Agency Documentation List
scroll down to Q&A at the bottom of the list

As part of the Grants Committee’s review process, the Escambia Children’s Trust must have the following documents on file. 

• Document 1 – IRS 501(c)3 determination letter (if applicable)
  
• Document 2 – State of Florida annual report from Sunbiz (NGOs only)
  
• Document 3 – List of current board members with contact information
  
• Document 4 – (two parts)
  • Part A: Submit most recent approved organizational budget
  • Part B: Choose one of the following as appropriate to your agency 
    • For proposers receiving annual contributions of $1 million or more: Upload three most recent years of audited financial statement summaries and disclosures to include internal control reports and any accompanying management letters, OR individual tax returns and personal financial statement of net worth for the most recent year if Proposer is an individual proprietor.  Privately held companies wishing to maintain confidential financial information must have Dunn & Bradstreet Reports (D&B).  If any of these statements include a material weakness or significant deficiency, include a letter of explanation.
    • For proposers with annual contributions of at least $500,000 but less than $1 million: Upload three most recent financial statements reviewed or audited by an independent CPA.
    • For proposers with less than $500,000 in annual contributions: Upload three most recent 990s, compilations, audits, or reviews of financial statements.
      
• Document 5 – MOU’s, contracts or agreements for all proposed subcontracts.
  ​​Subcontractor MOU Checklist:
  • Is there a clear description of how the contracting entity (agency) and subcontracting entity relate to one another?
  • Are the commencement/renewal time period(s) clearly defined?
  • Is there a clear description of services to be provided?
  • Are the costs of the services clearly stated?
  • Is there clear explanation how payment is to be made and by when?
  • Is the information required on invoices and requirements for other backup documentation to make payment clearly outlined?
  • Are conditions of termination described (the subcontractor must be terminable at any time, for any reason)?
  • Is program monitoring described and sufficient to ensure delivery of quality services as outlined in the subcontract?
  • Are the terms for confidentiality outlined and do they align with the terms as defined in the ECT agreement?
  • Are the full Public Records requirements included as defined in the ECT agreement?
  • Are special situations and incidents addressed and do they include the “when,” “how,” and “to whom” to report incidents?
  • Are there requirements outlined for Background Screening as defined in the ECT agreement?
  • Are insurance requirements included in the subcontract or does your agency insurance cover the subcontractors service delivery?

• Document 6 – Line-item budgets for all proposed subcontracts
  
• Document 7 – Corrective-Action or Performance Improvement Plan reports if your agency had a grant contract terminated OR your agency has been placed on any corrective action or performance improvement plan in the last 3 years from any funders.
  • With this documentation, include a response on how your agency has addressed or is addressing the deficiencies (if applicable)
    
• Document 8 – If your agency has been a defendant in any litigation or regulatory action in the last 3 years, OR your agency has been a plaintiff in a bankruptcy, provide a brief explanation for each instance (if applicable)
  
• Document 9 – (two documents; files can be merged or uploaded separately)
  • Most recent balance sheet AND
  • Profit and loss/revenue and expense statement 
    
• Document 10 – Certificate of Insurance (COI) – please upload current insurance documentation 
  *Please note: If you are selected for funding, this language from RFP #2022-03 is in effect:  “the Proposer shall furnish a Certificate of Insurance, naming the Escambia Children’s Trust as an additional insured with respect to the Commercial General Liability of at least $1,000,000 each, no later than ten (10) days after award and prior to execution of Statement of work. The successful Proposer(s) shall comply with the following insurance requirements: 
  • Commercial General Liability, Required $1,000,000 per occurrence.
  • Workers’ Compensation Insurance limits per applicable state statute. Required if Proposer has employees engaged in the performance of work under this Agreement.”

Question-and-Answer: Agency Documentation

• Question: May we send only one representative in person to answer questions at this meeting? May we send additional people, especially to represent our partners? Or are those individuals allowed to attend via Zoom? May we have multiple representatives attend the Grants Committee meeting to answer questions? Thank you for the clarification.
• Answer: You may have multiple representatives available on the Zoom call to answer questions during your allotted time. Agendas for each Grants Committee meeting will be posted at least 7 days in advance on our ECT meetings page. Each agenda will include specific timeblocks in which individual proposers will be considered.

• Question: Are there any guidelines available indicating specifically what the trust would like to see in MOUs between proposers and their subcontractors?
• Answer: The items we will look for in an MOU are listed above under Document 5. We will share this with all applicants in the public Q&A to be sure everyone has this information.

• Question: Are we to prepare the requested documentation solely on our organization as the main proposer, or should we prepare documentation (IRS determination, board of directors, financials, etc.) for our subcontractors also?
• Answer: Please include the documentation for subcontractors too. We would need that prior to any contract execution.

• Question: The ECT Board of Directors won’t be meeting until February 14. Should we adjust our budget and grant cycle to accomodate the change in dosage?
• Answer: At this time you don’t need to resubmit your budget or program narrative. If asked by Grants Committee members, however, you may want to be ready to describe how a new start date (e.g., April 1 instead of January 1) might affect the scope of services you proposed in your original application.

• Question: Document 7 – Would this be for the program we are requesting funding for from the ECT or are you asking for agency-wide? Or regionwide? Or Escambia County? 
• Answer: Please include documentation for all programs run out of your agency’s footprint. In other words, programs under your supervision.

• Question: Document 7 – When you say PIP or Corrective Action are you referring to quality, financial or non-compliance to contract? Or all? 
• Answer: We need all PIP/Corrective Action plans. Our Board has directed us to vet all applicants as part of the application process rather than as part of the contracting process. We are required to ask all agencies for the same documentation.

• Question: Document 7 – Some funders may not want this information released as they consider it private and part of their agency. What would we do in this case?
• Answer: If any of your funders do not wish to have this information released, please let us know that you have a plan in place but that it cannot be shared. Alternately, if the funder restricts communication on this issue, you can ask the funder to send an email confirming your agency is in good standing.

• Question: Are all 29 nonprofits being asked for the same documentation? 
• Answer: Yes, all 29 applicants are being asked to submit the same documentation. Each batch of agencies being considered during the four Grants Committee meetings will have the same 2-week deadline to upload their documents.

• Question: Is there a formal addendum to the RFP being released that we need to know about?
• Answer: No. This step is part of the proposal review process, so no addendum is needed.

• Question: Documents 5 and 6 – There is documentation request for MOU with subcontractors. What is this referring to exactly? A subcontractor is generally someone that is contracted with to perform a service. We do not subcontract out any of our work. However, ECT could be asking for MOU agreements with organizations that a nonprofit might be partnering with.  I’m looking for the clarification in the ask. 
• Answer: Uploading documents for #5 and #6 are applicable only if you included a subcontract in your proposal and budget for a provider to be paid with ECT funds through a sub-contractual agreement. If it does not apply to your proposal, you are not required to submit an MOU.

• Question: Document 10 – (Part A of Question) My question is in regards to the statement in the RFP regarding a certificate of insurance. Is this “document request” being asked as proof that we can meet the requirement should we be awarded? 
• Answer: Yes

• Question: Document 10 – (Part B of Question) Is the insurance requirement officially changing as laid out in the RFP?
• Answer: No

• Question: Document 10 – (Part C of Question) I’m just a little confused since it seems to be inconsistent. If the ask is for a Certificate of Insurance before award, are there other items and requirements in the RFP that are changing that we need to prepare for?
• Answer: We are requesting a COI with your current insurance limits shown to confirm that you have insurance currently. If selected for funding, you will be required to submit a COI with the required limits as per the RFP. There is no change in the RFP; this step is required as part of the review process.

• Question: Why are we being “reconsidered” if we were passed the first time?  
• Answer: The providers originally recommended for funding are not being “reconsidered.” In accordance with ECT policy, the Board tasked the Grants Committee with further evaluation of the proposals to include provider interviews and due diligence with regard to certain document review. The document review will expedite the contract process once the Board approves the final funding recommendations.

• Question: I heard in the meeting recording that there were questions about my agency (agency location, agency service footprint, whether agency is a for-profit or nonprofit, etc). I’m surprised that if there was an issue, why would someone not reach out to clarify?
• Answer: The Grants Committee and ECT staff were, and still are, within the Cone of Silence for the procurement. We are not allowed to reach out for clarification. If the Grant Committee has questions, they may ask them during the interviews.

• Question: We have an update about our agency (agency location has changed, agency staff has changed, etc). How should I make all parties aware of this so I’m not penalized in the next review?
• Answer: You may mention this during your interview with the Grants Committee. ECT has noted your change in our systems.

• Question: In the memo, there is mention that reviewers will participate in additional training to create consistency in following the score sheet provided in the review. I’m extremely concerned how a “zero” could have been given out. We still passed and we did meet the requirements as laid out in the scoring metric. So how could a “zero” even be allowed? That seems like there is something personal being held against us. Can you provide feedback on this? 
• Answer: All reviewers were asked to disclose any relationships or conflicts with the applicant agencies, so any possible bias could be exposed and explored prior to rating the proposals. No reviewer indicated any negative bias against any proposer. The Grants Committee members were given training prior to the initial scoring and will be given additional training regarding the interview process. While ECT staff understand your concern regarding a zero score, reviewers are allowed to score proposals as they wish. You may watch the recording of the meeting to determine whether or not there is any additional information related to any particular score. You are also encouraged to read the reviewers’ comments for more information. The recording and scores are all the information staff has.

• Question: If we have clarifying questions on the documentation ask, who should we direct these to? 
• Answer: Please direct any clarifying questions to the main email account for the Trust: info@escambiachildrenstrust.org. Questions will be answered in the order received. All questions and responses will be posted on this documentation Q&A page.

• Question: I have two questions regarding the re-submission of details for the Out-of-School Time RFP. (1) Are we just submitting the new budget or should we re-submit the entire proposal wherein we correct references to construction and renovation? (2) What is the deadline for re-submission?
• Answers: (1) Please resubmit only a new budget, omitting the construction and renovation line items. (2) The deadline for resubmission is February 1, 2023, at 5 p.m. CST.

• Question: If our grant is approved, when is the earliest we can begin our program?
• Answer: Please use this estimated timeline in your planning efforts. The Grants Committee’s recommendations will be considered and voted on by the ECT Board of Directors at the regular board meeting on February 14. If the board takes action authorizing staff to enter into contract negotiations with specific providers, those contract negotiations will begin that week. Once contracts are signed and in effect, services can begin on the day the contract starts. We anticipate contract negotiations lasting 2-4 weeks. Proposers should prepare for contracted services to begin between March 15 and April 1, although this is not a guarantee and contract negotiations could take longer.

• Question: Is reimbursement retroactive to our start date?
• Answer: Unfortunately, reimbursements cannot be made for any services provided or costs incurred prior to the execution of a contract with the Trust.

• Question: Can we increase the amount of students that we intend to service? Can we increase our enrollment from the projected proposal numbers knowing that this will impact (increase) how much we ask for in reimbursement for particular line items on our budget?
• Answer: No. The only budget changes allowed are those specifically requested by the Grants Committee or Trust Board (e.g., construction or renovation costs).

• Question: Document 5 – Our MOU is being reviewed by our legal department, which is part of our process where our MOUs have to go through several layers of approval. At best I can have the MOU approved by February, March at the latest. Will that be any issue?
• Answer: We understand that will be the situation for some agencies. In your documents folder, please upload the draft MOU clearly labeled as “Draft – Pending Legal Review.”

• Question: Are we able to submit monthly bills for reimbursements? We would like to clarify that costs are reimbursable upon expenditure and what the timeline for reimbursement will be.
• Answer: Yes, once you have an executed contract, you may submit monthly invoices for reimbursement. Approved, budgeted expenses backed up by appropriate documentation will be reimbursed within 30 days. We are in the process of setting up our online portal for reimbursement requests and systems to process ACH electronic payments. Those capabilities are not yet in place, so we may rely on email submissions and paper check payments for a bit while we get everything in place. We vow to do everything we can to process invoices for reimbursement as quickly as possible – especially for agencies that indicate cash flow challenges. Our goal is to help make your programs successful and to get funding to you as quickly and painlessly as we can.
• Please see timeline answer above.

• Question: The only question I have is on the MOUs. We are providing programs at other venues (Boys and Girls Club, YMCA, City) and have drafted a simple agreement form. All tentatively agreed to the contents, but we didn’t officially sign them. There is no financial arrangement (we are not providing funds to them, just programming). Do I still need to get executed MOUs from each?
• Answer: Yes, you will need an MOU/LOA for each partner outlining the arrangement (i.e., use of their space, access to students/parents, etc.) so there is something formal in place to document the agreement. These agreements serve as assurances that you will be able to deliver the funded services as proposed. You do not need to have executed agreements prior to funding, but please submit the draft MOUs.

• Question: Our legal department is asking what the parameters are for “Full Public Records requirements as defined in the ECT agreement.” How do we handle this item on the checklist?
• Answer: Since ECT is a special district of local government, everything that is done with our funding (i.e., local tax dollars) is public record. All contracts and subcontracts must acknowledge that the provider will comply with Chapter 119 F.S. – Public Records.