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Home My WebLink AboutMiami Nice Demonstration Program' 444 NICE Network for Integration, Compassion & Empowerment MIAMI NICE COMPASSION CAPITAL FUND DEMONSTRATION PROGRAM REQUEST FOR QUALIFICATIONS (RFQ) — APPLICATION PACKET FOR FAITH -BASED AND COMMUNITY ORGANIZATIONS (FBCO) Deadline for submitting responses: No later than March 20, 2009 at 1:00 p.m. (E.S.T.) Deliver to: City of Miami, Office of the City Clerk 3500 Pan American Drive, Miami, Florida 33133 NOTE This Request for Qualifications (RFQ) — Application Packet is intended for nonprofit faith - based and community organizations interested in applying to (a) receive free technical assistance and (b) become eligible to apply for a Miami NICE capacity -building grant. For information visit www.miaminice.org. All dates and other information are subject to change. Revisions and updates will be posted to the website. It is the responsibility of every applicant to stay informed about such changes by periodically checking the website. CONTENTS Section I: Terms and Definitions 3 Section 11: Introduction 6 ------------------------------------------------------------------------------------------------------------------- A) Request for Qualifications Overview ....................................................................................... 6 B) About Miami NICE 7 Section III: 2009 Miami NICE Technical Assistance Awards for FBCOs 9 A) Description of Technical Assistance Awards......................................................................... 9 B) Eligibility Requirements for TA Awards,..............................................................................13 C) Selection of TA Award Recipients.........................................................................................15 D) Terms of Agreement for Applying for and/or Receiving a TA Award...............................16 1. Insurance 2. Time, Staff, and Board Commitments 3. Memorandum of Agreement (MOA) 4. Relationship of TA Awards to Sub -Award Grants 5. Capacity -Building Project Implementation 6. Use of Consultants 7. Allowable Communications 8. Postponement or Cancellation 9. Ownership of Documents E) How to Apply for a TA Award (Respond to this RFQ). 21 1. Information Session Attendance (Required) 2. Letter of Intent (Encouraged, Not Required) 3. Application (Required) Section IV: 2009 Miami NICE Sub -Award Grants for TA Award Recipients..............24 A) Request for Proposals (RFP)................................................................................................. 24 B) Description of Sub -Award Grants .......................................................................................... 24 C) Eligibility Requirements for Sub -Award Grants...................................................................26 D) Selection of Sub -Award Grantees ................ 26 1 E) Terms of Agreement for Applying for and/or Receiving a Sub -Award Grant -------------------- 29 1. Insurance 2. Time, Staff, and Board Commitments 3. Memorandum of Agreement (MOA) 4. Relationship of TA Awards to Sub -Award Grants 5. Capacity -Building Project Implementation 6. Use of Consultants 7. Allowable Communications 8. Postponement or Cancellation 9. Ownership of Documents F) How to Apply to Receive a Sub -Award Grant (Respond to the RFP) .............. __________ 33 Attachments A) TA Award Application Forms___________________________________________________________________ Required Forms 1. Applicant Information (Form A, required) A 2. Eligibility Checklist (Form B, required) B 3. Application Narrative (Form D, required) C 4. Capacity Survey (Form C, required) D 5. Annual Organization Budget (Form E, suggested (or use own format]) E B) Sub -Award Application Forms.......................................................................Sample Forms 1. Applicant Information (Form F, required at a later date) Form Not Included 2. Application Narrative (Form G, required at a later date) Form Not Included C) City of Miami Insurance Requirements.......................................................:...... Appendix I D) Application Review Form ....................................Appendix II Refer to the Miami NICE website for date changes, amendments, and other updates regarding this RFQ process and other Miami NICE activities. www.miaminice.org 2 SECTION I: Terms and Definitions Capacity -building activities: Activities that increase an organization's capability, bolster its infrastructure, and address issues critical to its long-term viability. The provision of direct services to individuals, families, or organizations is not considered a "capacity -building activity" in the Miami NICE context. Other limitations and parameters are described in this RFQ. 2. Capacity -building areas: The five areas of capacity building encompassed by Miami NICE are: 1) leadership development, 2) organizational development, 3) program development, 4) fund development, and 5) community engagement. Examples are described in this RFQ. Consultant Pool (or "pool"): An established group of organizational development consultants and technical experts pre -selected through an open, competitive process. All consultants engaged for Miami NICE must be selected from the Miami NICE Consultant Pool. This includes consultants assigned by Miami NICE to Technical Assistance (TA) Award recipients. It also includes consultants hired directly by Miami NICE Sub -Award Grantees (as per their approved grant budget). 4. FBCOs: Faith -based and community organizations. 5. Insurance requirements (or "insurance"): Type and level of insurance required of FBCOs that receive Miami NICE Technical Assistance Awards and Miami NICE Sub -Award Grants. Note: No .exceptions or waivers for insurance requirements are permitted. Failure of TA Award recipients to submit proof of insurance within 30 days following award notification may lead to forfeit of the TA Award. Therefore, applicants are strongly encouraged to: 1. Review the City of Miami insurance requirements in advance (attached documentation). Engage board members, brokers, or others with expertise to thoroughly explore details. 2. Identify the cost for purchasing and maintaining insurance. Collect three or more quotes to ensure a favorable rate. Confirm the source of funding for insurance purchases. Note: Miami NICE Sub -Award Grant dollars cannot be used to purchase insurance. 3. Confirm proof of insurance documentation can be generated within the 30 -day window. Ensure that insurance providers will provide a certificate that names City of Miami as "additional insured." Ask if there are additional fees to acquire this certificate. 4. Start early. Initiate paperwork, signatures, etc. in advance when possible. Questions about the types and levels of insurance should be directed to City of Miami, 305- 416-1410 or Cjacques(a)miamigov.com. Refer to updates at www..miaininice.org. Additional information and assistance may be available through the Center On Nonprofit Effectiveness (C -One), www.c-one-miami.org, or other local capacity -building organizations. Leadership Team: The group of three or more individuals identified by an organization when it applies for a Technical Assistance (TA) Award. The purpose of the team is to champion an organization's capacity -building focus. The organization's CEO and at least one board member must be represented on the team. For organizations selected as TA Award recipients, team members are required to participate in organizational self-assessment, planning, and identification of capacity -building priorities. They must attend at least two on- site Leadership Team meetings including one at the start of the Technical Assistance Award period and one at the end. 7. Miami NICE Organizational Self -Assessment Tool: A simplified assessment tool designed to guide an organization to rate its strengths and weaknesses, and identify its priorities, in five areas: board leadership, program development, community engagement, organizational development, and fund development. The tool was devised by Miami NICE based upon a synthesis of nine local and national assessment tools. It represents an abbreviated body of common capacity indicators or capacity expectations for nonprofits. The tool can be viewed online at www.miaminice.org. 8. Sub -Award Grant (or "grant"): A cash grant awarded to an eligible organization through a competitive Request for Proposal (RFP) process. Grants are intended to support implementation of individual capacity -building project within faith -based and community organizations. A total of $200,000 is available for the 2009 grant cycle. It is anticipated that at least 20 grants will be awarded at an estimated $10,000 each. 9. Sub -Award Grantees (or "grantees"): An eligible organization that successfully applies for and receives a Miami NICE Sub -Award Grant. Eligibility to apply for a grant is established at the time an organization is selected to receive a Technical Assistance (TA) Award. Grants are not guaranteed to all TA Award recipients. They will be awarded according to a competitive selection process described in this RFQ. It is anticipated that at approximately 20 to 25 TA Award recipients will be subsequently awarded a grant. 10. Success Partner Consultant (or "Success Partner"): An organizational development consultant selected from the Miami NICE Consultant Pool to play a unique consulting role involving ongoing coaching, monitoring or progress, and direct assistance and troubleshooting for an assigned TA Award recipients. They guide TA Award recipients to explore organizational capacity -building needs and strategies, apply for capacity -building grants, and implement capacity -building projects. Success Partner designations require a consultant to have expertise and experience in three or more capacity -building areas. 11. M Technical Assistance Award (or "TA Award"): A non-cash award to selected organizations valued at $5,000 or more per recipient. The award consists of free, one-on-one technical assistance provided by consultants. Assistance is geared toward helping organizations explore organizational capacity -building needs and strategies, apply for capacity -building grants, and implement capacity -building projects. It is anticipated that approximately 20-25 TA Awards will be provided in the 2009 cycle. 12. Technical Assistance Award recipients (or "TA Award recipients"): An eligible organization that successfully applies for and receives a Technical Assistance Award. Note: Selection as a TA Award recipient makes an organization eligible to apply for a subsequent Miami NICE grant during the current grant cycle. However, grants are not guaranteed to all TA Award recipients. It is anticipated that approximately 20 to 25 TA Award recipients will be subsequently awarded a grant in the 2009 cycle. 13. Technical Assistance Consultant (or "TA consultant"): A consultant from the Miami NICE Consultant Pool that demonstrates experience and expertise in a particular capacity - building area. A TA Consultant may be assigned by Miami NICE to assist an organization that has received a Sub -Award Grant and/or a TA Award. A TA Consultant may be hired directly by Miami NICE Sub -Award Grantees (as per their approved Miami NICE Sub - Award Grant). SECTION II: INTRODUCTION A) Request for Qualifications Overview Eligible faith -based and community organizations (FBCOs) are invited to respond to this Request for Qualifications (RFQ). It is part of the Miami NICE effort to help FBCOs in Miami -Dade County maximize their impact as providers of social services. The purpose of this RFQ is to designate the group of FBCOs that will receive "intensive capacity -building services" from Miami NICE in the 2009 cycle. Intensive services are distinct from general Miami NICE activities. While all local nonprofit organizations can attend training and technical assistance workshops offered by Miami NICE throughout the year, only those selected through this RFQ process will receive one-on-one assistance for developing and implementing individual capacity -building projects. Only they will be eligible to apply for Sub -Award Grants to support those projects. This RFQ is designed to identify FBCOs most likely to benefit from the following: i. Technical Assistance Award: Up to 25 FBCOs will receive individualized management consulting services (valued at $5,000 or more per organization) to develop and implement projects for building the capacity of their organizations. 2. Eligibility to apply for grant support: FBCOs selected to receive a TA Award will be eligible to compete for a Sub -Award Grant. They will maintain their eligibility by completing all activities and requirements of their TA awards. 3. Potential Sub -Award Grants: A total of $200,000 is available for the 2009 grant cycle. It is anticipated that at least 20 grants will be awarded at an estimated $10,000 each. All types and levels of awards and related activities described in this RFQ are contingent upon the availability of federal grant funds for continuation of the Miami NICE initiative. 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 management consultants. While all will be eligible to apply for Sub -Award Grants, inclusion in this group does not guarantee receipt of a Sub -Award Grant. Grants will be awarded on a competitive basis according to the merits of final FBCO project submissions (developed after being admitted to the group, and developed with assistance from assigned consultants). Consultants will be assigned to FBCOs as part of the TA Awards. FBCOs may later propose to use Sub -Award Grant dollars to purchase additional consulting services. In all cases, consultants must be selected from the Miami NICE Consultant Pool (www.miaminice.org). 0 RFQ responses are due March 20, 2009 (refer to Section III, part E for "How to Apply for a TA Award"). The bulk of activities for TA Recipients are expected to take place between June and December 2009. (Note: All dates are subject to change. Visit www.miaminice.org for updates and information). Estimated key dates and time periods are: Request for Qualifications process (TA Awards) May 15, 2009 TA Award Recipients notified June 29 -July 24, 2009 Assessment, Reflection and Priority -Setting (4 weeks) July 27 -Aug. 21, 2009 Project Development / Proposal Preparation (4.5 weeks) Request for Proposals Process (Sub Award Grants) September 4, 2009 Sub -Award Grant proposals due Sept. 25- Dec. 18, 2009 Project Implementation (12 weeks) Jan. 4-22, 2010 Conclusion/reporting/evaluation (3 weeks) B) About Miami NICE Miami Network for Integration, Compassion and Empowerment The Miami NICE initiative seeks to maximize the impact of faith -based and community organizations (FBCOs) as providers of social services in Miami -Dade County. The primary goal is to enhance FBCO sustainability, improve effectiveness, and increase collaboration. Miami NICE is a unique public/private partnership comprised of the City of Miami (lead agency/intermediary), Miami -Dade County, The Children's Trust, Center on Nonprofit Effectiveness (C -One), Family and Children Faith Coalition, and the United Way of Miami - Dade. Funding for Miami NICE was provided through the Compassion Capital Fund (CCF) from the U.S. Department of Health and Human Services, Administration of Children and Families. The CCF, created in 2002, is a key component of former President Bush's faith - based and community initiative. CCF helps build the organizational capacity of FBCOs and enhance their ability to provide social services. CCF works through intermediaries, such as Miami NICE, that serve as a bridge between the Federal government and FBCOs. The local match to federal funding was committed by City of Miami, The Children's Trust, and Miami -Dade County. The value of the total initiative is $2.1 million, including both cash and in-kind amounts, for the three-year period October 1, 2007 -September 30, 2010. Miami NICE engages local FBCOs in three types of capacity -building strategies: Training: All FBCOs and nonprofit organizations in Miami -Dade County may access Miami NICE training and technical assistance workshops on a range of organizational development topics. Example are board and staff leadership development, fund development, community engagement and marketing, program development and evaluation, financial management, technology, and human resources. A goal is to reach 80-100 FBCOs every year with training. All workshops are free, and venues rotate throughout the County to increase accessibility. Refer to the current training schedule online at www.miaminice.org. 2. Technical Assistance (TA): Some TA may be provided by Miami NICE in small group formats to general audiences (e.g. public informational and TA sessions for those interested in responding to this RFQ). However, the bulk of TA will be provided in a one-on-one format for up to 25 TA Award Recipients selected annually through a competitive process. The purpose is to provide FBCOs with the process, tools, and technical guidance and expertise they need to develop and implement high- quality capacity -building projects. Refer to a description of TA Awards, Section III, Part A, page 9. Sub Award Grants: Through a competitive grant making process by City of Miami, FBCOs that receive TA Awards will have the opportunity to apply for and manage federal grant dollars "Sub -Awarded" to their organizations through Miami NICE. For the 2009 grant cycle, the capacity -building strategies developed by FBCOs (as a result of their TA Award activities) may be submitted to Miami NICE in the form of project proposals. A total of $200,000 is available for the 2009 grant cycle. It is anticipated that approximately 20 grants will be awarded at an estimated $10,000 each. Refer to a description of Sub -Award Grants, Section IV, Part A, page 24 The Miami "N -I -C -E' approach is based on the following objectives: • Leverage and coordinate the local network of funders, capacity -builders, consultants, and others to stimulate lasting capacity -building support for FBCOs • Facilitate integration of FBCOs, reducing their isolation from the standards, expectations, protocols, and resources of major planning, funding, and training bodies • Leverage the compassion and potential of FBCOs to ensure services reach the neediest in our community • Achieve empowerment of FBCO leaders as resources for their ongoing capacity - building and growth. SECTION III: 2009 Miami NICE Technical Assistance Awards for FBCOs A) Description of Technical Assistance Awards Approximately twenty-five (25) eligible faith -based and community organizations (FBCOs) will receive Miami NICE Technical Assistance (TA) Awards in 2009. Recipients will be provided with one-on-one capacity -building services provided by Miami NICE consultants. Only those FBCOs that receive TA Awards will be eligible to later compete for a Miami NICE Sub -Award Grant in the 2009 grant cycle. Goal & Objectives of TA Awards The goal of TA Awards is to provide recipient FBCOs with the process, tools, and technical guidance and expertise they need to: (a) develop quality capacity -building strategies for their organization; and (b) successfully implement a capacity -building project. Key objectives are devised to ensure the quality of the capacity -building strategies and projects developed and implemented by FBCOs: 1. Ground FBCO project -development efforts in sound capacity -building practice (e.g. assessment, prioritization of capacity -building options, and planning for allocation of staff and other resources). 2. Provide guidance to FBCOs throughout project development and implementation by providing access to organizational development and technical experts as needed. 3. Ensure FBCOs explore multiple capacity -building alternatives, including both strategies that require additional funding to implement and strategies that do not require additional funding to implement. 4. Cultivate capacity -building leadership within each FBCO by engaging board members and staff in capacity -building planning and priority -setting. Benefits for TA Award Recipients: Beyond the free Miami NICE training available to all nonprofits throughout the year, every TA Award recipient will receive: • An estimated base level of 30-60 hours of consulting by an assigned organizational development consultant (referred to as a Success Partner) • Opportunities to apply for additional technical expertise and additional training as needed W Guided organizational self-assessment process to identify organizational strengths, weaknesses, and capacity -building priorities • Facilitated discussion among three or more organizational leaders, conducted on- site for the purpose of establishing the organization's capacity -building priorities • Capacity -building documents prepared by an organizational development consultant including: Preliminary Self -Assessment Report, Final Self -Assessment Report, and Capacity -Maximization plan. • Guided development of capacity -building project plan. • Opportunity to apply for a grant to support implementation of a capacity -building project. • Guided implementation of a capacity -building project It is anticipated that approximately 20 of the possible 20-25 TA Award Recipients will receive Sub -Award Grants to implement their project plan. Those that do not receive grants will continue to receive guidance from an organizational development consultant throughout implementation of an alternative capacity -building project (that was designed for implementation without grant dollars). Value of Technical Assistance Services The base level of consulting services that is a part of every TA Award is valued at $5,000 or more per organization (not a direct cash award to the recipient). Value is based upon a range of 30-60 hours of one-on-one TA for each FBCO provided by an organizational development consultant (referred to as a "Success Partner" consultant). In cases where the emerging needs of an FBCO are beyond the scope or expertise of the assigned Success Partner, FBCOs may apply for access to services from other technical experts and/or access to other training opportunities not currently a part of the Miami NICE training calendar. The value of additional services/opportunities will vary per FBCO. For TA Award recipients that go on to successfully apply for a Miami NICE Sub -Award Grant, their grant budgets may include funding for consulting services and other expenditures necessary for implementation of their grant -funded project. The value of these consulting services will be determined by the project proposals submitted. A total of $200,000 is available for the 2009 grant cycle. It is anticipated that approximately 20 grants will be awarded at an estimated $10,000 each. 10 TA Activities and Timeframes TA Award recipients will progress through a series of three capacity -building components: 1. Capacity -Building Assessment, Reflection and Priority -Setting Level of TA: 10-20 hours of TA by Success Partner, plus ability to request additional TA by other technical experts if needed Period: Maximum 4 weeks (estimated, subject to change) FBCOs will clarify their organization's strengths and weaknesses, create understanding and consensus among organizational leaders, and establish capacity - building priorities. After receiving an orientation, a Leadership Team of 3-5 staff and board members at each FBCO will complete the Miami NICE Self -Assessment Tool (available online at www.miaminice.org). Each will rate their organization in the areas of Board Leadership, Fund Development, Program Development, Community Engagement, and Organizational Development. Each team will receive a Preliminary Self -Assessment Report, prepared by their assigned Success Partner consultant, that combines results from all individuals on their team. On-site reflection of assessment results will be facilitated by the assigned Success Partner consultant. The team will explore major issues and identify their top capacity -building priorities. In cases where specialized expertise is needed beyond the scope of expertise available from their Success Partner, a team may apply for access to additional consultants. Each team will receive a preliminary and a final report of the assessment activities. It will include consultant recommendations that FBCOs can use to later develop their capacity -building project ideas. 2. Capacity -building Project Development & Proposal Preparation Level of TA: 10-20 hours of TA by Success Partner, plus ability to request additional TA by other technical experts if needed Period: Maximum 4.5 weeks (estimated, subject to change) Based upon their defined capacity -building priorities, FBCOs will devise a range of capacity -building strategies. They will plan and develop capacity -building projects, and develop their proposals for Miami NICE Sub -Award Grants. 11 Characteristics of planning and development activities are: 1. Consideration of a range of strategies such as review and revision of internal processes; training, consulting; coaching; purchase of equipment, curriculum, supplies, and more (Refer to schedule of allowable use of Miami NICE sub -award grant funds) 2. Development of project ideas that require grant funding in order to implement, as well as strategies that do not. 3. Emphasis on specific and measurable capacity -building goals. Development of a range of capacity -building strategies will equip FBCOs to: • Submit a proposal for funding from the competitive Miami NICE Sub - Award Grant process (with the size of each grant estimated at $10,000). • Implement a capacity -building project as part of Miami NICE (regardless of whether or not a Miami NICE Sub -Award Grant is received). • Continue to implement "no -cost" capacity -building strategies independently, after the Miami NICE initiative is complete. • Integrate capacity -building strategies into grant applications submitted to other funders in the future. Throughout the project planning and development period, FBCOs will continue to receive guidance from their Success Partner consultant. In cases where specialized expertise is needed beyond the scope of expertise available from their Success Partner, additional access to expert consultants may be requested. 3. Capacity -Building Project Implementation Level of TA: 10-20 hours of TA by Success Partner. Note: Projects funded with Miami NICE Sub -Award Grants may include additional consultants. Period: Maximum 12 weeks (estimated, subject to change) For each FBCO, activities will continue with either: (a) implementation of a project funded with a Miami NICE grant; or (b) implementation of a project not funded by a grant. In either case, FBCOs will continue to receive guidance from their Success Partner consultant. In cases where specialized expertise is needed beyond the scope of expertise available from their Success Partner, additional access to expert consultants 12 may be requested. FBCOs that received a Miami NICE grant may also utilize grant dollars to purchase additional consulting (as per their approved grant budget). Throughout the project implementation period, groups of FBCOs may be convened for orientation, training in areas of common emerging needs, and collaborative peer exchanges. Upon conclusion of capacity -building projects, a three-week period (estimated) will be designated for reporting and evaluation activities. FBCOs will submit a final report about the implementation of their project. They may participate in a survey, interview, and/or focus group meeting. B) Eligibility Requirements for TA Awards Eligibility for TA Awards is similar to eligibility requirements for receipt of a Miami NICE Sub -Award Grant. The following are not eligible to apply: For-profit entities; organizations that have previously received federal grants (directly from a federal funding agency); and organizations that have previously received Capital Compassion Funds, either directly or through Sub -Awards from other entities. This includes prior Miami NICE Sub -Award Grant Grantees. Organizations must meet the following in order to be eligible: • Organization must provide services in Miami -Dade County and have a mailing address in Miami -Dade County (not a P.O. Box address). Type of services provided by the organization must match at least one of the areas defined by the Capital Compassion Fund (the federal source of funding for Miami NICE): homeless, elders in need, at -risk youths, families in transition from welfare -to work, rehabilitation services to addicts or reentering prisoners, and healthy marriages. Organizations that meet these service requirements are free to provide services outside of these areas as well. • Organization must have been incorporated with the State of Florida for the past 24 months or more (starting from the date this RFQ response is due). • Services must have been provided consistently for the past 24 months or more (starting from the date this RFQ response is due). • Organization budget size for the past 12 months or more, and projected for the next 12 months (starting from the date this RFQ response is due) must be in the range of $50,000 (minimum) and $500,000 (maximum), excluding in-kind amounts. • Organization must certify at the time of applying the following: "Within 30 days of being notified of receiving a TA Award, all City of Miami insurance requirements 13 will be met and an insurance certificate will name the City of Miami as "additional insured." Note: No exceptions or waivers for insurance requirements are permitted. Failure of TA Award recipients to submit proof of insurance within 30 days following award notification may lead to forfeit of the TA Award. Therefore, applicants are strongly encouraged to: 1. Review the City of Miami insurance requirements in advance (attached documentation). Engage board members, brokers, or others with expertise to thoroughly explore details. 2. Identify the cost for purchasing and maintaining insurance. Collect three or more quotes to ensure a favorable rate. Confirm the source of funding for insurance purchases. Note: Miami NICE Sub -Award Grant dollars cannot be used to purchase insurance. 3. Confirm proof of insurance documentation can be generated within the 30 -day window period. Ensure that insurance providers will provide a certificate that names City of Miami as "additional insured." Ask if there are additional fees to acquire this certificate. 4. Start early. Initiate paperwork, signatures, etc. in advance when possible. Questions about the types and levels of insurance should be directed to City of Miami, 305-416-1410 or Ciacques d( miamigov.com. Refer to updates at www.miaminice.org. Additional information and assistance may be available through the Center On Nonprofit Effectiveness (C -One), www.c-one-miami.org, or other local capacity -building organizations. Organization must certify at the time of applying the following: "The organization's leadership is aware that receipt of a TA Award will require a commitment of time from staff and board members. Commitments defined in Section III, Part D, Item 2 have been reviewed, and the organization is prepared to invest the time necessary." Although an organization's religious affiliation or that of its members cannot be considered by the Review Committee, faith -based organizations must be able to demonstrate that their religious services are at a separate time from their social services. 14 C) Selection of TA Award Recipients The process and criteria for selecting TA Award recipients is geared toward identifying eligible FBCOs that (a) provide quality services that meet a community need and generate results; and (b) show strong organizational potential for successfully participating in and leveraging intensive capacity -building assistance. Three steps are included in the selection process: Screening of applications (RFQ responses) submitted by FBCOs, review of applications, and final selection and approval. Sten 1:Screening: Applications will be screened by partner staff. A "pass" or "fail" designation will be made in three areas based upon information and documentation provided in the application. A "fail" or "non-responsive" in any area will result in a failed screen or non -responsiveness, and the response shall not be considered further. Three 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 organizations will evaluate all applications that pass screening. Reviewers are prohibited from reviewing information for FBCOs where they may be actively involved as a direct service recipient, staff member, volunteer, board member, or other advisor. Evaluation criteria will focus on (a) services provided by the FBCO and (b) the organization and indication of its potential for capacity - building success. Note: An organization's "potential for capacity -building success" is considered within the context of the Miami NICE initiative and the specific capacity -building activities required of all TA Award Recipients. Services: • Community needs and/or gaps in services addressed by the FBCO are defined and compelling. • The level and quality of community services provided by the FBCO represent an approach that is appropriate for the needs identified. • Services have generated positive results for clients and/or community. Organization and capacity-buildingpotential: • Projected capacity -building needs are defined and compelling. • Projected capacity activities reflect an approach that is appropriate for the needs identified. • The projected benefits of capacity -building are compelling. 15 • Leadership commitment to capacity -building is compelling, and includes designation of an appropriate 3 -member Leadership Team (required by Miami NICE). Other compelling factors described by the FBCO indicate "organizational readiness" for capacity -building. Examples include, but are not limited to, a track record of previous capacity -building activities, a demonstrated interest in pursuing capacity -building; timely or natural opportunities for organizational growth or progression, a track record of collaboration, or others. 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 other information provided in the application. The City of Miami, responsible for administration of the RFQ process, will negotiate a final agreement with each TA Award recipient and provide final approval (refer to "Memorandum of Agreement" below, Part D, item 3). At any point in the screening, review, and selection process, Miami NICE may seek additional information by conducting site visits and/or seeking community references about the organization, its services, or participation in other capacity -building initiatives. Results may have an effect on the final selection of TA Award Recipients. TA Award Recipients, as well as those that did not receive an award, will be notified in writing. D) Terms of Agreement for Applying for and/or Receiving a TA Award 1. Insurance At the time of applying for a TA Award, all FBCOs must certify their ability to maintain the types and levels of insurance required by the City of Miami. Within 30 days of being notified of receipt of a TA Award, FBCOs must submit proof of insurance that meets or exceeds the requirements. The official certificate of insurance must name City of Miami as "additional insured." Insurance must be maintained throughout the TA Award period. 16 Note: No exceptions or waivers for insurance requirements are permitted. Failure of TA Award recipients to submit proof of insurance within 30 days following award notification may lead to forfeit of the TA Award. Therefore, applicants are strongly encouraged to: 1. Review the City of Miami insurance requirements in advance (attached documentation). Engage board members, brokers, or others with expertise to thoroughly explore details. 2. Identify the cost for purchasing and maintaining insurance. Collect three or more quotes to ensure a favorable rate. Confirm the source of funding for insurance purchases. Note: Miami NICE Sub -Award Grant dollars cannot be used to purchase insurance. 3. Confirm proof of insurance documentation can be generated within the 30 -day window. Ensure that insurance providers will provide a certificate that names City of Miami as "additional insured." Ask if there are additional fees to acquire this certificate. 4. Start early. Initiate paperwork, signatures, etc. in advance when possible. Questions about the types and levels of insurance should be directed to City of Miami, 305-416-1410 or Cjacques(a,miami og v.com. Refer to updates at www.miaminice.or.P. Additional information and assistance may be available through the Center On Nonprofit Effectiveness (C -One), www.c-one-miami.or, or other local capacity -building organizations. 2. Time, Staff, and Board Commitments Intensive capacity -building requires full engagement of a nonprofit 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 TA Award recipient. Meeting all expectations is important to ensure that a TA Award Recipients maintains its eligibility to apply for a Sub -Award Grant. a. At the time of responding to this RFQ, FBCOs must 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. 17 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. Upon receiving a TA Award, recipients must 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. Upon receiving a TA Award, recipients must 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. At the conclusion of project implementation, TA Award Recipients must 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. TA Award Recipients are expected to 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. Additional convening of TA Award recipients may be scheduled to address emerging needs that require additional information, orientation, or assistance. 3. Memorandum of Agreement (MOA) and Related Requirements for Participation and Attendance In order to activate their TA Award, selected FBCOs must sign a Memorandum of Agreement (MOA) with City of Miami. Refer to the attached draft MOA. Refer to the attached MOA document (Attachment II). Final MOA documents may include, but will not be limited to, requirements for FBCOs to: Attend training and technical assistance sessions/workshops as outlined in the MOA (which may include attendance at 1-4 workshops throughout the year, with the final number to be determined jointly by the FBCO in consultation with their assigned consultant/Miami NICE Project Director/technical assistance provider. • Participate in scheduled meetings with the assigned consultant/Miami NICE Project Director/technical assistance provider as outlined in the MOA. • Submit interim and final reports throughout the award period. • Comply with benchmarks set forth in a final work plan and use all resources related to TA Awards toward the completion of these benchmarks. • Refrain from using resources related to TA Awards for inherently religious purposes or for direct service provision. During MOA negotiations, if agreement cannot be reached with selected TA Award recipients, negotiations with that FBCO will be terminated and negotiations will continue with other selected FBCOs until agreement is reached. At any time during negotiations, Miami NICE partners may choose to modify the choice of a selected FBCOs if it is determined that such a change is in the best interest of the Miami NICE initiative. Prior to MOAs being finalized, Miami NICE partners, including but not limited to the City of Miami, reserve the right to inspect the facilities, organization, and financial condition or take any other action necessary to determine responsibility as to the ability to perform in accordance with specifications, terms and conditions. 4. Relationship of TA Awards to Sub -Award Grants 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 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. 5. Capacity -Building Project Implementation 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 19 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 for failure on maintaining 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.). Refer to Section IV for more information about eligibility for Sub -Award Grants. 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. 6. Use of Consultants 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 (w ww.miaminice: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. 7. Allowable Communications Any questions regarding this RFQ or execution of the response should be sent via email to Miami NICE Project Director, City of Miami. Call 305-416-1410 or email Cj acquesaa,miamigov.com. 9E 8. RFQ Postponement or Cancellation The Miami NICE collaborative and/or City of Miami reserve the right to reject any and all, or parts of any and all responses, postpone or cancel this RFQ process, or waive any irregularities in the RFQ or in the responses received as a result of this RFQ. Refer to the Miami NICE website for date changes, amendments, and other updates regarding this RFQ process and other Miami NICE activities (visit www.miaminice.orL.) 9. Ownership of Documents The successful respondent understands and agrees that any information, document, report or any other material whatsoever that is given by Miami NICE to a successful respondent, or which are otherwise obtained, are prepared by a successful respondent pursuant to or under the terms of the RFQ is and shall at all times remain the property of Miami NICE. Successful Respondent agrees not to use any such information, document, report or material for any other purpose whatsoever without the written consent of Miami NICE which may be withheld or conditioned by Miami NICE in its sole discretion. E) How to Apply for a TA Award (Respond to this RFQ) 1. Information session attendance (required): Prior to submitting an application, FBCOs must attend a mandatory information session. It is the responsibility of the applicant to ensure that their organization name is registered on the attendance sheet. Dates, times, and locations of various sessions are posted online at www.miam.inice.org. 2. Letter of intent (encouraged, not required): Applicants are encouraged to email a letter of intent to Cjacques@miamigov.co by March 13, 2008. Applicants can create their own letter or use the example form provided online at www.miaminice.org. In the case of an organization that does not submit a letter of intent by the due date; the organization may still submit an application provided the organization has satisfied all other requirements described in this RFQ document. 3. Application (required): Completed application packets must be received by 1:00 p.m. on March 20, 2008. (Note: Submission date or time is subject to change. View updates at www.miaminice.org). Emailed, faxed, or mailed applications will not be accepted. Organizations should deliver their applications, and the person delivering the application must register their name and time of delivery. Applications shall be delivered to: 21 City of Miami, Clerk's Office Attention: Miami NICE 3500 Pan American Drive Miami, Florida 33133 Format: • Submit one signed original and four separate copies (for a total of five documents, identical and including all attachments). Copies should be single -sided, meaning text should appear on just one side of any individual piece of paper. Do not submit double -sided copies. • The only acceptable method for securing each copy is by using paper clips or clamps. Do not staple the documents. Do not put them in folders or binders. Do not have them professionally bound. • Submit in a sealed envelope or package bearing the title "Miami NICE" along with the name and address of the organization. • Include sections I-IV as described below and according to Forms A -D (attached). To type directly into forms Access Microsoft Word versions online at www.miaminice.org. Follow all instructions on the forms regarding space limitations, font sizes, margins, and required attachments. Forms may be re-created provided that content and formatting requirements are maintained. Application.. Description Part I: Cover Sheet Applicant information Form A Part II: Checklist Eligibility and attachments Form B Part III: Capacity Survey Survey designed to capture a Form C "snapshot" of basic capacity items currently in place. Part IV: Application Information about the organization's Form D Narrative services and the organization's capacity -building needs and potential. Attachment: Annual This is a required attachment. Use Form E Budgets (prior year and Form E or use your own format that (or use own current year) meets the criteria described below. format) Most recent audited financial statements are preferred, but an audit is not required. • Attach two organizational budgets, including on for the previous year and one for the current year. There are several options: 22 - For the previous year's budget, the organization's most recent audited financial statements are preferred, but an audit is not required. - Form E is the suggested (optional) format, and includes two fill-in sections to accommodate both budgets if needed . - If you decide to not use Form E, use your own format that specifies the start and end date of the budget period, provides a breakdown of main revenue sources, and provides a breakdown of expenses. Staff expenses should indicate key positions. Provide an explanation for each line item that describes calculations and assumptions. • Include all other attachments (as indicated on Form B) 23 SECTION IV: 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 Leadership Examples Board development, staff professional development, succession 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. 24 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 Sub -Award Grant proposals due Sept. 25- Dec. 18, 2009 Project Implementation (12 weeks) Jan. 4-22, 2010 Conclusion/reporting/evaluation (3 weeks) 25 C) Eligibility Requirements Organizations must meet the following to be eligible to apply for a Miami NICE Sub -Award Grant: 1. 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. Sten 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 26 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. Sten 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. E) Terms of Agreements 1. Insurance Continuing the terms for the previous TA Awards (described in Section III, Part D, item 1), Sub -Award Grantees must maintain the types and levels of insurance required by City of Miami. 27 Note: No exceptions or waivers for insurance requirements are permitted. Failure of Sub - Award Grantees to maintain insurance may lead to forfeit of the Sub -Award Grant and eligibility to apply for the grant. Therefore, applicants are strongly encouraged to: 1. Review the City of Miami insurance requirements in advance (attached documentation). Engage board members, brokers, or others with expertise to thoroughly explore details. 2. Identify the cost for purchasing and maintaining insurance. Collect three or more quotes to ensure a favorable rate. Confirm the source of funding for insurance purchases. Note: Miami NICE Sub -Award Grant dollars cannot be used to purchase insurance. Confirm proof of insurance documentation can be generated within the 30 -day window. Ensure that insurance providers will provide a certificate that names City of Miami as "additional insured." Ask if there are additional fees to acquire this certificate. 4. Start early. Initiate paperwork, signatures, etc. in advance when possible. Questions about the types and levels of insurance should be directed to City of Miami, 305-416-1410 or cjacquesamiamigov.com. Refer to updates at www.miaminice.oriz. Additional information and assistance may be available through the Center On Nonprofit Effectiveness (C -One), www.c-one-miami.ora, or other local capacity -building organizations. 2. 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. 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 W 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). 3. Memorandum of Agreement (MOA) and Related Requirements for Participation and Attendance Continuing the terms for the previous TA Awards (described in Section III, Part D, item 3), the Memorandum of Agreement (MOA) established for the prior TA Award will be amended in the event a Sub -Award Grant is also awarded. Amended terms will reflect the addition of funds allocated to the Sub -Award Grantee. All terms of the initial agreement, along with any additional terms of the amendment, will remain applicable throughout the grant period. Initial terms included (as stated in Section III and summarized below): we, • Attend training and technical assistance sessions/workshops as outlined in the MOA (which may include attendance at 1-4 workshops throughout the year, with the final number to be determined jointly by the FBCO in consultation with their assigned consultant/Miami NICE Project Director/technical assistance provider. • Participate in scheduled meetings with the assigned consultant/Miami NICE Project Director/technical assistance provider as outlined in the MOA. • Submit interim and final reports throughout the award period. • Comply with benchmarks set forth in a final work plan and use all resources related to TA Awards toward the completion of these benchmarks. • Refrain from using resources related to TA Awards for inherently religious purposes or for direct service provision. During MOA negotiations for the initial agreement or the amended agreement, if agreement cannot be reached with selected TA Award recipients, negotiations with that FBCO will be terminated and negotiations will continue with other selected FBCOs until agreement is reached. At any time during negotiations, Miami NICE partners may choose to modify the choice of a selected FBCOs if it is determined that such a change is in the best interest of the Miami NICE initiative. Prior to MOAs being finalized, Miami NICE partners, including but not limited to the City of Miami, reserve the right to inspect the facilities, organization, and financial condition or take any other action necessary to determine "responsibility" as to the ability to perform in accordance with specifications, terms and conditions. 4. 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. 30 5. Capacity -Building Project Implementation Continuing the terms for the previous TA Awards (described in Section III, Part D, item S), 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. 6. Use of Consultants Continuing the terms for the previous TA Awards (described in Section III, Part D, item 6), use of consultants will remain the same as part of the Sub -Award Grant arrangements. 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.miaminice.org). 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 31 particular FBCO. Other limitations may also apply for the purpose of preventing conflicts of interest. 7. Allowable Communications Continuing the terms for the previous TA Awards (described in Section III, Part D, item 7), terms for allowable communications will remain the same as part of the Sub -Award Grant arrangements. Any questions regarding this RFP or execution of the response should be sent via email to the Miami NICE Project Director, City of Miami. Call 305-416-1410 or email Ciacques(a�miami og_v.com. 8. RFQ Postponement or Cancellation Continuing the terms for the previous TA Awards (described in Section III, Part D, item 8), terms for the use of consultants will remain the same as part of the Sub -Award Grant arrangements. The Miami NICE collaborative and/or City of Miami reserve the right to reject any and all, or parts of any and all responses, postpone or cancel this RFP process, or waive any irregularities in the RFP or in the responses received as a result of this RFP. Refer to the Miami NICE website for date changes, amendments, and other updates regarding this RFP process and other Miami NICE activities (visit www.miaminice.or.) 9. Ownership of Documents Continuing the terms for the previous TA Awards (described in Section III, Part D, item 9), terms for ownership of documents remain the same as part of the Sub -Award Grant arrangements. The successful respondent understands and agrees that any information, document, report or any other material whatsoever that is given by Miami NICE to a successful respondent, or which are otherwise obtained, are prepared by a successful respondent pursuant to or under the terms of the RFF is and shall at all times remain the property of Miami NICE. Successful Respondent agrees not to use any such information, document, report or material for any other purpose whatsoever without the written consent of Miami NICE which may be withheld or conditioned by Miami NICE in its sole discretion. 32 F). How to Apply for a Sub -Award Grant THIS PAGE IS INTENTIONALLY BLANK Specific application information for the second process (the Request for Proposal or RFP process) will be distributed once the first process is complete. 33 APPLICATION FORMS: 2009 MIAMI NICE TECHNICAL ASSISTANCE AWARDS FORM A APPLICANT INFORMATION (Cover Page) o Includes 1 -page write-in form o Includes 1 -page county map for reference only o Includes 1 -page city map for reference only Signature required FORM B ELIGIBILITY CHECKLIST (and Attachments) o Includes 2 -page write-in checklist o Requires applicant to attach additional documents Signature required FORM C CAPACITY SURVEY o Includes 1 -page write-in checklist to be completed by applicant prior to answering the narrative questions FORM D APPLICATION NARRATIVE o Includes 1 -page list of ten questions o Includes 2 -page "guide" for answering questions o Requires applicant to attach up to 6 pages to type answers to all questions FORM E: ANNUAL ORGANIZATION BUDGETS o Includes 4 -page Form. This is an optional, suggested format to capture both the prior year's budget and the projected year's budget. Applicants may utilize their own formats that meet all criteria specified TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form A FORM A: APPLICANT INFORMATION (Cover Page) �-�-- Miami NICE 2009 Technical Assistance Award RFQ Agency Name: Street Address: Mailing Address (if different): Website Address: Executive Director/CEO: Phone: Board Chair: Phone: Email: Email: City: Zip: City: Zip: Individual (and company if different) that prepared application Affiliation to organization: ❑Staff ❑Board Member ❑Intern ❑Consultant ❑Other: Phone: Email: Organization Mission Statement (maximum 4 lines): Define the core purpose of the organization. The organization is best described as... ❑Faith -based OR ❑Community organization (Not faith -based) Other organizational Status: ❑Have Florida Incorporation El Federal 501(c)(3) Tax Exempt Designation Federal Employer I.D. Number: Date Agency Established (mm/yyyy) Current Annual Agency Budget: $ Fiscal Year End (month): Full-time staff members: Part-time staff members: Number of board members: Number volunteers not on board: Did you apply for a Miami NICE Sub -Award Grant last year? ❑ YES ❑ NO Did you attend any Miami NICE training sessions last year? OYES ❑ NO County Areas Where Your Services Are Provided (Refer to map next page): ❑ Countywide in Miami -Dade County OR Region(s): ❑Northeast & Beaches ❑Central ❑Northwest ❑Southeast ❑South ❑West County Commission District(s) Where Your Services Are Provided (Refer to map on page 2 of this form): ❑1 02 03 04 05 1:16 07 08 1:19 ❑10 ❑11 012 013 City of Miami Commission District(s), If Applicable (Refer to map on page 3 of this form): El ❑2 03 04 0 TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form A TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form A TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form A G� ;000 - FORM B: ELIGIBILITY CHECKLIST (and Attachments) Miami NICE 2009 Technical Assistance Award RFQ H NNE INSTRUCTIONS: For every eligibility item below, indicate your eligibility status with a check (✓). "Yes" indicates your organization meets the criteria. "No" indicates your organization does not meet the criteria. Several items require documentation to be attached. The following are not eligible to apply: • For-profit entities • Organizations that have previously received federal grants (directly from a federal funding agency) • Organizations that have previously received Compassion Capital Funds, either directly or through Sub -Awards from other entities. This includes prior Miami NICE Sub -Award Grantees. Organizations must meet the following in order to be eligible: YES NO REQUIREMENT ❑ ❑ N.A. GEOGRAPHIC: Organization provides services in Miami -Dade County and has a mailing address in Miami -Dade County (not a P.O. box address). ❑ ❑ N.A. TYPE OF SERVICES: Organization provides services in one or more of these areas: ❑ ❑ N.A. ❑ ❑ Attach the following documents: (1) Agency annual budget last fiscal year. (2) Agency annual budget projected fiscal year. Children and youth Ex -offender re-entry Families transitioning (welfare) _ Rehabilitation services (addicts/prisoners) Healthy marriage initiative _ Homelessness Elders in need Note: Organizations that meet these requirements may provide other services too. LENGTH OF SERVICES: Services have been provided consistently for the past 24 months or more (starting from the date this RFQ response is due). ORGANIZATIONAL BUDGET: Organization's annual budget is between $50,000 and $500,000, excluding in-kind (non-cash) amounts. _ For the previous fiscal year (or at least the past 12 months or more, starting from the due date for this RFQ response) Projected for the current/next fiscal year (or at least the next 12 months starting from the date for this RFQ response) Note: Use Form E as a template, or use your own format TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form B Attachment: INCORPORATION: Organization incorporated with the State of Florida for the past 24 Incorporation months or more (starting from the date this RFQ response is due). document Signature CERTIFICATION OF INSURANCE: The City of Miami Insurance requirements Sign in the (attached) have been reviewed by the organization. By signing below, the organization space certifies that at the time of responding to this RFQ: indicated below. "Within 30 days of being notified of receiving a Technical Assistance Award, all City of Miami insurance requirements will be met by this organization and an insurance certificate will be provided that names the City of Miami as 'additional insured.' Failure to meet these requirements may result in forfeit of the Technical Assistance Award (and forfeit eligibility to apply for a Miami NICE grant)." Signature CERTIFICATION OF TIME, STAFF, AND BOARD COMMITTMENT: The Sign in the commitments of time and staff have been reviewed by the organization for the TA Award space and the Sub -Award Grant. By signing below, the organization certifies the following: indicated below. "If awarded a TA Award, or a subsequent Sub -Award Grant, the organization is prepared to commit the time, staff, and board resources as described in this RFQ document. This includes, but is not limited to, a 3 -person Leadership Team (board and staff required), a designated capacity -building recipient (CEO recommended), attendance at award orientation events, participation in 1-4 workshops jointly identified by the organization and an assigned organizational development consultant, and participation in evaluation activities. Failure to meet these requirements may result in forfeit of the TA Award and/or Sub -Award Grant opportunity." Required organizational signatures (Executive Director/CEO or Board Chair): Signature: Title: Print Name: Date: TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form B FORM C: CAPACITY SURVEY Miami NICE 2009 Technical Assistance Award RFQ N ICE ABOUT THIS SURVEY: This survey is a checklist of a handful of organizational items or practices. It is not intended to be a comprehensive study. It is intended to help applicants consider a range of items prior to answering questions about their capacity - building needs in the Application Narrative (Form D, question 6). It is not exhaustive, and applicants may consider other capacity items as well. Miami NICE will also use the information for planning and evaluation purposes. INSTRUCTIONS: Provide a check (✓) to indicate the organization currently does or does not have the item/practice in place. Check "Don't Know" if necessary. Numbers 25-29 require applicants to fill in the blank. YES NO DON'T KNOW CAPACITY ITEM OR PRACTICE ❑ ❑ ❑ 1. Written mission statement. ❑ ❑ - — ❑ -- --- -_ -- - --- — --- - —--._..... --------- ----------...._...- 2. Board of Directors. ❑ ❑ ❑ 3. Written minutes for every board meeting. ❑ ❑ ❑ 4. Written policy that requires all board members to contribute financially to the organization. ❑ ❑ ❑ 5. Formal orientation, with standard materials, for every new board member ❑ ❑ ❑ 6. Written "job descriptions" for board members. ❑ ❑ ❑ 7. Written strategic plan being used this year. ❑ ❑ ❑ 8. Written Fund Development Plan for this year. ❑ ❑ ❑ 9. Formal Fund Development Committee. ❑ ❑ ❑ 10. Annual budget for this year that was approved by the board. ❑ _..-_.. ❑ ❑ 11. Treasurer's report at every board meeting about the organization's financial position. —__---.._._-----___.____.__-•---- ........ .... __..____-_.-_ ❑ ❑ ❑ 12. Monthly financial reports: bank reconciliation, income statement, and balance sheet. ❑ ❑ ❑ 13. Financial audit or "review" conducted last year by an external CPA. ❑ ❑ ❑ 14. Client logs or other method to document number/type of clients and services received. ❑ ❑ ❑ 15. Client survey or other method for capturing client input about satisfaction, needs, etc. --------------------------- - -- - - ----------- ------------------- - ❑ ❑ ❑ 16. CEO belongs to community group(s) where other service providers gather to share _.......... - information about what's happeninq in our service area,eoq_raphic area, etc._ ❑ ❑ ❑ 17. Website. ❑ _..._.. ❑ _.. ❑ 18. Brochures, flyers, business cards or other collateral materials. --..... -..... _ .......... __...... _...._._...-- .._.. ❑ -- ❑ ❑ -- --- 19. All full-time staff members have a separate computer to work on. ---- _ _ - -- -- - -- ----- --- - _ _ - -... ..... ........ - ❑ ❑ ❑ _ _ — 20. All computers are hooked up to internet, have email, and are connected to a server _ —(or other method for letting staff share information from one computer to, another._ ❑ ❑ ❑ 21. Database with current contact information for all clients, donors, and other supporters. ❑ ❑ ❑ 22. Written job descriptions for staff. ---.._._.._..------ -------- ----- ------ ---- -------- ------ -._._..._...---...._._..._._..._...................._...---...---- ❑ ❑ ❑ -_.- 23. Formal evaluation of every staff member in last 12 months. --- ---................. - .._.._..__.... - - --- ...-------- -------------- --------- ---------- -- ❑ ❑ ❑ -------._._...--....---..__.._.._..__._.._..._._ 24. Updated employee policies and procedures manual. 25. The number of board meetings per year is 26. The number of board members is: ; and of those the number that is "actively involved" is 27. The number of other volunteers that are not on the board is 28. The approximate number of entities/individuals that contributed money in the last 12 months is 29. The number of organizations that have formally agreed to refer clients to us is TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form C FORM D: APPLICATION NARRATIVE -- Miami NICE 2009 Technical Assistance Award RFQ M'~` INSTRUCTIONS: (1) Using up to 6 sheets of paper provide an answer to the nine questions below. Type/write on only one side. (2) Use 1 -inch margins. Make sure font is not smaller than 10 points. Adhere to the space limitations: • Limit 2-3 pages combined total for questions 1-5 "About your services" • Limit 2-3 pages combined total for questions 6-9 "About your organization... (3) Refer to the "Guide to Completing the Application Narrative." Suggestions and examples are included only as a guide to help you flesh out your answers. Narrative Part l: About your services (Limit 2-3 pages for this portion, questions 9-4 combined): 1.. MISSION: What is your organization's mission? (Maximum space: 5 lines) 2. NEEDS: What is the community need (and/or gap in other services) addressed by your organization/services? 3. TARGET POPULATION: Specifically who is helped by your services? 4. SERVICES: What services does your organization provide to address those needs? 5. RESUILTS: What difference do your services make for your clients and/or the community? Narrative Part ll: About your organization and its capacity -building potential (Limit 2-3 pages for this portion, questions 5-9 combined). 6. CAPACITY NEEDS/PRIORITIES: What do see as your organization's greatest "capacity -building" needs? 7. CAPACITY -BUILDING ACTIVITY: If given the opportunity and resources, what steps would you take in order to address your organization's capacity needs? 8. CAPACITY -BUILDING BENEFITS: If successful, what would be the greatest benefits realized? 9. LEADERSHIP COMMITMENT: What level of interest or commitment has the leadership of your organization demonstrated in capacity -building? 10. OTHER "READINESS" FACTORS: What other factors can you describe to make a compelling case that your organization is ready to engage in capacity -building activities at this time? For help answering the question above, see the "Guide to Completing the Application Narrative" located on the following two pages. Note the guiding suggestions and examples. TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form D GUIDE TO COMPLETING THE APPLICATION NARRATIVE (FORM D) Miami NICE 2009 Technical Assistance Award RFQ INSTRUCTIONS: Read the instruction provided on Form D. Use the suggestions and examples below only as a guide to help flesh out your answers to the Application Narrative. Narrative Part is About your services (Maximum 3 pages for this portion): 1. MISSION: What is your organization's mission? (Maximum space: 5 lines) GUIDING SUGGESTIONS: • This question is repeated from the Cover Page (Form A). • A mission statement defines the core purpose of your organization - why it exists. Effective missions are inspiring, long-term in nature, and easily understood and communicated. 2. NEEDS: What is the community need (and/or gap in other services) addressed by your organizationiservices? GUIDING SUGGESTIONS: • Describe why this need is important, or why it matters that it goes unaddressed. Consider that it will be compared against many other community needs. • Clarify the scope or extent of the need/problem by providing data from county, state, or national sources. Be sure to name all of the data sources. You can also provide data you have collected, if you have it, from surveys, service records, etc., but be sure to reference where it came from. • Describe what you know about, have seen or heard, and have experienced regarding the needs in your area in a way that tells the reader you have credible, first-hand knowledge and insight. 3. TARGET POPULATION: Specifically who is helped by your services? GUIDING SUGGESTIONS: • Describe the people you serve. Examples of information to include are: - Number of clients served and where they live (neighborhood) - Populations such as children, families, elders, etc.. - Characteristics such as age, sex, race, and ethnicity. - Other factors that will affect your services such as disability status, poor school performance, unemployment, low income, abuse, recent immigration, etc. • Describe how you reach and recruit clients and/or how they are referred to your program. Make sure to emphasize important partners or collaborations that help you reach more people. Also mention special practices to be creative, culturally sensitive, etc. 4. SERVICES: What services does your organization provide to address those needs? GUIDING SUGGESTIONS: • Describe the overall goals of your services and main activities undertaken. to achieve those goals. • Include the level of services (how much, how long, how often, etc.). • Include any information you have about the quality of services (i.e. how you know your approach is the best approach). Especially if other organizations that provide these services in your area, describe how your approach is different or better suited to your target population. If you are using any special practices, or curriculums, or programs borrowed from local, state, or national organizations, be sure to describe them and how long you have been using them. If you are involved in collaborations that maximize services, be sure to describe them. TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form D 5. RESULTS: What difference do your services make for your clients and/or the community? GUIDING SUGGESTIONS: • Summarize the overall success and accomplishments of your services. • Describe very specifically what has changed as a result of your services being provided. Start with individuals, groups, or families. Describe benefits related to what they now know (knowledge), think or feel (attitudes), are equipped to do (skills), or have actually done (behavior) because they received your services. Then add any positive changes for the broader community including positive changes to the environment or an improvement in the way things normally work. • Describe how you "know" these changes have occurred. Include any "before and after" information if you have it. Include facts, data, and concrete information as much as possible. Include what you have tracked, observed, heard, or experienced. • Describe where and how you capture this information. Explain any surveys, in -take documents, client logs, interviews, staff observations, etc. Your description should help the reader have confidence in the quality and accuracy of your data and information. Narrative Part ll: About your organization and its capacity-buildinq potential... 6. CAPACITY NEEDS/PRIORITIES: What do see as your organization's greatest "capacity -building" needs? GUIDING SUGGESTIONS: • Complete the abbreviated "capacity survey" (Form C) before answering this question. What you describe as your need does not have to exactly match any of the items in the survey (because the survey is not an exhaustive list). However, make sure that what you describe as your need makes sense when compared to the survey. • Try to describe priority needs/issues/problems with specific language. Start by considering all the things that might prevent your organization from being able to sustain its operations and its services. Then think about which ones are the greatest priorities. It may be helpful to see examples used to describe the five "capacity -building areas" in the RFQ document. Be careful if you choose program -related needs as your priorities. While "Program Development" is one of the five capacity areas defined in the RFQ, remember that Miami NICE resources cannot be used to fund direct resources. It may be helpful to review the examples in the RFQ one more time. • Describe why this need is important, or why it matters that it goes unaddressed. 7. CAPACITY -BUILDING ACTION: If given the opportunity and resources, would you do in order to address your organization's capacity needs? GUIDING SUGGESTIONS: • To determine your response, start by thinking of "current state" of the need/issue/problem you described—or how things are currently working (or not). Then think of a "future state" where everything is functioning as it should. Compare the two, and think about the specific changes you'd need to make, and what action steps would take your from "current state" to "future state." • Describe the most important barriers you would need to overcome to be successful? • Describe any resources you have access to that would be helpful (people, expertise or know- how, equipment, software, etc.)? TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form D 8. CAPACITY -BUILDING BENEFITS: If successful, what would be the greatest benefits realized? GUIDING SUGGESTIONS: • Consider both immediate and future benefits, as well as direct results and broader impacts. • Think how improved capacity would: (a) Change the way the organization currently does business; (b) Change the future sustainability of the organization; or (c) Change the organization's ability to effectively serve clients and the community • Make a compelling case for why these benefits are important. 9. LEADERSHIP COMMITMENT: What level of interest or commitment does the leadership of your organization currently have in capacity -building? GUIDING SUGGESTIONS: • Name and describe the people designated for your organization's Leadership Team the will champion capacity -building within the organization (a requirement of Miami NICE). Include their titles. Make sure that at least one is a board member, and one is the CEO. Summarize their qualification that makes them appropriate for this team. • Describe any other evidence that your board of directors and/or CEO and/or senior staff are interested in or committed to building the organization's capacity. 10. OTHER "READINESS" FACTORS: What other factors can you describe to make a compelling case that your organization is ready to engage in capacity -building activities at this time? EXAMPLES: • Previous track record of capacity -building (or organizational development, management improvement, etc.) • Previous capacity -building results that you can build upon. • Internal planning for capacity -building; or strategic planning that includes capacity -building. • Timely or natural opportunities for organizational growth or progression (due to new funding, new partnerships, new access to staff or others with expertise, etc.) • Track record of collaboration with others • Track record of leadership in the area of organizational excellence TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form D FORM E: ANNUAL ORGANIZATION BUDGET Miami NICE 2009 Technical Assistance Award RFQ INSTRUCTIONS: • Required: Attach two budgets: One for the previous fiscal year, and one for the current fiscal year. Note: If the The goal is to show two consecutive years. • Formats: There are several choices for formats. (a) For the previous fiscal year, the organization's most recent audited financial statement is preferred. However audits are not required. (b) Applicants can choose to use this suggested Form E, or provide their own format. (c) Alternate formats should include the following: start and end date of the budget period, a breakdown of main revenue sources, and a breakdown of expenses that includes key positions. An explanation should be provided for each line item that describes calculations and assumptions. Budget #1: PREVIOUS FISCAL YEAR: Budget Period: Start date: End date: Revenue Amount Explanation Government grants Foundation or United Way grants Corporate grants/sponsorships Special event revenues Donations from individuals Donations from churches Fees charged for services Sales (not services) Other Total Revenue Other notes (optional): TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form E Budget #1: PREVIOUS FISCAL YEAR (cont.): Budget Period: Start date: End date: Expense Amount Explanation Salaries Position #1 Amount #1 Position #2 Amount #2 Position #3 Amount #3 Position #4 Amount #4 Position #5 Amount #5 Fringe Benefits & Payroll Taxes Professional Services & Contractors Occupancy (rent, utilities, maintenance) Equipment Rental & Maintenance Note: Distinguish purchases of less than $9,000 from purchases Equipment Purchases greater than $9,000 (capital purchases) Insurance (excluding personnel -related) Telephone & Telecommunications Printing & Publications Office Supplies Postage & Shipping Program Supplies (including assistance to individuals) Travel, Meetings & Trainings All Other Expenses Total Expenses Other notes (optional): TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form E Budget #2: CURRENT FISCAL YEAR: Budget Period: Start date: End date: Revenue Amount Explanation' Government grants Foundation or United Way grants Corporate grants/sponsorships Special event revenues Donations from individuals Donations from churches Fees charged for services Sales (not services) Other Total Revenue Other notes (optional): TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form E Budget #2: CURRENT FISCAL YEAR (cont.): Budget Period: Start date: End date: Expense Amount Explanation' Salaries Position #1 Amount #1 Position #2 Amount #2 Position #3 Amount #3 Position #4 Amount #4 Position #5 Amount #5 Fringe Benefits & Payroll Taxes Professional Services & Contractors Occupancy (rent, utilities, maintenance) Equipment Rental & Maintenance Note: Distinguish purchases of less than $1,000 from purchases Equipment Purchases greater than $1,000 (capital purchases) Insurance (excluding personnel -related) Telephone & Telecommunications Printing & Publications Office Supplies Postage & Shipping Program Supplies (including assistance to individuals) Travel, Meetings & Trainings All Other Expenses Total Expenses Other notes (optional): TECHNICAL ASSISTANCE AWARD APPLICATION FORMS: Form E APPENDIX APPENDIX 1 CITY OF MIAMI INSURANCE REQUIREMENTS FOR MIAMI NICE TECHNICAL ASSISTANCE AWARD APPLICANTS AND RECIPIENTS AND SUB -AWARD GRANTEES APPENDIX 1: CITY OF MIAMI INSURANCE REQUIREMENTS: 1 of 4 pages Important insurance considerations for faith -based and community organizations (FBCOs) applying for Miami NICE Technical Assistance Awards and Sub -Award Grants. • At the time of applying for a TA Award, all FBCOs must certify their ability to maintain the types and levels of insurance required by the City of Miami. • Within 30 days of being notified of receipt of a TA Award, FBCOs must submit proof of insurance that meets or exceeds the requirements. The official certificate of insurance must name City of Miami as "additional insured." • In order to apply for a Sub -Award Grant, insurance must be maintained throughout the TA Award period. It must continue throughout implementation of projects funded with Sub -Award Grants. • No exceptions or waivers are permitted. Failure of TA Award recipients to submit proof of insurance within 30 days following award notification may lead to forfeit of the TA Award. Therefore, applicants are strongly encouraged to: 1. Review the City of Miami insurance requirements in advance (attached documentation). Engage board members, brokers, or others with expertise to thoroughly explore details. 2. Identify the cost for purchasing and maintaining insurance. Collect three or more quotes to ensure a favorable rate. Confirm the source of funding for insurance purchases. Note: Miami NICE Sub -Award Grant dollars cannot be used to purchase insurance. 3. Confirm proof of insurance documentation can be generated within the 30 -day window. Ensure that insurance providers will provide a certificate that names City of Miami as "additional insured." Ask if there are additional fees to acquire this certificate. 4. Start early. Initiate paperwork, signatures, etc. in advance when possible. Questions about the types and levels of insurance should be directed to City of Miami, 305-416-1410 orjmarcano@miamigov.com. Refer to updates at www.miaminice.org. Additional information and assistance may be available through the Center On Nonprofit Effectiveness (C -One), www.c-one-miami.org, or other local capacity -building organizations. APPENDIX 1: CITY OF MIAMI INSURANCE REQUIREMENTS: 2 of 4 pages INSURANCE REQUIREMENTS -(TECHNICAL ASSISTANCE) DEPARTMENT OF GRANTS -MIAMI NICE I. Commercial General Liability A. Limits of Liability Bodily Injury and Property Damage Liability Each Occurrence $300,000 General Aggregate Limit $600,000 Personal and Adv. Injury $300,000 Products/Completed Operations $300,000 B. Endorsements Required City of Miami included as an Additional Insured Contractual Liability II. Business Automobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit/Split Limits Owned/Scheduled Autos $50,000/100,000/50,000 Hired and Non Owned Autos $50,000/100,000 B. Endorsements Required City of Miami included as an Additional Insured • An agency may request in writing the waiver of this coverage in part or as a whole if: a) The agency does not own any vehicles b) The agency does not hire the services of a company to perform services for which the agency is being awarded the funding, and c) The agency does not allow employees to use their personal vehicle for business purposes. APPENDIX 1: CITY OF MIAMI INSURANCE REQUIREMENTS: 3 of 4 pages III. Worker's Compensation Limits of Liability Statutory -State of Florida IV. Employer's Liability A. Limits of Liability $100,000 for bodily injury caused by an accident, each accident $100,000 for bodily injury caused by disease, each employee $500,000 for bodily injury caused by disease, policy limit NOTE: All certificates of insurance must be provided for review and approval prior to the effective date of the agreement. The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer not less than (30) days prior to any such cancellation or material change. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: The company must be rated no less than "A" as to management, and no less than "Class V" as to Financial Strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All policies and /or certificates of insurance are subject to review and verification by Risk Management prior to insurance approval. APPENDIX 1: CITY OF MIAMI INSURANCE REQUIREMENTS: 4 of 4 pages APPENDIX 2 Miami NICE 2009 Technical Assistance Awards Application Review Form Miami NICE 2009 Technical Assistance Awards Application Review Form Organization: Applicant # Reviewer: Reviewer # Summary of final ratings (transferred from within rating document & worksheets): SCORE Mission (0-5 points) Community Needs (0-10 points) Target Population (0-10 points) Services (0-20 points) Results (0-20 points) Capacity -Building Needs & Priorities (0-5 points) Capacity -Building Response (0-5 points) Capacity -Building Benefits (0-5 points) Capacity -Building Leadership Commitment (0-5 points) Capacity -Building "Readiness" Factors (0-5 points) TOTAL SCORE (Maximum 100)) Reviewer Recommendation and other comments: Highly recommend Reviewer Signature: Recommend With Reservations Do Not Recommend (summarize reasons) Date: K Question #1. MISSION: What is your organization's mission? (0-5 points) + 0-2 points: Mission statement clearly articulates core purpose of organization, or its reason for existing. 0=unclear purpose; 1= clear purpose; 2 clear and well -articulated purpose. + 0-1 points: It is inspiring and long-term O=no; 1 yes + 0-1 points: Aligned with service area(s) defined by CCF: (Children and Youth, Ex -Offender Re-entry, Elders in need, Homelessness, Rehabilitation services to addicts and/or prisoners, Families transitioning from Welfare to Work; Healthy Marriage Initiatives). 0=1ittle or no alignment; 1=good alignment + 0-1 points: Aligned with interest in underserved county residents and impoverished neighborhoods. SCORE: COMMENTS: 0=1ittle or no alignment; 1=good alignment points maximum) 3 Question #2. COMMUNITY NEEDS: What is the community need (and/or gap in other services) addressed by your organization/services? (0-10 points) + 0-2 points: Need, issue, or problem is specific and clearly defined. 0-1=No or very little; 2=Good + 0-2 points: Application indicates it is important relative to the broader range of needs that currently exist in our community. 0-1=No or very little; 2=Good + 0-2 points: Its scope, extent, or severity is clearly stated and compelling. 0-1=No or very little; 2=Good; 3= Very good. + 0-2 points: It is evidenced by data that is relevant and credible, and all sources are sited (external data) or explained (internally -generated data). 0-1=No or very little; 2=Good + 0-2 points: First-hand or anecdotal information provided in the application is relevant, credible, and reflects significant knowledge of and insight into the need, issue, or problem 0-1 =No or very little; 2=Good SCORE: (0-10 points maximum) COMMENTS: 4 Question #3. TARGET POPULATION: Specifically who is helped by your services and how are you reaching them? (0-10 points) + 0-1 points: Number of clients served is specified O=no; 1 yes. + 0-1 points: There is clarity about the number of "unduplicated" clients represented in the information O=no; ]=yes. + 0-1 points: The geographic area where clients come from is specified—state, region, county, city, neighborhood, etc. O=no; 1=yes. + 0-3 points: Characteristics used to define the overall client base, and important segments, are sufficient, clearly described, and relevant. Examples: - Populations: children, families, elders, etc. - Characteristics such as age, sex, race, and ethnicity. - Other factors that will affect services such as disability status, poor school performance, unemployment, low income, abuse, recent immigration, etc. 0-1=No or very little; 2=Good; 3=Very good + 0-2 points: Methods for reaching, recruiting, and engaging clients are clearly defined and appropriate. 0-1=No or very little; 2=Good + 0-2 points: Methods reflect collaboration or strategic partnerships (referrals, joint services, etc.), innovations, cultural sensitivity, or other exemplary practices. 0-1=No or very little; 2=Good SCORE: (0-10 points maximum) COMMENTS: 5 Question #4. SERVICES: What services does your organization provide to address those needs? (0-20 points) + 0-4 points: Overall goals and primary activities are specific, clearly communicated, and indicate a focus and alignment with the mission 0-1 =No or very little; 2-3=Good; 4=Very good. + 0-4 points: The level or scope of services delivered is clearly defined (which services, how much, how long, how often, etc.) and appropriate. 0-1 =No or very little; 2-3=Good; 4=Very good. + 0-4 points: Goals and activities appear appropriate and compelling compared to the community needs and target population described in questions 2 and 3. 0-1 =No or very little; 2-3=Good; 4= Very good. + 0-2 points: There is indication of a professional or high-quality approach based upon the adaptation of borrowed models, national best practices, evidence -based tools or curriculums, etc. from credible sources. 0-1=No or very little; 2=Good + 0-2 points: There is an indication of collaboration to maximize reach and resources. 0-1=No or very little; 2=Good + 0-2 points: There is an indication of a developed niche or non -duplication. 0-1=No or very little; 2=Good + 0-2 points: There is an indication of specialized expertise or capacity for being able to deliver this type of service (i.e. accreditation, credentials, expert staff, etc.). 0-1=No or very little; 2=Good SCORE: (0-20 points maximum) COMMENTS: rel Question #5. RESULTS: What difference do your services make for your clients and/or the community? (0-20 points) + 0-10 points: Changes, benefits, or improvements for individuals, groups, families, systems, or the community are specific, fully described, and clearly communicated. They may include: - Changes in what people know (knowledge) as a result of the services - Changes in what people think or feed (attitudes)... - Changes in what people are equipped to do (skills)... - Changes in what people have actually done (behaviors)... - Changes in the way things have normally worked (systems) - Changes in the community (community or environment) 0-1 =No or very little; 2-4=Somewhat; 5-7=Good; 8-10= Very good + 0-5 points: Changes successes, and accomplishments described by the applicant are important, meaningful, with significant impact, and compelling. 0-1=No or very little; 2=Somewhat; 3-4=Good; S=Very good + 0-5 points: The indicators used to determine and describe these change/successes are reasonable, specific, and communicated in a concrete fashion. 0-1=No or very little; 2=Somewhat; 3-4=Good; S=Very good + 0-5 points: The methods for capturing data and information about changes/successes are clearly described and reasonable (i.e. logs, surveys, pre-tests or other documentation; interviews, observations, etc.). 0-1 =No or very little; 2=Somewhat; 3-4=Good; 5= Very good SCORE: (0-20 points maximum.) COMMENTS: V/ Question #6. CAPACITY -BUILDING NEEDS/PRIORITIES: What do see as your organization's greatest "capacity -building" needs? (0-5 points) + 0-2 points: The needs statement demonstrates that the applicant has begun to focus on one or more of the five capacity -building areas, and is not confusing "capacity" with "providing direct services." 0-1 =No or very little; 2=Good; 3=Very good. NOTE TO REVIEWER: "Program Development" is one of the five capacity areas defined in the RFQ. • An applicant should not be penalized for describing needs that are related to any "infrastructure'' items associated with program delivery (i.e. program -related structures, processes, systems, expertise, etc. like evaluation plans, client surveys, selection of professional curriculums, program design consultants, etc.). • However, a focus on direct -service delivery (i.e. "more program staff," "a computer lab for the kids," "supplies for our after-school program," etc.) is not appropriate. + 0-1 points: Priority needs are specific and clearly stated. 0=No; ]=Yes + 0-1 points: The needs described do not appear to conflict with the "Capacity Survey" (FORM C) submitted with this application. O=Conflict exists 1=No conflict (or reasonable explanation provided). NOTE TO REVIEWER: It is not necessary for needs to match the survey exactly, because the survey is not an exhaustive list. If there is not conflict, then award the point. If there appears to be a conflict that the applicant does not explain or provide a reason for, then do not award the point. SCORE: (0-5 points maximum) COMMENTS: Question #7. CAPACITY -BUILDING ACTION: If given the opportunity and resources, what would you do to address your organization's capacity needs? (0-5 points) + 0-3 points: The applicant's projected capacity -building response is clearly described, and it appears reasonable and appropriate compared to the needs described in question 6. O=No; ]=Somewhat; 2=Good; 3=Very good + 0-1 points: There is some indication that the applicant has begun to identify key obstacles or barriers that must be overcome. O=No; ]=Yes + 0-1 points: There is some indication that the applicant has begun to consider the organizational strengths or other resources that could be built upon or leveraged. O=No; 1=Yes SCORE: (0-5 points maximum) COMMENTS: Question #8. CAPACITY -BUILDING BENEFITS: If successful, what would be the greatest benefits realized? (0-5 points) + 0-5 points: Changes, benefits, or improvements (immediate, long-term, direct, or indirect) are clearly described, specific, and compelling for any of the following: - Change the way the organization currently does business - Change the future sustainability of the organization - Change the organization's ability to effectively serve clients and the community O=No; 1-2 =Little or some; 3-4=Good; S=Very good SCORE: (0-5 points maximum) COMMENTS: 0 Question #9. LEADERSHIP COMMITMENT: What level of interest or commitment does the leadership of your organization currently have in capacity -building? (0-10 points) + 0-2 points: At least three Leadership Team members have been named that meet the requirement of including at least one board member and the CEO. 0=Not met; 1=Partially met; 2=Fully met + 0-5 points: Qualifications of team members summarized by the applicant indicate that the team is appropriate for participating in capacity assessment activities, participating in capacity -building priority setting, and for championing a continued capacity -building focus within the organization. 0=No; 1-2=Somewhat 3-4=Good; 5=Very good + 0-3 points: Applicant provides other evidence that the board, CEO, staff, etc. have a healthy interest in or commitment to building the organization's capacity. 0-1=No or very little; 2=Good; 3=Very good SCORE: (0-10 points maximum) COMMENTS: 10 Question #10. OTHER "READINESS" FACTORS: What other factors can you describe to make a compelling case that your organization is ready to engage in capacity -building activities at this time? (0-10 points) + 0-10 points: Applicant makes a compelling case of "readiness" for capacity -building; or "likely success" for capacity -building by describing one or more other relevant factor. NOTE TO REVIEWER: "Program Development" is one of the five capacity areas defined in the RFQ. • Consider the number and civality of factors presented: Assign a score of 0-3 points for each "readiness" or "success" factor included. Within that range, assign the score based on the completeness, clarity, and relevance of the factor's description. Regardless of how many factors, the maximum score is 10. • Factors will vary significantly. Examples include, but are not limited to: - Timely or natural opportunities for organizational growth or progression (due to new funding, new partnerships, new access to staff or others with expertise, etc.) - Previous track record of capacity -building (or organizational development, management improvement, etc.). - Previous capacity -building results that the organization has a desire to build upon - History of with organizational assessment and/or process improvement or similar. - History of organizational planning including strategic plans; business plans; operations plans (comprehensive or in functional areas). - Track record of collaboration with others in order to maximize resources, reach, impact, etc. - Experience managing external experts (paid consultants or volunteer experts) - Other. SCORE: (0-10 points maximum) COMMENTS: 11 Page 12