What is the allowable percent for indirect costs and what may those costs cover?
The cap for indirect costs is 15%, as stated on page 18. The number on page 15 (i.e., 10%) is incorrect. Applicants may include up to 15% for indirect costs in their applications. Indirect costs are those expenses of doing business that are not directly related to a project function or activity, but are necessary for the general operation of the organization and the conduct of activities it performs. Examples of indirect costs include the salary and related expenses of administrative personnel who support the agency such as the executive director, human resources, accounting, etc.
Do we need to be in the DCF Background Clearinghouse to receive funds from the Escambia Children’s Trust?
The Provider acknowledges that persons involved with ECT-funded programs may be in a position of trust or responsibility serving the needs of the children of Escambia County. ECT requires all Providers to perform Level 2 background screenings every two years for all staff funded by ECT who are in direct contact with children. If a staff member has been screened through the DCF Clearinghouse or another system that provides immediate arrest notifications, then staff may be screened every 5 years. All screenings are to be substantially consistent with the standards set forth in Florida Statute 435.04.
ECT may withhold or terminate funding for any position, or for the program in part or in its entirety, in the event the Provider and/or subcontractor retains any person who fails a Level 2 background screening or obtains an exemption to such screening without approval of ECT.
Are programs that occur during school hours eligible for funding through the Out-of-School Time Programs RFP?
No, the intent of this funding opportunity is to support programs that serve children and youth outside of traditional school hours. The hours of 2-6 p.m., when parents are less likely to be available to provide supervision, are the times when kids are more likely to commit or be victims of crime or to engage in risky behaviors. Last year, a report released by Fight Crime: Invest in Kids analyzed law enforcement agency and FBI crime data and was able to verify what law enforcement already knew: the time between 2 p.m. and 6 p.m. during the school week is the peak time for juvenile crime. Providing supportive, engaging, and enriching environments with caring, trusted adults can not only keep kids safe but can also keep them out of trouble and improve their academic outcomes, as well as their social and emotional development.
What age group of children is the target for this RFP?
There are two age groups that are the target for this RFP: (1) preschool children and (2) school-age children. More broadly, beyond the scope of this RFP, our policies state that Escambia Children’s Trust funding at-large can be used for any child up to 18 or until they graduate high school, and children up to age 22 if they have a disability that requires them to depend on their parents.
Are applicants applying for 3-year grants?
Yes, this is a one-time grant application for up to three years of funding. Reapplying will not be necessary, but we will require program monitoring, performance assessments, budget monitoring, agency audits, and annual multi-year grant renewal agreements.
What is your cost-reimbursement timeline?
All funding released to providers who are awarded ECT contracts is through cost-reimbursement. Expenses cannot exceed budget and be eligible for reimbursement without approval from our Board of Directors, via a budget amendment. We aim to reimburse applicants within 30 days of receiving invoices, receipts and other supporting documentation as required. (revised January 6, 2023)
What is your definition of “most in need”?
Improving the lives of at-risk, abused and neglected children is at the heart of the enabling legislation authorizing the creation of children’s services councils in Florida. Providing and maintaining such preventive, developmental, treatment, and rehabilitative services for children in Escambia County, for the general welfare of the county, is also in our enabling ordinance.
As such, the target population for the purposes of this RFP is limited to Escambia County children in (1) early childhood education or (2) Kindergarten through 12th grade. Preference will be given to respondents who serve children who are most in need or at risk and require access to high-quality OST opportunities. Considerations for need include family income, specific populations, neighborhood conditions, ages served, and accessibility of programs offered in the community.
In addition, “at-risk” means a student who is identified as one or more of the following: English learners, teen parents, special needs, foster youth, under-housed, LGBTQ, academic underperformance or disconnection from school, exposure to violence, exposure to trauma, exposure to child abuse or maltreatment, children of incarcerated parents, justice system involvement, and mild to severe behavioral health challenges.
How in-depth will audits be?
FL Ch. 496.407 requires audits for charitable organizations as follows: For those receiving annual contributions of $1 million or more an independent audit is required; for those with annual contributions of at least $500,000 but less than $1 million, the financial statements may be reviewed or audited by an independent CPA, and for those with less than $500,000 in annual contributions, a compilation, audit, or review of the financial statement is optional.
Will a cost analysis be required for applicants?
No, but we will monitor your organization to ensure you are following the guidelines set forth in your fiscal and procurement policies.
Can applicants use tables, charts, and/or graphics in their proposals?
Yes, we encourage visualizations as long as they adhere to the 20-page limit.
If my organization exists in other counties, what data are you wanting us to present to the Trust?
We recognize your footprint and budget may be bigger than Escambia County. In response to this RFP, and to avoid confusion, please include only the data that reflects your service footprint in Escambia County.
How is diversity, or lack thereof, amongst proposal applications handled?
The enabling ordinance creating the Escambia Children’s Trust provides us with the power and authority to not just fund improvements in children’s services, but also to consult and coordinate with agencies so that overlapping and duplicative services are prevented. If we receive multiple proposals offering the same program to the same group of children, then we will encourage respondents to align their efforts. Likewise, if after receiving proposals we still see coverage gaps, we will explore ways to better meet the needs of children in the county.
What is the anticipated turnover of dosage among seasonal camps?
Program dosage is discussed on Page 7 of the RFP. In order to demonstrate impact and be accountable for out-of-school-time deliverables, organizations must offer consistent and on-going programming, designed to enroll the same group of youth at the proposed site(s), which operate as follows for each year of the project period: -Year-round and continuously for a minimum of once a week for at least one-hour-per-week for a minimum of 25 weeks during the grant period, OR -An intensive program across six continuous weeks, which meets at least four hours per week during the grant period, OR -A minimum of six hours per day specifically when schools are closed for seasonal breaks, intersessions, holidays or single-day closures throughout the grant period. These must cover a minimum of three school breaks for a minimum of 15 days over the grant period.
How can we incorporate economic changes, such as inflation, into our 3-year budgets?
We recommend you include a 10% annual increase to account for inflation and other fluctuations in the economy.
Can you submit multiple proposals if you have multiple programs?
Yes, you can submit multiple proposals for different programs. For example, if you have three different programs serving different age groups, different geographies, or using different methodologies, you may consider submitting one proposal for each program. There are no penalties for doing so. Each proposal submitted will stand on its own.
Will the members of the Grants Committee be made public before the meeting takes place?
Yes, we strongly encourage collaboration! Please keep in mind that one of the members of the collaborative would have to be the lead agency responsible for fiscal oversight.
Could potential applicants also be subcontractors for other applicants?
Yes, Respondents may be the lead agency of an out-of-school-time program they run and also serve as a subcontractor to another Respondent’s out-of-school-time program. Reciprocal agreements, memorandums of understanding, and strong fiscal policies on awarding subcontracts must all be in place for such an arrangement to receive Escambia Children’s Trust reimbursements.
How much funding is available for this RFP?
$5,845,534 is available for the Out-of-School-Time RFP for the 2022-2023 fiscal year ending on September 30, 2023.
Where does the funding come from?
The Escambia Children’s Trust is an independent special district established by Escambia County voters in 2020. As an independent special district authorized by section 125.901, Florida Statutes, ECT provides funding for children’s services throughout Escambia County by annually levying ad valorem taxes, not exceeding the maximum millage rate of one-half (1/2) mill.
Is there a ceiling amount for individuals to receive funding?
No, ask for what you need. Keep in mind that everything in your budget must relate to the purpose of your proposal, it must be reasonable, and you have to explain why you need it.
Is it up to the board to determine how the funds are awarded?
Yes, the Board of Directors will approve all funding awards based on recommendations made by the Grants Committee.
Do the programs have to specifically be designed to help children? Can I help parents?
This particular RFP is designed to support improvements in services that directly benefit children.
If my proposal is not funded through this RFP this year, could I apply next year?
This RFP is for a three-year period. ECT does not anticipate releasing another Out-of-School-Time RFP while this current program is in effect. However, we will be releasing other funding opportunities to continue meeting the greatest needs of children. Those decisions will be made as part of our current approved strategic plan, and a multiyear strategic plan our Board of Directors will likely be developed in the next year. All funding opportunities are posted on our website when they become available. We also share them via social media and through email updates via our monthly ECT newsletter.
How frequently would proposers submit invoices/receipts for reimbursement?
Monthly, but as we develop more sophisticated software systems this protocol may change.
When will the “Working with the Trust” videos be posted?
We are aiming to record and post them on our ECT YouTube channel in October before the OST RFP submission deadline.
What are things that you do not fund?
Grant funds may not be used for any of the following activities: serving youth from other counties beyond Escambia County, Florida
Any service that merely benefits children and youth incidentally and not directly
Acquisition of any capital item not for primary and direct use by children and youth
Acquisition of real property (excluding leases for a term of 12 months or less)
Maintenance, utilities, or similar operating costs of a facility not used primarily and directly by the funded program
Out-of-country travel
Depreciation on buildings or equipment
Religious worship, instruction, or proselytization
If a prospective applicant needs to speak to an ECT Board member about the logistics of a proposed project, will that violate the cone of silence communication prohibitions ?
The Cone of Silence prohibits communication regarding a particular competitive solicitation. If the applicant and Board member are not discussing the provisions of the RFP, there is no violation.
Will the Trust reimburse mortgage payments or ‘rent-to-own’ payments?
The RFP states that these grant funds may not be used for the purchase of real property. Therefore, the funds may not be used to reimburse mortgage payments or rent-to-own payments.
Does mentoring fall into the new RFP you have open at this time?
Mentoring is certainly a proven strategy to foster positive youth development. It is, therefore, an applicable service under the OST RFP – as long as the proposed project fits the criteria in the RFP. For example, a proposer would need to demonstrate that there are measurable outcomes anticipated, that the same cohort of youth are receiving similar dosages (i.e., frequency and amount) of services, that the costs in the budget are directly related to providing mentoring services, is evidence-based, etc. For an example of a strong mentoring program that would meet the criteria, we recommend exploring the model utilized by Thread, in Baltimore, MD, (https://www.thread.org/) – a national science-based model from the Institute of Education Sciences “What Works” Clearinghouse (https://ies.ed.gov/ncee/WWC).
Does the Trust allow religious nonprofits to apply for the Out-of-School Time Program?
Yes, religious nonprofits are able to submit a proposal, but religious teaching, worship, and/or indoctrination as a requirement to participate are prohibited.
Where should the “Additional Information” be placed in the packet? Is there a particular place in the order of documents?
The additional information (250 words or less) should be submitted at the end of the (maximum) 20-page narrative proposal.
Please clarify Appendix 2: Acknowledgement of Addenda. What is included here? Is this additional information that ECT distributes? If no additional documents/corrections are distributed, is this document still included with “No Addendum was released” marked, but the chart blank?
A signed Acknowledgement of Addenda is a requirement. If ECT submits additional information in an addendum to the RFP, we will issue a public announcement. If no additions are made, check “No addendum was released” and submit this with your proposal.
In regards to program staff salaries, if a management person has a role as part of program staff as well as management, can that person be paid for the program staff position they fill?
Yes, a management staff member may be paid for the time in which he/she provides direct program services. Please specify in the budget narrative either the number of hours per week or the percentage of the full-time equivalent (FTE) position that will be spent on direct services. The time spent on management activities should be included in the indirect cost calculation.
Are existing tuition-based programs eligible for funding?
Tuition-based programs are eligible for funding as long as you do not charge tuition for the services paid by ECT. Rather, you may bill the ECT for the costs to provide services to children instead of charging them tuition. Ideally, this would allow low-income children to participate if their parents cannot otherwise afford the tuition.
Can ECT funds provide scholarships for tuition-based programs?
No. Rather than offer scholarships, you could make the program free for students who qualify (e.g., low-income, homeless, who lack transportation, etc. – whatever criteria you choose), and the ECT will cover the entire cost to provide the program for those children who do not pay tuition.
If the answer to both of those is ’no,’ would we be able to include the per-student cost in the budget as reimbursable? Behind all of this is the understanding that we don’t believe doing away with tuition altogether would be sustainable, yet an ECT-funded OST initiative that could get kids to our program (and not charge tuition for them… or charge a nominal $15/month) would provide a profound impact on the target population.
You would not bill ECT a unit cost per child. Instead, you would bill actual costs such as the cost of salaries and benefits for your program staff, supplies, equipment for children’s use, a portion of rent, insurance, etc. For example, if half of your participants pay tuition, and half attend through ECT funding, then you’d bill ECT for half of your operating budget.
How do I get the permission of the superintendent, since he is an ECT board member, to partner with the school district?
We suggest you speak to a deputy superintendent and school board members who don’t serve on our board. They can forward your request, which will help protect your organization from having direct contact with an ECT board member.
Is submitting proposals early OK or should they all come in together? In lieu of these latest events, a lot of parents are withdrawing kids from sports activities and most are simply afraid to attend so we know even more will need a safe place for our kids. Please let me know if we as providers can get this in sooner in an effort to provide our kids with safer alternatives for out-of-school time.
We appreciate your question and the urgency of this issue. Early proposals before the deadline are welcome, but the process and timeline remain the same. We are unable to expedite the process or timeline spelled out in the OST RFP.
Can you clarify what the Escambia County District # (the last line in Appendix 1: Cover Page) is referencing?
This is the Escambia County Commission district where the service proposed in your proposal is physically located. If your proposal includes services spread or located across multiple districts, please list them all. See this link to look up your county commission district: https://myescambia.com/open-government/districts.
Insurance Requirements:Commercial General Liability, required $1,000,000 per occurrence – Please explain why ECT would be named as an insured on a policy as the services won’t be supplied directly to ECT. Services are supplied to the children in the community so I’m unclear of the purpose. I’m not opposed but need to understand how it’s applicable.
This is a standard requirement as ECT as the funder of the services could potentially be named in a lawsuit against the funded provider.
Multi-year contract:Do we have to apply for a multi-year contract? The reason I ask is that I believe our needs and capacity will change by that time and our ask today may be different once year 3 starts. Is it going to be possible to amend the requests for year 2 and 3?
Yes, we are looking to fund multi-year programs and services that meet critical needs facing children and will show outcomes over a longer term basis. A good application should provide a master plan, a vision of where the project is going, and the expected results over a three-year timeline. The scope of the project should remain the same over the course of the project period, so only minor budget amendments will be considered. No changes to the program design or proposed outcomes will be allowed once the contract is executed.
For the budget: Do we put our entire budget OR just the budget for the new programs the ECT funds would support?
Please include the budget for the program that ECT would fund. If ECT will not be asked to fund 100% of the project, please explain the source of the complementary funding.
Are salaries of individuals with 100% direct expenditure related to this project considered admin / indirect costs? For example, the expansion of programs will require additional staff whose sole purpose would be to carry out the program funded by ECT. Therefore, it’s not an “indirect cost” but a direct cost.
If the staff are providing direct services, their salaries and related benefits are direct costs.
I understand purchasing a building or real estate is not an allowable expense. However, in the process of “expanding program capacity” as per the RFP, is it acceptable to include the cost of adding additional space to the current building? For example, could we include the cost of adding two additional classrooms to expand the program?
Construction is an allowable cost.
Are marketing/advertising costs allowed? Our program has a mentoring component, and we anticipate hard advertising costs to secure more mentors. Can we include that expense in our budget?
Yes, advertising costs are allowed and may be included in the budget.
If the program includes multiple partners, is each partner considered separately when evaluating outcomes and reimbursing for expenses? Let’s say there are three agencies collaborating. Each agency has a different program component and has specified goals and outcomes related to their component. If one of those agencies fails to deliver on their goals and outcomes, is it safe to assume that the other two partners will still be reimbursed if they are meeting their part of the program goals and outcomes?
No, each partner will not be considered separately. The funding is awarded to the lead agency/applicant, and the grantee is responsible for managing its partners’ reimbursements and outcomes. We strongly encourage lead agencies to develop MOUs or contracts with partners. ECT will reimburse only the lead agency, which will in turn reimburse its partners.
For the 25 weeks during the grant period (for the 1 hour scenario), could it be 10 hours year one, 10 year two, 10 year 3? Or is it 25 weeks per year for each of the 3 years? Could it be 25 weeks in year one for kids at venue A and 25 weeks in year two for kids at venue B? Also, for “year round and continuously”, if we provide a program weekly at an afterschool center during the school year but have a hiatus during the summer (offering a different kind of programming in that kind of setting, possibly), is that sufficient?
The dosage minimums set forth in the RFP are annual dosage amounts. As long as the 25 weeks occur continuously, either afterschool and summer, or afterschool only, you will meet the minimum dosage requirements.
We are looking to partner with after school venues to bring our programming. There seem to be efforts by these partners to grow their programs, possibly by their own grants to this program. For our target student population, could we say that for year 1 we might hit kids at these venues but maybe in year 2, if the population at a different venue grows, we might consider shifting to another location? There are also possibly venues that we don’t even know about that might become possible partners in the next year as they grow their programming. The question comes to, how specific do we need to be about the demographics of the beneficiaries at this time and can we adjust the venues as partners change and grow?
Please be as specific as possible. This section, program design, is worth 35 points. Target venues that will help you meet your anticipated outcomes and that will help you address the specific indicators you want to impact from the Escambia Children’s Trust needs assessment. If you lead with the outcomes and indicators you aim to influence first, the specific venue locations will then exist in service to your broader mission and program design.
When it comes to documentation, should we document the costs of all of the budget items or can the costs be listed based on our research without an actual document? Or, should we just include documentation for the larger items such as construction costs and furniture?
Please list the costs. Documentation will be required when you request reimbursement. All purchases must comply with your agency’s procurement policy.
Are we required to partner with the school district if proposed services are not being offered at a school location? We are a community location so will we need a letter from the school district?
If we understand the question correctly, the answer would be no, there is no requirement to partner with, or obtain a letter from, the school district if your afterschool, summer or preschool program is not being offered on school grounds.
We see that the Trust is hiring a staff member to develop the data systems to analyze service compliance and outcomes. How will the hiring of this person (and their work in this role) affect contracts already in place? If OST contracts have been awarded, is there any risk to a funded partner getting reimbursed if the new data staff member changes metrics?
The Program and Research Coordinator to be hired will not make unilateral decisions regarding metrics. Nor will he or she impose new metrics without the consensus of ECT leadership. While we do not anticipate adding new metrics to the contracts, ECT does reserve the right to request additional data points from providers as we develop our reporting protocols and flesh out our own case management software capabilities. However, the only way data metrics will affect reimbursement is if a provider is in breach of its contract.
Our OSTP grant request is centered around youth programs at a community center. We also have organization that lease our facilities. Both organizations utilize these facilities separately from our youth programs, but I just wanted to be transparent and make sure there are no issues with this in regard to applying for the grant.
There are no issues with other entities using your facilities.
Would the ECT ever partially fund a grant request, or is it all or nothing?
The ECT would partially fund a grant request. That decision is within the realm of possibility for the Grants Committee and Board of Directors.
Our program includes a one-on-one mentoring component, either through a community-based model (the mentor meets with the mentee on their own schedule) or a site-based model (the mentor meets with the mentee at our site during program hours). We offer mentors the opportunity to engage with their mentee during the school day and have school support to do this. The question is really whether the mentor can perform mentoring services during the school day if the child is a participant in our overall afterschool program but the mentor is able to meet during school hours. Will this type of mentor/mentee option be allowed under this RFP?
For the Out-of-School-Time RFP, we are unable to reimburse for expenses tied to programming that occurs during the school day.
