28
FY 2018-20 REQUEST FOR INFORMATION #6900 WASHTENAW COORDINATED FUNDERS PROGRAM OPERATIONS FUNDING INFORMATION SESSION Please sign-in!
F Y 2 0 1 8 - 2 0 R E Q U E S T F O R I N F O R M A T I O N # 6 9 0 0
WASHTENAW COORDINATED FUNDERS
PROGRAM OPERATIONS FUNDING INFORMATION SESSION
Please sign-in!
WELCOME!
• Jillian Rosen, Ann Arbor Area Community Foundation o [email protected]
• Katie Van Dusen, Ann Arbor Area Community Foundation o [email protected]
• Mercedes Brown, Office of Community & Economic Development o [email protected]
• Kimson Johnson, Office of Community & Economic Development o [email protected]
• Elisabeth Vanderpool, Saint Joseph Mercy Ann Arbor o [email protected]
• Bridget Healy, United Way of Washtenaw County o [email protected]
• Amanda Reel, United Way of Washtenaw County o [email protected]
AGENDA
• Welcome and Introductions • Information Session Goals • COFU 101 • Washtenaw Coordinated Funders FY2018-2020 Grant Funding
• Funding available & application process • Community Outcomes • Updated Program Strategies & Outcomes
• Request for Information Process • About RFI #6900 • Timeline of Key Dates • County Purchasing • Organizational & Financial Documents • How to Apply
• Next Steps • Q&A
GOALS FOR TODAY
• Understand how to apply for Program Operations funding!
• Clear understanding of requirements for RFI and its connection to the RFP
• All questions for RFI answered and next steps clear
• Understand how funders work together during this phase of the grants cycle
• Introduce the Program Strategies and Outcomes for the upcoming grants cycle
• Others?
A Coordinated Funding Approach to meet the needs of our community’s most vulnerable
Award through a
joint decision-making process
$4.7 Million in Grants
Targeting Four Priority Areas
Coordinated by Sector Leaders
Supporting Over 50 Local Human Service Organizations
United Way of Washtenaw County
$1.5 million
Washtenaw Urban County
$278,000
RNR Foundation $200,000*
*Funding for outcomes evaluation in 2015-17 only.
Ann Arbor Area Community Foundation
$255,000
AGING SAFETY NET HEALTH & NUTRITION
HOUSING & HOMELESSNESS EARLY CHILDHOOD SCHOOL-AGED YOUTH
Area Agency on Aging 1-B
Washtenaw Health Plan
Washtenaw Housing Alliance Success by Six/Great Start Washtenaw Alliance for Children & Youth
Washtenaw County $1 million
City of Ann Arbor $1.2 million
Washtenaw Intermediate School District
CRADLE TO CAREER INITIATIVE
Capacity Building $260,000
Sector Leadership $265,000
7 funding partners St. Joseph Mercy
Ann Arbor $300,000
FY17-18 Investments
Program Operations $4.2 million
Sector Leadership
Program Operations
Capacity Building
$4.2M total
$2.5M OCED
$1.27M UWWC
$25,000 AAACF
$250,000 SJMAA
Lead-RFP
MULTI-YEAR GRANTS FOR PROGRAM SUPPORT
Lead-RFI
Note: The above numbers are estimates and represent the minimum investment by the Coordinated Funders for program operations grants in FY18-20.
PROGRAM STRATEGIES & OUTCOMES
• Opportunity to shift every two years based on current community conditions and external forces
• Changes since last cycle: • Format • Priority Populations • Outcome Indicators
ABOUT WASHTENAW COORDINATED FUNDERS 2016-2018 GRANT FUNDING
Program Operations Grants
• Two Year Funding Cycle
• Program-based, rather than agency-based
• Must serve people in Washtenaw County
• Volunteer governed proposal evaluation • Grants are not awarded for capital projects or
expenditures
• Electronic process; no paper applications
ABOUT THE REQUEST FOR INFORMATION
• Useful Tool • Make investments in healthy nonprofits • Highlight importance of sound governance/operational
practices • Identifies trends and gaps in the sector
• From previous rounds • Agencies: too much paper & technology challenges • TCC Evaluation
• What the RFI is not: • Not a funding application • Not a “Report Card”
10
TIMELINE OF KEY DATES
Month Event Description August • 8/16: Announcement of Funding Opportunity
October
• 10/23: RFI Available in Foundant • 10/26 Release of FY2018 Program Strategies & Outcomes • Attendance at one COFU & RFI Info Session is mandatory:
• 10/24: COFU & RFI Info Session #1 (9-10:30am, LRC Huron) • 10/27: COFU & RFI Info Session #2 (9-10:30am, LRC Superior) • 10/30: COFU & RFI Info Session #3 (1-2:30pm, UWWC) • 10/31: COFU & RFI Info Session #4 (1-2:30pm, WISD)
• 10/23-11/15: RFI Submission period-Agencies submit in Foundant
November
• 11/6: RFI Drop-In Hours (12-4:30pm, UWWC) • 11/9: RFI Drop-In Hours (8am-noon, UWWC) • 11/13: COFU Community Forum, Part 2 (3:00-5pm, WCC Room
101) o RSVP for Community Forum online: http://bit.ly/CoFuInfo
• 11/15 RFI Deadline
December • 12/15: Notifications to RFI Applicants
Most up-to-date Calendar: coordinatedfunders.org
TIMELINE OF KEY DATES, CON’T
Month Event Description
January
• 1/2: RFP Available in Foundant • 1/2-2/5: Writing Period- Agencies complete applications in
Foundant o 1/3: RFP Applicant Training Session #1 (2-3:30pm, LRC) o 1/5: RFP Applicant Training Session #2 (9-10:30am LRC)
February • 2/5: RFP Applications Deadline (by 4pm) • 2/13: Grantee Convening (9-11am, LRC)
***For FY16-FY18 COFU Grantees only; NOT required***
March • Reviewer Deliberations
April • 4/18-4/20: Preliminary Funding Recommendation Notification
May • 4/1-5/30: Funding Recommendations Presented to Boards • 5/30: Award Notification to Grantee
June & July • 6/4: Contracting Content & Applicant Scores Sent • 6/22: Signed Contracts Due • 7/1: 2018-20 Grant Cycle Begins
CAPACITY BUILDING 2018
Continued capacity building of minority-led, minority-serving organizations
Building the capacity of human service professionals through Leadership DELI
Building the capacity of community members through a “Leaders of Color” Cohort Training
QUESTIONS SO FAR?
RFI #6900
• Program Operations Application Process: • Two-part application process o Part 1: Request for Information (RFI) o Part 2: Request for Proposals (RFP)
• RFI is focused on Organizational & Financial Capacity
• RFI response consists of documents that are fundamental to any well-conceived and functioning nonprofit and should be readily accessible to any applicant
RFI #6900: ORGANIZATIONAL DOCUMENTS
1. 501(c)(3) determination letter o For any applicant not currently funded by the United Way of Washtenaw
County or the Office of Community and Economic Development.
2. 2017 Michigan Solicitation License o Or plan to obtain 2018 license.
3. Organizational chart with staff names and position titles identified o For agencies with less than 3 employees, supply list of names and titles.
4. Current board roster using provided template o Must include term limits, tenure, committees, officers, and percentage of
Board making annual financial commitment; see Attachment A of RFI.
5. Board or Governance Body’s minutes from September 2016 through September 2017 o Handouts/attachments/etc. not necessary
RFI #6900: FINANCIAL DOCUMENTS
6. If Annual Total Revenue of $500,000+: o Most Recent independent audit and submission of SAS114, and
115, if applicable.
If Annual Total Revenue of $250,000 or more and less than $500,000:
o Prefer submission of independent financial audit and of SAS114, and 115, if applicable. If this is not conducted, then submission of an independent financial review is required.
If Annual Total Revenue of less than $250,000: o Prefer submission of independent financial audit and SAS114,
and 115, if applicable - or independent review. If neither of these is conducted then submission of the most recent Board approved fiscal year financial statements.
RFI #6900: FINANCIAL DOCUMENTS
7. Most recent Form 990 as submitted to the IRS o Submit the public disclosure copy of your 990
8. Current year Board-approved agency budget 9. Board-approved Reserve Policy
RFI #6900: OTHER REQUIREMENTS
• Type of Agency • Agency Mission Statement • Physical Location • Agency Service Area: Washtenaw County only or
Multi-County/State? • Approx. # of participants from Washtenaw • Approx. % of your participants from Washtenaw • Program Names and Associated Priority Areas
• For informational purposes only
RFI #6900: OTHER REQUIREMENTS
• Do any of the ED/CEO’s family members serve on governance board?
• Does your organization have a current strategic plan? • Did board or governance body formally approve your
current fiscal year budget? • Changes to strategic direction or mission of organization? • Changes to key management in the last 12 months? • Any unusual board transition in the last 12 months? • Non-discrimination affirmation • Signature page *The Washtenaw Coordinated Funders reserve the right to request evidence regarding any responses above.
RFI #6900: DEADLINE AND SUBMISSION
• Deadline: November 15, 2017 by 11:59pm • Submissions after the deadline will be considered
late and will not be accepted • Submission Process: Foundant online grants
management system • Naming Convention for Uploaded files:
OrgNameorAbbrev.DocumentName.Date • Live Demo: coordinatedfunders.org/foundant
RFI #6900: QUESTIONS
• Helpful references: • Timeline • Checklist of materials required for RFI submission • Foundant Training Manual • One-pager FAQ’s and Foundant Quick Start Guide • Non-Traditional Applicant Requirements document • RFI #6900 from Washtenaw County Purchasing • RFI Drop-In Office Hours at UWWC
• Nov 6, noon-4:30pm • Nov 9, 8:00am-noon
• All questions and answers will be posted online: www.coordinatedfunders.org
• RFI Point-of-Contact: [email protected]
WHAT HAPPENS NEXT?
• Notification back to agencies: Estimated Dec 15 • One of 3 responses from Review Committee:
1. Qualified: Eligible to apply for Program Operations • Agency notification • Attend one RFP Training on January 3rd or 5th
2. Qualified and additional contingencies: Eligible to apply for Program Operations funds after contingency items are addressed within given timeline.
• Agency notification • Attend one RFP Training on January 3rd or 5th
3. Not qualified: not eligible to apply • Agency notification • Funders available to meet with staff and board member upon
request
FAQS
• Where can I get extra copies of the session handouts? o Electronic copies of all session materials will be available on our
website at http://coordinatedfunders.org/
• Do all partners of a collaborative submit responses to the RFI or just the fiduciary partner?
o Only the fiduciary partner needs to respond to the RFI if multiple agencies intend to apply for program funds collaboratively.
• Are new agencies—less than one year incorporated—still eligible to apply (even though an audit or financial review is not yet indicated)?
o We encourage all agencies to respond to this RFI, even if there is uncertainty about meeting the criteria set forth in the RFI.
FAQS
• Can agencies that are not located in Washtenaw County apply through this RFI to be eligible to apply for program funds? • Yes. However, any agency located outside of Washtenaw
County must demonstrate that they are delivering services in the County and to County residents.
• What if I don’t have something electronically? • If you do not have access to a scanner, UWWC can provide
access. Contact Amanda Reel no later than Nov 6 to make arrangements for document scanning.
• Utilize Foundant’s Fax to File tool • What if I have technical difficulties?
• To avoid last minute technical issues, plan to submit early. • Visit RFI Drop-In Office Hours at UWWC: 11/6, noon-4:30pm;
11/9, 8am-noon • Contact Amanda Reel, [email protected]
FAQ’S
• Will we receive email confirmation that our submission was received? • Yes, the Foundant system will send an automated email. If
you do not receive this email (check Spam), contact Amanda Reel immediately.
• What if we recently submitted any of these documents to Washtenaw County? • We understand that some applicants may have recently
submitted some of these materials for other purposes. As a condition for this RFI, you will need to resubmit them electronically.
QUESTIONS AT ANY TIME
Online Form: coordinatedfunders.org/contact/
RFI Questions Amanda Reel, United Way of Washtenaw County, [email protected]
RFP Questions
Mercedes Brown, Office of Community & Economic Development [email protected]
Kimson Johnson, Office of Community & Economic Development
Capacity Building Questions Katie Van Dusen, Ann Arbor Area Community Foundation, [email protected]
Please hold any questions regarding the RFP, Coordinated Funding in general, or any other
issues not related to the RFI in particular until after this session.
REMEMBER
• RFI Deadline: 11/15 @ 11:59pm • Login to Foundant early to get comfortable with the
system and to begin completing your RFI • Check questions and answers at:
http://coordinatedfunders.org/apply/faqs/
PLEASE SIGN IN!
