Orange County/City of Orlando Citizens Review Panel (CRP) Fund Distribution Process FY: 2014-2015 Process Information Packet Health and Recreational Programming for Seniors 1
TABLE OF CONTENTS Welcome ------------------------------------------------------------------------------------------------------------------- 3 Request For Proposal (RFP) Information ----------------------------------------------------------------------------- 4 Agency Eligibility -------------------------------------------------------------------------------------------------------- 4 General Review Standards ----------------------------------------------------------------------------------------------- 5 General Contract Requirements----------------------------------------------------------------------------------------- 6 Purpose of Request for Proposal & Available Funding --------------------------------------------------------------- 7 Health, Recreational and Support Programming For Seniors Scope of Service --------------------------------- 8 Process Timeline --------------------------------------------------------------------------------------------------------- 10 Notice of Intent to Apply ----------------------------------------------------------------------------------------------- 11 Proposal Training Registration Form --------------------------------------------------------------------------------- 12 Notice of Withdrawal --------------------------------------------------------------------------------------------------- 13 Funding Proposal Instructions ----------------------------------------------------------------------------------------- 14 Funding Proposal Technical Assistance ----------------------------------------------------------------------- 15 General Instructions ---------------------------------------------------------------------------------------------- 16 Cover Sheet & Authorization Page ----------------------------------------------------------------------------- 16 Index ---------------------------------------------------------------------------------------------------------------- 16 Supporting Documents Checklist ------------------------------------------------------------------------------- 16 Summary Of Funding Request ---------------------------------------------------------------------------------- 17 Agency Overview ------------------------------------------------------------------------------------------------- 18 Board Governance And Structure ------------------------------------------------------------------------------ 18 Employee Structure And Compensation ----------------------------------------------------------------------- 18 Agency Revenue Comparison ----------------------------------------------------------------------------------- 19 Agency Expenditure Comparison------------------------------------------------------------------------------- 19 Agency Budget Explanation ------------------------------------------------------------------------------------- 19 Program Overview ------------------------------------------------------------------------------------------------ 21 Program Specific Information ----------------------------------------------------------------------------------- 21 Program Demographics ------------------------------------------------------------------------------------------ 21 Program Geographic Data --------------------------------------------------------------------------------------- 22 Program Outcomes ------------------------------------------------------------------------------------------------ 22 Program Revenue Comparison ---------------------------------------------------------------------------------- 22 Program Expenditure Comparison ----------------------------------------------------------------------------- 22 Program Expenditure Detail ------------------------------------------------------------------------------------- 22 Program Budget Explanation ------------------------------------------------------------------------------------ 23 Embedded Spreadsheet Display--------------------------------------------------------------------------------- 24 Expenditure Category Definitions ------------------------------------------------------------------------------ 25 2
Welcome to the 2014-2015 Orange County/City of Orlando Citizens Review Panel (CRP) Fund Distribution Process. The Citizens Review Panel (CRP) for Human Services Advisory Board is a volunteer board that was formed in 1995 to make funding recommendations for the allocation of Orange County and the City of Orlando s human service dollars. The work of the CRP helps bring critically-needed services to the citizens of our community. Thank you for your interest in serving the citizens of our community. In this packet, you will find needed information to successfully navigate this year s fund distribution process. The following information is included: 1. Agency Eligibility Information 2. Scopes of Service 3. Timeline with deadlines 4. Training Registration Form 5. Funding Proposal Instructions WELCOME You will need to download the following additional files needed for the process. It is imperative that you download and save the information to your computer, as information cannot be saved on the website. Process information and documents will be available beginning Friday, November 15, 2013. You will be required to submit two (2) originals and ten (10) copies of the funding proposal. For more submission instructions, see the Funding Proposal Instruction Section. 1. Funding Proposal (Microsoft Word) 2. Budget Spreadsheets (Microsoft Excel) 3
REQUEST FOR PROPOSAL (RFP) INFORMATION AGENCY ELIGIBILITY The Citizens Review for Human Services Panel Advisory Board members will make funding recommendations for proposals to move forward in the review process. Meeting the eligibility to submit a Request for Proposal (RFP) in no way ensures the agency will be recommended for funding by the CRP Advisory Board. Agencies applying for funding through this RFP must have the capacity to provide the delivery of services, as outlined in the Scopes of Services section of the manual. This RFPs is not obligated to replace program revenue that may have been reduced by any other funder and do not commit Orange County to pay for any costs incurred in the preparation of the proposal in response to this RFP. Any agency seeking Orange County funding should essentially pre-certify themselves for this RFP by reviewing their qualifications against the requirements outlined on the following page. We ask that you carefully review the eligibility requirements in the next section: General Review Standards in its entirety prior to completing this RFP, as these are the minimum standards that have been established to certify agencies eligible to participate in this fund distribution process. The submission of a funding proposal does not guarantee receipt of an award. This Section Intentionally Left Blank 4
GENERAL REVIEW STANDARDS Below are eligibility requirements for agencies seeking funding from Orange County Citizens Review Panel (CRP). 1. The agency must have a substantial physical location in Orange County, and must have been providing services to the citizens of Orange County for a minimum of one year. 2. The agency must be recognized as tax exempt under 26 USC 501c (3) and is one whose contributions are tax deductible pursuant to 26 USC 170. 3. The agency must certify that expenses of the Agency connected with lobbying and all attempts to influence voting or legislation at local, state, and federal levels would classify it as tax exempt under 26USC 501(h). 4. The agency must provide details in writing of any pending litigation. 5. The agency must account for its funds in accordance with generally accepted accounting principles (GAAP) audited in accordance with generally accepted auditing principles by an independent certified public accountant in the immediate preceding year and will be required to submit its current audited financial statement, including management letter, and agency s response, if applicable. If an audit is not available, the agency must provide an audit at the time of contract execution, if awarded funding. 6. The agency must be governed by an active and responsible governing body whose members have no material conflict of interest and all of which serve without compensation. 7. The agency fundraising and administrative costs must be less than 25% of its support revenue. If greater than 25%, the agency must submit a detailed plan to reduce fundraising and administrative expenses within twelve (12) months or other mutually agreed upon time frame. 8. The agency permits no general telephone solicitation of the public, permits no payment of commissions, finder s fees, percentages, bonuses, or similar practice in connection with its fundraising practice. 9. The agency conducts publicity and promotional activity based upon its actual program and operations; these activities are truthful and non-deceptive, include all material facts and make no exaggerated or misleading claims. 10. The agency is a health and human service organization, which provides services, benefits, or assistance promoting positive outcomes. 11. The agency will use Orange County s funds for its announced purposes, as submitted in the proposal for funding. 12. The agency is chartered and incorporated in the State of Florida. 13. The agency has prepared and will make available to the public an annual report that includes a full description of the organization s activities and supporting services, identifying the governing body/directors and chief administrative personnel. 14. The agency must have completed its IRS Form 990. If the IRS does not require your organization to file Form 990, you must still complete one to be eligible for Orange County s funds. 15. The agency must follow and adopted code of ethics. 16. The agency must have an equal opportunity policy for employees, volunteers, and clients. 17. The agency must have current minimum certificate of insurances and applicable endorsements. 5
GENERAL CONTRACT REQUIREMENTS Agencies approved for funding by the CRP Advisory Board must agree to enter into a contract for the provision of delivery of services for one (1) year, commencing October 1, 2014 and ending September 30, 2015. Successful agencies must comply with the following: Upon request, the agency must make itself available for a site visit by the CRP Board Members and Orange County staff. Submit all required budgets and program descriptions. Submit monthly and/or quarterly reports, which shall detail clients served and outcome achievement(s) to the Orange County. Agree to the payment terms, as established by the Orange County. Provide agency financial statements that have been audited by a certified public accountant, prior to contract execution. Provide all required insurance certificates and endorsements, prior to contract execution. (Any exceptions to this requirement must be submitted in writing to Orange County for consideration). Provide all certification, education credentials, and accreditation documentation for validation, prior to contract execution. (Any exceptions to this requirement must be submitted in writing to Orange County for consideration). Comply with all applicable federal, state and local laws prohibiting discrimination. Maintain program and accounting records for five (5) years after the expiration of the contract. Comply with all applicable federal, state and local laws, regulations, and codes. Comply with applicable background screening and fingerprinting of agency employees and volunteers. (Orange County shall not incur the cost of this expense.) Adopt and adhere to a code of ethics. State any actual or potential conflicts of interest that may be associated with the provisions of the proposed services or resulting contract and advise Orange County of any conflicts that may arise during the existence of the contract. Be governed by an active and responsible governing body, whose members have no material conflict of interest and all serve without compensation. Fundraising and administrative costs should be less than 25% of the agency s support revenue. If greater than 25%, the agency must submit a detailed plan to reduce fundraising and administrative expenses within twelve (12) months or other mutually agreed upon time frame. Any agency with religious affiliation, who receives funds from Orange County, must agree not to refuse service to any applicant based on religion, or require attendance at religious services, as a condition of assistance, nor will such groups engage in any religious proselytizing in any program receiving funds. Agency will use Orange County s funds effectively for its announced purposes for Orange County s residents only. Agency will prepare and make available an annual report that includes a full description of the organization's activities and supporting services, identifying the governing body/directors and chief administrative personnel. Agency will submit a copy of its IRS Form 990. If the IRS does not require your organization to file Form 990, you will still need to complete one to be eligible for Orange County s funds. Agency will have an Equal Opportunity Policy for employees, volunteers and clients. Agency will maintain a board-approved policy, denoting its compliance with the Americans with Disabilities Act (ADA) for employees, volunteers and clients. Agency will provide any additional documentation as requested by Orange County. Adherence to the Generally Accepted Accounting Principles (GAAP). 6
PURPOSE OF REQUEST FOR PROPOSAL & AVAILABLE FUNDING This Request for Proposal (RFP) is issued to solicit proposals for the provision of the identified services. Below is the RFP for proposal with anticipated available dollar amount to fund a successful proposal. Please carefully review the Scope of Service for the RFP on the following page, which provides detailed information regarding the proposed funding and the delivery of services. REQUEST FOR PROPOSAL TOTAL ANTICIPATED FUNDING AMOUNTS Health & Recreational Programming for Seniors $110,000 The funding allocations indicated in this RFP are based on the availability of funds and are subject to change. Orange County reserves the right to award less than the full amount of funding requested by proposers and to modify the allocation of funds among service options in the best interest of Orange County. This Section Intentionally Left Blank 7
Health, Recreational and Support Programming for Seniors Scope of Service Services provided for this RFP are to be provided in two (2) locations. Requirements are outlined below for each service location. Service Location - East Orange Community Center Scope: The Orange County Citizens Commission for Children is seeking a qualified nonprofit agency in Orange County to provide services to seniors 55 years of age and older. Services shall be provided at the East Orange Community Center, 12050 East Colonial Drive, Orlando, Florida 32826. The program component shall have an emphasis on socialization, special events, creative learning activities, exercise, games and field trips. This funding can also support health screenings and nutritional counseling. Services will be accessible to seniors, for a minimum of four (4) days per week, between the hours of 9:30 a.m. to 5:00 p.m. Special events may require flexible hours. Orange County reserves the right to modify program requirements based on community needs. Services to be provided but shall not be limited to the following: Provide reports as specified in County contract, to include client satisfaction surveys for the delivery of achievement for program participants. Provide engaging, mentally stimulating activities to include, but not be limited to, board games, congregate meals and movie/shopping days. Provide exposure to cultural and other special events. Provide learning activities to include, but not be limited to, quilting, ceramics, knitting, arts & crafts, dance classes, etc. Preference shall be given to all referrals received from the Neighborhood Center for Families. Provide access to other needed services in the community particularly those within the Neighborhood Center for Families. Coordinate nutritional counseling and health screenings/awareness for participants. Facilitate safe, group exercise activities designed specifically for seniors to promote active living. Provide, to the County, a monthly activity scheduled by the 15th of the month prior to the month in which the activities will take place. Minimum Requirements: The Agency shall engage a senior services coordinator to facilitate all operations of the program. The senior services coordinator must have at a minimum sufficient training and experience providing education, recreation and exercise fitness services to senior populations. Preference will be given to any Agency who employs individuals with an Associate Degree in a related field. The Agency will be fiscally sound and capable of managing the program. The Agency must have the capacity to maintain staff and/or volunteers who demonstrate and possess appropriate knowledge, training, and experience. Provide quality service with measurable outcomes as approved by Orange County. The Agency must have staff that is able to competently communicate in the language(s) of participants (i.e., Spanish), or have ready access to translators. All individuals, including volunteers who will be part of the program, would provide services in a manner that is sensitive to the backgrounds and cultures of program participants. Pursuant to the Florida Statutes, as applicable, agencies are to comply with the Background Screening of staff and volunteers to ensure the safety of all vulnerable children and adults. 8
Continued Health, Recreational and Support Programming for Seniors Service Location - South Orange - Holy Cross Scope: The Orange County Citizens Commission for Children is seeking a qualified nonprofit agency in Orange County to provide services to seniors 55 years of age and older. Services shall be provided at South Orange Holy Cross Catholic Church, 12600 Marsfield Avenue, Orlando, Avenue 32837. The program component shall have an emphasis on socialization, special events, creative learning activities, exercise, games and field trips. This funding can also support health screenings and nutritional counseling. Services will be accessible to seniors a minimum of three (3) days per week between the hours of 10:00 a.m. to 2:00 p.m. Special events may require flexible hours. Orange County reserves the right to modify program requirements based on community needs. Services to be provided but shall not be limited to the following: Provide reports as specified in County contract, to include client satisfaction surveys for the delivery of achievement for program participants. Provide engaging, mentally stimulating activities to include but not be limited to board games, congregate meals and movie/shopping days. Provide exposure to cultural and other special events. Provide learning activities to include but not be limited to quilting, ceramics, knitting, arts & crafts, dance classes, etc. Preference shall be given to all referrals received from the Neighborhood Center for Families. Provide access to other needed services in the community particularly those within the Neighborhood Center for Families. Coordinate nutritional counseling and health screenings/awareness for participants. Facilitate safe, group exercise activities designed specifically for seniors to promote active living. Provide the County a monthly activity schedule one month before the activities will take place. Minimum Requirements: The Agency shall engage a senior services coordinator to facilitate all operations of the program. The senior services coordinator must have at a minimum sufficient training and experience providing education, recreation and exercise fitness services to senior populations. Preference will be given to any Agency who employs individuals with an Associate Degree in a related field. The Agency will be fiscally sound and capable of managing the program. The Agency must have the capacity to maintain staff and/or volunteers who demonstrate and possess appropriate knowledge, training, and experience. Provide quality service with measurable outcomes as approved by Orange County. The Agency must have staff that is able to competently communicate in the language(s) of participants (i.e., Spanish), or have ready access to translators. All individuals, including volunteers who will be part of the program, would provide services in a manner that is sensitive to the backgrounds and cultures of program participants. Pursuant to the Florida Statutes, as applicable, agencies are to comply with the background screening of staff and volunteers to ensure the safety of all vulnerable children and adults. Required Outcomes and Units of Service The cost effective unit of service shall be: o One hour of direct client services provide in a group setting. 9
The funding allocations indicated in this RFP are based on the availability of funds and are subject to change. Orange County reserves the right to award less than the full amount of funding requested by proposers and to modify the allocation of funds among service options in the best interest of Orange County. PROCESS TIMELINE Public Notice Published in Local Newspapers November 9, 10, 14, 2013 Fund Distribution Process Information available to the public on www.ocfl.net/crp. Deadline to Submit Notice of Intent to Apply & Training RSVP Form Agency Proposal Training Friday, November 15, 2013 at 12 a.m. Thursday, November 21, 2013 by 4 p.m. Friday, November 22, 2013, 9 11 a.m. Deadline to Submit RFP Withdrawal Form Monday, December 2, 2013 Proposals Due Must be delivered in person to: The Citizens Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2 nd Floor, Orlando, FL 32806 Friday, December 13, 2013 by 4 p.m. Question & Answer (Q&A) Sessions Commencing Tuesday, January 7, 2014 Citizens Review Panel Advisory Board Funding Recommendation Workshop Citizens Review Panel Advisory Board Funding Allocation Workshop and Volunteer Reception Notice of Preliminary Funding Recommendation for FY 2014-2015 mailed to Agencies via Certified Mail Tuesday, February 4, 2014 Spring 2014 Spring 2014 Appeal Meetings (Scheduled as Needed) Spring 2014 Funding Recommendations to be voted on by the Board of County Commissioners and Orlando City Council Summer 2014 Funding for FY 2014-2015 to begin October 1, 2014 *We reserve the right to amend this timeline. All documentation is to be submitted to: The Citizens Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2 nd Floor, Orlando, FL 32806 Phone: 407-836-7610/Fax: 407-836-6556 10
ORANGE COUNTY/CITY OF ORLANDO CRP 2014 2015 FUND DISTRIBUTION PROCESS NOTICE OF INTENT TO APPLY Due on or Before Thursday, November 21, 2013 by 4 p.m. Please provide the following information on your agency s letterhead. Please do not exceed two (2) pages. You may submit your agency s Notice of Intent to Apply by faxing it to the attention of Charise Liburd at (407) 836-6556 or via email to Charise.Liburd@ocfl.net. You may also mail or deliver the form in person to the Orange County Citizens Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2 nd Floor, Orlando, Florida 32806. It is your responsibility to confirm receipt of all documents that are faxed or emailed. All faxed and email copies should also be mailed to our offices. A. General Agency Information Legal Name of Agency Mailing Address Physical Address, if different Telephone Number Fax Number Agency s Authorized Agent Agency s Authorized Agent s Email Address Agency s Designated Contact Person for Proposal (include name, title, phone number and email address) Agency s website, if applicable B. Background Information & Funding Request A brief overview of the agency to include mission statement. Number of full-time and part-time staff and volunteers within your agency. List the Request for Proposal (RFP) for which your agency will be seeking funding. Include your agency s qualifications to perform the service(s) for which you will be applying. 11
ORANGE COUNTY/CITY OF ORLANDO CRP 2014 2015 FUND DISTRIBUTION PROCESS PROPOSAL TRAINING REGISTRATION FORM Due On or Before Thursday, November 21, 2013 by 4 p.m. In order to offer support to agencies applying for funding through the 2014-2015 CRP Fund Distribution Process, we have scheduled a funding proposal training. In the event you elect not to attend training, please submit the form indicating your choice not to attend the training. Due to space limitations, agencies are limited to two (2) representatives. Should you have questions about the training, please contact Charise Liburd at 407-836-7610 or charise.liburd@ocfl.net. The training session will be held at the Citizens Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2 nd Floor, Conference Rooms ABC, Orlando, Florida 32806. Training is strongly suggested and encouraged. Please bring a copy of the funding proposal to training. Please complete the form below indicating your intention to attend the training. Forms are due by Thursday, November 21, 2013 by 4 p.m. You may fax it to 407-836-6556 or email to Charise.Liburd@ocfl.net, or in person to the Orange County Citizens' Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2nd Floor, Orlando, Florida 32806. Training Date & Time Will or Will Not Attend Number of Attendees Friday, November 22, 2013, 9-11 a.m. Yes No Agency Name (Print) Signature of Responsible Person Printed Name of Responsible Person Date 12
ORANGE COUNTY/CITY OF ORLANDO CRP Citizens Review Panel for Human Services FY 2014-2015 NOTICE OF WITHDRAWAL If your agency decides to withdraw its Notice of Intent to Apply for funding from Orange County for the Request for Proposal (RFP) listed below, complete the following form and return it to our office by Monday, December 2, 2013. You may submit the form by faxing it to the attention of Charise Liburd at (407) 836-6556 or via email to Charise.Liburd@ocfl.net. You may also mail or deliver the form in person to the Orange County Citizens Commission for Children, Mable Butler Family Center, 2100 East Michigan Street, 2 nd Floor, Orlando, Florida 32806. All faxed and email copies should also be mailed to our offices. Please indicate by placing a in the box beside the RFP, to signify that you are withdrawing your intent to apply. Agency Name: Agency Address: Authorized Agent (Print): Authorized Agent (Signature): Date: REQUEST FOR PROPOSAL Health & Recreational Programming for Seniors 13
Funding Proposal Instructions 14 14
FUNDING PROPOSAL TECHNICAL ASSISTANCE For technical assistance when completing the funding proposal, please contact: Charise Liburd Citizens Commission for Children Mable Butler Family Center 2100 E. Michigan Street, 2 nd Floor, Orlando, FL 32806 Phone: (407) 836-7610 Email: Charise.Liburd@ocfl.net 15
General Instructions This instruction manual is a supplement to the section instructions outlined in the funding proposal. Review all proposal instructions prior to completing each section in the funding proposal. Number of Funding Proposals/Original & Copies Required for Submission: Submit two (2) binder clipped originals of the proposal, including all attachments. (Original proposals must be signed in BLUE Ink.) Submit ten (10) binder clipped copies of the proposal, including all attachments. Question and Answer Sessions Agencies will be notified of the date and time when they will be asked to participate in a Question and Answer Session with Citizens Review Panel Board Members. Agency s chief executive and board members should be in attendance to answer any questions the CRP board members may have in reference to the agency s funding request. Proposal Preparation: 1. Proposals should be completed in 12-point Times New Roman font, using single spacing on white 8 ½ X 11 paper. Proposals are to be printed on one side of the paper only. 2. Do not staple, hole-punch, or use binders/covers, instead use a strong paperclip or binder clip. You may staple individual attachments (i.e., your audit), then attach them to the body of the proposal. 3. Page Numbers: The proposal pages are numbered. Be sure to check the accuracy of the page numbers after completing the proposal. 4. Page Numbers for Budget Spreadsheets: Insert the appropriate page number on the line provided at the bottom of each spreadsheet in the funding proposal. Cover Sheet & Authorization Page 1. Contact Information: Complete the requested information on this page. Be sure to include a contact person for any questions regarding the funding proposal. 2. Funding Panel: This section of the funding proposal has been populated for you. Your funding review panel will be Panel 4 Supporting Our Seniors. 3. Request for Proposal: This section of the funding proposal has been populated for you. 4. Agency Fiscal Year: Insert your agency s fiscal year, month to month. (Example: October to September) 5. Authorization: Signatures of both the Chief Volunteer Officer (Board Chair) and Chief Professional Officer (Executive Director, President, CEO, etc.) are required. Original proposals must be signed in BLUE Ink. Index Complete this page last! Once you have completed all the sections of your funding proposal, complete the Index to ensure accuracy of page numbers. Supporting Documents Checklist 1. Provide requested attachments, as listed on the Supporting Documents Checklist. 2. Provide an explanation for any requested documents not attached. Use a sturdy paper clip or binder clip to attach the documents to the proposal. You may staple individual attachments (e.g., audit), then attach them to the body of the proposal. 3. If your agency is involved in pending litigation provide a detailed explanation. 16
4. Insurance carriers furnishing coverage must be authorized to do business in the State of Florida, and must possess a minimum, current rating of A- Class VIII in the most recent edition of Best Key Rating Guide. Insurance Certificates must have all applicable endorsements required by the funder. Summary of Funding Request Note: These tables are actually embedded spreadsheets. Follow the steps on the next page to activate each spreadsheet and enter data. Orange County Request for Proposal (RFP) Allocation Summary: Enter all funding received through Orange County s CRP Process for the RFP that you are applying for. If you didn t receive funding for an RFP for the past fiscal year, enter 0 in that column. Do Not Enter information in the % change or Total columns. These cells contain formulas and will calculate automatically. Step 1: Double click on a blank line under program name of the table. This will activate the embedded Excel spreadsheet. Step 2: Select the cell under Program Name and type in your program s name. Next, enter applicable funding if any, for past, current, and proposed. Note: Do Not enter numbers in the % Change columns. Cells in these columns are already populated with formulas and will automatically calculate the percent change from year to year. Note the % change calculates automatically Enter Program Name Enter funding amounts 17
Step 3: When you have entered all the requested information, click anywhere outside of the spreadsheet, in the margin or white space of the page, to close spreadsheet and return to table display. Click outside the spreadsheet, in the margin or white space of the page, to close spreadsheet. Note: For more information regarding the display on embedded spreadsheets, see the Embedded Spreadsheet Display section. Agency Overview Answer all questions in this section regarding your agency. Please note the page limits. Board Governance and Structure Answer all questions in this section regarding your local Board of Directors. Board Information Form: Complete all requested information for your agency s current Board of Directors. Areas of Expertise is defined as skills the member brings to the Board (e.g., fundraising, marketing, accounting, construction, human resources, etc.) Employee Structure and Compensation 1. Employees: Provide the requested information in the table. Use the definitions on the page to help you define the different employee groups in your agency. Note: The table is actually an embedded spreadsheet. Follow the steps to activate the spreadsheet and enter data. Step 1: Double click on a blank line in the table. This will activate the embedded Excel spreadsheet. 18
Step 2: Enter requested information in the appropriate cells. Note: Do Not enter numbers in the % of Total Salaries and Total cells. Those cells are already populated with formulas that will calculate automatically. % of Total Salaries will calculate automatically Enter information. No need to calculate totals. Step 3: When you have entered all the requested information, click anywhere outside of the spreadsheet in the margin or white space of the page to close spreadsheet and return to table display. Click outside the spreadsheet, in the margin or white space of the page, to close spreadsheet. Note: For more information regarding the display on embedded spreadsheets, see the Embedded Spreadsheet Display section. 2. Leased Employees: Answer the question about your agency s leased employees. Agency Revenue Comparison Enter your agency s fiscal year. List all sources of revenue in the space provided. If the sources of revenue exceed the number of spaces provided on the spreadsheet, then combine similar sources of revenue. Note: Spreadsheets are populated with formulas for ease of calculation. Do Not enter data in the Variance and % Change columns. These columns will automatically calculate for you. Agency Expenditure Comparison Enter your agency s fiscal year. To obtain definitions of items listed on the Agency Expenditure Comparison budget spreadsheet, see Expenditure Category Definitions for a list of definitions. Note: Spreadsheets are populated with formulas for ease of calculation. Do Not enter data in the Variance and % Change columns. These columns will automatically calculate. Agency Budget Explanation Using the submitted Agency budget spreadsheets as a reference, please answer all the questions in this section. Budgets should only reflect the organization s operating budget. 19
1. Total Agency Budget: In the appropriate box, reflect your agency s past (actual), current, and proposed operating budget in your fiscal year. Below-the-line resources, such as in-kind goods and/or services should not be included in the budget. Be sure to insert your agency s fiscal year by replacing mm/yy under each column heading. Do not enter information in the row titled, Percent of Administrative & Fundraising Costs to Agency s Budget. The spreadsheet contains a formula that will calculate that for you. Note: The table is an embedded spreadsheet. Follow the steps below to activate Total Agency Spreadsheet and enter data. Step 1: Double click on a blank line in the table. This will activate the embedded Excel spreadsheet. Past FYE Current FYE Proposed FYE Total Agency Budget $ - $ - $ - Administrative & Fundraising Costs $ - $ - $ - Percentage of Administrative & Fundraising Costs to Agency s Budget* #DIV/0! #DIV/0! #DIV/0! Step 2: Enter requested information in the appropriate cells. Note: Do Not enter numbers in the Percentage of Administrative & Fundraising Costs to Agency s Budget row. Those cells are already populated with formulas that will calculate automatically. Past FYE Current FYE Proposed FYE Total Agency Budget $ Enter information. - $ No need - $ - to calculate totals. Administrative & Fundraising Costs $ - $ - $ - Percentage of Administrative & Fundraising Costs to Agency s Budget* #DIV/0! #DIV/0! #DIV/0! Percentage of Administrative & Fundraising Costs to Agency s Budget row will calculate automatically. 20
Step 3: When you have entered all the requested information, click anywhere outside of the spreadsheet in the margin or white space of the page to close spreadsheet and return to table display. Past FYE Current FYE Proposed FYE Click outside Total Agency Budget $ - $ - $ - the spreadsheet, in the margin Administrative & Fundraising Costs $ - $ - $ - Percentage of Administrative & Fundraising Costs to Agency s Budget* or white space of the page to close #DIV/0! #DIV/0! #DIV/0! spreadsheet. Note: For more information regarding the display on embedded spreadsheets, see the Embedded Spreadsheet Display section. 2. Percentage of Administrative and Fundraising Costs More Than 25%: If the percentage of administrative and fundraising costs is more than 25% of the agency s budget for the Current and/or Proposed fiscal years, provide a breakdown of all expenses included in administrative and fundraising costs and plans to lower costs in the future for each year. 3. Agency Fundraising Activities: List and describe your agency s fundraising activities for time frame specified. 4. Agency Reserves: Answer all questions regarding your agency funding reserve. 5. Percentage of Funding: Enter percentage of total agency funding received from Orange County, City of Orlando, and all other funding sources in the appropriate cell. Be sure that your total equals 100%, reflecting your entire agency s funding. Program Overview In this section, the program is defined as the RFP for which your agency is applying. Provide detailed answers to all questions in this section. Please note the page limits. Program Specific Information Provide detailed answers to all questions in this section. Please note the page limits. Program Demographics Only complete this section if your agency received funding from Orange County for the RFP for which you are applying for fiscal year October 1, 2012 through September 30, 2013. If your agency did not receive funding during this time frame, place X next to NA (not applicable) My agency was not funded during this timeframe. 1. Provide information regarding unduplicated clients that were funded by Orange County from October 1, 2012 through September 30, 2013. All category totals should equal the Total Number of Unduplicated Clients Served listed at the top of the page. 2. Unable to Provide Information: If you are unable to provide any demographic information, answer question #2, providing an explanation of why information was not reported. If the 21
problem was an error in data collection, state the program s plans to sufficiently collect information in the future. Program Geographic Data Place an X to select cities, zip codes, and neighborhoods where clients served by this program lived during the period of October 1, 2012 through September 30, 2013. If your agency did not receive funding during this time frame, place an X in the box next to NA (not applicable). Program Outcomes 1. Proposed Outcomes (For NEW Agencies Only): Provide at least two (2) proposed program outcomes and your plan for measuring the success of your program. If applicable, include any required outcomes listed in the Scope of Service for the RFP for which you are applying. Include activities, indicators, tools and frequency of data collection (e.g., sign in sheets collected daily) that will be used to evaluate program success. 2. Measuring Program Success Program Logic Models: For agencies currently funded by Orange County and/or the City of Orlando, complete the Program Logic Model to reflect your program s plan to measure program success. Include funder approved outcomes, activities, indicators, tools and frequency of data collection used to evaluate program success. Information provided should be specific and concise. Categories should flow logically across from left to right following the arrows. Specific activities should line up with a corresponding output then corresponding outcome. 3. Outcomes Report: Provide information regarding your program s outcomes based on data collected from October 1, 2012 through September 30, 2013. Outcomes should be approved by funder. Program Revenue Comparison Enter your agency s fiscal year. List all sources of revenue in the space provided. Note: Spreadsheets are populated with formulas for ease of calculation. Do Not enter data in the Variance and % Change columns. These columns will automatically calculate. Program Expenditure Comparison Enter your agency s fiscal year. To obtain definitions of items listed on the Program Expenditure Comparison budget spreadsheet, see Expenditure Category Definitions for a list of definitions. Note: Spreadsheets are populated with formulas for ease of calculation. Do Not enter data in the Variance and % Change columns. These columns will automatically calculate. Program Expenditure Detail Enter your agency s fiscal year, listing items specifically funded by each funder. When completing this section, adhere to Orange County s funding restrictions, as noted in the Expenditure Category Definitions list and contract agreements. To obtain definitions of items listed on the Program Expenditure Comparison budget spreadsheet, see Expenditure Category Definitions for a list of definitions. Note: Spreadsheets are populated with formulas for ease of calculation. Do Not enter data in the Variance and % Change columns. These columns will automatically calculate. 22
Program Budget Explanation Using the submitted Program Revenue Comparison, Program Expenditure Comparison and Program Expenditure Detail budget spreadsheets as a reference, answer all questions in this section. Belowthe-line resources such as in-kind goods and/or services should not be included in the budget. 1. Funding Justification: Provide information to justify the requested level of program funding. Include the reason this problem should be addressed with funds from each of the funders. Be specific and concise. 2. Percentage of Current Program Funding: Enter percentage of total program funding received from Orange County and all other funding sources in the appropriate box. Total percentage should equal 100%. 3. Explanation of Funding: Please provide, for each year, a breakdown of what funding from Orange County CRP will specifically fund. 4. Units of Service: Define your program s units of service cost associated with running your program. Provide the following information: a. Description of Unit of Service - Provide a description of the unit of service for your program. For RFPs, include, if applicable, any defined unit of service outlined in the Scope of Service. Examples of units of services include, shelter nights, program hours, etc. Include a description of all services that constitute the defined unit. b. Cost per Unit of Service Provide your program s average cost for each unit of service. c. Total Cost per Program Year Calculate the total cost of a program year based on the defined unit of service. (e.g. $ - unit cost X # of units in a program year = total cost per program year) **NOTE See Scopes of Service for the RFP you are applying for defined unit(s) of service(s) where applicable. 5. Funding Priorities: In the event that you are unable to be funded at your requested amount, explain your funding priorities, based on your request for each funder. Be specific and concise. Example: Requested amount = $10,000 Funding Priorities: 1. $5,000 for 1 PTE (tutor) 2. $3,000 for program supplies 3. $2,000 for office supplies 23
EMBEDDED SPREADSHEET DISPLAY In this section, we will discuss the importance of correctly closing your embedded spreadsheets to ensure the data entered will be displayed in an appropriate manner. When closing your embedded spreadsheets, ensure the data is displayed correctly by making sure the scroll bars are in the correct positions. The side scroll bar should be at the top, and the bottom scroll bar should be all the way to the left. Below are examples of the correct and incorrect ways to display your information in the spreadsheet before you exit. Correct: The side scroll bar is all the way to the top, and the bottom scroll bar is all the way to the left. Correct display, you are now ready to exit spreadsheet. Incorrect: The side scroll bar is not all the way to the top, and the bottom scroll bar is not scrolled all the way to the left. Incorrect display, you are not ready to exit spreadsheet. Scroll bars in proper positions. Scroll bars in wrong positions. Correct display: If you exit the spreadsheet with the correct display, your entered information will be displayed correctly in your funding proposal. Incorrect display: If you exit the spreadsheet with the incorrect display, this is how your table will look in your proposal. 24
EXPENDITURE CATEGORY DEFINITIONS Please use the following definitions as guidelines for completing expenditure categories. Personnel Expenditures Professional Staff Salaries: Wages earned by employees who work full or part-time and are classified as such by personnel policies. Support Staff Salaries: Employees, who are classified as such by personnel policies may be based upon responsibilities and reporting relationships; compensation is generally tied to hours worked. Employee Benefits: The costs incurred by the agency for any expenses related to health, dental, life, pension, and disability coverage for employees. Payroll Taxes/Other: FICA, Medicare, Worker s Comp, and unemployment. Occupancy Expenditures Building Lease/Rent: Costs associated with the mortgage, lease, or rental of facility. Maintenance: Costs directly associated with upkeep of facility. This includes lawn services, light bulbs, cleaning services, cleaning supplies, and any general repairs needed. Utilities: All electric, water, sewage, and other related expenses. Insurance: To include costs associated with commercial general liability coverage. Operating/Programmatic Expenses Note: Orange County and the City of Orlando s funding cannot be used for capital expenses. Administrative Costs: Agency costs not directly related to program expenses. Advertising: Costs associated with advertising for the agency. Bad Debt: An amount owed to the organization that is written off because the debt cannot be collected and all reasonable efforts to collect it have been exhausted Client Transportation Expenses: Any cash, vouchers, or expenses given to clients to pay specifically for expenses associated with travel (e.g., bus pass). Communication: All telephone and other related expenses. Computer Expenses: Expenses related to computer usage including internet, networking, upgrades, software support, and cost incurred for computer related supplies. Depreciation: The decrease in value of assets. Direct Assistance to Clients: Any cash, vouchers, or direct assistance given to clients. 25
Dues: Expenses associated with memberships in professional, civic, and related organizations in order to promote the agency s cause. Equipment Lease/Maintenance: Periodic payment for use and maintenance of equipment. Fundraising Expenses: Costs directly related to fundraising and special events. Interest Expense: Total of all interest expenses related to loans/lines of credit. Licenses, Taxes, Insurance: Costs associated with professional and occupational licenses, liability insurance including vehicles (directors and officers), and any local taxes (e.g., property taxes). Miscellaneous: Expenses that do not fit into stated expenditure categories. Office Expenses: Consumable materials and supplies such as stationery, paper, pens, envelopes, and folders. Postage: All costs associated with delivery services, postage, and mail sent out under the agency s bulk mail permit. Printing: All costs associated with printing, binding, and other graphic reproduction services, including charges for services performed by a private printing company. Professional Fees/Outside Consultants: Costs associated with accounting services, external human resource functions, organizational assessments, legal services, etc. Program Supplies: Any supplies directly related to program operations. Staff Development/Training: Costs associated with conferences, conventions, seminar registration fees and travel costs related to development/training. Staff Travel: Authorized travel expenses of all officers, employees, and other authorized persons. This may include use of agency vehicles and transporting clients. Do not include travel costs associated with staff development/training or direct assistance to clients for travel. Subscriptions/Publications: Costs of subscribing to outside media including newspapers, periodicals, and newsletters. Support to Parent Organization: Fees to national organization for support services. Vehicle Maintenance: Costs associated with routine preventative vehicle maintenance (e.g., oil change, tune ups). Volunteer Expenses: Direct expenses associated with volunteers. 26
Citizens Review Panel Fund Distribution Process Information Packet For More Information Contact 407-836-7610 Revised October 2013