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INCOME & EDUCATION RFA: QUESTIONS AND ANSWERS February 2016

Questions that are applicable to both Income and Education RFA can be found in the General Section I. Questions specific to Income and Education can be found in General Section II and II respectively.

I. General Questions

1) Is there any way to cure a late submission? No. Late submissions are not accepted. There is no appeal process.

2) Is the Application Workshop required to apply for funding? No, the workshop is not mandatory.

3) Will this RFA be available next year? No

4) What method of payment will these grants use? All UWBC contracts will be paid as Units of Service, which will be negotiated with each provider recommended for funding under the Income and Education RFA. Unit costs are based on the total annual operating budget, program design and numbers of participants to be served. Sample units of service definitions are provided on page 10.

5) Can we have multiple Units of Service? Yes, you can have multiple Units of Service. Examples are provided on page 10.

6) When applying for funding, do we submit a one-year budget or a three-year budget? Agencies must submit a one-year budget. Funding will be disbursed in three separate annual contracts.

7) Will agencies need to submit a new budget with annual reports or will the originally submitted budget be duplicated for multi-year grants? The original budget will be duplicated for multi-year grant awards; however, while the grant amount will remain constant (depending on outcome performance and funding availability), negotiation over line items can occur.

8) Please advise if agencies can include administrative costs in the budget and if so at what percentage please? Yes. Administrative costs are capped at a maximum of 15%.

9) How much funding should an agency have? There is no amount an agency must have.

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10) Are there guidelines regarding the amount of proposed funding as a percentage as an agencies operating budget? No

11) Is there a cap on moving funds between line items?No, subject to prior approval. Admin dollars are fixed.

12) For Program Attachment E- Background Screening – what documentation is being requested? Actual copies of the screening results for each employee involved in the program, or policy on screening requirements?Do not provide actual staff screening results with your application. The response to Program Attachment E should be a description of how you will meet the background screening requirements and how you will ensure that all staff have clearance prior to working with vulnerable populations, including children and seniors. If awarded funding, documentation for each employee must be available for compliance review. Program providers will be required to re-screen each employee, volunteer and/or subcontractor every five years.

13) Do you have a sample of the Attestation of Good Moral Character? Yes, a sample is attached on pages 18-20

14) Staff Information – Program Attachment A: Please include the percent of each position’s time that will be devoted to this program & funded by UWBC.

15) For Sunbiz Form: Please clarify if you want a print out of the corporation page or a copy of the annual report that is attached to the corporate page in PDF? Please include only a copy of the corporation page showing the agency as active.

16) RE: Logo on the physical facility – what are you referring to? Poster, plaque, et? Please elaborate. The agency must identify itself as a UNITED WAY funded agency through the display of UNITED WAY trademarked logo on all its physical facilities, to include at a minimum, the posting of a in the main entrance lobby/guest reception area of the organization. These materials will be provided to you.

17) Can we substitute our agencies policies instead of signing forms provided? No, substitutions are not acceptable. Please be sure to sign all documents wherever indicated in the sample forms.

18) Is Organizational Attachment K required? The second page of the Organizational Profile for Providers, which has been submitted to First Call for Help, must be attached to the application as Organizational Attachment K. Instructions: A new provider requesting inclusion sends a request to [email protected]. The form (NL-211 Broward New Agency) is then forwarded to the requestor. The requestor can either fax or email the competed form to [email protected]. Agencies that have completed yearly updates and are seeking funding may request a Proof Page (or page 2) to show compliance. This proof page is generated via an Access Database which creates a PDF confirmation of their compliance which is then emailed back to the requestor.

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mailto:[email protected]



19) Does the applicant agency have to have an audit? Applicants need Audited Financial Statements of the Agency for the most recently completed fiscal year, or the previous fiscal year if the most recent one ended within 180 days of the due date of the application. Smaller agencies (those agencies with annual revenues less than $300,000) may submit unaudited compiled financial statements prepared by a CPA.

20) Audited Financial Statements are required, but unaudited statements are allowed for organizations with annual revenues less than $300,000. Is $300,000 the absolute requirement or is it somewhat flexible, say $ $400,000 or $500,000? Unaudited financial statements are only allowed for agencies with revenues of less than $300,000.

21) If we have compiled financial statements, do you need all the documentation or will the compilation letter suffice? We need all documentation related to the compiled financial statements.

22) Can new agencies that do not have any financial statements be eligible to apply? Without financial statements or audits, UWBC is unable to assess fiscal viability.

23) Is not having a management letter the same as receiving a clean management letter? Yes, some auditors do not provide a management letter.

24) If we pass the CSC’s financial viability test, is it sufficient for this application? No, the United Way will conduct its own financial review. It will be attached on page 11.

25) If we propose a program that addresses more than one target population, do we, do we need to submit separate applications? Yes

26) Are agencies who submit proposals for more than one program required to submit two separate proposals? Yes, for every program an organization applies for, they must submit a separate, complete application, including all copies. There is no limitation on the number of proposals an agency may submit.

27) How much funding will be available for allocation for FY2016-17? The total funding available for FY2016-17 is not yet determined.

28) Is there a minimum or maximum amount of funds that may be proposed in each program application? There is not a specified minimum or maximum. Limitations of funding are determined by availability of funds.

29) Can an agency be awarded less than they applied for? Yes, if the program is still able to perform viable outcomes with lower amount.

30) Are agencies who submit proposals for more than one program required to submit two separate proposals?

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Yes, for every program an organization applies for, they must submit a separate, complete application, including all copies. There is no limitation on the number of proposals an agency may submit.

31) What happens at panel presentations? Agencies will appear in front of reviewers to answer questions that came up throughout the review process. This gives agencies a chance to clarify certain issues. Reviewers are then given the opportunity to adjust scores. Presentations last approximately 20 minutes, including questions and wrap-up.

32) Does the applicant agency have to have a physical location? We will offer services in multiple locations? No, the applicant agency does not have to have a physical location.

33) What happens if changes occur (outcomes, capacity, legislative, etc.) during the funding cycle? UWBC would work with the agency to determine if the contract for the program needs to be amended or changed and work to accommodate those changes depending on the internal or external factors involved.

34) Is there an outcome measure target threshold that should be met? Generally, the target is 80%, but it depends on the client population. Client population and the intervention proposed need to be fact-based, reasonable, and demonstrate valid and desirable impact.

35) Are funded agencies required to run a workplace campaign? Yes.

36) If we already conduct a workplace campaign for another United Way, so we have to run one for Broward County? Yes.

37) Is match funding required? No, UWBC does not require match for funding consideration.

38) When will agencies be notified of funding? Funding announcements will be made in May 2016. The exact date is dependent upon scheduling of the UWBC board meeting.

39) Is it required to use an evidence-based model? No, it is not required. UWBC funds programs that are evidence-based/best practice, in addition to promising practice models and innovative models.

40) The panel presentations conflict with the American Express Leadership and CEO training (April 12-14). Would United Way consider alternative dates for panel presentations? Unfortunately, these dates cannot be changed. When we have more specific knowledge on timeframes and dates (depending on number of applications received) we will try to accommodate.

41) Can proposed programs overlap with existing programs? Yes, if the proposed services and programs are complimentary and not duplicative.

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42) There are two different attachments for attachment E. Can you clarify? There are program attachments and organizational attachments. Organizational Attachment E is the IRS determination of 501(c)(3); Program Attachment E is the Background Screening process description.

43) Can we use tabs and/or coversheets? No.

44) Do we have to submit six copies and do they have to be one or two-sided. Yes, you have to submit six one-sided copies.

45) For the USB Drive, does the application need to be one document or can it be broken into four parts (Part I, Part II, Organizational Attachments, Program Attachments)? Four parts would be preferred.

46) Do you have examples of a performance measures matrix? Yes, examples can be found on pages 12-17.

47) Are we required to enter into SAMIS? Yes.

48) What is the sample size? A percentage of the target population to be served that you will enter into SAMIS.

49) On the performance measure matrix, what does the admin schedule mean? These are the points in time that you will be collecting your data, e.g. pre-test, mid-test, post-test.

50) Is it ok to partner with other groups?While partnerships are encouraged and welcomed, there can only be one lead agency listed as the applicant and on the contract.

51) Is start up allowed? Start up may be considered on a case by case basis; however, do not include start up cost in your annual operating budget.

52) Will UWBC provide a tool to track outcomes? The application requires the applicant to propose tools to measure proposed outcomes based on the population served and the services to be provided; however, UWBC reserves the right to select and provide assessment tools and identify performance outcomes that may be appropriate for multiple programs.

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II. Income Related Questions

53) Can currently funded homeless provider agencies apply? This RFA seeks programs and services in support of the Centers for Working Families and Emergency Basic Needs assistance. Emergency shelter and/or transitional housing are not included in this procurement.

54) Are MOU’s requested for the entire agency? Letters of Support and MOU’s are not required; however, you may include them if they are relevant to the proposed program.

55) How does United Way of Broward County feel about funding internships? United Way of Broward County has on occasion funded internships as part a total program, designed to improve economic stability.

56) Are there any existing networking meetings? The United Way conducts roundtable meetings for funded providers.

57) Can a partnership with the Center for Working Families be established after the application submission? In your application, you must demonstrate your efforts to establish relationships with the Centers for Working Families and your understanding of services and eligibility criteria.

58) The gaps identified on page 3 (under purpose); are those the only service gaps that programs can address? No; however, if you plan to address a different service gap, you must thoroughly document how that gap was identified and how your services will address the gap.

59) While reading through the income RFA information, there is a section on page 2 & 3 that describes the 5 conditions that need to be present to ensure the success of social service delivery systems. Could you please further define or describe for me the “Backbone Organization?” Does this mean there needs to be an oversight agency, a third party organization, which serves as the coordinating agency for the proposed project? No. This is a general description of the collective impact model and is not intended to require a coordinating body for programs funded under this RFA.

60) Is emergency assistance only provided to persons who are currently employed? No

61) Page 5/short term emergency assistance; is there a set time frame for provision of service? The industry standard for emergency services is 30 days.

62) Should we list all group trainings separate? I.e. Family Strengthening, Budgeting Sessions, etc. No, group them under one group training.

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III. Education Related Questions

63) Do we have to have letters of support signed by the principal?Yes

64) If we have a general MOU with the school district that lists individual schools, do we still need letters signed by the principal? Yes

65) If we provide services in a community center setting, who should the letter of support be signed by? The individual responsible for the operation of the community center location.

66) Are programs required to have a summer component? Yes, all programs must include services to prevent “summer slide.”

67) Can you clarify what applications must address? (III.A.) Areas of emphasis with this procurement are literacy programming for pre-K to Grade 3; literacy programming for elementary student in Title I schools with 50%-79% FRL; mentoring services for adolescents and services for children and youth with special needs. All programs must include services to promote positive social/emotional development and resiliency and demonstrate the ability to make appropriate referrals to address family functioning and economic hardship.

68) Define the age range for adolescents? Adolescents are defined as 13 and above.

69) Define the age range for Youth. Up to 18, 21, or 24? Mentoring services may be provided to typically developing adolescents up to age 18. For youth currently enrolled in a program who turn 18, service may continue through the end of that contract year. Education programming provided to children and youth with special physical, developmental and/or behavioral health needs may be provided up to age 22.

70) Our program serves Head Start students and families. Any outside referrals in regards to ALICE would come from Head Start rather than directly from our organization. Are we still eligible for consideration? All applicant agencies must demonstrate an understanding of ALICE and the ability to make appropriate referrals for families experiencing economic hardship.

71) Your description of programs for the young child talked about the 30 million heard word gap. That gap happens before the age of four and yet the RFA said that it would only serve programs pre-K and up. Children in pre-K are already four. Would it be possible to do a literacy program that reached children ages 3 – 5, which is the population we are currently serving in our program? The standard definition for pre-K includes three-year olds.

72) The application states that it is for youth from Title I schools. How about youth that are in other education programs such as GED, or youth that are homeless and dropped out of school and are trying to return? Programming for adolescents under this procurement is limited to mentoring services which are not tied to Title I school attendance.

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73) I was not able to find a list of Title I high schools or FRL rates for high schools. Can you assist? Programming for adolescents under this procurement is limited to mentoring services which are not tied to Title I school attendance.

74) If the program intends to serve an at risk population (foster care youth) who meet the criteria for free and reduced lunch, can the services be provided at the schools they attend (which may or may not be Title 1 schools)? Yes, foster care youth can be considered a special population. You must have written approval from the school principal.

75) Are you addressing healthy meals and snacks? Our first choice is that the school would provide snacks as a part of the after school program through USDA; however, based on a case-by-case basis, we would consider funding healthy meals and snacks as part of an overall program.

76) Do children with special needs have to attend a Title I school? No

77) Is mentoring the program design that must be used with adolescents with special needs or can the program be designed based upon this population’s needs, abilities, etc.? No, the special needs program category is not limited to mentoring.

78) Can special needs populations include under 3-year olds? No, services may be proposed for children and youth with special needs who are 3 through 21 years of age.

79) Can you provide services to pre-K children in a childcare setting? Yes

80) Is the only initiative for older youth mentoring services? Yes

81) Can mentoring be part of a day time program? Yes

82) Is there income eligibility for families? United Way does not have income eligibility requirements.

83) If we provide services at many locations in addition to United Way funded locations, do we need to list all of these sites? No, only United Way funded locations need to be listed.

84) If we are an existing program in the community, do we have to propose services in a Title I school to be eligible for education funding? Yes, all new programs that propose a school based model must serve students in Title I schools with free and reduced lunch participation of 50%-79%.

85) Can United Way dollars be used to enhance a program currently funded by the CSC? Yes, if you can justify that your program enhancement is meaningful and necessary.

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86) What is a recognized tool for measurement life skills development?Casey Life Skills Assessment is a free, web-based tool. Please see https://www.caseylifeskills.org

87) Is there a minimum number of students required? No

88) If a family strengthening program funded by CSC does not include school readiness/child development programming (i.e. including direct teaching of cognition, communication, etc. to the child) but rather is funded by CSC to address family preservation to include positive parenting, parent knowledge of child development, mental health wellness, case management, social connections, resilience, literacy, management of child development, and other family strengthening components, would the scope of this RFA be able to fund the direct teaching of lessons related to cognition, communication and other school readiness, cognition, pre-academic and academic skills to the children to increase their performance? Yes, if you can justify that it is meaningful and necessary.

89) Would United Way continue to fund certified teachers and related educational expenses (i.e. Curriculum, supplies, etc.) to instruct the math and reading in a CSC MOST program that does not include the teacher’s salaries, etc. in the budget?Providers currently funded by UWBC for Education programs with demonstrated success and positive outcome performance are eligible to apply for continuation funding (RFA Section III.A.)

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https://www.caseylifeskills.org/

Examples of Units of Service Definitions

A. Ind-Support/Coaching/Mentoring/Counsel (50102)*: One (1) unit of Individual Support is providing benefits applications services is defined as 60 minutes (one hour) of direct service with a participant, by phone and/or mail, assisting in access to health and public benefits. It includes education, navigation and enrollment into the healthcare systems, assistance in applying for multiple benefits such as food stamps, financial aid and conducting activities that teach healthy eating habits. Sub-units provided and accurately documented may also be billed in increments of 15 minutes at a rate of ¼ the amount of the approved Unit Cost, as stipulated in the contract.

B. Financial Stability Services : One (1) unit of Career Coaching Services is defined as 60 minutes (one hour) of direct service with a participant, phone and/or mail contacts, to coach them on career planning, job readiness and keeping and sticking to a realistic budget, pull and examine their credit score and teach tips and strategies on how to improve, start a realistic savings plan, and learn to work on their budget to qualify for financial products like IDA and Ways to Work. Sub-units provided and accurately documented may also be billed in increments of 15 minutes at a rate of ¼ the amount of the approved Unit Cost, as stipulated in the contract.

C. Group Support/Training/Coaching/Outreach (50101) : One (1) unit of Group Workshops is defined as a minimum of (60) minutes (one hour) of Group services with a minimum of fifteen (15) participants in accordance with the previous description of group services.

D. Administrative Services (50108): One (1) unit of Administrative Costs is defined as one month of administrative functions that are necessary in the day-to-day business operations which are not directly tied to the delivery of program services. Examples may include but not be limited to accounting, audit fees, administrative insurance and HR functions.

E. Case Management Services/ Care Coordination (50103): One (1) unit of Case Management/Care Coordination Service is defined as 60 minutes (one hour). Services may include but are not limited to the following: on-going match assessment; individualized youth development plan; develop and implement strategic intervention; assess for individual training needs for child, parent or other participating family member, which includes face-to-face, phone and/or mail contacts with the client, family member, school official, mentor or other service provider at home, school, office or other site for the purpose of assessing, planning, monitoring and facilitating outcomes. Sub-units provided and accurately documented may also be billed in increments of 15 minutes at a rate of ¼ the amount of the approved Unit Cost, as stipulated in the contract.

F. Group Support/Training/Coaching (50101): One (1) unit=1 Day of youth development services. Services may include but are not limited to academic development, tutoring, mentoring, and cultural arts & personal enrichment. Services may occur on school days. Attendance of each participant must be timed in and out in writing each day.

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Performance Measures Matrix Examples

PERFORMANCE MEASURESThe Provider shall be responsible for submitting mid-year and end of year narrative reports to UWBC. Provider success stories may be requested, as needed. Providers shall comply with all requests in a timely manner. Exact due dates and reporting format shall be provided by UWBC within the first 90 days of the contract term. The Provider shall also report any barriers experienced in performance measure achievement, as required. The report should also include any noteworthy activities that have occurred during the term of this Agreement, as requested. The Provider will use the UWBC Data Quality Assurance Report to ensure administration (data) points are completed and service components are attached.

DESIRED RESULT: Help families and individuals achieve financial stability by earning, growing, and keeping assetsResults based accountability utilizes data to improve performance outcome measures to achieve the desired customer result. When applied, performance measurement answers the following key questions:

Key Question Performance Target Goal Sample Evaluation Tool Admin

Schedule

How Much Did We

Do?

#of participants served

1500

150 case management participants who have cases assigned and entered into SAMIS

SAMIS Data Analyzed Quarterly

# of participants who receive community referrals

150



How Well Did We Do It?

Program Services Monitoring

Meets Expectations

Random sampling of case files, fiscal processes, and other components as identified by the UWBC Community Impact Director

UWBC visits Annually

Data Integrity (data is entered correctly and in a timely fashion)

95% 150 case management participants who have cases assigned and entered into

SAMISData Quality

Assurance Report

Analyzed on Semi-Annual

Schedule

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SAMIS% of participants who report feeling supported and being satisfied with the services they received

80%


Client Survey


Schedule

Is Anybody

Better Off?

% if individuals who have increased their level of self sufficiency

80%


Self Sufficiency Scale

Pretest at Intake and Post test at

the completion of service

% of individuals and families who report an increase in perceived wellbeing

80%


Resilience Scale



If applicable, Agencies shall ensure pre-testing, post-testing, and required follow-up is administered at the appropriate times using the approved tools, as described above. Pre, post test, and follow up data must be submitted via SAMIS Measurable Objectives (MO) Module in accordance with timeframes as prescribed by the UWBC and referenced in all funded contracts. Failure to conduct pre and post-testing and/or provide subsequent outcome data may result in a moratorium on UWBC funding for a period of 12 months. All data must be entered within 30 days of pre-test (prior to program enrollment), post test (case closure), and follow up as agreed upon between the Provider and UWBC.

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DESIRED RESULT: Help families and individuals achieve financial stability by earning, growing, and keeping assetsResults based accountability utilizes data to improve performance outcome measures to achieve the desired customer result. When applied, performance measurement answers the following key questions:

Key Question Performance Target Goal Sample Evaluation Tool Admin

Schedule

How Much Did We

Do?

#of participants served

200

200 participants who have cases assigned and entered into SAMIS


# of participants who are screened for public benefits

200





Meets Expectations



Data Integrity (data is entered correctly and in a timely fashion)

95%


SAMISData Quality

Assurance Report


Schedule

% of participants who access available income supports (e.g. EITC, health insurance, etc.) 90%



% of participants who obtain 60% 75 participants SAMIS Data Analyzed

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employment and retain employment for at least three months

who have cases assigned and entered into SAMIS

Quarterly

% of participants who achieve advancement in their employment (e.g. increase in wages, hours, and/or benefits)

35%



% of participants who improve their credit score and/or increase their savings 40%



% of participants who report feeling supported and being satisfied with the services they received

80%


Client Survey


Schedule

Is Anybody

Better Off?

% if individuals who have increased their level of self sufficiency 80%


Self Sufficiency Scale



% of individuals and families who report an increase in perceived wellbeing 80%


Resilience Scale




PERFORMANCE MEASURESThe Provider shall be responsible for submitting mid-year and end of year narrative reports to UWBC. Provider success stories

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may be requested, as needed. Providers shall comply with all requests in a timely manner. Exact due dates and reporting format shall be provided by UWBC within the first 90 days of the contract term. The Provider shall also report any barriers experienced in performance measure achievement, as required. The report should also include any noteworthy activities that have occurred during the term of this Agreement, as requested. The Provider will use the UWBC Data Quality Assurance Report to ensure administration (data) points are completed and service components are attached. DESIRED RESULT: Enhance the students’ enrichment experiences Results based accountability utilizes data to improve performance outcome measures to achieve the desired customer result. When applied, performance measurement answers the following key questions:

Key Question Performance Target Goal Sample Evaluation Tool Admin Schedule

How Much Did We

Do?

# of children and youth served

50





Meets Expectations



Data Integrity (data is entered correctly and in a timely fashion) 95%


SAMISData Quality

Assurance Report


Schedule

% of children and youth who increase their knowledge and skills to succeed in school 80%


Academic Self-Efficacy Scale

Pretest at the beginning of the school year and

Post at the end of the school year

% of children and youth who demonstrate an increase in their reading performance 80%


School Records (report provided by

XXX)

Quarterly (four quarters)

% of children and youth who demonstrate an increase in their math performance 80%


School Records (report provided by

XXX)

Quarterly (four quarters)

Is Anybody

Better Off?

% of children and youth exhibit an increase in protective factors and a decrease in risk behaviors

80%


Resilience Scale

Pretest at the beginning of the school year and

Post at the end of the school year


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DESIRED RESULT: Sub goal 3: Enhance the students’ enrichment experiencesResults based accountability utilizes data to improve performance outcome measures to achieve the desired customer result. When applied, performance measurement answers the following key questions:

Key Question Performance Target Goal Sample Evaluation Tool Admin Schedule

How Much Did We Do?

# of children and youth served

80





Meets Expectations



Data Integrity (data is entered correctly and in a timely fashion) 95%


SAMISData Quality

Assurance Report


Schedule

% of children and youth who have increased their academic attitudes and preparedness 80%


Academic Self Efficacy Scale

(grades 8-12) and Scholastic

Competence Scale (grades 3-8)

Pre and Post tests

Is Anybody

Better Off?

% of children and youth exhibit an increase or have maintained in protective factors and a decrease in risk behaviors

80%


Resilience Scale (12<) Pre and Post tests


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