PUEBLO COUNTY & CITY OF PUEBLO PARTNERSHIP FOR JOINT COMMUNITY SERVICE FUNDING

Instructions for Completion of

REQUEST FOR PROPOSAL (RFP) ~ 2014

  1. Pueblo County and the City of Pueblo have entered into a Partnership for the Joint Allocation, Funding and Monitoring of Community Service Agencies. The Pueblo Department of Housing and Human Services is the Lead Agency and has the responsibility of preparing the RFP forms and collecting them for evaluation by the Community Services Advisory Commission (CSAC). The application requires detailed information since the allocated funds come from city and county government. Use of taxpayer funds for government grants to nonprofits requires extensive accountability to government officials and citizens.
  2. The RFP proposal has changed since last year so it is important that you read the INSTRUCTIONS and CONDITIONS carefully prior to completing the RFP.
  3. The RFP is created in Microsoft WORD for the narrative portion and in Microsoft EXCEL for the budget pages

Below is the list of sections which make-up the two RFP files:

MICROSOFT WORD FILE

  1. INSTRUCTIONS for completion of the Request for Proposal (RFP) ~ 2014
  2. TERMS and CONDITIONS of the Request for Proposal
  3. Grant Policies
  4. Funding Guidelines
  5. RFP Review Criteria
  6. RFP CHECKLIST
  7. Proposal SUMMARY / SIGNATURE PAGE
  8. Proposal NARRATIVE

I. Profile of Organization

II. Specific Information for Which Funding is Requested

MICROSOFT EXCEL FILE

Includes eight (8) Worksheet Tabs in the following order:

  1. Budget Form 1A ~ Total Agency Budget
  2. Budget Form 1B ~ Variance Schedule
  3. Budget Form 1C ~ Program Budgets
  4. Budget Form 1D ~ Budget of Requested Funds
  5. Budget Form 1E ~ Balance Sheet
  6. Budget Form 1F ~ Revenue Sources
  7. Budget Form 1G ~ Schedule of Positions and Salaries
  8. Budget Form 1H ~ Restricted Funds

A CHECKLIST of the required forms is provided to ensure that your application is complete. Funding may be jeopardized by incomplete or inaccurate funding applications.

To be considered for funding, RFP's must be delivered by 12:00pmon Monday, June24, 2013

to the:

Pueblo County Dept. of Housing & Human Services, 2631 E. 4th Street, Pueblo, CO. 81001

and emailed

to Lili Avalos, Grants Monitor at

5 hard copies are required; three (3) with original signatures

DO NOT STAPLE OR BIND your applicationKEEP A COPY OF SUBMITTEDMATERIALFOR YOUR RECORDS.

INSTRUCTIONS FOR COMPLETING RFP ON YOUR COMPUTER

MICROSOFT WORD FILE

  1. Open the Microsoft Word File Titled 2014 RFP - Narrative. Click on the "File" Menu and choose the "Save As" command.
  2. Save the file to your hard drive under another file name that identifies your organization and the RFP year (i.e. XYZ RFP2014). Open the file that you just saved to your hard drive.
  3. To place an X in the check boxes provided in this file, double click the box. A gray menu will appear. Under the heading “Default Value”, click the “checked” option.

MICROSOFT EXCEL FILE

1.Open the Microsoft Excel File Titled 2014 RFP - Budget. Click on the "File" Menu and choose the "Save As" command.

2.Save the file to your hard drive under another file name that identifies your organization.

3.Open the file that you just saved to your hard drive.

4.There are eight (8) worksheet tabs, one for each form. Click on the worksheet tab for each form and enter the required information.

5.To fill in the information on the form, use the TAB key to move from area to area. Some cells are protected to avoid accidental removal of formulas.

Save your updates to the files frequently.

The degree to which a proposal is well-defined, complete,

legible and accurate is valued. Handwritten applications are discouraged.

It is CSAC’s policy that late applications will not be accepted.

Individual Technical Assistance is available through the Pueblo County Department of Housing and Human Services from:

Lili Avalos, Grants Monitor

PUEBLO COUNTY AND CITY OF PUEBLO PARTNERSHIP

TERMS AND CONDITIONS OF THE REQUEST FOR PROPOSAL

I. GRANT POLICIES

  1. Every organization seeking funding must furnish a copy of a recent tax-exempt ruling from the Internal Revenue Service dated within the last five years showing that exemption has been granted under Section 501(c)(3) of the Internal Revenue Code, as well as a recent Certificate of Good Standing from the Colorado Secretary of State. Certificates of Good standing dated earlier than 2012will not be accepted. The most recent certificate can be located and printed from:
  2. Funding applications must include original signatures and submitted by the deadline time and date. It is CSAC’s policy that late applications will not be accepted.
  3. No grants are made to individuals.
  4. Faith-based organizations are encouraged to apply for funding. Grants will not be made, however, to organizations which limit services to any one religious group or members of a specific sectarian perspective or engage in inherently religious activities such as religious worship, instruction, or proselytization as part of the service delivery.
  5. No grants may be used for any political campaign or to support attempts to influence the legislature or any governmental body other than through making available the results of nonpartisan analysis, study and research.
  6. Organizations must refrain from illegally discriminating on the basis of race, color, gender, religion, creed, age, marital status, disability, veteran status, national origin, or socio-economic status.

II. FUNDING GUIDELINES

  1. All proposals become the property of the Pueblo County & City of Pueblo Partnership.
  2. The Partnership accepts proposals which generally fall into the following categories: Early Childhood Education; Health Services; Senior Services; Youth Services; Homeless Services; Education; Disabilities Services; Housing; Cultural Programs; Arts & Music; Environmental/Conservation; Recreation; and Economic Development.
  3. The Partnership encourages and favors organizations that demonstrate solid fiscal and management practices, receive a broad base of funding support, and actively engage in fundraising activities.
  4. Issuance of the RFP does not constitute a commitment by the PuebloCounty and City of Pueblo Partnership to fund and award a contract. The Partnership reserves the right to accept or reject any or all proposals received in response to this RFP, to negotiate with any proposer, to waive any irregularities or informalities, as they deem fit or necessary, or to cancel this RFP if it is in the best interest of the Partnership to do so.
  5. All applicants are required to host the Community Services Advisory Commission(CSAC) for an on-site agency visit as well as attend a formal interview with the Community Services Advisory Commission to discuss the request for funding and to answer specific questions regarding the proposal.CSAC requires the Director and an Officer of the Board be present for the on-site agency visit and the formal interview.
  6. Final funding decisions are contingent upon the approval of the Pueblo County Board of CountyCommissioners and the Pueblo City Council.

II. FUNDING GUIDELINES (continued)

  1. Funding is limited; therefore, not all requests can be funded nor can all requests be funded at the requested amounts. Prior funding does not guarantee that funding will be made for this cycle or that funding will be at the same level. Funding is contingent upon available funds.
  2. If a funding award is made, it is done so with the understanding that the Partnership has no obligation or commitment to provide any additional or future support to the grantee.
  3. Funding awards, if made, are done so with the understanding that the grantee will be required to enter into a funding contract which describes the services that will be provided as well as other obligations required of the grantee.
  4. Successful applicants for funding must confirm that any individual natural person eighteen years of age or older is lawfully present in the United States pursuant to C.R.S. 24-76.5-103(4) if such individual applies for public benefits provided under this grant. Additionally, organizations that receive funding must demonstrate compliance with C.R.S. 8-17.5-101 and 24-76.5-101 et seq. by certifying that it does not knowingly employ or contract with an illegal alien to perform work under this grant through participation in either the “E-Verify Program” administered by the United States Department of Homeland Security or the “Department Program” administered by the Colorado Department of Labor and Employment. Any contract with an applicant that fails to comply with this provision may be terminated for breach and the applicant shall be liable for actual and consequential damages to the City and County.
  5. Funding awards of $25,000 or more require a financial audit to be completed and submitted to Pueblo County HHS Department.
  6. Grantees will be required to submit their last IRS 990 report.
  7. Grantees will be required to submit quarterly reports; describing progress of program goals as well as budget and financial data.
  8. Grantees will be monitored through verification of information on their quarterly reports and on-site reviews by the Grants Monitor / CSAC Commission.
  9. Funding awards will be paid on a quarterly basis for service delivery as defined in the funding contract. Funding awards are paid quarterly; after the quarterly report is received, reviewed and approved by HHS.

17. Agency Budget Excess / Deficits over 10% of total Revenue will need to be explained each

quarter in writing.

18. Total Account Payables that are over 90+ days must be listed each quarter on quarterly

report.

III. RFP REVIEW CRITERIA

FUNDING REQUESTS WILL BE REVIEWED AND EVALUATED BY THE COMMUNITY SERVICES ADVISORY COMMISSION (CSAC) IN ACCORDANCE WITH

THE FOLLOWING GENERAL CRITERIA:

1.Eligibility to receive funding as evidenced by a tax-exempt ruling from the Internal Revenue Service, most recent IRS 990 form, a recent Certificate of Good Standing from the Colorado Secretary of State, and Board Minutes approving RFP and Budget.

2.The ability of the project/program to make a long-term contribution toward improving the quality of life of area residents.

3.The focus of the project/program in meeting the UNMET Community Service needs.

4.The ability of the project/program to serve the greatest number of persons in need.

5.The ability of the project/program in meeting the most critical needs of the community.

6.The adequacy of plans for measuring success, outcomes, and benefits.

7.The viability of the project, as evident in sound design, appropriate budget, qualifications of staff, past performance, and a strong implementation plan.

8.The degree to which the applicant engages in effective strategic collaborations with other community organizations and entities to implement its mission.

9.Diversity of funding support without over reliance on any one revenue source.

10.Commitment to sustainability as demonstrated by fund-raising activities, grant writing, individual, corporate and business solicitations.

11.Use of the funding award for leveraging or matching of funds from other sources, particularly those outside of PuebloCounty.

12.Demonstration of a strong and functional working board of directors that contribute to the overall development and capacity of the organization.

13.Demonstrated stability through consistent and effective management and financial responsibility through exemplary record keeping and effective use of funds.

14.Effective use of volunteers.

15.History of timely and thorough reporting (if applicable).

16.Demonstration of past positive accomplishments coupled with forward looking plans for the future.

1 2014 RFP Instructions