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Home My WebLink AboutExhibit 2TITLE: POLICY AND PROCEDURE FOR THE ECIVIS GRANTS LOCATOR SERVICE EFFECTIVE DATE: SUPERCEDES NO: PROCEDURE NO: SUBMITTED BY: Robert Ruano Director of Grants Adrr APPROVED BY: Joe Arriola City Manager PAGE NO: 1 PURPOSE: To establish guidelines and procedures for the provision of the eCivis, Inc. ("eCivis") Grants Locator service purchased by the City of Miami to local community -based and faith -based organizations, hereafter called non-profit organizations (NPOs). In an effort to provide excellent customer service, maximize grant opportunities, enhance existing revenue, reduce poverty, deliver technology and e-solutions and secure private and public partnerships with the community, the City of Miami Office of Grants Administration has contracted with eCivis•:to provide Grants Locator access to NPOs that serve City of Miami residents The eCivis Grants Locator program is designed to give City NPOs the power to research Federal, State, Local government and foundation grant'<funding opportunities through a web -based server at no cost to the NPO;: This is part of an ongoing ,effort to increase capacity of local NPOs that may not have the fiscal resources to purchase this valuable service on their own. Grants Locator is a complete grants research system designed specifically for local governments. It provides easy access''to the.latest funding opportunities and regular notices of new,grants and updated grant opportunities. Because it is formulated for local government, N,POs need to partner with local government to receive the Grants Locator service From a cost/benefit analysis standpoint, the provision of valuable grant research resources like :Grants Locator tb local NP. Os Will,Maximize revenue streams for servicesthat;can benefit residents of'theCity of Mian . POLICY: I. Introduction Through a Subscription Agreement :,(Contract No. 10665, dated 10/5/2005) between';eCivis and the City of Miami;: eCivis provides access to approved Access `;Holders (currently ;Glty employees), on a password -restricted basis, through the :'Internet to the Grants -`Locator software and database. This agreement shall now also provide access for approved users of selected NPOs. 11. License The aforementioned agreement provides the City of Miami a nonexclusive, nontransferable right and license: • To permit each allowed Access Holder to log into the Grants Locator system through the Internet. • . To permit each allowed Access Holder to use Grants Locator for the purposes of grant research for said Access Holder • To create printouts, download and store in electronic form, and re - purpose Grants Locator for internal use in connection with normal business activities. This agreement prohibits the commercial sale, redistribution, broadcast or transfer of such materials. This agreement further prohibits the rental, lease, sublicensing, distribution or transfer of any information to entities or people outside the City and TITLE: POLICY AND PROCEDURE FOR THE ECIVIS GRANTS LOCATOR SERVICE EFFECTIVE DATE: SUPERCEDES NO: PROCEDURE NO: SUBMITTED BY: Robert Ruano Director of Grants Adrr APPROVED BY: Joe Arriola City Manager PAGE NO: 2 selected NPOs. All reasonable steps must be taken to protect Grants Locator from unauthorized access, copying or use. The eCivis Grants Locator distributed through this service remains the property of the City of Miami. III. Roles and Responsibilities Participating Access Holders shall agree to the following: City of Miami Office of Grants Administration:, • The eCivis process will be facilitated by the VISTA Leader • Monitor use by selected NPOs • Coordinate issuance and cancellation of service • Provide training to new approved users as needed • Coordinate program policy issues • Participate in ongoing program reviews • Maintain Policy guides/manuals. • Approve/disapprove requests for service • Final resolution of disputes • Evaluate feedback from selected NPOs • Establish and monitor benchmarking objective • Target new users and expand use of the service. • Conduct periodic operational and compliance audits Executive Director of Selected NPO (or Designee): • Select staff, board members; and volunteers as approved users • Insure that the NPO abides by the following: Selected NPOs agree to sole responsibility for the security of assigned passwords`:: Only approved users can use the Grants Locator. The sharing of username and password information is strictly prohibited. Selected NPOs cannot charge for dissemination of information retrieved from the Grants Locator. This information shall only be used for services and programs to be provided in the City of Miami o This information is not to be shared with satellite offices in other parts of the County ij;nfess the services and programs also benefit the residents of the City of Miami. o Grants Locator is intended for use within the Selected NPO or for the potential submission of a grant application with a partner agency. o `: Should people or entities outside selected NPOs use the respective Access Holder usernames to access Grants Locator, the City of Miami reserves the right to terminate the agreement with said NPO. o In addition, all selected NPOs will abide by the Terms and Conditions (herein attached) and the Memorandum of Agreement, once executed. TITLE: POLICY AND PROCEDURE FOR THE ECIVIS GRANTS LOCATOR SERVICE EFFECTIVE DATE: SUPERCEDES NO: PROCEDURE NO: SUBMITTED BY: Robert Ruano Director of Grants Adrr APPROVED BY: Joe Arriola City Manaaer PAGE NO: 3 Approved Users of Selected NPO: • Approved users are staff, board members and volunteers as approved by Executive Director and must abide by the Terms and Conditions (herein attached) and the Memorandum of Agreement, once executed. IV. Assignment and Control of eCivis Grants Locator by Selected NPO The steps below indicate how an NPO can obtain service. Instructions to the applicant: 1. Obtain a City of Miami eCivis Grants Locator application form by calling 305-416-1559. 2. Complete application form in its entirety, including authorized signature 3. Attach all required documents as specified on the application form, which may include 501(c)(3), Board of Directors list, 990s, financial audit, ADA, EOE policies and Letter of Good Standing from' State Department of Consumer and Agricultural Affairs 4. Mail package to the City of Miami Office of Grants Administration address specified on the application form What happens next...? • The application will be reviewed for compliance with`City fiscal requirements • The application will be reviewed by City staff for recommendation to the Director of the Office of Grants Administration • Final approVar. will be proffered by Director of the Office of Grants Administration • Approved users from selected'` NPOS will receive a training session on eCivis Grants Locator. Term of Use The approved term of use shall be a one-year term with an annual review with continuation dependent on review, and the inception of service on a rolling basis throughout the year. The review will consist of the fiscal response to the City, level of eCivis activity, and the number of grants applied for through the eCivis Grants Locator service. Termination and Transfer of Grants Locator Employees that are either terminated or transferred to another department will not be allowed to take the Grants Locator service with them. TITLE: POLICY AND PROCEDURE FOR THE ECIVIS GRANTS LOCATOR SERVICE EFFECTIVE DATE: SUPERCEDES NO: PROCEDURE NO: SUBMITTED BY: Robert Ruano Director of Grants Mir APPROVED BY: Joe Arriola Citv Manager PAGE NO: 4 License may be revoked if: Selected NPO uses or distributes information without authorization Selected NPO misrepresents itself as a City entity Selected NPO libels the City of Miami Selected NPO shares username/password to unauthorized persons Selected NPO is found to be in violation of any City, State or Federal laws Selected NPO is found to be in violation of attached Code of Ethics Selected NPO violates any of the aforementioned policies