State of Oregon Housing and Community Services Department Oregon Volunteers Commission for Voluntary Action and Service 2014-15 AmeriCorps State Formula Grant Competition Multiple Award Grant Opportunity Operating and Planning Grants REQUEST FOR APPLICATIONS RFA Issue Date: February 5, 2014 Application Due Date: May 2, 2014 by 5:00 PM Pacific Time Page 1 of 11
Table of Contents 1.0 INTRODUCTION.... 3 1.1 Background....3 1.2 Purpose....4 1.3 Match Requirements....4 Table 1: Match Requirements in the AmeriCorps Regulations...4 1.4 Member Living Allowance...4 Table 2: Minimum and Maximum Living Allowance...4 1.5 Maximum Award...5 2.0 MANDATORY APPLICATION COMPONENTS... 5 2.1 Mandatory Training....5 2.2 Notice of Intent....5 2.3 Application....6 2.4 Required Documents....6 2.5 Application Format....6 2.6 Applicant Interview....6 2.7 Application Timeline...7 Table 3. Application Timeline...7 2.8 Application Deadline....7 2.9 RFA and Application Questions....8 3.0 RECOMPETING APPLICATION REQUIREMENTS.... 8 3.1 Eligible Applicant Qualifications....8 3.2 Application Priorities...8 3.3 Amount of the Segal AmeriCorps Education Award for FY 2014...8 Table 4: Term of Service and FY14 Education Award...8 4.0 PLANNING GRANT APPLICATION REQUIREMENTS.... 8 4.1 Eligible Applicant Qualifications....8 4.2 Application Priorities...9 5.0 APPLICATION REVIEW PROCESS.... 9 5.1 Application....9 5.2 Notice of Award....10 6.0 GENERAL RFA TERMS.... 10 Page 2 of 11
1.0 INTRODUCTION. The State of Oregon acting by and through its Housing and Community Services Department ( Agency ) on behalf of the Oregon Volunteers Commission for Voluntary Action and Service is issuing a multiple award Request for Applications ( RFA ). This RFA will solicit applications for operating grants to support successful recompeting AmeriCorps programs and planning grants to support the design of new AmeriCorps programs in targeted issue areas. These initiatives include: Governor and Mayor Initiative. A collaborative effort between the Governor, the Mayor of a single city and at least two nonprofit organizations to address a pressing challenge facing the community and state. Education Initiative. Programs that implement an evidence-informed intervention(s) focused on improving outcomes in rural schools; supporting the turnaround efforts at federally-designated School Improvement Grant (SIG) and state-designated Priority schools; and/or programs that address the summer academic learning loss known as summer slide. Programs utilizing curriculum that integrates STEAM (Science, Technology, Engineering, Arts and Math) will receive priority consideration. Veterans and Military Families Initiative. Programs that positively impact the quality of life for veterans and military families and ensure their economic viability. 1.1 Background. The mission of the Oregon Volunteers Commission for Voluntary Action and Service ( OV or Commission ) (www.oregonvolunteers.org) is to strengthen our communities by inspiring Oregonians to actively engage, volunteer, and serve. For twenty years, the Commission has helped to engage citizens in meeting community challenges through service and volunteer action. OV does this by promoting and supporting AmeriCorps, Court Appointed Special Advocates (CASA), volunteerism and civic engagement. AmeriCorps engages more than 75,000 Americans each year in intensive service to meet community needs. Members serve with national nonprofit organizations like Habitat for Humanity, as well as with hundreds of smaller community organizations, both secular and faith-based. Other members serve with AmeriCorps*NCCC (National Civilian Community Corps), a team-based residential program for adults 18 to 24 years old, or build capacity to address poverty in low-income communities with AmeriCorps*VISTA. An AmeriCorps member is an individual who is enrolled in an approved national service position and engages in community service. Full-time members receive a living allowance and other benefits while serving. Upon successful completion of their service, members receive a Segal AmeriCorps Education Award from the National Service Trust that can be used to pay for college or to pay back qualified student loans. AmeriCorps is administered by the federal Corporation for National and Community Service ( CNCS ), which also oversees Senior Corps and the Social Innovation Fund. A portion of AmeriCorps grant funding goes to Governor-appointed state commissions like OV, which in turn award and monitor grants to local nonprofits and government agencies. In Oregon, local organizations and government entities such as the American Red Cross or the Forest Grove School District receive AmeriCorps funding through OV. They in turn manage a local, regional or statewide AmeriCorps program. These are called AmeriCorps*State programs. The Commission is composed of up to 25 voting members creating a commission of non-partisan, diverse citizens reflecting Oregon s unique nature that are mandated to identify goals to develop and facilitate the initiation of public and private entity programs that will encourage and reward citizen participation and volunteerism. To this end, the Commission sets priorities and selects recipients of AmeriCorps*State grant awards in Oregon. The Commission has been part of Oregon Housing and Community Services since 2001. Portland State University has been a partner and has provided a physical home to the commission since its inception in 1994. Page 3 of 11
1.2 Purpose. The purpose of AmeriCorps funding is to maximize the power of service and volunteering to improve the lives of Oregonians and Oregon s communities. In the 2009 Edward M. Kennedy Serve America Act, Congress directed the focus of national service to areas where service can make a major impact, including disaster services, economic opportunity, education, environmental stewardship, healthy futures and veterans and military families. The Commission is carrying out this intent by soliciting applications for operating grants to support recompeting AmeriCorps programs that have demonstrated success in providing service in these focus areas as well as planning grants to support the design of new programs in targeted issue areas related to these focus areas. Planning grant applications will support the time and effort for applicants to design a high quality program and develop a full grant application for submission in fall 2014 to compete at the national level for an AmeriCorps State Competitive operating grant. Planning grant funding is designed to enable applicants to engage in thoughtful planning, build community support, create partnerships and receive coaching to develop a competitive application. 1.3 Match Requirements. A first-time successful applicant is required to match CNCS funding at 24 percent for the first three-year funding period. Starting with year four, the match requirement gradually increases every year to 50 percent by year ten, according to the minimum overall share chart found in 45 CFR 2521.60 (see Table 1 below). Table 1: Match Requirements in the AmeriCorps Regulations Competition Match Requirement AmeriCorps State Formula Minimum grantee share is 24% of program costs for the first three years. Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Minimum Overall Share 24% 24% 24% 26% 30% 34% 38% 42% 46% 50% A grantee must have contributed matching resources by the end of a grant period in an amount equal to the combined total of the minimum overall annual match for each year of the grant period, according to the table in paragraph (a)(1) of this section. Section 121(e)(5) of the National and Community Service Act of 1990, as amended, requires programs that use other federal funds as match for an AmeriCorps grant to report the amount and source of these funds to CNCS on the Federal Financial Report. Grantees must track and be prepared to report on that match separately each year. 1.4 Member Living Allowance Recompeting Applicants The proposed budget included with your application must include a living allowance for full-time members of a maximum of $12,100 per member. A living allowance is not considered a salary or a wage. Programs are not required to provide a living allowance for members serving in less than full-time terms of service. If a program chooses to provide a living allowance to a less than full-time member, it must comply with the maximum limits in the Table below. This amount must be included in the proposed budget as either CNCS or grantee share. Service Term Table 2: Minimum and Maximum Living Allowance Minimum # of Service Hours Member Service Year (MSY) calculation Minimum Living Allowance Maximum Living Allowance Full-time 1700 1.000 $12,100 $12,100 One-year Half-time 900 0.500 n/a $6,050 Page 4 of 11
Page 5 of 11 Reduced Half-time 675 0.381 n/a $4,610 Quarter-time 450 0.265 n/a $3,200 Minimum-time 300 0.212 n/a $2,135 Planning Grant Applicants Planning grant applicants do not need to factor in member living allowances in the proposed budget included with your application. Applicants should consider the required member living allowance to inform your program design and factor it in as part of your overall program costs. This information should be compared against the maximum award for recompeting programs (see below) to give you an estimate of the award you may receive if both your planning grant application and operating grant application (to be submitted in fall 2014) are successful. This should help you determine if an AmeriCorps grant is feasible for your organization and what additional support will be required to ensure the programmatic and fiscal success of your proposed program. Significant additional funding is typically required to operate a program. 1.5 Maximum Award Recompeting Applicants The maximum award for recompeting applicants is based on the CNCS maximum cost per MSY of $13,300. The CNCS cost per MSY is determined by dividing the CNCS share of budgeted grant costs by the number of MSYs requested. It does not include child care or the value of the education award a member may earn. The maximum amount an applicant may request from CNCS per MSY is determined on an annual basis. Recompeting applicants requesting a higher cost per MSY than in the previous year must include a compelling rationale for this increased cost. This applies even if the increased cost per MSY is less than the maximum. Planning Grant Applicants Planning grant awards are a maximum of $50,000. This funding will support the time and effort to design a high quality program and develop a full grant application for submission in fall 2014 to compete at the national level for an AmeriCorps State Competitive operating grant. Planning grant applicants should compare the total costs of the program they are proposing against the CNCS maximum cost per MSY of $13,300. Calculating MSY The maximum award for operating funding is based on the CNCS maximum cost per MSY of $13,300. The total number of MSY for your proposed program can be determined by multiplying the total number of members you propose to enroll in each type of service term by the MSY calculation. See Table 2 above for information on service terms and MSY calculations. 2.0 MANDATORY APPLICATION COMPONENTS 2.1 Mandatory Training. All interested applicants must attend a mandatory training on February 25, 2014 at Portland State University to be eligible to apply. Additional information on the training can be found on the Oregon Volunteers AmeriCorps State Formula Grant Application Resources website. 2.2 Notice of Intent. Applicants must send an e-mail Notice of Intent by March 14, 2014 to americorpsgrants@oregonvolunteers.org. The Notice of Intent e-mail must include a 1 paragraph description of the program you are proposing; the state priority area you are addressing; and the name of the applicant organization, address, contact person, e-mail address and phone number.
2.3 Application. An application is only complete if it includes all required documentation and is received by the application due date. Incomplete applications will not be considered. Your complete application will consist of a budget and the following narratives: Executive Summary Program Design Organizational Capability Cost Effectiveness and Budget Adequacy 2.4 Required Documents. The following documents are due by the application deadline and should be attached to an email and sent to americorpsgrants@oregonvolunteers.org. Your email subject should include your organization name and egrants Application ID number. Logic Model Financial Management Capability Questionnaire Most Recent Audit or Audited Financial Statements Logic Model Applicants are required to provide a detailed theory of change using a Logic Model Worksheet. A theory of change is a description of how and why as set of activities are expected to lead to outcomes over a specified period. A logic model is a graphical representation of program activities and their intended outcomes as depicted in the theory of change. Additional information on developing your Logic Model will be provided at the mandatory training. Financial Management Capability Questionnaire Applicants are required to complete this questionnaire to provide an overview of your organization s experience managing grants and financial systems. Audit Applicants are required to submit their organization s most recent audit or audited financial statement to enable us to verify financial viability and financial management procedures. 2.5 Application Format. Applicants must submit their applications electronically via the CNCS web-based system, egrants. Because it is a unique system, it is recommended that applicants create an egrants account and begin the egrants application creation process at least three weeks before the deadline. Applicants should draft the application as a word processing document, then copy and paste the document into the appropriate egrants fields no later than 10 days before the deadline. Additional information on setting up an egrants account and applying through egrants will be provided at the mandatory training. 2.6 Applicant Interview. Applications that receive a score of at least 75 out of 100 points in the application review process will be invited to interview with the Commission in June 2014. Page 6 of 11
2.7 Application Timeline The Concept Paper process will be conducted according to the following timeline: Table 3. Application Timeline Timing Activities February 2014 Outreach to potential planning grant applicants Oregon Volunteers NOFO released: February 5 E-mail and telephone technical assistance provided Web page for applicants updated as needed Mandatory training for applicants: Febuary 25 March E-mail and telephone technical assistance continued Web page for applicants updated as needed April E-mail and telephone technical assistance continued Web page for applicants updated as needed May Formula Application deadline: May 2 Peer, staff and AmeriCorps Program Committee review applications June June 1: AmeriCorps Program Committee and Commissioners Interview Applicants & Determine Final Recommendation for full Commission Full Commission votes on grant awards July Formula portfolio submitted to CNCS: early July 2014 2.8 Application Deadline. Full applications must be submitted no later than: DUE DATE: Friday, May 2, 2014 at 5:00 PM PST Additional guidance on full application requirements will be provided in the mandatory training on February 25, 2014. All applications and any accompanying documentation become the property of Agency, subject to public record, and will not be returned. Agency will not be held responsible for any error or omissions from downloading the RFA. The official solicitation document is the one held at the Agency. Those applications which are incomplete or which do not meet all requirements of the RFA will be deemed by Agency to be "non-responsive" and will be rejected. Applications considered complete, or "responsive," will be evaluated to determine if they comply with the administrative, contractual, and technical requirements of the RFA. If the application is unclear, the applicant may be asked to provide written clarification to assist Agency in determining the issue of the application s responsiveness. Page 7 of 11
2.9 RFA and Application Questions. All inquiries relating to the RFA process, administration, deadline or award, or to the substantive technical portions of the RFA, must be submitted via email to americorpsgrants@oregonvolunteers.org. When appropriate, revisions, substitutions, or clarifications shall be issued as addenda to this RFA. Changes/modifications to the RFA requirements shall ONLY be recognized if in the form of written addenda issued by Agency. Agency shall provide copies of any addenda to all known RFA applicants as well as posted at the Oregon Volunteers AmeriCorps State Formula Grant Application Resources website. 3.0 RECOMPETING APPLICATION REQUIREMENTS. 3.1 Eligible Applicant Qualifications. Current OV subgrantees that are completing a 3-year funding cycle in 2013-14 are considered to be in recompete status. These applicants may apply to recompete for a new 3-year award. All interested applicants must attend a mandatory training on February 25, 2014 to be eligible to apply. 3.2 Application Priorities Oregon Volunteers continues to promote service priorities for Oregon that support the Governor s education agenda and disaster preparedness. In the current economic situation, the main emphases for the Commission are: To continue funding for successful, compliant programs that are demonstrating significant impact in communities; and To grow AmeriCorps in Oregon by providing access to AmeriCorps members for small organizations and rural communities through intermediary programs. 3.3 Amount of the Segal AmeriCorps Education Award for FY 2014 AmeriCorps members serving in programs funded with FY 2014 dollars who successfully complete a term of service will receive an Education Award from the National Service Trust of $5,645 for a year of full-time service, with correspondingly smaller awards for less-than-full-time service. The amount of the Education Award is linked to value of the Pell Grant. A member has up to seven years after his or her term of service to use the Education Award. Table 4: Term of Service and FY14 Education Award Term of Service Minimum # of Hours FY14 Education Award Full Time 1700 $5,645 One-Year Half Time 900 $2,822 Reduced Half Time 675 $2,150 Quarter Time 450 $1,493 Minimum Time 300 $1,195 4.0 PLANNING GRANT APPLICATION REQUIREMENTS. 4.1 Eligible Applicant Qualifications. Public or private nonprofit organizations registered to do business in Oregon, including faith-based and other community organizations; institutions of higher education; local governmental agencies (e.g., cities, counties); Indian Tribes; and partnerships or consortia are all eligible. Intermediaries are encouraged to apply. Current or former recipients of an AmeriCorps planning or operations grant are not eligible to apply. Page 8 of 11
Only the Governor, Mayor, their designated government office (but not the state commission), or a public university may apply for grants under the Governor and Mayor initiative. Applications from other entities will be deemed non-compliant and will not be considered under this initiative. Organizations that have been convicted of a Federal crime are automatically disqualified. All interested applicants must attend a mandatory training on February 25, 2014 to be eligible to apply. 4.2 Application Priorities Planning grant applications are required to focus on one of the initiatives described below. Governor and Mayor Initiative NOTE: Only the Governor, Mayor, their designated government office (but not the state commission), or a public university may apply for grants under the Governor and Mayor initiative. Applications from other entities will be deemed non-compliant and will not be considered under this initiative. The application must address a pressing challenge the Governor wishes to solve in Oregon. The Governor (or his designated state agency) must apply with no more than one Mayor and a minimum of two nonprofits. In conjunction with the Mayor, the Governor will be responsible for identifying and selecting those nonprofits that are best able to achieve a demonstrated positive impact on the problem. Education Initiative Education is an ongoing priority for OV and this initiative seeks to deepen the impact of AmeriCorps in education across the state by targeting funding to organizations proposing specific types of evidence-based or evidenceinformed program designs, including: Rural Schools. Applicants must design a program to implement intervention(s) focused on improving outcomes in rural schools. Eligible rural schools must be assigned a locale code of 41, 42 or 43 by the National Center for Education Statistics (NCES). To identify the locale code of any school, you can access the NCES public school database here: http://nces.ed.gov/ccd/schoolsearch. School Turnaround. Applicants must support efforts at federally-designated School Improvement Grant (SIG) and state-designated Priority schools to improve educational outcomes for students. For a list of SIG and Priority schools, please visit the Oregon Volunteers AmeriCorps State Formula Grant Application Resources website. Summer Slide. Applicants must address the summer academic learning loss known as summer slide. Applicants that propose to address any or all of these education issue areas utilizing curriculum that integrates STEAM (Science, Technology, Engineering, Arts and Math) will receive priority consideration. Veterans and Military Families Initiative Applicants must propose a program designed to positively impact the quality of life of veterans and improve military family strength and economic opportunity. Proposed activities will increase the number of veterans and military service members and their families served by AmeriCorps and increase the number of veterans and military family members engaged in service through AmeriCorps with a goal of improving the employability of veterans and leading to increased success and employment. 5.0 APPLICATION REVIEW PROCESS. 5.1 Application. a. Final complete applications are reviewed and scored by a panel of Commissioners, staff and qualified external peer reviewers. Page 9 of 11
b. The OV AmeriCorps Program Committee will review scores and comments and create a recommendation for funding. c. All final applicants will be interviewed by a panel consisting of the AmeriCorps Program Committee and OV Commissioners. d. Following all interviews the Commissioners will consider the recommendation of the AmeriCorps Program Committee and the information resulting from the interviews and make a final funding decision. 5.2 Notice of Award. The Commission normally receives a Formula Grant Award from CNCS on or before July 31 each year. A project start date may not occur prior to the date CNCS notifies OV of this Grant award. AmeriCorps members may not begin service prior to the beginning of the member enrollment period as stated in the application and designated in the Grant award. Successful applicants will be notified of award or non-award in writing. 6.0 GENERAL RFA TERMS. 6.1 Agency may require clarification to understand any of the applicants scored criteria. Any necessary clarifications or modifications will be made before executing any award and may become part of the final Agreement. 6.2 Submission of an Application does not constitute an agreement between Agency and applicant, nor does it secure or imply that Applicant will be selected. 6.3 All costs associated with applicant s submission of an application are the sole responsibility of the applicant and shall not be borne by the state of Oregon. 6.4 Successful applicants may be required to maintain appropriate levels of Workers Compensation, General Liability, and Automobile Liability insurance. 6.5 By submitting an application, applicant accepts all of the terms and conditions of this RFA, the sample Grant Agreement, and any terms and conditions imposed by the requirements of the funding source and the Agency. No funds will be released prior to all program conditions being met and funding agreements executed. 6.6 Agency reserves the right, at its sole discretion: (1) to amend the RFA prior to the closing date; (2) to amend the deadline for submitting applications; (3) to determine whether an application does or does not substantially comply with the requirements of this RFA; (4) to waive any minor irregularity, informality, or nonconformance with this RFA; (5) to obtain from and/or provide to other public agencies, upon request, references, regarding the applicant s performance; (6) at any time prior to Agreement execution: (a) to reject any application that fails to substantially comply with all prescribed RFA procedures and requirements; and (b) to reject all applications received and cancel this RFA upon a finding by Agency that there is good cause and that such cancellation would be in the best interests of the State; (7) to make funding awards outside of this RFA process as it deems necessary; and (8) seek clarification on any or all applications. 6.7 This RFA and one copy of each original response received, together with copies of all documents pertaining to the award of an Agreement, shall be kept by Agency and made a part of a file or records, which shall be open to public inspection. If an application contains any information that is considered a trade secret under ORS 192.501 (2), each sheet of such information must be marked with the following legend: This application constitutes a trade secret under ORS 192.501 (2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192. The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only unless the public interest requires disclosure in the particular instance ORS 192.501 (2). Page 10 of 11
Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determination made pursuant to the Public Records Law. If an application contains any information that may be considered exempt from disclosure under the various grounds specified in Oregon Public Records Law, ORS 192.430 through 192.505, applicant must clearly designate any portion of its application as exempt, along with a citation to the authority relied upon. Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Identifying a application in whole as exempt from disclosure is not acceptable. Failure to identify a portion of the application as exempt from disclosure, and the authority used, shall be deemed a waiver of any future claim of non-disclosure of that information. 6.8 The successful applicant will be required to assume responsibility for all services outlined and finalized in the Agreement, whether the contractor, a representative or subcontractor produces them. Agency considers the awardee responsible for any and all contractual matters, including performance of work and the stated deliverables. Page 11 of 11