FLORIDA DEPARTMENT OF EDUCATION

DIVISION OF BLIND SERVICES

Innovative Projects

Benefiting Blind and Visually-Impaired Floridians

Application Guide

The Division of Blind Services (DBS) Innovative ProjectsApplication Guide is organized into foursections.

Section I: Background and Summary

This section provides an overview of the purpose of the Innovative Projects Program, the target population(s), eligible applicants,funding amounts, application dates, required supplemental materials and contact information.

Section II: Application Acceptance, Review, Funding Methods and Accountability

This section details application acceptance conditions and review processes. Also included is information on funding methods, conditions and distribution. Finally, fiscal andother accountability requirements are addressed.

Section III: Project SupportApplication Form and Instructions

This section includes instructions on completing the project supportapplication form, which is comprised of background information, eligibility requirements,supplemental materials checklists, narrative components, and scoring criteria.

Section IV: General Assurances

This section includes general assurances and additional terms and conditions forparticipation in the Innovative Project Program. Applicants must agree to these general assurances by providing a signed copy of the certification page at application submission.

Carefully read this entire guide. Submitted applications must be complete and contain all information necessary for evaluation. Applications failing to meet specified requirements or the application deadline will not be considered for project support. Additional information may be requested from the applicant in order to adequately evaluate the projectrequest.

Section I: Background and Summary

About the DBS Innovative Projects Program

As an integral part of accomplishing its mission, the purpose of the Division of Blind Services (DBS) Innovative Projects Programis to make possible and support projects and programs that benefit Floridians who are blind or visually impaired, as well as to fund projects related to system changes, research and development.

The Florida Legislature (Chapter 413.011(3)(v), F.S.), authorizes DBS to:

“Receive moneys or properties by gift or bequest from any person, firm, corporation, or organization for any of the purposes herein set out, but without authority to bind the state to any expenditure or policy except such as may be specifically authorized by law. All such moneys or properties so received by gift or bequest as herein authorized may be disbursed and expended by the Division upon its own warrant for any of the purposes herein set forth, and such moneys or properties shall not constitute or be considered a part of any legislative appropriation made by the state for the purpose of carrying out the provisions of this law.”

Mission

To ensure blind and visually impaired Floridians have the tools, support and opportunity to achieve success.

Innovative Projects Program priorities and target populations

The DBSInnovative ProjectsProgram provides funds to Florida not-for-profit agencies for a wide variety of projects benefiting Floridians with bilateral visual impairments, who are eligible for services through the Division of Blind Services. It is expected that proposed projects will benefit individuals who are eligible for DBS services.Project support priorities may be established based on the outcomes of formal and informal needs assessments, strategic priorities and consumer needs.

The program aims primarily to support projects that are innovative in nature,that explore new approaches and perspectives and/or projects that implementrecognized best practices not previously employed by organizations requesting support.

Who is eligible to apply for project support?

Not-for-profit organizations currently qualified as tax exempt under Internal Revenue Code Section 501(c)(3) and those public non-profit organizations that demonstrate a substantial interest in serving Floridians who are blind or visually impaired, are eligible to apply.

How much money is awarded each year?

For approved projects, the Division may support an aggregate amount of up to $300,000.00 per year, but typically will not support more than $150,000.00 per year. Actual amounts will be contingent upon fund availability. The amount of the project supportprovided to each program is relative to the scale, scope and complexity of the proposed project.Some organizations may only receive a portion of the requested funds. Individual organizational support approvalswill not typically exceed $25,000.

What proposals are NOT eligible for funding?

The Innovative Projects Program Review Committee will notconsider for funding:

  1. Any proposal not submitted in an accessible format
  2. Any proposal submitted after the deadline
  3. Any proposalfor a for-profit small business startup or continuation
  4. Any proposal requesting support for a specific individual
  5. Any proposal that does not include other funders or plans to gain other funders for support
  6. Any proposal which includes requests for fellowships or scholarships
  7. Any proposal that includes a request for the purchase of real estate
  8. Any proposal that does not address the needs of Floridians who are blind or visually impaired

What items are ineligible for funding?

  1. Pre-award costs
  2. Travel expenses
  3. Purchase of facilities of vehicles (e.g. buildings, buses, vans, cars)
  4. Land acquisition
  5. Furniture
  6. Tuition
  7. Capital Improvements and permanent renovations (e.g., playgrounds, buildings, fences, wiring)
  8. Dues to organizations, federations or societies for personal benefit
  9. Costs for items/services already covered by indirect costs allocation

This is not an all-inclusive list of unallowable items. Awardees are expected to consult the DBS office with questions regarding allowable costs.

Are matching funds required?

Proposals need to demonstrate the extent to which other funds and/or resources are being leveraged to maximize the outcomes and sustainability of the project.

How long is the project period?

Projects are supportedfor one year; multi-year supportis not available. Supportrecipients may apply in future years for funding but are not given priority or guaranteed additional funding.

When is project supportavailable and when are proposals due?

Requests for submitting projectapplications, along with project application deadlines may be advertised:

  • On the Division’s website at
  • On the DOE and DBS social media accounts
  • In the Division’s newsletter
  • In the publications of organizations of and for the Blind
  • In newspaper advertisements, as applicable

Proposals are due by 5 p.m., EST, on the day specified on the Division’s website.

What are the requirements regarding proposal length?

There are no specific requirements for proposal length; however, please keep in mind that elaborate applications are unnecessary. Do not include any materials not requested.

Who will review my proposal?

An Innovative Projects ProgramReview Committee (the Committee) will review and make recommendations to the Director DBS for final review and/or approval. The Committee will consistof a minimum of three representatives from the Division, along with one representative each from the Blind Services Foundation of Florida, andThe Florida Rehabilitation Council for the Blind.

How does an organization request project support?

  1. Please read this entire guidebefore preparing the request or calling DBS with questions
  2. Prepare your proposal by completing the DBS “Project SupportApplication Form” (included in this guide)
  3. Gather all the required supplemental materials
  4. Review the proposal; double check your budget items
  5. Submit your complete proposal package to the DBS (see “Where do I Send my Proposal” below).

Supplemental materials required:

Required supplemental materials must be submitted with the application prior to the issuance of a project award:

  1. Copy of Internal Revenue Service 501(c)(3) Designation or documents indicating public nonprofit status
  2. Copy of most recent financial audit or financial statements
  3. Copy of most recent annual report. If the agency does not produce an official agency report, then a one page summary of services provided in the previous year will suffice
  4. Copy of the most recent IRS filing (form 990 or other applicable filings)
  5. Copy of State of Florida Charitable Solicitation Registration
  6. Contact list of current board of director members (addresses & phone numbers)
  7. Two letters of support about the project under consideration
  8. Two competitive cost quotes for budget items more than $2,500.00

What if I have questions about the process?

The committee will host a conference call for agencies interested in applying. The purpose of this call will be to answer questions about program requirements prior to application submission. The date and time of the call will be publically advertised with the request for applications.

When can we expect to hear a response to our project proposal?

Upon receipt of your application, DBS will send you an electronic acknowledgement. You will receive a written response informing you whether or not your proposal has been selected for support approximately 75 days after the submission deadline.

Where do I send my proposal and who do I contact if I have questions?

Please send your proposal to DBSto be reviewed for eligibility:

Division of Blind Services

Florida Department of Education

Attention: Lauren Williams

Senior Advisor & Chief of External Affairs

325 W. Gaines Street, Suite 1114

Tallahassee, Florida 32399-0400

(850) 245-0390

Section II:Application Acceptance, Review, Funding Methods and Accountability

Application Acceptance and Review

Conditions for Acceptance

The requirements listed below must be met for applications to be considered and thus eligible for review:

•Application is received within DBS no later than the close of business on the due date.

•Application is submitted in accessible formats (Microsoft Word and Microsoft Excel, etc.) Application includes all required forms and supporting documentation

•Electronic documents must not be protected, locked or require a password to be viewed by DBS

Application Review

A Committee consisting of a minimum of three representatives from the Division, along with one representative each from the DSO, and the Florida Rehabilitation Council for the Blindwill evaluate project proposals. Project proposals that meet all requirements are evaluated and scored according to the following process:

  1. Each applicant will receive an electronic acknowledgement of the receipt of their application
  2. At the closing of the designated submission period, DBS staff will review each application to determine if it meets the minimumeligibility requirements
  3. All eligible applications will then be reviewed by the committee
  4. The committee may request a meeting with any or all applicants if questions arise or further clarification is needed to aid decision making
  5. The Committee will rank the proposals in order from the highest to lowest score; proposals with a final score of less than 70 will not be recommended for funding consideration
  6. The committee will submit recommendations for approval to the director approximately 45 days after the application deadline
  7. The director will review the recommendations and may choose to approve or deny proposals; the director may also request modifications to proposals or choose to fund other projects.
  8. For approved projects, a congratulatory letter notifying the applicants will be issued by the director approximately 30 business days after the date of the Committee’sinitial recommendations. The letter will state whether the request for project support has been approved, the amount (if any) that has been approved (approvals may be for full or partial amounts of the request), and specify a timeline for the receipt of any final project terms and conditions and an anticipated project commencement date.
  9. Approvals are subject to the availability of funds.

Project Funding

If a project is approved, the budget outline must be strictly followed unless adjustments are approved in writing by DBS prior to incurring the expense. All proposed budget expenditures must be reasonable.

For approved projects, additional project specific terms and conditions may be developed to specify conditions of funding, distribution methods, provide instructions on how to receive reimbursement and other important project requirements. These additional terms and conditions will be communicated at the time of award notice. Note: Project Funding/Supportmay be paid in full or partial amounts, as decided by the Division at its sole discretion. Subsequent payments will be contigent upon the completion of project deliverables as evidenced by billing and the submission and approval of the Project’s initial and/or interim progress report.

Reimbursement Method

The reimbursement method is the primary method of project funding support. Under this method, paymentswill be processed upon submission of an invoice and reimbursement form with receipts and other required documentation for allowable expenses, plus documentation of completion of specified objectives.

Advance Payments

Any request for startup funds must be approved separately by the Division. The need for advanced payment and justifications must be articulated in the budget narrative of the submitted application. Recipients must be able to demonstrate through financial statements that they are unable to initiate the proposed program or project without advance funds.

In the event that advanced payments are approved, advances shall be limited to the minimum amounts needed and be timed to be in accordance with the actual, immediate cash requirements of the project. Approved startup funds shall be included in the first disbursement/advance payment.

Fiscal Requirements

Supporting documentation for allexpenditures is required. Examples of such documentation include but are not limited to: receipts, payroll records, contracts, invoices with check numbers verifying payment, and/or bank statements; all or any of which must be submitted with invoices/requests for reimbursement, regularly scheduled progress reports and upon request.

Project funds must be used for activities that directly support the accomplishment of the project purpose, priorities and expected outcomes. Administrative costsfor the project are limited to 10%.

Any purchased item more than $2,500.00 must be supported by at least two (2) competitive cost quotes.

Non-Allowable Expenses and Conditions of Returning Funds

Items listed in Section I, Not Allowable for Funding will not be funded (or reimbursed) under any proposal. In addition, the Division reserves the right to deny or reduce questionable expenses.

In the event it is determined by the Division that the recipient cannot comply with the terms and conditions of the project, the applicant will be directed to immediately return all unused funds disbursed by the Division, along with any property purchased with the funds.

Project Performance Accountability and Reporting Requirements

The Division will track each project’s performance, based on the information provided and the stated criteria for successful performance, and verify the receipt of required deliverables/services prior to payment, as detailed in the notification of the funding notice. The ProgramManager will verify that the project’s expenditures are allowable and that performance objectives are progressing in a satisfactory manner, consistent with the Project Narrative and Performance Expectations.

  1. All support recipients shall complete at least two progress reports during the project period by the due dates specified in the terms and conditions. Recipients may elect to receive their reporting materials either by the postal mail or electronically.
  2. Compliance audits may be conducted on any supported project.

Section III: Project Support Application Form and Instructions

INNOVATIVE PROJECTS PROGRAM

DIVISION OF BLIND SERVICES

Project SupportApplication Form

Instructions

Project supportapplicants must complete all sections below by providing comprehensive answers.

All responses should be submitted by entering information electronically on this Project SupportApplication Form. Please use the “Save As” feature in MS Word to rename this original file.

I.Background Information

Organization Name:

Mailing address

Street:

City:

State:

ZIP code:

Physical Address Where Services Are Provided:

Street:

City:

State:

ZIP code:

Executive Director’s name: ______Phone number(s): ______

Email Address: ______

Project Contact Name:______Phone number(s): ______

Email Address:______

Organization website: ______

Total amount of support requested: ______

II.Disclosure Statement

In the interest of transparency, an applicant must disclose any known or potential conflicts of interest with any employee, spouse or family member of the Director or staff of the Division of Blind Services. Examples may include, but is not limited to, the provision of financial support to the organization, volunteer activities and/or participation on an organization’s board etc. Please describe the relationship, activity and the description of any known or perceived conflicts. If none, enter N/A: ENTER TEXT HERE:

III.Describe how your organization complies with the American Disabilities Act (ADA).

(Include physical access to your organization’s facility, program accessibility, organizational staffing (board members, etc. with disabilities), and how you advertise available services and use of alternate formats of communication.)

Information and technical assistance on the Americans with Disabilities Act

Enter your text here:

IV.Checklist for Eligibility for Projects

Mandatory Eligibility Requirements:

This request must be for a Not-for-Profit organization.

The following Required Supplemental Materials must be provided:

  • Copy of IRS 501(c) (3) Designation or proof of public nonprofit status.
  • Copy of most recent financial audit or financial statements
  • Copy of most recent annual report (If no official agency report, then a one page summary of services provided in the previous year)
  • Copy of the most recent IRS filing (Form 990 or similar)
  • Copy of state of Florida Charitable Solicitation Registration
  • Contact list of current Board of Director members (addresses and phone numbers)

This request must be for a project that benefits Floridians with bilateral visual impairments, who are eligible for services through the Division of Blind Services

  • Two letters of support for the project under consideration must be included with the application package.

Project Specific Eligibility Requirements:

At least one of the below statements must be true to be eligible for consideration for funding under the Innovative Project Program. Please type an X before each true statement.