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HomeMy WebLinkAboutExhibit 4ATTACHMENT C 2009 Miami NICE Sub -Award Grants for TA Award Recipients A) Request for Proposals (RFP) This portion of this RFP document represents the Request for Proposals (RFP) for 2009 Miami NICE Sub -Award Grants for TA Award Recipients. B) Description of Sub -Award Grants From the group of up to twenty-five (25) FBCOs that received TA Awards, it is anticipated that between twenty (20) and twenty-five (25) eligible organizations will receive Miami NICE Sub -Award Grants to support implementation of their capacity -building projects. Through a competitive Request for Proposal (RFP) process, a total of $200,000 will be allocated in the 2009 grant cycle. The amount of each grant is estimated to be $10,000. Goal of Sub -Award Grants The goal of the RFP process reflects the broader purpose and goal of the Miami NICE initiative: to maximize the impact of FBCOs as providers of social services in Miami -Dade County; and to enhance their sustainability, effectiveness, and collaboration. Grants will provide selected TA Award recipients with the financial resources they need to successfully implement a capacity -building project. The goals and objectives of individual projects will be unique to the needs of each organization. All projects will reflect the focus of Miami NICE To build capacity among FBCOs in five areas: Capacity Area Examples Board development, staff professional development, succession Leadership Development planning, and volunteer training and management. Program Development Program design and development, curriculum development, program monitoring, and evaluating outcomes. Community Community asset mapping, methods for community needs Engagement assessment, marketing and promotions. Fund Development Fund development planning, grant -writing training, entrepreneurial alternatives to grants, individual donor development strategies, and donor tracking software. Organizational General management systems; policies and procedures; human Development resources; financial systems and controls; information technology; and strategic planning. ATTACHMENT C Grant Activities Build Upon TA Awards The RFP process (and Sub -Award Grant activities) is couched within the broader set of activities for the TA Award Recipients: Prior to the RFP process, TA Award Recipients participated in organizational assessment, planning, technical assistance and other activities. Each explored multiple capacity -building strategies. Each developed plans for capacity -building projects, including the following types of projects: (a) a capacity -building project that would require grant funding in order to implement (intended for successful Sub -Award Grant applicants); and (b) an alternative capacity -building project that would not require additional grant dollars in order to implement (intended for unsuccessful applicants). TA Award Recipients (that have completed all activities and requirements associated with their TA Award) are invited to apply for a Sub -Award Grant to fund one capacity -building project. Not all TA Award recipients are guaranteed a grant. Rather, funds will be allocated to eligible applicants, through a competitive process, and based upon the merits of each proposal. Whether or not grant funding is awarded, the TA Award includes continued guidance from an assigned organizational development consultant (Success Partner) to implement a capacity -building project. In cases where specialized expertise is needed beyond the scope of expertise available from their Success Partner, TA Recipients may apply to access additional consultants. Organizations that received a Miami NICE grant may utilize grant dollars to purchase additional consulting and other items (as per their approved grant budget). Building upon the timeline for the TA Awards, key dates related to the RFP process (and. Sub -Award Grants) are listed below (subject to change): September 4, 2009 Sept. 25- Dec. 18, 2009 Jan. 4-22, 2010 ATTACHMENT C Sub -Award Grant proposals due Project Implementation (12 weeks) Conclusion/reporting/evaluation (3 weeks) C) Eligibility Requirements Organizations must meet the following to be eligible to apply for a Miami NICE Sub -Award Grant: I. Prior selection as a 2009 TA Award Recipient, which included eligibility to apply for a Sub -Award Grant. 2. Completion of the TA Award process and activities, which is required in order to maintain eligibility to apply for a Sub -Award Grant. The process and activities include, but are not limited to, organizational assessment, priority -setting by organizational leaders, exploration of capacity -building strategies, development of capacity -building projects, and preparation of a grant application. 3. Participation in two types of project development: design of at least one project that would required a Miami NICE Sub -Award Grant in order to implement and design of at least one project that would not. 4. Compliance with "Terms of Agreement for Applying for and/or Implementing a TA Award" as described Section III, Part D of this RFQ document. Terms include, but are not limited to: • Maintenance of insurance requirements • Compliance with the Memorandum of Agreement (MOA) • Meeting expectations for time, staff, and board commitments D) Selection of Sub -Award Grantees The process and criteria for selecting Sub -Award Grantees includes three steps: screening of applications submitted by TA Award Recipients in response to the RFP portion of this document, review of applications, and final selection and approval. Step 1: Screening: Each application will be screened by partner staff. A "pass" or "fail" designation will be made in three areas based upon the information and documentation provided in the application. A "fail" or "non-responsive" in any area will result in a failed screen or non-responsive, and the response shall not be considered further. Evaluation areas are: Response was submitted on time Respondent meets eligibility criteria Response is complete and includes all required documentation Step 2:Review. A review team made up of staff and/or volunteers from Miami NICE partner organization, and potentially Miami NICE consultants, will evaluate all applications that passed the screening activity. A reviewer is prohibited from reviewing information for FBCOs where he/she is may be ATTACHMENT C actively involved as a direct service recipient, staff member, volunteer, board member, or other advisor. Evaluation criteria will focus on the following: • Capacity -building need of the organization is specifically defined and compelling. • Capacity -building goals are realistic and compelling. • Capacity -building activities and timeline reflect an approach that is appropriate for the needs identified and the goals pursued. • The projected results of capacity -building are compelling; and measures are defined and realistic. • The project's identified resources are appropriate and the proposed budget is sound. Refer to attached score sheet for information about how scores will be assigned in each area. Step 3: Selection: The Miami NICE Leadership Team, with representatives from each Miami NICE partner, will select the TA Award recipients. Decisions will be based upon a combination of reviewer scores, reviewer recommendations, and any other information provided in the application. The City of Miami, responsible for administration of the RFQ process, will negotiate a final agreement with each Sub -Award Grantee and provide final approval (refer to the paragraph "Memorandum of Agreement" in the next part [Part E, Item 3]). At any point in the screening, review, and selection process, an interview and/or site visit may be conducted by partner staff. Sub -Award Grant recipients, as well as those that did not receive a grant, will be notified in writing. 1. Time, Staff, and Board Commitments Continuing the terms for the previous TA Awards (described in Section III, Part D, item 2), intensive capacity -building will require full engagement of a Sub -Award Grantee organization. Therefore, prior to responding to this RFQ, every respondent is encouraged to confirm the ability of their organization to commit time, staff, board, and other resources. Participating fully will maximize the capacity -building results experienced by each Sub -Award Grantee. ATTACHMENT C Prior to receiving,a Sub Award Grant, the applying TA Award Recipient would have already initiated and/or completed the following commitments as part of their TA Award application and implementation process (as described in Section III and summarized below): a. Designate an organization Leadership Team of three -five individuals that will champion capacity -building for their organization. At least one board member and the CEO must be a part of the team. If selected as a TA Award recipient, team members must complete an organizational self-assessment tool. If selected as a TA Award recipient, the team must be available for at least two on-site leadership team sessions. The first session will launch the organization's main capacity -building activities. The last session will conclude main activities. b. Designate an appropriate leader (CEO recommended) as the primary capacity - building participant. This leader must be available to participate in at least 30- 60 hours of one-on-one consulting over the span of the TA Award and subsequent capacity -building project implementation. This leader will be responsible for coordinating the organization's internal capacity -building activities. This may include, but will not be limited to, scheduling meetings and/or phone conferences with consultants, engaging staff and board as necessary, coordinating leadership team participation, and preparing key documents (i.e. project plans, grant applications, etc.). c. Send a Leadership Team representative (CEO, board member, or other) to a 2009 TA Awards launch event that will include presentation of awards and further orientation to the TA Awards process, schedule, etc. d. Participate in post -project reporting and evaluation. This will include a final report submitted to the funder and participation in evaluation activities (survey, interview, and/or focus group participation). e. Attend 1-4 capacity -building workshops offered throughout the year by Miami NICE. The specific number and type of workshops will be jointly determined by the TA Recipient and their assigned Success Partner Consultant. Identification of workshops will complement the design and/or implementation of the organization's capacity -building project. f. Participate in additional convenings of TA Award recipients may be scheduled to address emerging needs that require additional information, orientation, or assistance. Upon being awarded a Sub Award Grant, the organization may also be asked to send an appropriate representative (CEO, board member, or other) to a 2009 Sub -Award Grants orientation event (date to be determined). ATTACHMENT C 2. Relationship of TA Awards to Sub -Award Grants Continuing the terms for the previous TA Awards (described in Section III, Part D, item 4), the relationship of TA Awards to Sub -Awards will remain the same. Successful RFQ respondents will be designated as part of an FBCO capacity -building group. All in the group will receive TA Awards in the form of one-on-one technical assistance from one or more management consultants. However, inclusion in this group does not guarantee receipt of a Sub -Award Grant. Upon receipt of a TA Award, FBCOs will be eligible to apply for a grant. They will maintain eligibility by successfully completing the activities of their TA Awards. After receiving a portion of the TA that is a part of their TA Award, recipients will submit capacity -building project proposals for consideration for funding. Grant allocations will be based upon the merits of each project proposal. The intention is to provide at approximately 20 of the 20-25 TA Award recipients with Sub -Award Grants. For details about the Sub -Award Grants (including more about eligibility, evaluation, and selection), refer to section IV. 3. Capacity -Building Project Implementation Continuing the terms for the previous TA Awards (described in Section III, Part D, item 5), terms for project implementation will remain the same as part of the Sub -Award Grant arrangements. Each TA Award recipient will implement one of two types of projects as part of their TA Award: (a) either a capacity -building project implemented with support from a Miami NICE Sub -Award Grant; or (b) an alternative capacity -building project that does not require additional grant funding (in the event the organization is not successful in applying for a Miami NICE grant). A TA Award Recipient would not be successful in applying for a Miami NICE grant would for failure on eligibility (i.e. not maintaining required insurance, not complying with the terms of the Memorandum of Agreement, not fulfilling attendance and participation expectations of the TA Award, etc.). All TA Award recipients will receive assistance to develop both types of project plans (grant -funded and non grant -funded). In either case, the TA that is part of the TA Award will continue throughout project implementation. 4. Use of Consultants Continuing the terms for the previous TA Awards (described in Section III, Part D, item b), use of consultants will remain the same as part of the Sub -Award Grant arrangements. ATTACHMENT C Some consultants will be assigned to FBCOs as part of the TA awards. TA Award recipients that go on to successfully compete for Miami NICE Sub -Award Grants may propose to use grant dollars to purchase and select additional consulting services. In all cases, consultants must be selected from the Miami NICE Consultant Pool (www. mi aurin i ce. ori). Consultant assignments will be based upon the needs, characteristics, and best interests of the TA Award Recipients and the Miami NICE initiative. Examples of the interests of TA Award recipients include, but are not limited to: • capacity areas to be addressed by the FBCO • types of services provided by the FBCO • geographic location of the FBCO • language needs or ethnic and/or cultural characteristics of the FBCO • previous capacity -building experience of the FBCO • the organizational life cycle stage of the FBCO • organizational size and/or level of infrastructure sophistication of the FBCO Miami NICE reserves the right to not match to an FBCO any consultant that serves/served as staff member, board member, and/or intensive consultant with that particular FBCO. Other limitations may also apply for the purpose of preventing conflicts of interest. ATTACHMENT C