Request for Proposals

RFP 09-103

A one-step application process; no concept paper is required.

Application Instructions

for

WALKING TRAILS

Grants

Promoting increased physical activity by

building community and school-based trails

THIS IS AN OPEN-ENDED RFP

Proposals will be accepted anytime between

September 5, 2008 and April 30, 2009.

See the funding schedule on page 4.

Request for Proposals

RFP 09-103

Information in This Document

I.About the Sunflower FoundationPage 3

II. When to Use This RFPPage 3

III.Issue BackgroundPage 3

IV.RFP Specifications Page 3

V.Instructions for Preparing a ProposalPage 6

VI.Proposal SubmissionPage 10

VII.RFP Telephone BriefingsPage 10

Proposal Cover PageBack Page

Application Documents to Download

Available at:

  • Application Instructions – WALKING TRAILS Grants
  • Budget Form
  • Logic Model Form
  • RFP Definitions & Tips
  • KansasCounty Abbreviations
  • Proposal Checklist

NOTE: If you have problems downloading these documents or need them mailed to you, please contact the foundation.

I. ABOUT THE SUNFLOWER FOUNDATION

The Sunflower Foundation’s mission is to serve as a catalyst for improving the health of Kansans. For complete information about the foundation’s history, organization, grantmaking and interestareas, visit

II. WHEN TO USE THIS RFP

This RFP may be used if ALL of the following are true:

You have a project that involves developing a publicwalking trail to promote physical activity.
You represent:
  • a community-based Walking Trails project; or
  • a school-based Walking Trails project.

Youcan providethe required cash match of $1 to $1 of the total amount requested from the Sunflower Foundation.

Do NOT respond to this RFP if:

Your organization cannot meet ALL of the above requirements.
You have a current Sunflower Foundation Walking Trails grant.

If you have questions about eligibility, please contact the foundation before applying.

III. Issue Background

Changing the built environment is one strategy to reduce the prevalence of obesity. In many

communities across Kansas, residents and students do not have access to safe and convenient walking locations, which is a barrier to maintaining or increasing physical activity. While individuals must choose to exercise, communities and schools can make that choice easier. Therefore, the goal of this grant category is to improve the health of students, families and communities by creating new or expandedpublic walking trails to increase the opportunity for safe and convenient physical activity.

IV. RFP SPECIFICATIONS

  • FUNDING FOCUS
  • The Sunflower Foundation has developed this RFP to help increase physical activity through public and private support to build community-based or school-based Walking Trails.
  • USE OF GRANT FUNDS
  • Sunflower Foundation grant funds may be used for:
  • Trail building materials – Up to $15,000

-Materials chosen at the discretion of the applicant organization (e.g. cement, asphalt, crushed stone)

  • Trail enhancements – Up to $5,000

-Trail lighting – to improve security and increase usable hours

-Distance signage – to help users plan and keep track of trail usage

  • Trail treescaping (new) – Up to $5,000

-For trail shading and environmental benefits (trees produce oxygen, remove carbon dioxide and other contaminants from the air, help filter groundwater and prevent erosion, and provide habitat for birds and other wildlife) – this funding is for trees only, and does not cover planting expenses or general/aesthetic landscaping

  • TRAIL REQUIREMENTS
  • Trails are generally expected to be at least ¼ mile in length.
  • The width of the trail will depend on the scope of the project, though a minimum of 5’– 6’ is expected, with 8’– 10’ preferred.
  • Public access to the walking trail is required.
  • Trails must be more than sidewalks.
  • TIMELINE
  • Unlike previous Walking Trails funding cycles, this is an OPEN-ENDED RFP, with proposals accepted anytime between September 5, 2008 and April 30, 2009.
  • Funding decisions for Walking Trails grants will be made by our Board of Trustees at their bi-monthly meetings. Proposals must have been received at least six weeks prior to these meetings to be considered.
  • This chart illustrates the timeline options to guide proposal submission:

Proposals must be received by: / To be considered at this Board meeting: / Funding decisions will be announced by:
5:00 p.m., Thursday, October 30, 2008 / December 11, 2008 / December 31, 2008
5:00 p.m., Thursday, January 8, 2009 / February 12, 2009 / February 28, 2009
5:00 p.m., Thursday, February 26, 2009 / April 8, 2009 / April 30, 2009
5:00 p.m., Thursday, April 30, 2009 / June 11, 2009 / June 30, 2009
  • ELIGIBILITY
  • To apply for Sunflower Foundation funding, organizations must meet one of the following criteria:
  • Organizations that demonstrate a tax-exempt status under Section 501(c)(3) of the Internal Revenue Service Code.
  • Organizations recognized as an instrumentality of state or local government, provided Sunflower Foundation support will not replace existing funding for the project the grant would support.
  • Organizations that do not meet the above criteria or that are seeking matching funding to secure state or federal grants for larger trail projects should contact the Sunflower Foundation before applying for funding.
  • TARGET APPLICANTS
  • This RFP targets two types of applicants:
  • Community-based (i.e. organizations or groups interested in building walking trails in a community setting); and
  • School-based (i.e. schools or school districts interesting in building a walking trail on school property).
  • Priority funding consideration will be given to organizations/projects that have not received a prior Sunflower Foundation Walking Trails grant.
  • APPLICATION PROCESS
  • This is a one-step application, requiring the submission of a proposal only(i.e. no concept paper is required prior to submitting a proposal). Funding decisions will be based on the information provided by the applicant via the proposal, so it is important that all requested information is included.
  • AWARD LIMITS
  • Grant will not exceed a total of $25,000, with:

Up to $15,000 for trail building materials – materials chosen at the discretion of the applicant (e.g. cement, asphalt, crushed stone);

Up to $5,000 for trail enhancements – limited to trail lighting and/or distance signage; and

Up to $5,000 for treescaping – limited to trailside trees, not general landscaping.

  • LENGTH OF GRANTS
  • Grants are expected not to exceed a term of one year.
  • MATCHING FUNDING REQUIREMENTS
  • Applicants must demonstrate a cost share in the project through a cash match of $1 to $1 of the total amount requested from the Sunflower Foundation.

Most project expenses that relate directly to the cost of a walking trails project qualify as a cash match. However, the Sunflower Foundation does not allow general operating or overhead/indirect expenses, staff salaries/benefits or in-kind contributions to the project as cash match. Further information about the cash match can be found in RFP Definitions & Tips, which is posted with these application documents.

  • FUNDING EXCLUSIONS
  • The following general exclusions apply to all Sunflower Foundation funding:
  • Ongoing general operating expenses or existing deficits
  • Fundraising campaigns, events or materials
  • Routine continuing education (such as licensure, accreditation, etc.)
  • Travel to conferences not directly related to the project (e.g. general conferences, national and regional annual meetings)
  • Individual medical care or support
  • Medical equipment
  • Capital equipment (except for allowable technology)
  • Political purposes
  • Support of organizations that practice discrimination
  • These additional exclusions apply specifically to Walking Trails grants:
  • Requests for physical fitness equipment
  • Fitness facility dues/membership fees
  • Organizations with a current Sunflower Foundation Walking Trails grant

V. INSTRUCTIONS FOR PREPARING A PROPOSAL

There are five (5) components required for all Walking Trails applications. They are listed in the chart below and described in detail on the next few pages. Please collate these documents in the order they appear on the chart. Also be sure to review the RFP Definitions & Tips document for important information about preparing your proposal.

ONLY HARD COPIES OF THESE COMPLETED FORMS MAY BE SUBMITTED; e-mail or fax copies will not be accepted. Note in the chart below the number of hard copies required.

Components / Page Limits / Hard Copies Required / Electronic Files
A. Proposal Cover Page / 1 page / 1 signed original & 5 copies / Note: If funded, you will be expected to maintain an electronic file of your proposal for a period of three years following the expiration of your grant.
B. Project Narrative / 8 pages / 6 copies
C. Logic Model / No page limit / 6 copies
D. Budget Budget Narrative / Budget Form: 1 page;
Narrative: No page limit / 6 copies
E. Supporting Documents / No page limit / 1 copy, unless otherwise noted

A. PROPOSAL Cover Page

Complete the Proposal Cover Page form (attached at the end of this document) and ensure that all requested information is provided, including the required original signatures. Do not exceed this one-page format.

B. project Narrative

In a narrative not more than 8 pages, applicants must submit a comprehensive narrative addressing all of the following points in the order listed. To assist reviewers in evaluating proposals, responses must be labeled according to each section number, title and bullet.

1.Introduction

  1. Provide a brief description of the applicant organization, including:
  2. mission statement;
  3. brief history;
  4. demographics of population served;
  5. description of key partners; and
  6. explanation of the Walking Trail plans for your area/community.
  7. Describe the status of any Walking Trail projects previously funded by the Sunflower Foundation and if this request is related.

2.Need

Need for the project:

  1. Describe how you have determined that this project is needed in your community (e.g. community assessments, surveys or testimonials that support the need for the project by the intended population).
  2. Identify the target population(s) that will use the Walking Trail; provide as much information about your population as possible (e.g. race, ethnicity, age, gender, primary language(s), health risks, etc.) and how this project will benefit this population.
  3. Identify how your project will address any barriers to increasing physical activity in your area (e.g. access, environment, policies, etc.).

Need for Sunflower Foundation funding:

  1. Explain why a grant from the Sunflower Foundation is necessary to support this Walking Trails project.

3.Project Goals, Objectives and Activities

Goal: A goal is a broad statement of your proposal’s purpose. Your proposal’s goal should be directly linked to the problems identified in your need statement (see Section 2 above).

  1. What will your work do to affect change in your target population (short-term as well as long-term)?

Objective(s): Objectives are concrete and measurable. They clearly and specifically state what you intend to accomplish and include a timeline. Objectives will ultimately enable you to answer the question, “Was our work successful?” To answer this question, it is important to identify what you plan to achieve.

  1. List the objectives for your project.
  2. What will be the tangible results of your work?

Activities: This section answers the questions, “What will we do and how will we do it?” Activities are specific steps that you will take to achieve your project goals.

  1. What specific activities will you undertake to reach your objectives?

4. Access

  1. Will the Walking Trail connect with other trails in the area of your proposed project? If so, describe the current trail(s) and discuss how/where it will connect with the proposed Walking Trail.
  2. Describe the proximity of the proposed Walking Trail to key area attractions and facilities (e.g. schools, health centers, shopping areas/“Main Street”, residential communities, etc.).
  3. Explain public access to the Walking Trail. Include information about hours of operation, parking, access by walking, access by wheelchair, etc.

5. Effects

  1. What will be done to enhance the Walking Trail (e.g. water fountains, benches, landscaping, restroom facilities, playground equipment, street crossings, etc.)?
  2. What safety precautions will be put in place (e.g. lighting, security, etc.)?

6. Additional Funding

  1. List all other funding sources and amounts that will support your project.

7. Ownership

  1. Who will own the Walking Trail? Please provide ownership documentation (e.g. copy of title, grant of easement, etc.).

8. Maintenance

  1. All Sunflower Foundation Walking Trails are required to be maintained for ten years (minimum time). How will this responsibility be assured and sustained?
  2. Who will assume responsibility for maintaining the Walking Trail?
  3. Describe your plan for routine maintenance.

9. Construction

  1. Describe the shape, length, width and composition of your proposed Walking Trail.
  2. Identify the proposed contractor and, when possible, provide documentation that the contractor was chosen through a bid process.
  3. Provide copies of bids for building materials, lighting, signage and/or trees. A minimum of three bids is requested for each of these project components. Discuss the reason(s) for selecting the chosen bids and how the organization has determined that the selected bids represents fair market value for the industry and geographical area. If three bids are not available for these project components, please explain why. Also, if bids are anticipated but not available at the time the proposal is submitted, please explain why and discuss the bid process timeline.
  4. Provide a schematic and photos of the Walking Trail layout as an attachment (see Section E. Supporting Documents).

10. Awareness

  1. How will you promote the availability of the Walking Trail to the community (e.g. trail head signage, brochures, Web site, media, other)?
  2. With what entities will you collaborate to promote the Walking Trail (e.g. schools, health facilities, churches, etc.)?
  3. Discuss what physical activity programs you and any partnering organizations will offer to promote the use of the Walking Trail.

11.Evaluation

  1. Describe how you will determine the extent to which your work has had an impact on the issues identified in your need statement (Section 2).
  2. How will you measure the use of the Walking Trail by your target population?

12. Resources/Capabilities

  1. Provide a project-related job description or scope of work for all personnel involved in the proposed project (including volunteers).
  2. Describe what organizational structure, experience and commitment are in place that will facilitate the desired outcomes of this project (at all levels – boards, councils, management and community).
  3. Identify factors that may affect the progress of the project in either a positive or a negative way.

13.Sustainability

  1. Explain how the project will be sustained beyond Sunflower Foundation funding.
  2. Describe how your organization will address and fund future, related efforts to sustain this proposed project.

C. LOGIC MODEL

Logic Model Form– Complete the Logic Model Form. Note the definitions for each column and the instructions to include a timeline for each activity entered. Describe the expected outcomes of the project in clear and measurable terms, including target dates. Note: The Logic Model Form may be lengthened as necessary.

Note: The Logic Model is intended to be a visual representation of the proposed project, from development to evaluation. Unfortunately, however, it is sometimes viewed as a requirement for application, rather than a useful planning tool. See the RFP Definitions & Tips document for guidance on the use of the Logic Model.

D. BUDGET & BUDGET NARRATIVE

Proposal Budget Form and Budget Narrative – Complete allappropriate budget entries (all rounded to nearest dollar) on the downloadable Budget Form. On a separate page (please label as “Budget Narrative”), provide a Budget Narrative that explains the following:

  1. The amounts requested from the Sunflower Foundation (trail materials, lighting, distance signage and/or trees only); also include a description of other project expenses listed in the Applicant Organization and/or Other Funding column(s) of the Budget Form (e.g. consultants, actual supplies, etc.);
  2. How each item supports the achievement of proposed project objectives;
  3. How you will secure the required cash match (Note: Applicants must provide a $1 for $1 cash match of the Sunflower Foundation award; verification of the match is required); and
  4. Any in-kind support from partners and/or applicant organization.

E. SUPPORTING DOCUMENTS

IRS Letter of Determination (1 copy)

IRS Form 990; include all pages (1 copy)

Most recent annual audit, including notes (1 copy)

Current financial statements; include income statement and balance sheet (1 copy)

Documentation of land ownership and approval by the organization’s board/council (6 copies)

Schematic of the Walking Trail layout (6 copies)

Selected photos of key Walking Trail features (6 copies)

List and brief biographical sketches of key project staff (6 copies)

Documentation of scope of work and fee schedule for project consultants(6 copies)

Roster of the organization’s governing board/council(6 copies)

Verification of cash match (6 copies)

Copies of bids (minimum of three) for building materials (6 copies)

Memorandum of Understanding (MOU) and/or Letters of Support (6 copies)

Note: Other documentation may be requested during the review process.

VI. PROPOSAL SUBMISSION

If you have questions about any of these instructions, please do not hesitate to contact the Sunflower Foundation. A downloadable Proposal Checklist is available for your use to help ensure you submit a complete proposal.

Proposals are accepted in hard copy format only (no faxes or e-mails). See the chart on page 4 for submission timeline guidelines.

Mailing address: Sunflower Foundation

1200 SW Executive Drive, Suite 100

Topeka, KS66615-3850

Directions to the Sunflower Foundation office are available on our Web site; see:

VII. RFP TELEPHONE BRIEFINGS

A series of telephone briefings are offered to provide an opportunity to discuss details of and ask questions about this RFP with foundation staff and to assist participants in determining their match to this RFP. Questions about this RFP process and application tips will also be addressed during the telephone briefings.

All prospective applicants are strongly encouraged to participate in one of the scheduled telephone conference calls. Participants will be given a telephone briefing ID number to enteron the Proposal Cover Page found at the back of these instructions.