Frequently Asked Questions (FAQs): FY16 DC Trust Community Partnerships Mini-Grants Initiative RFP

Transcription

1 Frequently Asked Questions (FAQs): FY16 DC Trust Community Partnerships Mini-Grants Initiative RFP (Updated October 28, 2015) Eligibility 1. Are individuals eligible to apply and what are the requirements for individual applicants? Yes, individuals are eligible to apply. The Trust encourages individuals to partner with established organizations, though this is not a requirement. Individuals are not required to submit a Certificate of Clean Hands or 501(c)(3) status letter, and are not required to have a fiscal sponsor. However, they must submit the additional information listed on the Proposal Checklist included in the Amended Request for Proposals. This includes responses to the narrative questions and a proposed budget. 2. Do individuals need insurance? If individuals partner with an agency that has insurance will that count as the individual s insurance for the grant? All grantees will be required to submit proof of insurance coverage in sufficient amounts to cover the proposed program activities and participants. Individuals may obtain their own insurance or submit proof that they are covered through the insurance policy of a partner organization. All grantees will be required to maintain insurance in at least the following amounts during the grant period: General Liability insurance coverage of at least $1,000,000; Bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per incident; If transporting participants, automobile liability insurance written of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage; Workers compensation insurance covering any employees on-site as well as off-site activities related to the funded program. 3. What are leads for insurance companies individuals can use? There are many insurance companies that can assist grantees with obtaining insurance coverage, and we recommend contacting several to discuss pricing and options. United Insurance & Investments is familiar with the Trust s insurance requirements and may be a good place to start. You can contact Tom Andrews of United Insurance & Investments at (301) or by at tandrews@gounitedinsurance.com.

2 4. Can one organization or individual submit more than one proposal? Yes. An organization or individual can submit more than one proposal to provide programs/services in multiple designated PSAs, but cannot submit more than one proposal per PSA. Therefore, the maximum number of proposals any organization or individual may submit in response to this solicitation is five. For example, an organization or individual can apply to run one program in PSA 702, one program in PSA 604, and one program in Congress Park. 5. Can applicants submit one application for multiple designated neighborhoods? Applicants should submit a separate application for each designated neighborhood. 6. Can one individual serve on the leadership board of more than one organization? There are no restrictions related to board membership. 7. Can you apply as an organization if you do not have 501(c)(3) status? Nonprofit organizations without 501(c)(3) status may apply using a 501(c)(3) fiscal sponsor as the formal applicant and potential recipient of these grant funds. In that case, a Memorandum of Understanding (MOU) between the fiscal sponsor and the non-501(c)(3) organization that outlines the details of the relationship must be submitted with the proposal. Forprofit organizations may not apply. 8. If you have applied for nonprofit status but have not yet received it yet, but have your consideration letter from the IRS, do you need a nonprofit sponsor? Yes. 9. I have had my IRS exempt 501 (c) (3) status since before 2013, which is still valid. Will it be accepted? Yes. 10. Am I unqualified since I haven t been in operation since 2013? No. Non-profit applicants must demonstrate they have a valid tax exempt 501(c)(3) designation from the IRS, but are not required to have been in operation for any particular length of time. 11. Can an Inc. business apply for this grant? Yes. Nonprofit incorporated organizations are eligible to apply. Organizations without 501(c)(3) tax exempt status must use a fiscal sponsor. This solicitation is not open to for profit businesses. 12. Can you apply as a nonprofit as well as an individual? No, applicants must be either nonprofit organizations or individuals. 13. I am a DC government employee who runs a non-profit. Do I qualify? Yes. Nonprofit organizations and individuals are eligible for this funding opportunity. Although government agencies may not apply, there are no restrictions as to government employees.

3 14. What is the purpose of the background clearances when working with youth? How could a person s background hinder an agency from being approved for a grant? The purpose of background clearances is to ensure a safe environment for youth program participants. Organizations and individuals must provide current background checks for any individuals whose positions will be funded through this grant prior to beginning programming pursuant to a Community Partnerships Mini-Grant. Although a criminal record alone does not disqualify anyone from being funded by the grant, background clearances must be carefully screened and provided to the DC Trust to ensure that individuals do not pose a danger to youth. A cleared background check means the individual s name is not listed on the National Sex Offender Public Registry or on the DC Child Protection Registry, and that the individual has not been convicted of a violent felony (sexual assault, rape, murder, etc.) or other serious charge in the last 10 years indicating the individual may pose a danger to youth. Individuals not meeting this clearance criteria may not be approved for positions funded through this grant. 15. Will DCPS background checks suffice/meet the requirements for this initiative? DCPS clearances that have been issued within the requisite eligibility timeframe and include the required clearances (FBI finger print, National Sex Offender and DC Child Abuse Registry) will be accepted. 16. Do you have to have background checks done before you apply? No. Background checks must be submitted and cleared prior to the start of programming. 17. Who do individuals contact to get the required FBI clearance? FBI clearances can be obtained through the Metropolitan Police Department (MPD) or by using a private service. FBI clearances obtained through MPD cost $35 and can take six to eight weeks to process. For more information, visit A number of private services offer FBI background checks that return results via in 24 hours. One such service is Citywide Computer Training, located at 1818 New York Avenue, NE Ste. 116, Washington, DC, (202) Citywide Computer Training charges a $36 application fee (credit card or money order only) plus a $5 processing fee (cash only). 18. Are current Trust grantees eligible to apply? I am a current recipient of the OST grant from the DC Trust (but it is not FY16 supported). Can I still apply? Organizations awarded a FY16 Supporting Proven Success and Sustainability (SPSS) OST grant through the Trust are not eligible for a Community Partnerships Mini-Grant for the same program funded. These organizations are eligible to apply for proposed programs serving a different set of youth. Organizations receiving other types of grants through the Trust are welcome to apply.

4 19. If your program partner is funded by the Trust and you want to support youth in their program, will that be funded? The restriction explained above in response to No. 18 would apply in this situation. If the partner organization is receiving a FY16 SPSS OST grant through the Trust, a Community Partnerships Mini-Grant may not be used to support the same program. 20. If you have a program that is already funded by another grant, can you get a DC Trust grant? Yes, with the exception explained in response to Question Number 18, above, for organizations receiving a FY16 SPSS/OST grant from the Trust. 21. Are organizations funded by the City Fund eligible to apply? Yes. There is no restriction against City Fund grantees applying for Community Partnerships Mini-Grants. 22. Do you need a Clean Hands Form if you are not a DC nonprofit? Yes, a Clean Hands form is required for ALL organizations that apply. 23. Does the organization have to be an out-of-school program? No. 24. I notice that the age-eligibility of children served begins at 5 years old. We predominantly serve early childhood classrooms. A percentage of the students are 5 years old, but not the majority. Are we still eligible to apply for the grant? All programming must serve children (ages 5 to 12 years), youth (ages 13 to 18 years), young adults (19 to 24 years), or adults/families in the District of Columbia. While programs serving any of the above populations will be considered, preference will be given to programs serving youth and young adults. 25. What verification is required for grantees to show that they are serving youth located in the designated PSAs? Is it something with the youths' names and addresses? Applicants awarded Community Partnerships Mini-Grants will need to verify names and addresses of program participants to demonstrate residence within the designated neighborhood. 26. If my program applies for the full 50k, but is only a program you would fund for a lesser amount, would they receive the grant for the lower amount or simply not be approved? The applicant would be awarded a grant for the lesser amount. Funding will be determined based on the number of youth and/or families to be served and the number of programming hours per week. Thus, the amount awarded may be less than that requested in the application. 27. If I attended a presentation for an organization that decides not to participate in the grant, can I submit as an individual or with another organization? All applicants are required to attend a mandatory information session (GTA session). In order to satisfy this

5 requirement, the name of the individual or organization applying must appear on the list of attendees from a GTA session. The mandatory GTA requirement can be satisfied by attending either an in-person session or completing the online GTA option available on our website at If you are an individual applying for the Mini-Grant, are you able to partner w/the Trust as the non-profit entity to implement your initiative? No. 29. If a non-profit organization charges registration or fees, is it eligible for this grant? No. Trust funded grantees may not charge fees for program activities. 30. Can an applicant serve youth in a local church? Yes. SITE USE APPROVAL/VETTING LETTERS 31. Given the extensive requirements for DCHA, do we need to ensure those are met before applying for the grant? No. However, all service providers and programs must meet DCHA requirements before execution of license agreement and start of work at any DCHA property. 32. For programs operating in a DCPS school, would a letter or memorandum of agreement (e.g., MOU) between that school and the applicant be acceptable in place of a current vetting letter? No. A current vetting letter issued by the DCPS Office of Out of School Time Programs or from the Office of School Turnaround is required. For more information regarding the process to secure vetting letters from DCPS, visit or contact Daniela Grigioni at daniela.grigioni@dc.gov. 33. If your organization has a history of partnering w/dcps sites already, will a general letter of support from the planned partner s school suffice, or does the vetting letter need to follow an official format and be from the central DCPS office? Applicants proposing to operate out of school time (OST) programs at a DCPS site must provide proof of a current vetting letter issued by the DCPS Office of Out of School Time Programs. Applicants providing other programs and services at DCPS sites may obtain a vetting letter from the Office of School Turnaround. If you have questions about how to obtain a vetting letter or approval to operate your program at a DCPS location, please contact Daniela Grigioni at Daniela.grigioni@dc.gov. 34. How long does it take to get the approval vetting letters? Can submission of the application for vetting approval suffice until grant is received? All individuals and/or nonprofit organizations planning to provide programming at a DPR, DCPS or DC Public Charter School location must provide a current site use approval or vetting letter from the

6 relevant agency with their application. Applicants who plan to operate programs on DCHA property must obtain site approval prior to starting programming. Because the length of time for obtaining site approval/vetting letters varies, applicants are strongly encouraged to begin the process as soon as possible. 35. I have a vetting approval but it s under my community based organization. I will have to apply as an individual. Can I submit my vetting approval or do I need another form? If I need another form, what form will that be? Individual applicants should submit their own vetting/site approval letters. Information on who to contact from each agency to obtain vetting/site approval letters is included in the RFP at page 5. FISCAL SPONSORSHIP 36. How do you define a fiscal sponsor? A fiscal sponsor is a nonprofit organization that provides fiduciary oversight and financial management of grant funds for a sponsored organization or individual. Fiscal sponsors are responsible for receiving and administering grant funds for the sponsored organization or program. They may also perform a variety of administrative functions, including back-office support. Organizations or individuals using a fiscal sponsor for this grant must include a Memorandum of Understanding with their application that describes the specific functions the fiscal sponsor will perform. To view a sample fiscal sponsor MOU, please visit the Trust s website at Can fiscal sponsors charge a fee? Yes, fiscal sponsors may charge a fee for their services. This fee can be reflected in the proposed program budget. 38. Can an organization both apply for a grant and serve as a fiscal sponsor for an organization in the same neighborhood? If so, is there a limit on the number of organizations for which the non-profit organization can act as a fiscal sponsor? Yes, a nonprofit organization may both apply for a grant and serve as a fiscal sponsor for other applicants in the same designated neighborhood. There is no limit on the number of organizations for which the non-profit organization can act as a fiscal sponsor. Fiscal sponsors should use their own judgment as to organizational capacity for sponsoring multiple organizations or individuals. 39. I understand that a non-profit organization can submit a proposal and serve as a fiscal agent. Can the non-profit submit one proposal package that includes the proposal for the individuals and organizations that it will serve as a fiscal agent along with its proposal? No. Each proposal for which the nonprofit will be acting as a fiscal sponsor should be submitted separately. Likewise, the nonprofit should submit its own proposal/s separately.

7 40. Can individuals apply using a fiscal sponsor? Are individual applicants required to use a fiscal sponsor? Individuals may apply using a fiscal sponsor, but are not required to do so. 41. If I become a fiscal sponsor, what is my liability should the individual or organization I am sponsoring mismanage their budget? The fiscal sponsor is responsible for maintaining control over grant funds and would be liable for any mismanagement of funds. Designated PSAs/Neighborhoods 42. How were designated PSAs/neighborhoods determined? The designated neighborhoods were selected as areas of focus for this funding opportunity based on a variety of factors, including an analysis of crime data and social indicators of community wellness. These factors include, but are not limited to, poverty rates, youth and adult unemployment, domestic violence calls, and teen pregnancy rates. 43. Are you only considering proposals within those 5 neighborhoods? Yes, for this solicitation, programming must be provided to youth and families living in one of the five designated neighborhoods listed in the RFP. 44. Were the designated PSAs selected based on the polling reports in the Ward 8 Council Special Election? No. 45. Why wasn t Barry Farm included in the designated PSAs/neighborhoods? Will there be other PSA areas eventually identified for this grant (such as NW)? Although many neighborhoods in the District would benefit from additional services and supports, the limited funding available for this solicitation required a focus on select neighborhoods. Additional funding opportunities may be available at a later date for different or additional neighborhoods. 46. Does programming have to be limited to youth from the designated PSAs/neighborhoods if the site (school) is inside of the PSA? Yes, these funds may only cover participants from the designated neighborhoods. 47. What schools are located in the designated PSAs/neighborhoods? Schools in the designated neighborhoods are: PSA DCPS Schools: Browne Education Campus Phelps Architecture, Construction, and Engineering High School, Miner Elementary School; DCPCS: AppleTree Early Learning Public Charter School, Friendship Public Charter School PSA 602: DCPS: Houston Elementary School, Kelly Miller Middle School, Smothers Elementary School; DCPCS: Friendship Collegiate Academy, IDEA Public Charter School

8 PSA 604: DCPS: C.W. Harris Elementary School, Nalle Elementary School, Plummer Elementary School; DCPCS: DC Scholars PCS, KIPP DC KEY Academy PCS, KIPP DC LEAP Academy PCS, KIPP DC Promise Academy PCS PSA 702 DCPS: Garfield Elementary School, Stanton Elementary School; DCPCS: None. Congress Park: DCPS: Turner Elementary Green; DCPCS: None. 48. Turner Elementary School is on the map of Congress Park, but returns as PSA 704, not 705 when searched which section would Turner fall under? Turner Elementary School is located within the designated neighborhood of Congress Park for this RFP. 49. Hart Middle School and King Elementary School are within PSA 705, but are these within Congress Park? No. Hart Middle School and King Elementary School are not within the designated neighborhood of Congress Park for purposes of this RFP. 50. Can you live in MD and provide services in these 5 neighborhoods? Does the Founder/CEO have to live in the District to be eligible? Although there is no residency requirement for organizations and individuals applying for Community Partnerships Mini- Grants, preference will be given to organizations and individuals with a history of providing effective services in the designated neighborhoods and/or who have site locations in the designated neighborhoods. The Founder/CEO of the applicant organization does not have to live in the District for the organization to be eligible for this funding opportunity. 51. Can we do the same program at two different PSA locations and submit two different proposals? Yes. Applicants may submit one proposal for each neighborhood. 52. What percentage of students need to live in a respective PSA in order for an organization to apply? 100%. All programming must serve youth and families residing in the selected neighborhood. 53. Are there any requirements regarding where the site is located? There is no requirement for site location. However, preference will be given to program sites located in one of the designated neighborhoods. 54. Can organizations offer similar programs in each neighborhood? Yes. 55. What is the max you can apply for if applying in more than one site? Should an applicant submit an application for each site? The maximum award amount for each application submitted is $50,000. Applicants should submit a separate proposal for each site. 56. Can we submit for a site location near or partially in a neighborhood like St. Elizabeth s East? Yes. See the response to Question No. 53, above.

9 57. Can more than one organization utilize the same space? Yes. There are no restrictions relating to shared space. Program Design 58. What is the length of the grant? There is no minimum length of program/grant time. However, the effective period for all grants will end on September 30, Are programs geared towards providing jobs for youth eligible for funding? Yes. 60. Can you combine programs (e.g., violence prevention + youth enrichment)? Yes, programs may be combined in a single proposal. However, each proposal is limited to a maximum award of $50, If applying for mentoring and youth enrichment (our program incorporates both) how do we determine dosage? Combined programs would include a dosage requirement for each specific element of such a program. 62. What kind of attendance information will be required? Grantees will be required to submit proof of attendance on a weekly basis. We will cover the process for attendance reporting in detail at the grantee orientation. 63. Can you program for more than one age group? Yes. However, the proposal narrative should clearly explain how the proposed program design is appropriate for and will meet the needs of different age groups. 64. If a program is able to serve either youth or young adults, should the applicant submit two separate applications? If so, will that hurt the applicant s chances? Is it best just to choose one and apply? There is a preference (5 points) for programs serving youth ages Applicants are limited to one application per neighborhood. If the proposed program would only operate in one neighborhood, the applicant should submit a single proposal. As explained in response to Question 63, applicants may submit a single application for programs serving different age groups. 65. Can a program be awarded if they are providing a one-day event (i.e., ½ hour event for non-violence, family support and youth enrichment)? Applicants proposing single-day events are eligible to apply, but must still meet minimum dosage requirements specified in the RFP at page 4. For example, a youth enrichment event must serve a minimum of 10 youth for 6 hours. 66. For minimums, can programs that meet bi-weekly still qualify if the average time meets the minimum (e.g., mentoring program that meets for 4 hours every other Saturday or

10 has bi-weekly field trips)? No. All programs must meet the minimum weekly hour requirement by category listed on page 2 of the RFP. 67. If you work with youth at a site, can you break up hours like 3 hours for half and 3 hours for the other half per week? Will that satisfy the 6 hour weekly minimum requirement for enrichment programs? No. Programs must satisfy minimum weekly hour requirements for all of the youth served by the program. 68. I have a total of 10 students. They are spread out between each of the 5 PSAs (e.g., one in each PSA). Do I still meet the student requirement? No. Programs must serve a minimum of 10 youth per PSA. TECHNICAL ASSISTANCE AND TRAINING 69. You spoke about one of the goals being capacity building. Could you speak more about what you are looking for or how you may gauge that? All grantees will be required to participate in the Community Partnerships Mini-Grants Boot Camp ( Boot Camp ). This will include specific workshops and technical assistance designed to increase program outcomes. The Trust also encourages grantees to participate in additional courses offered through the Trust s Center for Excellence in Youth Development, all of which are offered for free or at low cost. 70. What are the requirements to sign up for the boot camp? There are no requirements to sign up for the Boot Camp. All awarded grantees will be required to participate in this training program as a condition of their grant. For awarded grantees, we will provide additional information about the Boot Camp at the grantee orientation. 71. Will the training include ways of retaining youth throughout the program? Yes, the Trust intends to offer this training as part of the Community Partnerships Mini-Grants Boot Camp. Budget 72. What is the total amount of funds to be awarded? What is the funding limit? The total amount of funding available through the Community Partnerships Mini-Grants Initiative is $1,250,000. The maximum award amount for individual grants is $50, What is the minimum and maximum grant award amount? There is no minimum grant award. The maximum award amount is $50,000.

11 74. How many grants or amounts do you anticipate giving? The number of and amounts of grants awarded will depend on the number of applications received and amounts requested. 75. Can some portion of the funding be for staffing or administrative costs? Yes, the Proposal Budget and Budget Narrative Form includes line items related to staffing and administrative costs. 76. If you apply as an individual can you pay others? Yes, provided all eligibility requirements for staff and/or consultants working with youth are met. 77. What are the grading criteria for the Proposed Budget point system in relation to the maximum amount allowed? The Proposal Budget and Budget Narrative Form can be scored up to 10 points (out of 100 total points). Scoring criteria for each component of the proposal is included in the Amended Request for Proposals at pages 9 through Can funds be used for stipends for the youth participants? Yes. 79. Can funding be used to pay for space (e.g., using a location in a PSA)? Yes. 80. Is there a red flag for organizations whose award significantly increases the general organizational budget? Sustainability is a key component of this initiative. However, all applications will be evaluated based on the scoring criteria contained in the RFP at pages 9-11 regardless of size or general organizational budget. If selected as a grantee, the Trust will work with each organization to develop a customized capacity building plan that will include developing diversified funding streams to build program capacity and sustain operations beyond the life of the grant. 81. If applying with the same program in multiple locations, does a program budget submitted with single application need to reflect total program expenses or only expenses for single neighborhood site (e.g., If the total program budget is $125,000 to serve 125 youth, and 25 youth live in Benning Terrace, do we submit total program budget or only 20%)? The budget submitted with each application should reflect only the expenses for that single neighborhood/psa. Although individuals and organizations may submit one application per PSA, these applications must be submitted independently. There is no guarantee that funding will be awarded for each application submitted. For example, an applicant may submit three proposals (e.g., to provide services in PSA 507, PSA 602, and PSA 604) and only receive funding for one (e.g., PSA 507).

12 82. Can we use the grant to cover fees or other services needed outside of our own program services? E.g., SAT, NCAA, College Apps? Yes. 83. Are there any absolute restrictions, such as travel study? No. Applicants should use the budget categories provided in the RFP as a guide. While there are no absolute restrictions, budget narratives should clearly describe how the requested funding will be spent to support the proposed program. Proposal Format 84. Do you prefer responses to the questions in the Program Narrative be numbered or to read more like a narrative? Please number responses to each Program Narrative question. 85. Are there any requirements for submitting the application/proposal by , such as subject, etc.? There are no specific requirements for submitting applications by . However, applicants are strongly encouraged to designate their as a Proposal Submission in the subject line of the . Review Process 86. Will the independent reviewers see who submitted the proposal or just the proposal itself? Reviewers will not see the name of the applying organization/individual. Timeline for Review and Awards 87. What is the application deadline and will you review applications on a rolling basis? Applications will be reviewed and awards made on a rolling basis within several grant rounds, based on funding availability and need. All applications received by October 31, 2015 will be reviewed as they are received. Subsequent grant rounds will be determined based on remaining funds available and the unmet needs in the designated PSAs/neighborhoods. Early submission is strongly encouraged. 88. How often do you review proposals? Frequency of proposal review after the first granting round will depend on the amount of proposals received. 89. What is the earliest date a proposal can be submitted? Proposals are currently being accepted. 90. When will you start announcing awards? We currently anticipate announcing initial awards in early November 2015.

13 91. If submitting proposals for more than one neighborhood, can they be submitted on a rolling basis or must they be submitted all at once? Multiple proposals from one applicant can be submitted on a rolling basis. However, we encourage early submission.