiliation. 9. For Partner Providers applying to either Request for Proposal, a Memorandum of Understanding (MOU) will be required. This MOU describes cooperation expectations across the Partner Providers. 4 Letter of Intent and Request for Proposal Instructions

5 Community Investment Schedule Letter of Intent is released December 16, 2016 Letter of Intent is due January 4, 2017 Notifications of LOI acceptance January 6, 2017 Agency applications due February 3, 2017 All documents must be submitted by the stated deadlines. Late submissions will not be accepted. 5 Letter of Intent and Request for Proposal Instructions

6 Letter of Intent Guidance & Instruction Despite all the money raised and all of the services we and others provide, many problems in our community are growing. To address these issues, United Way is responding to calls for a new approach to address local human service needs. This approach is focused on mobilizing diverse people and resources through partnerships that go beyond the dollars pledged through the annual campaign and the programs those dollars support. Our community and Partner Providers will include schools, government, businesses, voluntary associations, the faith-based community, and others working together to change the conditions leading to poverty and improve the lives not just of program clients, but for the entire community as well. For its investments, United Way seeks to: Partner with organizations with strong leadership, staff, evaluation and financial capacity; Focus and leverage resources; Invest in evidence-based best practices; Reward cooperation/collaboration; Measure results more frequently; and Encourage participation in Get Connected, Bridges Out of Poverty and our Annual Campaign. The Community Impact Grant cycle is a two-step process: Step One: Submission of a Letter of Intent (LOI). LOIs will be reviewed by members of United Way Board and staff who will select the most promising proposals to proceed in the process. Step Two: Programs who are accepted following the Letter of Intent will be invited to submit a Grant Application. Please note that an invitation to submit a Grant Application does not guarantee funding. All nonprofit organizations whose program(s) aligns with the UWWH Funding Areas or a Request for Proposal, and serve Wayne or Holmes County residents, are eligible to submit a Letter of Intent (LOI) for the funding process. The Letter of Intent is due January 4, Notice of invitation to proceed/not proceed with Grant Application will be ed to agency Executives by January 10, IMPORTANT! All Letter of Intent forms must be submitted by with the subject line Community Impact LOI to Kyle Putinski at Kyle@uwwh.org. All submissions must be pdf files: 1. The completed LOI form (Saved as: Name of Organization_LOI ). 2. Please do not submit materials in addition to those requested 6 Letter of Intent and Request for Proposal Instructions

7 Funding Areas United Way of Wayne and Holmes Counties has identified areas of need in the community. The following areas have been identified for the grant cycle. All programs should serve individuals 200% of poverty or below. 1.) Core Emergency- Providing a safety net to our community. 1. Combating Food Insecurity 2. Providing Emergency Shelter 3. Administer assistance with Utilities, Rent, Housing and Legal Services 4. Provide Domestic Violence Shelter and Support services 2.) Health- Health refers to programs that address prevention, treatment and resolution of adverse behavioral conditions across all generations 1. Access to healthcare 2. Substance abuse treatment, support and counseling 3. Providing access to reproductive health 4. Providing mental health care and support services 3.) Early Childhood Education-Education is defined as preschool preparation 1. Programs that will ensure children are ready for kindergarten Focus Areas 1.) Workforce Development 2.) Youth Development Community Investment Grants are for one-year. Notification of awards will be given by March 25, Letter of Intent and Request for Proposal Instructions

8 8 Letter of Intent and Request for Proposal Instructions Workforce Development Focus Area Request for Proposal December 2016 Target Goal: Acquire, Upgrade and Retain Employment for 40 Individuals in Wayne and Holmes Counties. Target Population: At-Risk Employees, 25+ Ready, Willing and Able, Underemployed What do we want to accomplish? 1. Upgrade Employment of the Underemployed Required strategies: Use of a Life Mentor Individual Development Plan for each Program Participant Encouraged to include a minimum of these strategies Education and Skill Building Courses Coaching and Mentoring Reduce Barriers to Engage Target Population Examples include: Rent Assistance Transportation Assistance Crisis Assistance Job Readiness Items: Uniform, Shoes, Safety Equipment, Obtaining Official Documents, Clothing Indicators: 1.1 # of working individuals receiving and utilizing referrals from Life Mentors for community based service to reduce employment barriers 1.2 # of individuals attaining credentials for job readiness and advancement 1.3 # of individuals with growth in wages and earned income 1.4 # of working individuals receiving and utilizing referrals from Life Mentors for community-based service to reduce employment barriers 1.5 # of individuals reducing barriers on their Individual Development Plan 2. Decrease Preventable Job Loss Recommended strategies Coaching Employers to attract and retain quality employees Soft skill development Reduce Barriers to Engage Target Population Indicators: 2.1 # of working individuals utilizing Life Mentors to retain employment 2.2 # of referrals from employers to work with Life Mentors 2.3 # of individuals who have shown increased knowledge of soft skills. 2.4 # of individuals reducing barriers on their Individual Development Plan

9 (Workforce Development RFP, continued) 3. Address Educational & Skill Barriers for high barrier populations Recommended strategies GED Classes Empowerment Classes Reduce Barriers to engage the population Indicator: 2.4 # of individuals attaining basic credentials and skills to become job ready. 2.5 # of individuals reducing barriers on their Individual Development Plan Life Mentors achieves these goals: Develops Strength-Based Relationships with Program Participants Connect Program Participants to Community Resources Guide Program Participants through the process of success planning Key elements of a Life Mentor include: Family Success Coaching Develop strength-based relationships with individuals and/or families. Review client assessments and guide clients in developing Individualized Development Plans. Guide clients as they connect with community resources. Advocate for members in order to ensure that they receive adequate support and quality service. Motivate and empower families to obtain goals established in Individual Development Plans. Encourage family responsibility and accountability. Visit community agencies, attend meetings and confer with other Life Mentors to become informed concerning community resources for families. Data Management Collect information from families, maintain case records, manage data, and correspond with families formally and informally. Respect family privacy and confidentiality needs while handling sensitive information and sharing information with other providers. Communication - Work with agencies and service providers to facilitate case coordination and information sharing. Maintain regular contact with the families via formal and informal correspondence including meetings, home visits and phone calls. Provide progress reports to Workforce Focus Area Council as needed. Job Development/Employer support- Initiates and maintains ongoing personal contacts with a variety of business and industry representatives and job placement/training agencies to promote programs for participant placements. Meets with employers/employees on a regular basis to maintain relationships. Responds to employee complaints or concerns and provides solution to maintain retention with employer. 9 Letter of Intent and Request for Proposal Instructions

10 Youth Development Focus Area Request for Proposal December 2016 Target Goal: Develop Youth Social/Emotional Assets and Increase Academic performance. Target Population: Children living at or below 200% of Poverty in Grades K-12 in Wayne and Holmes Counties. What do we want to accomplish? 1. Early Grade Academic Success and/or Asset Building (Grades K-4) Possible Strategies Literacy coaching, professional development and resources to support academic success. Opportunities for families to engage in their child s education and the development of their child s academic skills Volunteer reading buddies to support and encourage reading Evidence-based interventions and support to offset the summer slide Mentor role model Enrichment activities Life skill enhancement Community service learning Indicators: If your program is focusing on Assets you must report on the following indicators by the end of the United Way grant cycle: Development of key Social/Emotional Assets Consistent attendance and engagement in asset building strategies Parent/guardian and student feedback survey Development of community service hours If your program is focusing on Academic Success you must report on the following indicators by the end of the United Way grant cycle: Proficiencies at grade levels such as math, reading, or literacy Positive Progression to next grade level Consistent attendance in academic success activities (See Next Page) 10 Letter of Intent and Request for Proposal Instructions

11 11 Letter of Intent and Request for Proposal Instructions (Youth Development RFP, continued) 2. Middle Grade Academic Success and/or Asset Building (Grades 5-8) Possible Strategies Academic coaching and professional development to support academic success. Resources to support academic success Opportunities for families to engage in their child s education and the development of their child s academic skills Evidence based interventions and support to offset the summer slide Mentor Role Model Enrichment Activities Life Skill Enhancement Community Service Learning Indicators: If your program is focusing on Assets you must report on the following indicators by the end of the United Way grant cycle: Development of key Social/Emotional Assets Consistent attendance and engagement in asset building strategies Parent/guardian and student feedback survey Development of community service hours If your program is focusing on Academic Success you must report on the following indicators by the end of the United Way grant cycle: Proficiencies at grade levels such as math, reading, or literacy Positive Progression to next grade level Consistent attendance in academic success activities 3. High School Academic Success and/or Asset Building (Grades 9-12) Possible strategies Academic coaching and professional development to support academic success. Resources to support academic success Opportunities for families to engage in their child s education and the development of their child s academic skills Evidence based interventions and support to offset the summer slide Mentor Role Model Enrichment Activities Life Skill Enhancement Community Service Learning Indicators: If your program is focusing on Assets you must report on the following indicators by the end of the United Way grant cycle: Development of key Social/Emotional Assets Consistent attendance and engagement in asset building strategies Parent/guardian and student feedback survey Development of community service hours

12 If your program is focusing on Academic Success you must report on the following indicators by the end of the United Way grant cycle: Proficiencies at grade levels such as math, reading, or literacy Positive Progression to next grade level Consistent attendance in academic success activities 4. Decrease or Remove Barriers to Success Possible strategies Address challenges such as: Physical Health Behavioral Health Unanticipated crises Indicators: If your program is focusing on Physical Health you must report on the following indicators: Number of individuals served in the service/program Number of follow-ups If your program is focusing on Behavioral Health you must report on the following indicators: Number of individuals that completed or continued the program (agency will identify which measure) Number of individuals getting a diagnostic assessment 12 Letter of Intent and Request for Proposal Instructions

13 2017 PARTNER PROVIDER AGREEMENT A Partner Provider is defined as an organization that enters into a written agreement with United Way of Wayne and Holmes Counties, Inc. so that it may receive funding pursuant to certain conditions. The purpose of this agreement is to define the rights and responsibilities of United Way and its Partners Providers. The Board of Trustees for the United Way of Wayne and Holmes Counties, Inc., hereafter referred to as United Way, and the Board of Trustees of the Partner Providers, hereafter referred to as Partner Providers, agree to the principles outlined on the following pages in order to accomplish the following: 1. Promote the overall social welfare of people living in Wayne or Holmes Counties by working together with local community members, businesses, education institutions, government, and other partner providers to construct and implement a community-wide agenda, which will create measurable, positive results. 2. Promote high standards of accountability and efficiency, which will allow limited resources to produce the greatest outcomes. A. STANDARDS OF ACCOUNTABILITY 1. Partner Provider is an organization meeting one of the following criteria: a. A) A 501(c)3 nonprofit currently registered with the Secretary of State of Ohio. b. B) A governmental organization, such as a public education institution. 2. Partner Provider must render a service that meets a health or human care service need by operating a program deemed by United Way to be important to the implementation of the community-wide agenda in the United Way of Wayne and Holmes Counties, Inc, service area. The program(s) must be of a quality that will justify present and proposed expenditures. Its hours of service must meet the needs of its clientele. Its facilities must be adequate for the purpose of conducting operations. Its intake policy and service delivery criteria must be clearly defined. Its outcomes must be justified according to its goals and intent. 13 Letter of Intent and Request for Proposal Instructions

14 3. Partner Provider must have an active, responsible, and voluntary governing body, hereafter referred to as Board of Volunteers, that meets a minimum of four times a year to ensure effective governance of the policies and financial resources of the organization. Such Board of Volunteers shall be large enough to be properly representative and have provision for reasonable rotation, with term limits. The number, not the name, of persons serving who are also clients must be disclosed on the final page of this agreement. The Board of Volunteers must, in actual fact, assume responsibility and accountability to the public for the governance of the Partner Provider. 4. Partner Provider must adhere to a locally developed code of ethics for volunteers and staff including provisions for ethical management, publicity, fundraising practices, and full and fair disclosure. 5. Partner Provider must have a written plan for organization and operation that are in accordance with standards of accounting of the American Institute of Certified Public Accountants Audit and Reporting Guide for Not-for-Profit Organizations. The Partner Provider must operate on a sound financial basis and maintain an adequate system of records and reports covering both its services and finances. 6. Partner Provider must certify that its governing body has agreed to abide by the United Way s Code of Regulations and Fund Distribution Policies. 7. Partner Provider must maintain compliance with all applicable federal, state, and local operating and reporting requirements, which include, but are not limited to, laws and ordinances pertaining to equal employment opportunity, fair employment practices, and non-discrimination in the delivery of services. B. DUTIES OF PARTNER PROVIDER 1. Partner Provider Executive Director agrees to attend or send a representative to quarterly United Way Partner Provider Executive Directors Meeting and to be in attendance at designated campaign kick-off activities, annual awards and recognition events, and additional events as they may occur. 2. Partner Provider must display current United Way logo on all its publications and mention that they receive funding from United Way at every appropriate public relations opportunity. 14 Letter of Intent and Request for Proposal Instructions

15 3. Partner Provider must assist United Way in its annual fundraising campaign in the following: a. The Partner Providers must adhere to the United Way Black Out Period, August 15-October 31, by conducting supplemental fundraising endeavors outside of the Black Out Period, in accordance with the following: 1. There shall be no solicitation of individuals, businesses, corporations, or corporate foundations within Wayne or Holmes Counties. 2. There shall be no social events and/or product sales where the cash or non-cash contributions received by the Partner Provider is more than $25 over the value of the goods or services provided by the Partner Provider. 4. There shall be no in-company employees solicitation during the Black Out Period, except for a Partner Provider s employees. 5. There shall be no newsletters or other periodic mailings soliciting donations issued by the Partner Provider or a group affiliated with the Partner Provider, including the insertion of return donor envelopes in newsletters. 6. Infractions of the Black Out Period will be handled as followed: a. First offense, Partner Provider will forfeit 5% of all allocations or will be fined $500, whichever is of greater amount. b. Second offense, within a five (5) year period, Partner Provider will forfeit 50% of all allocations and be suspended for a period of six (6) month. c. Third offense, within a five (5) year period, Partner Provider will receive no future funding. 7. Partner Provider Executive Director must financially support the United Way giving campaign annually. a. Partner Provider Executive Director must conduct a United Way annual employee giving campaign within their Partner Provider organization. b. Partner Provider Executive Director must conduct an annual United Way giving campaign for their Partner Provider Board of Trustees. c. Partner Provider must assist in the United Way giving campaign by participating in employee giving campaigns when needed, and by providing Partner Provider facility tours when requested. 15 Letter of Intent and Request for Proposal Instructions

16 8. Partner Provider must participate in the Fund Distribution Process by completing the current funding application with information honestly representing the Partner Provider and including the following information: b. Partner Provider financial information including reserves and endowed funds. c. Partner Provider program(s) objectives and outcomes. d. Proposed supplemental fundraising activities. e. Company and community beneficiary reports. f. If Partner Provider is a 501(c)(3) nonprofit, 990 reports. g. Any additional information United Way deems necessary for the successful evaluation of the funding request. 9. Partner Provider must provide to United Way one copy of their annual independent audit by a Certified Public Accountant, including the Auditor s Management Letter, in compliance with the American Institute of Certified Public Accountants Audit and Reporting Guide for Not-for-Profit Organizations within six months after the end of Partner Provider s fiscal year. a. A Partner Provider having an annual budget of $500,000 or more, or one that receives annual United Way funding of $50,000 or more, is required to have its financial statements audited once every three years by an independent Certified Public Accountant in accordance with generally accepted accounting principles. If during the three year period the Partner Provider has met its obligation with regards to the audit requirements, it will instead be allowed to have its financial statements reviewed by an independent Certified Ppublic Accountant in accordance with generally accepted accounting principles.* * For example: Assuming a Partner Provider meets the requirements above with regards to its budget or funding from United Way during a three year period for years , the Partner Provider is able to provide audited statements for the 2013 year followed by reviewed statements for the 2014 and 2015 years. b. A Partner Provider having an annual budget of at least $100,000 but less than $500,000 is required to have its financial statements compiled each year by an independent Certified Public Accountant in accordance with generally accepted accounting principles.* *If in any consecutive five-year period a Partner Provider fluctuates over or under the outlined budget guidelines and/or audit requirements, United Way reserves the right to require the Partner Provider to have its financial statements audited by an independent Certified Public Accountant in accordance with generally accepted accounting principles. 16 Letter of Intent and Request for Proposal Instructions

17 10. Multi-County Partner Provider shall recruit Wayne County and/or Holmes County representation on their Boards. 11. Partner Provider must give a minimum of two months written notice sent via to the United Way s Executive Director on any plans concerning a capital campaign. 12. Upon execution of this agreement, Partner Provider agrees to distribute copies of the Partner Provider Agreement to all of its board members. C. DUTIES OF UNITED WAY 1. United Way will recognize the corporate autonomy and responsibility of the Partner Provider and its Board of Trustees and/or Board of Volunteers to determine its own policies and to manage its own services within the scope of this Agreement. 2. United Way will conduct an annual fundraising campaign to provide funding for Partner Provider programs submitted and approved through the United Way allocation process. 3. United Way will conduct an annual program fund allocation process whereby community volunteers will evaluate both fiscal soundness of Partner Provider, success of the proposed program as they relate to desired outcomes and Bold Goal alignment. 4. United Way will provide community building and planning services to assist in identifying needs, eliminating duplication of services, determining appropriate sources of funding, and developing needed programs for the betterment of the community. 5. United Way will promote the services and programs of Partner Provider through public service announcements, newsletters, online and social media presence, and speaking presentations. 6. United Way will invite the Partner Provider executives through the Partner Provider Executive Director Council to provide representation on committees throughout United Way. D. ENFORCEMENT AND TERMINATION CLAUSE 1. This Agreement, upon execution by United Way and Partner Provider, shall terminate previous Partner Provider Agreements between United Way and the Partner Provider, and all previous agreements are null and void. 2. This agreement shall be binding for the period of March 1, 2017 through March 1, No modification to this Agreement shall be effective unless done so in writing and signed by both United Way and Partner Provider. 17 Letter of Intent and Request for Proposal Instructions

18 3. If the Partner Provider violates this Agreement, then United Way reserves the right to impose sanctions, including without limitation the termination of this Agreement with written notice. 4. If Partner Provider believes that the United Way has breached any of the provisions of this Agreement, then it may make written request for a non-binding hearing before United Way. 5. In witness of approval of this Partner Provider Agreement, the undersigned have affixed their signatures: Partner Provider United Way of Wayne and Holmes Counties, Inc. By: By: Executive Director Executive Director By: By: Chairperson/President of the Board Chairperson/President of the Board Date: Date: 18 Letter of Intent and Request for Proposal Instructions