RFP Frequently Asked Questions

The following questions have been received from organizations indicating an intent to bid on the RFP; Ready Children Impact Council.  Through this web page, these questions and United Way’s answers are made available to all bidders.

All questions and correspondence regarding the RFP should be directed to the email, rfp@unitedwaysatx.org

Last updated: 07.07.20 – 4:46 p.m.

RFP Frequently Asked Questions

*Most recent questions and answers are listed at the top.

GENERAL RFP QUESTIONS - Service Military, Veterans and Families

—- No Questions —-

PAST QUESTIONS FOR RFP/RFS

The following questions were received from organizations indicating an intent to bid on one of the two RFPs; Successful Student and/or Strong Individuals and Families Impact Council.  The questions listed below are for reference only and are not applicable to any existing or future RFP/RFS.

Ready Children Impact Council – Frequently Asked Questions

*Most recent questions and answers are listed at the top.

GENERAL RFP QUESTIONS - READY CHILDREN

—- Questions below added 6.10.19 —-

Q:  In the application for Ready Children Impact Council, under the Program Measurement & Evaluation section it states: “Provide a detailed description of and the evidence for the proposed short and long-term impact and what data you will collect, including the measurement tools that will be used, and how these data will contribute to both the result and moving the needle on the indicator selected.  Applicants will also need to complete a Performance Measure Form”

Where is this Performance Measure Form? I do not see in the list below:

A: The Performance Measure form an embedded form located within e-CImpact, following the Program Measurement and Evaluation Section. It is titled “Ready Children Indicator 2 Performance Measures.”

 

—- Questions below added 6.07.19 —-

Q:  Is an agency providing residential recovery housing to pregnant and parenting women with addictions and their children eligible to apply for this RFP?

A: Any qualified agency that provides a service that reduces barriers to accessing prenatal care is eligible to apply. Applicants must be a 501(c)(3) and provide health and human services primarily in Bexar County.  For a full list of eligibility requirements please see page 5 of the Process Guide.

How the applicant approaches reducing the barriers to accessing prenatal care for expectant mothers in order to decrease the number of women receiving late or no prenatal care must be backed by evidence, research or promising practices indicating positive outcomes for mother and babies. Please see the data for the priority or target demographics and the overall goal to reduce mothers who receive late or no prenatal care by 5% in three years. For more information please see the Ready Children Impact Council Prenatal Care Scope of Work on page 19 of the Process Guide.

 

—- Questions below added 5.31.19 —-

Q: Who should we contact for questions and answers only?

A: All questions must be emailed to rfp@unitedwaysatx.org.  Answers to questions will be posted on the website on Mondays and Thursdays of the following week.

 

Q: Can more than one person from an agency have an e-CImpact login?

A: Yes.  Please contact Chris Tyler, ctyler@unitedwaysatx.org, for instruction on how to create an additional login.

 

Q: Can the application be downloaded into a Word document?

A: No. The RFP may only be downloaded as a PDF document.

 

Q: Should a community collaborative, currently serving as a HUB, file as an independent applicant or a joint applicant?

A: The applicant should review the independent vs joint application comparison information found here  to determine which application process best suits their proposed program.

 

Q: Do partners in a joint application also have to provide all required documents?

A: Yes. All partners receiving funding in a joint application must provide all required agency documents.

 

Q: “Does the target number of 5,676 women between the ages of 20 and 29 who received late or no prenatal care include those who fall in both categories?”?

A: Yes, this target number includes both the women who received late prenatal care and those who received no prenatal care.

 

Q: Is there a format or template for MOUs required for joint applications?

A: No. Agencies may use their own MOU format.

RESULTS, INDICATORS AND STRATEGIES QUESTIONS - READY CHILDREN

—- Questions below added 5.31.19 —-

Q: How will the Ready Children Impact Council measure the prenatal care indicator, percent of pregnancies receiving late or no prenatal care?

A: The prenatal care data was pulled from the Texas Department of State Health Services 2015, American Community Survey Table B01001 2012-2016. The 2015 birth data is the most recent data published. http://healthdata.dshs.texas.gov/VitalStatistics/Birth

 

Q: Please define / describe any parameters for the definition of prenatal care?

A: Prenatal care is defined as the health care a woman gets during pregnancy as per Health and Human Services, National Institute of Health. https://www.nichd.nih.gov/health/topics/preconceptioncare

How an applicant approaches prenatal care must be backed by evidence, research, or promising practices indicating positive outcomes for mothers and babies.

DATA QUESTIONS - READY CHILDREN

—- Questions below added 5.31.19 —-

Q: How can a program collect data from a doctor’s office considering HIPPA regulations?

A: The process by which agencies collect data to determine if and when a pregnant woman receives prenatal care should be determined by the agency. We are encouraging applicants to partner with OB/GYN offices, hospitals, and clinics to collect this data in an agreed upon format and manner. Data collection, Performance Measure tables, and scopes of work will be negotiated once awards are made.

 

Q: Please provide more information about the prenatal care barrier survey data collected. How was this acquired? How many participants responded?

A: The prenatal care barrier survey was distributed to United Way partners, including funded and non-funded agencies and through local collaborations.  Responses were collected online via Survey Monkey.  United Way received approximately 61 responses total, and do not consider this valid survey data based on the number of respondents in relation to the number of mothers with live births annually in San Antonio, but instead it is information to help inform applicants of potential barriers.  The list of barriers identified in the survey may be viewed here.

 

Q: May an agency use its own data collected on prenatal care barriers?

A: Yes. An agency may use data previously collected and any other data that is relevant to this RFP to support their proposed program.

BUDGET QUESTIONS - READY CHILDREN

—- Questions below added 5.31.19 —-

Q: When is the 50% minimum co-investment due to United Way?

A: Confirmation and verification of the 50% minimum co-investment is due immediately following the notification of award in September 2019.

 

Q: Do general funds for an organization, not specific to a program, count for the 50% co-investment?

A: General funds may be used for the 50% co-investment so long as they are used solely for the proposed program.

 

Q: Is the funding $400,000/ year for each of the three years or for the total for all three years?

A: The Prenatal Care RFP investment is $400,000 each year for three years, with the possibility of a two- year extension. Final  amount  of FY2020  investment  and  all  future investments  will be  based  on annual  United  Way Campaign  results.

 

—- Questions below from previous RFP’s —-

Q:  We currently have federal funding for our program until December of 2019. Can we request funding for our program and begin using United Way funding in January of 2020? 

A:  You may request funding to begin in January 2020, but it will only be for a six-month contract from January – June 2020 (that will be eligible for renewal for a full year) and will be limited to up to 50% of the program budget for that time period. The remaining 50% or more will need to come from other co-investments. The current federal funding mentioned in this question will not be considered co-investment because it ends prior to the time period for which the agency is requesting United Way funds.

 

Q: When determining awards, will United Way offer a modified/suggested award amount, in the event it is determined the program is one in which UW wants to fund, but at a lower amount than requested; or, would the grant proposal be declined?

A: Yes, United Way may modify the award amount based on the outcome of United Way’s Campaign.  The award amount will be discussed with each awarded agency/program during contract negotiations.  No proposal will be declined based on the amount requested.

 

Q: On the budget form, are support, revenue AND expenses unique to program (e.g., is it asking for program specific revenue)?  Or is the top part (support and revenue) referring to agency revenue and the bottom is referring to program specific expenses?

A:  The budget form is for the program’s support, revenue and expenses.  The organization’s overall revenue, expenses, etc. are addressed in the required agency documents.

 

Q:  Are we allowed to match the 50% match with federal funds? 

A:  The co-investment requirement of 50% may come from federal funds.  Please note that this is not match, but rather a co-investment.

 

Q:  What does the Program Budget line item “Evaluation” encompass?

A:  This encompasses any costs you may incur to evaluate the program(s).  This may be internal costs or costs to contract with a third party reviewer.

 

Q:  Will United Way distribute funds to all partners in a joint? Or just the lead?

A:  United Way will allocate funding to each partner separately in a monthly allocation.  Monthly allocations are 1/12th of the individual organization’s award amount for one fiscal year.  United Way reserves the right to not fund every partner in a joint proposal.

 

Q. In the portal under personnel, there are 15 lines for entries. We provide direct services for over 850 clients and have over 350 employees working on our programs. Can we group like job descriptions/positions in the portal (for instance total direct care staff, total nurses, total classroom leads, etc. or must we individually add every budgeted position? If so, what is the capacity of the portal line items for personnel?

A. Grouping personnel that will be funded under the United Way grant only is acceptable, so long as the number of personnel the budget covers and their job descriptions is clearly articulated.

 

Q: Will United Way award $5 million in each Impact Council?

A: Yes.  It is anticipated each Impact Council will have $5 million to allocate, pending the results of the 2018 United Way campaign.

 

Q: What time period should be reflected in the budget?

A: Your program budget for the proposed program should be based on the cost to provide services for a one-year (12 month) period beginning July 1, 2019 and ending June 30, 2020.

 

Q: Is the available funding on an annual basis? For example, if an applicant applies for $100,000 is that $100,000 per year for three years or $33,333 per year for three years?

A: The available funding is awarded annually and funding amount is contingent upon United Way’s annual campaign.

 

Q: If funding is received, will there be any assistance from United Way to make sure it’s recorded correctly?

A: United Way will provide technical assistance with any required reporting in e-CImpact.

 

Q: Is the money received from foundations listed whole or separately?
A: Applicants list each funding source separately.

 

Q: If we budgeted a certain amount from a foundation, but receive a different amount, how do we handle that?
A: For the purpose of the application, if the amount received has been confirmed by the funder, enter that amount. If the request is pending, enter the amount requested. If amounts awarded for pending grants change after submitting the proposal to United Way, that will be addressed during contract negotiations, should your organization be awarded funding.

 

Q: The Process Guide states that “Funds requested should be based on the cost to provide services for a one-year (12 month) period beginning July 1, 2019 and ending June 30, 2020.”  The strategies seek expansion and increase of services and the indicator performance measures require future targets for years two and three. If our budget for years two and three is more than year one due to future program expansion, how do we submit future year budgets to United Way?  Do we include the budget for years two and three in the budget narrative?

A: Three-year targets are requested to demonstrate the program growth over time.  United Way recognizes a variety of factors effect performance, including availability of resources and therefore the Impact Council will negotiate targets on an annual basis.

 

Q: Can you clarify the difference between the two United Way revenue line items in the RFP budget?  They are: UW Contract Request for this RFP and UW Grant.

A: “UW Contract Request for this RFP” is the amount of funding applicant is requesting from United Way for this particular RFP.  “UW Grant” pertains only to applicants receiving current GRANT funding from United Way (e.g., AECF, HOPES, MFVPP and/or MIECHV grants).  In that line item, the applicant lists the amount of grant funding it intends to co-invest in this RFP.  The grant funds may be used for leverage only if the work the grant supports aligns with the proposed objectives in the RFP.

 

Q: My agency currently receives funding from United Way’s MFVPP grant, which is funded through 2021.  Our proposal will integrate with this work. May I use that grant funding as my co-investment?

A: Yes, since the work you are proposing in the RFP is aligned/integrated with the work you are performing for the MFVPP grant, you may use the MFVPP grant funds you receive as co-investment for this proposal. Please note: 1) the outcomes you perform under the MFVPP grant will also need to be included in your performance measure; 2) the work proposed in the RFP will need to be an expansion or improvement of the work currently underway.

 

Q: Are the contributions from individuals during the United Way Annual Campaign used as the “first dollars in?”  Will these funds be applied to the total award amount that United Way allocates to the agency as part of the project budget?

A: Yes. All contributions designated to a specific agency will be considered “first dollars in” for that agency.

 

Q: Does the 50% match in budget need to be in hand, pledged or just projected at time the proposal is submitted?

A:  An applicant may include pending revenue in its budget, but all co-investment revenue for a program must be confirmed at the time of the award notification in Spring 2019 to begin program implementation July 1, 2019.

 

Q: United Way funding can account for up to 50% of the program budget.  With regards to the remaining 50%, does that funding need to come solely from the applicant or can it be a combination of funding from the applicant and other philanthropic agencies (e.g. 50% United Way, 40% applicant, 10% other funders)?

A: The 50% co-investment may be a combination from other funding sources. All co-investment revenue for a program must be confirmed at the time of award notification in Spring 2019 to begin program implementation July 1, 2019.

 

Q: Can earned revenue count towards meeting the 50% United Way is requiring from grantees?

A:  United Way is interested in investing 50% of the revenue for a program.  The balance of the revenue is referred to as a co-investment to denote the remaining revenue needed to achieve the program’s intended purpose.  If the funds referenced in this question are part of the applicant’s program revenue, it can count as part of the co-investment.

 

Q: Could State/COSA funding for a program count as the 50% co-investment?

A: Yes. This is just one possible co-investment source.  A proposal may include any funding source supporting the program budget.

 

Q: What happens if your program experiences a funding change and United Way is required to pay more than 50%?

A: United Way funding will not exceed 50%.  The agency must raise additional funds or the United Way funding will be reduced.

 

Q: Since recruitment and outreach is a critical component of final outcomes / better off goal, will we be able to include recruitment and outreach costs in the proposal?

A: Yes.  Your program budget should reflect all costs associated with implementing the program.

 

Q: Can a person collecting and analyzing the data be included in the program budget?

A: Yes.  The portion of that person’s time spent collecting and analyzing data for the proposed program may be included as a direct program expense.  Your program budget should reflect all costs associated with implementing the program.

 

Q: Is the cost of a lease for a space used exclusively to deliver program services (not used for agency business operations) a direct or indirect budget expense?

A: Cost of lease for a space used exclusively to deliver program services is considered a direct expense.

 

Q: Is a budget narrative required for the proposed revenue as well as the proposed expenses?

A: Yes.  The budget narrative should include a description of each line item for program expenses (broken out by indicator) and revenue, inclusive of requested United Way funds and co-investment funds.  Regarding co-investment funds, denote whether they are confirmed or pending.

 

Q: How are indirect costs defined? For example, is a program director’s salary considered direct or indirect?

A: Indirect costs are defined as operating costs that cannot be charged directly to the program but are necessary to maintain the infrastructure of the entity supporting the program.   The salary (or portion of a salary) for a person directly involved in the program is considered a direct cost.  Please note indirect costs may not exceed 10% of the United Way investment.

 

Q: Of the 10% of indirect costs (overhead) allowed, is this in addition to the 50% of the direct program costs?

A: No. The indirect portion is included in the 50%.  It is calculated based on the subtotal of the program expenses requested from United Way.

 

Q: For a national organization, is the total agency budget the national budget or the local budget?

A: The total agency budget is for the local branch.

 

 Q: Is there a maximum funding request per agency or can an entity apply for up to the total indicator funding amount?

A: An agency (independent or lead for joint applications) may request up to the full amount available for an indicator.

 

Q: Will the budget information be covered in the Technical Assistance sessions?

A: An overview of the budget will be provided during each of the Bidders Conference sessions, but not during the Technical Assistance sessions. You may submit budget questions to rfp@unitedwaysatx.org.

 

Q: With the need to meet 50% of the program budget, can in-kind match be used to meet this requirement?

A: No.  The intent of the co-investment is for applicants to submit a budget for which United Way represents 50% or less of the program budget revenue.

 

Q: Is the monthly funding a reimbursement-based funding?

A: No.  This is not a cost reimbursement grant. United Way will allocate 1/12 of the awarded funding each month.  However, performance will also be reviewed monthly and may influence the funding allocation.

 

Q: Does this grant provide the ability to offer a higher pay or salary to maintain staff with the certifications or credentials to provide the developmentally appropriate curriculum and equipment children with disabilities need?

A: This funding provides applicants the opportunity to submit a full program budget inclusive of all costs required to operate the proposed program.  The Budget Narrative provides the space to support costs such as these.  Your program budget should reflect all costs associated with implementing the pr

Volunteer Income Tax Assistance Program – Frequently Asked Questions

*Most recent questions and answers are listed at the top.

RFS QUESTIONS - (VOLUNTEER INCOME TAX ASSISTANCE PROGRAM)

—- Questions below added 04.11.19 —-

Q. What is the maximum dollar amount we can apply for per the requirements?

A. The maximum dollar amount that will be awarded through the VITA Request for Services that recruit, train and place volunteers for the (VITA) program. is $100,000 annually.

 

Q. As it says on the FAQ, “As addressed in the Strong Individuals and Families Process Guide, exceptions for the required 50% co-investment may be considered for innovative or start-up programs.” Will this also apply to this proposal?

A. Yes, so long as the proposed services are in fact innovative or start-ups. It is up to the applicant organization to justify and explain how these proposed services are innovative or start-up in nature.

 

Q. Is this RFS only for the volunteer aspects of VITA? Or may funds be used exclusively for operating a VITA site?

A. This RFS is for the recruitment, training and place of volunteers for the VITA program. Ancillary services for an existing VITA site, such as ITIN application assistance and mobile VITA, may be considered as well, but a standalone VITA site will not be considered.

General RFP Frequently Asked Questions

*Most recent questions and answers are listed at the top.

OVERALL RFP QUESTIONS - (BOTH QUESTIONS)

—- Questions below added 11.05.18 —-

Q:  We are submitting an independent application. We have two separate agencies that are providing staff time needed to implement our program. Can we count the cost of the staff time provided by these agencies towards our 50% co-investment?

A: The co-investment is included in the revenue for the total program budget.  Therefore, if you have the revenue to cover the staff time provided by the two agencies, it can count towards the co-investment.

 

—- Questions below added 11.01.18

Q: If we are applying through a joint application, do we report the metrics as a collective or do we need to disaggregate each partner’s efforts?

A: For joint applications, the performance measures (metrics) are for the collective. Delineating performance measures for each partner in an awarded joint application will occur during contract negotiations.

 

Q: If our agency has an approved indirect rate higher than 10%, can we use the costs in excess of the 10% being requesting from United Way as part of our matching funding? Or is the overall budget limited to a maximum of 10% indirect costs?

A: For this funding request, the indirect rate cannot exceed 10%.

 

—- Questions below added 10.29.18 —-

Q:  Are agencies eligible to submit two proposals for the same indicator if one is an individual proposal and the other is a joint proposal?

A:  Yes.

 

Q:  If we are requesting funding for an ongoing program with a measurement system in place, how do we go about developing an implementation plan?
A:  Use the template to describe the steps you will take once you receive United Way dollars.

 

Q:  If an agency is awarded two grants for two indicators, will they have two separate interviews?

A:  Agencies will likely undergo two separate interviews if they apply for two indicators.  Please note that being interviewed does not guarantee an award of funding.

 

—- Questions below added 10.25.18 —-

Q: If we are utilizing services from a for profit subcontractor as part of our proposal, must those subcontractors be approved by UW in advance of submitting our proposal?

A:  An agency proposing to use a subcontractor as part of their proposal does not need approval from United Way in advance of submitting the proposal.  The choice of subcontractors is at the discretion of the applicant agency.  All funding will be allocated to the agency and the agency will pay the subcontractor.

 

Q: Is it permissible to submit more than one application under the same RFP that addresses the same indicator and strategy, but involves different additional partners/collaborators and serves different clients (based on clients’ residences/zip codes)?

A: Yes

 

—- Questions below added 10.22.18 —-

Q: Will both the lead and partner agency be required to attend the monthly meetings and submit financial reports quarterly?

A: Both the lead and partner agencies are required to attend monthly meetings and submit quarterly financial reports. Each partner agency is responsible for submitting their financial reports directly to United Way.

 

Q:  If a nonprofit is less than 3 years old are they eligible to be a partner agency? If so, can the majority of their current funding come from one source?

A:  Our response to both questions is as follows:  To be eligible to receive funding, applicants must have an IRS 501(c)(3) determination letter dated prior to January 1, 2016 and provide health and human services primarily in Bexar County.  Each proposal will be reviewed by volunteer review teams to ensure the agency meets United Way’s Eligibility Requirements and Partner Standards (pages 5-7 in both Process Guides) and submits all required documentation.

 

—- Questions below added 10.18.18 — (UPDATED ANSWER)

Q: If an agency is not funded through the RFP process, will they still be listed as a United Way agency in the campaign materials?

A: Any current partner agency not funded through the RFP process will still be listed in the 2019 United Way Campaign Giving Guide, but will have a “designations only” status.  Those agencies will be eligible to receive designated gifts from donors in corporations in the 2019 campaign. The United Way Board of Trustees will use data from that campaign to make decisions about designations in future campaigns.

 

—- Questions below added 10.18.18 —-

Q: With each Impact council utilizing $5M in funding, it seems that United Way investments will now be $15M.  That seems significantly less than what the United Way campaign raises.

A: With each of the four Impact Councils (Ready Children, Successful Students, Strong Individuals and Families and Safety Net) awarding $5M in funding, the overall total allocated in FY20 will be $20M.

The amount we have to award each year is impacted by several factors.  In last year’s campaign, United Way raised a total of $48M.  Of that, approximately $23M was invested in Public Sector Campaigns/Open Campaigns/Restricted Gifts or was used to cover uncollectible pledges/United Way operating expenses.  That left $25M, or approximately 52% of the amount raised, to allocate.

This year’s campaign goal is just over $42M.  We anticipate the commitments to the categories listed above to increase slightly, particularly Open Campaigns.  For that reason, we estimate we will have $20M available to award in the coming year.

 

—- Questions below added 10.15.18 —-

Q. Is there any United Way bias to fund an individual versus a joint application? Or, are joint applications preferred?

A. United Way is interested in funding strong proposals, regardless of whether they are independent or joint applications. However, if an independent and joint application are deemed equally strong – and given that collective impact is the intent of United Way’s new funding strategy – joint applications that offer an integrated set of solutions may be positioned to achieve greater impact.

 

Q. Regarding collaborations, if we do a joint application with multiple collaborators, is the lead applicant responsible for the total deliverables or is each collaborating partner responsible for their own deliverables?

A. The intent of the joint applications is to build the capacity of collaborations to be successful. The lead partner will be responsible for the deliverables proposed by the joint application as a whole. That being said, United Way’s new work engages a mutual accountability practice which is focused on solving problems rather than auditing deficiencies. If an individual partner is non-responsive to capacity building or corrective action solutions to submit the performance or financial reports by the due date or the program performance metrics are not on target or contract requirements are not met for two consecutive months, the funded agency, in partnership with the lead agency and United Way will jointly build a plan of action. If an individual partner is still non-responsive, United Way may temporarily suspend funding or place funding on a month-to-month basis when there is sufficient cause to be concerned about program performance reporting or financial accountability.

 

Q: If an agency is not funded through the RFP process, will they still be listed as a United Way agency in the campaign materials?

A: See updated answer above.

 

Q: Regarding question 4 on first page of e-CImpact:“Does the agency have the ability to procure and track the required information.” What is the cost involved?

A: The cost involved to procure and track the required information at this juncture varies by organization and is up to the applicant to request funds in their budget given their unique needs. The cost to use e-CImpact is free. Personnel for data tracking is permitted and is considered a direct program cost. Agencies will ultimately need to be able to join a shared data system, as addressed in question 6 on the first page of e-CImpact.

 

Q: A previous FAQ was “Are the contributions from individuals during the United Way Annual Campaign used as “first dollars in”? Will these funds be applied to the total award amount that United Way allocates to the agency as part of the project budget?” Our question is does this refer to agency designated contributions made through United Way during the campaign, or to any contributions received directly by an agency during the United Way Campaign Period?

A:  If the contribution is made through United Way during campaign, it is considered “first dollars in” as part of the total award. Contributions made directly to an agency independent of the United Way Campaign are not considered part of United Way dollars.

 

Q: Typically, our United Way partner agencies report during the time of the new RFP cycle application deadline. Will the reporting cycle timeline be different this year?

A: The historical reporting cyclesdue date for United Way funding will now change to 12/20/2018. The new reporting cycles for the Impact Council-funded programs will begin 7/1/19.

 

Q: Is there a list available of agencies applying under the same result/indicator, from which we could connect as potential partners for wraparound services?

A: No. We will not know this until all applications are submitted.

 

—- Questions below added 10.11.18 —-

Q: Can you apply for funding from multiple Impact Councils?

A: Yes. Applicants may submit a proposal for more than one Impact Council.

 

Q: Can an agency apply as part of a joint application and as an individual applicant?

A: Yes.

 

Q: In looking at the first page on e-CImpact, it appears that all the RFPs are listed twice. Is that something we’re just seeing on our end?

A: For each RFP, there is the option to apply as an independent applicant or a joint applicant. The list you are seeing in e-CImpact represents both the independent and the joint applications. Each RFP title indicates if it is an independent or joint RFP.

 

Q: Is there a section in the application, aside from the supporting documents, that allows us to insert an attachment of our model?

A: It isn’t possible to upload an additional supporting document. We only accept those that are required.

 

Q: If an applicant would like to include certifications or accreditations can those documents be uploaded into e-CImpact?

A: No. An applicant does not need to upload certification, accreditation or award documents. Please reference this information within the narrative.

 

Q: Who submits the application in e-CImpact?

A: The CEO / Executive Director must submit the application using their login credentials.

 

Q: Will an addendum be issued noting any changes to the RFP, resources or other support materials?

A: No, however we do anticipate updates.  All updates will be posted under Updates on the United Way Request for Proposals webpage.   Applicants should regularly check www.unitedwaysatx.org/rfp  for any updates.

 

Q: Is the review process a blind review?

A: No.  It is critical volunteers understand the multiple aspects of the agency during the review process. Therefore, volunteers will be aware of who the applicant is.

 

 

 

Q: What is required for monthly and quarterly reporting and how are reports submitted?

A: Monthly reporting will focus on performance measures.  Quarterly reporting will include both performance measures and financial reports.  Reports will be submitted in e-CImpact.

 

Q: Are agencies required to be listed in the United Way Annual Campaign?

A: Yes. All funded agencies will be included in United Way’s Annual Campaign.

 

Q: Is the total agency budget requested on the application for the current year?

A: Yes. The total agency budget amount requested is for the current fiscal year.

 

Q: Will proposals be fully funded or will there be partial awards, too?

A: The Impact Council may award less than the amount of funding requested in the proposal.

 

Q: How many awards do you expect to fund in each result?

A: There is no way to know this until applications are submitted.

 

Q: Will an agency with a budget over $250,000 be eligible to apply if they have no previous agency audit?

A: A first-time applicant whose annual budget exceeds $250,000 may submit a review conducted by an independent Certified Public Accountant (CPA). United Way would expect this review to have been completed within four months of the organization’s fiscal year end. If the applicant is successful and funding is awarded for United Way’s FY20, the organization will be expected to have an independent audit for that year and all subsequent years for which funding is awarded.

 

Q: If an applicant is working with a community partner, does the applicant have to submit a joint application or can they still submit as an independent applicant?

A: An agency with a community partner(s) may submit as an independent applicant.  However, they must provide a letter(s) of support from a partner(s). For independent applications, United Way will only be considering the applicant agency’s budget.

 

Q: If an applicant has a technical assistance question related to e-CImpact may we contact United Way during the blackout period?

A: Yes. You may ask technical assistance questions related to e-CImpact until 5:00 p.m. CST Wednesday, November 14, 2018.  Those questions may be sent to Chris Tyler at ctyler@unitedwaysatx.org.

 

Q: Once an application is submitted, does the applicant have access to it?

A: Yes.  After submission the applicant may still access the proposal and review their information.  However, the proposal will be marked as read-only and cannot be edited after being submitted.   If an applicant should need to change something after submitting a proposal, and it’s still before the official deadline, you may contact Chris Tyler at ctyler@unitedwaysatx.org.

 

 

 

Q: If submitting a joint application, does the MOU provided in the application need to be a fully executed MOU or a version of the MOU that is being routed for legal review by both partners?  This is important because many reviews take 2-3 months for approval by legal counsel. 

A: Joint proposals must include a signed MOU. If the MOU is preliminary or pending legal review, this should be noted on the MOU. If you submit a preliminary MOU, United Way will notify you when a final MOU is due.

 

Q: Since the RFP is requesting applications for FY20, should MOUs be for the current year partnerships or FY20 year?

A: MOUs must be for FY20, beginning July 1, 2019 through June 30, 2020.

 

Q: Can you provide more detail on what would qualify an agency to be able to waive the local governing body requirement?

A: When the agency is the local affiliate of a state-wide or national organization and operates under the governance of the state-wide or national entity, the local governing body requirement may be waived. However, the local organization must have its own advisory governing body that provides volunteer oversight in order to meet United Way criteria.

 

Q: Please explain the Implementation Timeline.

A: The Implementation Timeline tool allows for clarity in planning and helps the applicant document their plan by building one key action step at a time.  This ‘brick by brick’ methodology documents how the proposed plan will get to an end result that is achievable and built on a solid ‘brick’ foundation.  Another way to look at this tool is that it allows the applicant to document their program design into sequenced steps, which helps support the basis for their year one performance metrics.

 

Q: What do you mean by “Statement of Non-discrimination?”  We have it in the employee handbook, and we have a separate one-page document posted at various places on the premises. Is this one-page document enough or is there a special form?

A: An applicant may upload the agency’s written policy to comply with this requirement.  There is no specific form that needs to be completed.

 

Q: Under Insurance Requirements in the RFP Process Guide it states: Policy must contain an endorsement listing United Way of San Antonio and Bexar County as an ‘Additional Insured’ using Form CG2010 07 04 or equivalent. Is this to be obtained during the application process, or is this expected to be added after funding is approved?

A: This endorsement is not required in the application process. This will be required of an agency approved for funding.

OVERALL BUDGET QUESTIONS - (BOTH COUNCILS)

—- Questions below added 11.05.18 —-

Q:  We currently have federal funding for our program until December of 2019. Can we request funding for our program and begin using United Way funding in January of 2020? 

A:  You may request funding to begin in January 2020, but it will only be for a six-month contract from January – June 2020 (that will be eligible for renewal for a full year) and will be limited to up to 50% of the program budget for that time period. The remaining 50% or more will need to come from other co-investments. The current federal funding mentioned in this question will not be considered co-investment because it ends prior to the time period for which the agency is requesting United Way funds.

 

—- Questions below added 11.01.18 —-

Q: When determining awards, will United Way offer a modified/suggested award amount, in the event it is determined the program is one in which UW wants to fund, but at a lower amount than requested; or, would the grant proposal be declined?

A: Yes, United Way may modify the award amount based on the outcome of United Way’s Campaign.  The award amount will be discussed with each awarded agency/program during contract negotiations.  No proposal will be declined based on the amount requested.

 

Q: On the budget form, are support, revenue AND expenses unique to program (e.g., is it asking for program specific revenue)?  Or is the top part (support and revenue) referring to agency revenue and the bottom is referring to program specific expenses?

A:  The budget form is for the program’s support, revenue and expenses.  The organization’s overall revenue, expenses, etc. are addressed in the required agency documents.

 

—- Questions below added 10.29.18 —- 

Q:  Are we allowed to match the 50% match with federal funds? 

A:  The co-investment requirement of 50% may come from federal funds.  Please note that this is not match, but rather a co-investment.

 

Q:  What does the Program Budget line item “Evaluation” encompass?

A:  This encompasses any costs you may incur to evaluate the program(s).  This may be internal costs or costs to contract with a third party reviewer.

 

 

—- Below questions added 10.18.18 —-

Q:  Will United Way distribute funds to all partners in a joint? Or just the lead?

A:  United Way will allocate funding to each partner separately in a monthly allocation.  Monthly allocations are 1/12th of the individual organization’s award amount for one fiscal year.  United Way reserves the right to not fund every partner in a joint proposal.

 

—- Below questions added 10.15.18 —

Q. In the portal under personnel, there are 15 lines for entries. We provide direct services for over 850 clients and have over 350 employees working on our programs. Can we group like job descriptions/positions in the portal (for instance total direct care staff, total nurses, total classroom leads, etc. or must we individually add every budgeted position? If so, what is the capacity of the portal line items for personnel?

A. Grouping personnel that will be funded under the United Way grant only is acceptable, so long as the number of personnel the budget covers and their job descriptions is clearly articulated.

 

— Questions below added 10.11.18 —-

Q: Will United Way award $5 million in each Impact Council?

A: Yes.  It is anticipated each Impact Council will have $5 million to allocate, pending the results of the 2018 United Way campaign.

 

Q: What time period should be reflected in the budget?

A: Your program budget for the proposed program should be based on the cost to provide services for a one-year (12 month) period beginning July 1, 2019 and ending June 30, 2020.

 

Q: Is the available funding on an annual basis? For example, if an applicant applies for $100,000 is that $100,000 per year for three years or $33,333 per year for three years?

A: The available funding is awarded annually and funding amount is contingent upon United Way’s annual campaign.

 

Q: If funding is received, will there be any assistance from United Way to make sure it’s recorded correctly?

A: United Way will provide technical assistance with any required reporting in e-CImpact.

 

Q: Is the money received from foundations listed whole or separately?
A: Applicants list each funding source separately.

 

Q: If we budgeted a certain amount from a foundation, but receive a different amount, how do we handle that?
A: For the purpose of the application, if the amount received has been confirmed by the funder, enter that amount. If the request is pending, enter the amount requested. If amounts awarded for pending grants change after submitting the proposal to United Way, that will be addressed during contract negotiations, should your organization be awarded funding.

 

Q: The Process Guide states that “Funds requested should be based on the cost to provide services for a one-year (12 month) period beginning July 1, 2019 and ending June 30, 2020.”  The strategies seek expansion and increase of services and the indicator performance measures require future targets for years two and three. If our budget for years two and three is more than year one due to future program expansion, how do we submit future year budgets to United Way?  Do we include the budget for years two and three in the budget narrative?

A: Three-year targets are requested to demonstrate the program growth over time.  United Way recognizes a variety of factors effect performance, including availability of resources and therefore the Impact Council will negotiate targets on an annual basis.

 

Q: Can you clarify the difference between the two United Way revenue line items in the RFP budget?  They are: UW Contract Request for this RFP and UW Grant.

A: “UW Contract Request for this RFP” is the amount of funding applicant is requesting from United Way for this particular RFP.  “UW Grant” pertains only to applicants receiving current GRANT funding from United Way (e.g., AECF, HOPES, MFVPP and/or MIECHV grants).  In that line item, the applicant lists the amount of grant funding it intends to co-invest in this RFP.  The grant funds may be used for leverage only if the work the grant supports aligns with the proposed objectives in the RFP.

 

Q: My agency currently receives funding from United Way’s MFVPP grant, which is funded through 2021.  Our proposal will integrate with this work. May I use that grant funding as my co-investment?

A: Yes, since the work you are proposing in the RFP is aligned/integrated with the work you are performing for the MFVPP grant, you may use the MFVPP grant funds you receive as co-investment for this proposal. Please note: 1) the outcomes you perform under the MFVPP grant will also need to be included in your performance measure; 2) the work proposed in the RFP will need to be an expansion or improvement of the work currently underway.

 

Q: Are the contributions from individuals during the United Way Annual Campaign used as the “first dollars in?”  Will these funds be applied to the total award amount that United Way allocates to the agency as part of the project budget?

A: Yes. All contributions designated to a specific agency will be considered “first dollars in” for that agency.

 

Q: Does the 50% match in budget need to be in hand, pledged or just projected at time the proposal is submitted?

A:  An applicant may include pending revenue in its budget, but all co-investment revenue for a program must be confirmed at the time of the award notification in Spring 2019 to begin program implementation July 1, 2019.

 

Q: United Way funding can account for up to 50% of the program budget.  With regards to the remaining 50%, does that funding need to come solely from the applicant or can it be a combination of funding from the applicant and other philanthropic agencies (e.g. 50% United Way, 40% applicant, 10% other funders)?

A: The 50% co-investment may be a combination from other funding sources. All co-investment revenue for a program must be confirmed at the time of award notification in Spring 2019 to begin program implementation July 1, 2019.

 

Q: Can earned revenue count towards meeting the 50% United Way is requiring from grantees?

A:  United Way is interested in investing 50% of the revenue for a program.  The balance of the revenue is referred to as a co-investment to denote the remaining revenue needed to achieve the program’s intended purpose.  If the funds referenced in this question are part of the applicant’s program revenue, it can count as part of the co-investment.

 

Q: Could State/COSA funding for a program count as the 50% co-investment?

A: Yes. This is just one possible co-investment source.  A proposal may include any funding source supporting the program budget.

 

Q: What happens if your program experiences a funding change and United Way is required to pay more than 50%?

A: United Way funding will not exceed 50%.  The agency must raise additional funds or the United Way funding will be reduced.

 

Q: Since recruitment and outreach is a critical component of final outcomes / better off goal, will we be able to include recruitment and outreach costs in the proposal?

A: Yes.  Your program budget should reflect all costs associated with implementing the program.

 

Q: Can a person collecting and analyzing the data be included in the program budget?

A: Yes.  The portion of that person’s time spent collecting and analyzing data for the proposed program may be included as a direct program expense.  Your program budget should reflect all costs associated with implementing the program.

 

Q: Is the cost of a lease for a space used exclusively to deliver program services (not used for agency business operations) a direct or indirect budget expense?

A: Cost of lease for a space used exclusively to deliver program services is considered a direct expense.

 

Q: Is a budget narrative required for the proposed revenue as well as the proposed expenses?

A: Yes.  The budget narrative should include a description of each line item for program expenses (broken out by indicator) and revenue, inclusive of requested United Way funds and co-investment funds.  Regarding co-investment funds, denote whether they are confirmed or pending.

 

Q: How are indirect costs defined? For example, is a program director’s salary considered direct or indirect?

A: Indirect costs are defined as operating costs that cannot be charged directly to the program but are necessary to maintain the infrastructure of the entity supporting the program.   The salary (or portion of a salary) for a person directly involved in the program is considered a direct cost.  Please note indirect costs may not exceed 10% of the United Way investment.

 

Q: Of the 10% of indirect costs (overhead) allowed, is this in addition to the 50% of the direct program costs?

A: No. The indirect portion is included in the 50%.  It is calculated based on the subtotal of the program expenses requested from United Way.

 

Q: For a national organization, is the total agency budget the national budget or the local budget?

A: The total agency budget is for the local branch.

 

 Q: Is there a maximum funding request per agency or can an entity apply for up to the total indicator funding amount?

A: An agency (independent or lead for joint applications) may request up to the full amount available for an indicator.

 

Q: Will the budget information be covered in the Technical Assistance sessions?

A: An overview of the budget will be provided during each of the Bidders Conference sessions, but not during the Technical Assistance sessions. You may submit budget questions to rfpstudents@unitedwaysatx.org or rfpfamilies@unitedwaysatx.org depending on the proposal you are developing.

 

Q: With the need to meet 50% of the program budget, can in-kind match be used to meet this requirement?

A: No.  The intent of the co-investment is for applicants to submit a budget for which United Way represents 50% or less of the program budget revenue.

 

Q: Is the monthly funding a reimbursement-based funding?

A: No.  This is not a cost reimbursement grant. United Way will allocate 1/12 of the awarded funding each month.  However, performance will also be reviewed monthly and may influence the funding allocation.

 

Q: Does this grant provide the ability to offer a higher pay or salary to maintain staff with the certifications or credentials to provide the developmentally appropriate curriculum and equipment children with disabilities need?

A: This funding provides applicants the opportunity to submit a full program budget inclusive of all costs required to operate the proposed program.  The Budget Narrative provides the space to support costs such as these.  Your program budget should reflect all costs associated with implementing the program.

Successful Students Impact Council – Frequently Asked Questions

*Most recent questions and answers are listed at the top.

GENERAL RFP QUESTIONS - SUCCESSFUL STUDENTS

—- Questions below added 10.25.18 —-

Q:  In regard to the performance measures: do we select 3-5 to track of the measures listed, as long as all areas (how much, how well, better off) are represented? Or will we be required to track all measures listed? 

A:  Applicants are asked to respond to and track performance on all performance measures featured in the e-CImpact performance measure forms, but may provide additional performance measures. If an applicant determines that one or more of the United Way provided measures are not applicable, please fill the measure targets with “0” values for all target years and explain in the narrative on “Performance Measures & Evaluation” why the measure(s) did not apply. This explanation needs to be provided separately for each measure not addressed by an applicant. For further guidance see the Performance Measure Companion Guide.

 

—- Questions below added 10.22.18 —-

Q:  For the Successful Student RFP may, we apply for funds to be used in other counties such as Medina and Kendall County in addition to Bexar County?

A:  The agency must be a provider of services that address the human care or health needs of people principally residing in Bexar County.  The program receiving funding must primarily serve Bexar County residents.

 

—- Questions below added 10.18.18 —- (UPDATED ANSWER)

Q: Will we need a formal MOU with the school district to submit a proposal to operate a program in the schools?

A: No, but United Way expects the partnership with the school district(s), be it for joint applicants or independent applicants, to be clearly articulated in the narrative.

If any proposal, either independent or joint, is awarded to provide services in the schools, United Way expects an MOU with the school district(s) will be executed in advance of the beginning of the funding period (July 1, 2019).

 

—- Questions below added 10.18.18 —-

Q:  The RFP states that Letters of Support are required for Independent Applications that indicate an existing informal partnership. Our agency holds formal partnerships with the school districts we are proposing to serve through our application. For an independent application, do we need to submit Letters of Support from each school district involved if it is a formal partnership?

A:  No, however, it is expected that applicants (joint or independent) outline clearly the nature of their relationship with the school district(s) with which they partner in the narrative.  If any proposal, either independent or joint, is awarded to provide services in the schools, United Way expects an MOU with the school district(s) will be executed in advance of the beginning of the funding period (July 1, 2019).

 

Q:  The currently posted questions, as well as guidance provided at the Bidder’s session on results per proposals is inconsistent with the information provided at the Technical Assistance session Wednesday.  The FAQ and Bidder’s session indicated we HAD to submit a separate proposal for EACH result.  However, during the Technical Assistance session, it was explained, and illustrated via the e-CImpact portal, that there was an option at the bottom ‘ SSIC Multiple Indicators Independent’ that allowed one proposal addressing both results, i.e. all indicators, 1.1 to 2.2 were listed and available for populating.  Please confirm.

A:  Successful Students Impact Council update:  First, we want to restate that all Successful Students proposals must be written to address one Result only.  An applicant may submit a proposal that addresses more than one indicator under a Result, but may NOT submit a proposal for indicators that cross over into a different Result.

Second, we are announcing an update to the application forms in eCImpact.  We originally placed the SSIC application template for multiple indicators (for both Result 1 and Result 2) in one section of eCImpact; however, to avoid any confusion about the one-result proposal requirement for this Impact Council, we have now separated the Result 1 and Result 2 application templates into separate applications.

Finally, we have added language in e-CImpact to fully reflect what is published elsewhere in order to minimize confusion.

 

Q:  Do we have to address each strategy within a given indicator?  If we do not, are we at a disadvantage, i.e. is it better to put our eggs fully in a basket, rather than spread and stretch when our program does not align with each strategy under an indicator.  Additionally, if we can apply to only a single strategy, must we explain/be explicit about why we are not addressing/executing the additional strategies within that indicator?

A:  No.  Applicants may apply for one strategy under any given indicator.  Applicants may also apply for more than one strategy under any given indicator.  Applicants should only apply to a strategy if it they can address it with the proposed program(s).  Applicants do not need to justify why they are applying for only one strategy.

 

—- Questions below added 10.15.18 —-

Q. By focusing on specific high school feeder patterns, does that eliminate services to charter schools?

A. No

 

Q. Will we need a formal MOU with the school district to submit a proposal to operate a program in the schools?

A. See updated response above.

 

Q. Can a joint application be a school district?

A. No. Applicants need to be 501(c)3 organizations. Some school districts have foundations that could apply.

 

Q. Regarding Successful Students, if our agency aligns with the result but not the indicator, can the agency still apply? As an example, our program begins as early as Pre-K. Yet, under the indicators, the age groups or subjects are not applicable to our program.

A. Yes. You are applying towards the strategy listed under the indicator. In the instance of 3rd grade reading, the foundations are for reaching proficiency are set prior to 3rd grade. The same is true of establishing good attendance and behavior in earlier grade levels. A fundamental aspect of RBA is that all efforts are merely contributions to the desired result or outcome.

 

—- Questions below added 10.11.18 —-

Q: What is the deadline to submit a grant request for the Successful Students Impact Council?

A: The last day to submit a proposal is 12:00 noon Thursday, November 15, 2018.

 

Q: What do you estimate the average grant funding size to be for approved agencies?

A: We are unable to determine any grant funding amount or average amount until all proposals are reviewed.

 

Q: For funded United Way agencies, do the agency documents uploaded for Accountability Reports populate the RFP or do they have to be uploaded again?

A: All agencies will need to submit all required materials for each application they submit. Materials previously submitted to United Way will not be transferred to any other RFP.

 

Q: For any of the indicators, does the project need to be an established project or can it be a new project that has been in the design/concept phase?

A: The program can be new.

 

Q: On e-CImpact, how do you apply for multiple indicators?

A: In e-CImpact you will find two RFPs under both SSIC and SIFIC titled “Multiple Indicators.”   Selecting either the independent or joint versions of these RFPs will give access to anRFP that allows you to address multiple indicators under one proposal.

 

Q: Will the contract be for only 12 months?

A: Applicants will receive multi-year contracts, depending on the Impact Council, with annual renewals that could include adjustments to performance targets and funding amounts.  Successful Students Impact Council’s contracts are two years.

 

Q: Who from an agency is required to attend the monthly meeting?

A: The Impact Council monthly meetings will require the appropriate supervisory representation and a designee who has oversight of the agency’s program performance.

 

Q: For clarification, can applicants submit more than one proposal for the Successful Students RFP?

A: Yes.  Applicants may submit more than one proposal. If you want to apply to the two results under Students, you must submit separate proposals.

 

Q: If there is a transition of leadership, who should sign off on checklists, etc.?

A: Both the Acting/Interim CEO and Board chair will need to sign this proposal.

 

Q: Will all agencies who submit a complete proposal receive an interview?

A: Yes.

 

Q: Please clarify how grant award dollars will be disbursed.  Is it all awarded up front in July 2019 or is it awarded monthly based on performance?

A: Once funding is awarded, grant dollars will be allocated on a monthly basis (1/12 each month).  If funding needs to be altered in any month due to performance, United Way will discuss this with the agency prior to making a change to the allocation.

 

Q: Can an agency apply for two results?

A: An agency may apply for two results, but they will need to be separate applications.

 

Q: Is there a limit to the number of organizations for a joint application?

A: We have built in the capacity for 10 total partners in a joint application.

 

Q: Are the slides from the Bidder’s Conference available?

A: Yes.  They are available on the United Way website: https://www.unitedwaysatx.org/wp-content/uploads/SSIC_SIFIC-Bidders-Conference-Presentation_10.5.18.pdf

 

Q: What is the time commitment for the monthly meetings, including meeting times, prep time, etc.?

A: The meeting time may be 2-3 hours each month, depending on the agenda for that month.  Part of the preparation will be entering program data.  Additional preparation time will depend on the agenda.

 

Q: The Independent Application Score Sheet under Program Design states that partnerships to achieve results can earn up to 6 points.  Since it is an independent application, will volunteer reviewers know not to give the applicant 0 points for not having a partner?

A: Yes, but if you work with other agencies informally to more fully support the clients you serve, a letter of support from each partner is required and needs to describe each partner’s contribution(s) to the program(s).  We encourage you to reference that in your application.

 

Q: Can you submit a joint application for one indicator and submit an independent application for a different indicator?  If so, how?

A: Yes.  You submit two different applications

 

Q: After this application process ends, will new agencies get to apply each new fiscal year?

A: United Way does not plan to issue RFPs on an annual basis.  However, if an Impact Council determines it has a need to issue an RFP in any given year, it has the authority to do so.

 

Q: We registered for e-CImpact but our organization has not been approved.  When will it be approved?

A: When applying for an RFP, you are asked to respond to a series of eligibility questions.  If all questions are answered affirmatively, you will be automatically granted access to that specific RFP.   A “No” answer to any of the eligibility questions will reject your request and prevent you from accessing the RFP forms.   Should your request be rejected by accident, please contact ctyler@unitedwaysatx.org

 

Q: Can we get an explanation on multiple indicators for a single applicant?

A: It means a single agency can submit an independent application that addresses more than one indicator in a Result area.

 

Q: The funding for this RFP is for a period that does not have an approved budget.  Do we use the current year budget and have an opportunity to adjust upon the proposal being selected for funding?

A: Yes.

 

Q: The Indicators and strategies for SSIC and SIFIC are very specific.  If our program does not approach the strategy in the precise way, how should we apply to try to fit our “square peg” into the “round hole”?

A: The Impact Councils utilized a Results Based Accountability process to select the specific indicators and strategies. Each applicant will need to determine if its program(s) can contribute to the work that is intended here, and/or whether an applicant’s existing program would be strengthened by modifying it to more closely align to the posted Indicators and strategies.  There also may be components of the strategies that applicants may be able to address with an existing program(s) if they apply through a joint proposal.

 

Q: If we have one program that addresses two strategies, do we submit one RFP or two RFPs?

A: If the two strategies address the same result and indicator, you may submit one RFP.  If the two strategies address the same Result and different indicators, you may also submit one application, so long as the program actually addresses or impacts the multiple indicators.  Performance measures for each strategy are required, despite the fact that it is one program.  There is one exception, please refer to the section about the requirements for SSIC 1.3.  If the question was intended to address strategies that fall under indicators under different results, then applicants must submit two RFPs.

 

Q: If we have two programs that address one strategy, do we submit one or two RFPs?

A: You submit one RFP.

 

Q: If our nearest physical office is in Austin, but we serve students in Bexar County, are we still eligible?

A: The agency as a whole must provide services for people principally living in Bexar County.  If the majority of your clients live in Bexar County, you may apply.

 

Q: For independent applications, are letters of support required for informal collaborative partners?

A: Yes.  Each letter of support needs to describe each partner’s contribution to the program(s).

 

Q: Can agency clients write letters of support?

A: We will not use letters of support from clients to evaluate this section of the RFP, so we do not encourage this.

 

Q: Can we upload the FY2017 audit if the FY 2018 final audit is yet to be completed?

A: You need to upload your most current completed audit.

 

Q: Will some of the required documents be different for military organizations, e.g. 990, copy of IRS 501©3, articles of incorporation, by-laws, annual audits?

A: Yes.  Much like we have done in the past the documents we request from the military organizations will be those that mirror as closely as possible the documents we require.

 

Q: When funding is awarded, is it guaranteed for the entire contract period of 2 years for SSIC or 5 years for SIFIC, or can it be cut off at any time, for example, at the monthly or quarterly report time?

A: Funding is committed for the entire contract period, pending the annual United Way campaign.  If funding needs to be altered in any month due to performance, United Way will discuss this with the agency prior to making a change to the allocation.

 

Q: SSIC: The scoring rubric for the independent application for Successful Students does not add up to 100 (see p. 12).  Under Budget, the total is 15.  The items are 7+6+5 = 18.  Could this be clarified?

A: The scoring rubric has been updated to reflect the correct calculation.

 

Q: Do we apply for one year or five years?

A: Applicants are applying for two years for each indicator for the Successful Students Impact Council. Budgets should reflect only one year’s funding.

 

Q: In e-CImpact:  Do any of the fields carry over from previous submissions, i.e., agency data that is not particular to the specific proposal?

A: All data and documents will need to be re-submitted for each application.

BUDGET QUESTIONS - SUCCESSFUL STUDENTS

—- Questions below added 11.01.18 —-

Q: Should we ONLY report co-investment funds equal to the amount of funding/support requested from United Way? Or should we record the cost for the entire program – which would necessarily include services for children whom we serve but who are NOT a part of the population targeted by the RFP (i.e. “high school feeder patterns with the highest absentee rates.”)? For example, assume the entire Program Budget is $500,000 and that we are requesting $70,000 from United Way. Should we report only $70,000 of co-investment funds? Or should the TOTAL COST column include the entire $500,000 program budget (Revenue and Expenses), thereby showing $430,000 of co-investment which would clearly oversubscribe the 50% requirement.

A: You should include cost and revenue for the entire program. We understand the entire program may serve more than the United Way target population ant that the additional revenue will be used to serve those not in United Way’s target population.

 

—- Questions below added 10.22.18 —-

Q: In the agency’s budget do we include committed and uncommitted revenue?  Our agency is currently waiting to hear from another RFP we applied for.

A:  Per the Independent and Joint Application Comparison document (page 6), the budget narrative must include a description of revenue as well as expenses. Regarding co-investment funds, denote whether they are confirmed or pending.  (Note: All co-investment funding will need to be confirmed by April 2019.)

 

—- Questions below added 10.11.18 —-

Q: For a joint application: Is the indirect rate of no more than 10% available to each partner in the joint application?

A: Each partner may request up to 10% for indirect expenses.

 

Q: What is the timeline for Successful Students? Is multi-year funding available?  If so, do we still only submit a 12-month budget, or multi-year budget?  If 12 months, is the $750/$1million funding bucket for 1 year or total over how many years?

A: The timeline for Successful Students is two years. Applicants submit a 12-month budget.  The funding available to each Impact Council is for one year.

 

Q: Is the manpower required for tracking performance results and financials considered a direct or indirect program cost?

A: Direct program cost.

 

Q: Does the RFP budget and United Way budget reflect the Total Agency Budget or just the program being funded in the RFP?

A: The budget form in the RFP is for the program for which funding is being requested.

 

Q: What criteria will you use to determine how funds are allocated on a joint application?

A: Each organization will provide their own budget in the program budget form in the application. Each partner has a tab in the joint application budget template. Once program funding is determined, amounts per agency will be finalized in contract negotiations.

 

Q: Is the 10% indirect costs included in the 50% max funding from United Way?

A: Yes

 

Q: Please clarify the 50% of program funding.

A: United Way will fund up to 50% of program budgets. This means that all applicants will need to secure the remaining 50% of the program budget from other sources.

 

Q: What quarterly budget reporting will be required and when?

A: Program revenue and expenses, with a corresponding narrative, will be need to be submitted in e-CImpact each quarter. While due dates have not yet been established, the reports will be due relatively soon after the end of a quarter.

 

Q: Can we use in-kind support as part of the 50% co-investment to support the program?

A: The co-investment needs to be a financial contribution to the overall proposal budget.

 

Q: Regarding the budget form, it calls for a line item program budget, but the budget form appears to be for the agency.  Where do you submit the program budget?

A: The section that has the indicators is where applicants are to populate the program budget. The top portion is where applicants are to populate the agency budget that applies to the program total funds.

DATA QUESTIONS - SUCCESSFUL STUDENTS

—- Questions below added 10.11.18 —-

Q: Can we only use data linked in the RFP to identify population/geographic area to be served?

A: Applicants may supplement data provided in the RFP with additional data, but should not disregard data provided in the RFP.

PERFORMANCE MEASURE QUESTIONS - SUCCESSFUL STUDENTS

—- Questions below added 11.05.18 —-

Q:  There is a bit of inconsistency in Indicator 1.1 and its Strategy with its associated Performance Measures.  With Result 1, Indicator 1.1, and the respective strategy outlined, there is no indication of target age/grade population; however, the performance measures seem to only target 1st-3rd graders and 3rd grade reading level.  Does this mean, the Reading indicator is only focused on the 3rd grade level, i.e. if a program addresses reading, through evidence-based programming for 3rd-9th graders, it is not relevant for this particular funding pool.

A:  Services for this indicator should support on grade level reading by the end of 3rd grade.  For this reason, performance measures were set at earlier grades to monitor progression from one grade to the next.  For the purposes of this indicator, evidence-based programming that explores reading for 3rd through 9th grade is not relevant.  You may wish to explore the strategies in other indicators listed in Results 1 and 2 as an option where increasing proficiency in the upper grades will apply as an additional program-provided performance measures in supporting outcomes.

 

—- Questions below added 10.25.18 —-

Q:  In e-CImpact, it states, “For each measure where “0” values have been set an explanation and justification as to why the measure is not applicable is required in the Program Measurement & Evaluation narrative form.”  The aforementioned explanation is under each of the indicators. The space under Performance Measures and Evaluations only allows for 2000 characters. If we have to explain and justify every performance indicator we are not doing and that has a 0, we will have very limited to space to address the 5 bullet points listed there to explain the performance measures we will be doing. Additionally, the required explanation for those with zeros isn’t even listed as a bullet point.  Do you need an explanation for every 0 or can we just use that space to appropriately and thoroughly address the 5 bullet points that are about the work we WILL be doing?

A: The Performance Measure narrative question in both e-CImpact and the Comparison Document has been updated to reflect the requirement.  The maximum amount of space for a response in e-CImpact has now been allotted for this question.  An explanation is required for each measure provided by United Way that you determine is not applicable to your proposal (so long as it is part of a strategy you are pursuing).

 

—- Questions below added 10.15.18 —-

Q: Has the Performance Measures form been changed in e-CImpact?

A: Yes. The primary change in the way the forms function in e-CImpact is that all predefined metrics now require the entry of a numeric value. The overall logic and philosophy behind the performance measure forms has not changed since the Ready Children Impact Council RFP.

 

Q: Will you take specialized population issues into account when grading proposed percentages? For example, for some populations it is normal for successful completion rates to be lower.  A 60% completion rate may be bad for one population but impressive for another.

A: Yes, as long as an applicant can demonstrate that a particular success rate for its targeted population is appropriate because it is based on rates expected by a particular evidence-based model, or because it is based on the prior experience of the applicant.

 

Q: Do you have preferences based on type of tool? Meaning, will research-based tools score better? Or does it not matter so long as it’s justified in the narrative?

A: No, there is no preference for a particular tool. It is up to an applicant to propose the tool used to measure success and demonstrate in the narrative why it is an appropriate means of assessing progress.

 

Q: Do we need to increase the target numbers from YEAR 1 to YEAR 2 or can those targets remain the same each year?

A: Target setting between program years is left to the discretion of the applicant.

 

Q: Do we need to report reading assessment data each month or can we report reading assessment data at beginning-of-year, middle-of-year and end-of-year?

A: You can report following the schedule of assessments. While performance reporting will occur monthly and assessments only conducted three times per year reporting may result in some performance data being not applicable for a reporting month.

 

Q: Some of the performance measure concepts listed in the table on page 3 of the performance measure guide which the applicant is supposed to define, are also listed in the glossary with specific definitions. i.e. Chronically Absent/Re-engaged/Vulnerable-What do we do?

A: For concepts already defined in the process guide no explanation of a concept is needed unless an applicant chooses to define that same concept differently as part of one or more performance measures.

 

Q: What if a parent participates in a program that not only makes them better off, but their entire family of 5. For our “better off“ measurement, do we only include that one parent? Or the whole family of 5?

A: The definition of the concept of “client” is left to an applicant. An applicant may define clients to be entire households rather than an individual and explain its approach as part of the narrative.

 

Q: If for a joint proposal for two programs serving the same (duplicated) students or clients, should we aggregate or disaggregate the contributions/performance measures of the individual agencies?

A: If the two programs are serving the exact same students/clients no further disaggregation is required. An applicant should still discuss the different programmatic contributions of each program in its narrative.

 

Q: For decreased absenteeism, does it have to be reported monthly or can it be reported quarterly or annually?

A: It is up to the applicant to propose and explain appropriate measurement intervals.

 

Q: We have interest as an organization to receive further training on Results Based Accountability either during or after the proposal phase. Can United Way provide this training to us and/or can you point us towards a third party who can provide that training?

A: United Way is not currently offering regular RBA training. Applicants are encouraged to look at Clear Impact’s website and the book Trying Hard is Not Good Enough.  Clear Impact provides performance management software, training and services to help government agencies, non-profits, communities, and foundations track the performance of their programs, measure the impact of their funding, and report on the progress of their missions to improve the lives of children, families and communities worldwide. Our easy-to-use, web-based Clear Impact Scorecard software helps program managers, grant managers and performance directors collaborate with stakeholders and community partners to simplify data collection, standardize reporting, measure progress and improve performance on a local, regional and national scale to move beyond quantities of people served and demonstrate that communities are actually better off.

 

—- Questions below added 10.11.18 —-

Q: When completing the measures section, do we report only new United Way-funded numbers served (outputs/outcomes) or the numbers served with both the United Way funds and the co-investment funds?

A: The performance measures are to include the clients served in the entire program, inclusive of funds from all sources.

 

Q: In e-CImpact, please clarify these instructions, “all performance measures are required but you can put zero in the field.”

A: All of the performance measure fields are marked as required and if you are not addressing a particular measure, a zero needs to be in the field in order for you to “Save and Mark as Completed.”  Leaving a blank field will not allow you submit the form in e-CImpact.    Write in measures are not required and you do need to enter a value if you are not proposing new measures.

 

Q: Please clarify what difference it makes when “0” is entered into a performance measure vs. leaving it blank.

A: All of the performance measure fields are marked as required and if you are not addressing a particular measure, a zero needs to be in the field in order for you to “Save and Mark as Completed.”   Leaving a blank field will not allow you submit the form in e-CImpact.  Write in measures are not required and you do need to enter a value if you are not proposing new measures.

RESULTS, INDICATORS AND STRATEGIES QUESTIONS - SUCCESSFUL STUDENTS

— Questions marked with an asterisk (*) were added 11.05.18 —- 

General

Q: Regarding multiple indicators, how will we choose multiple indicators? Can we change indicators in the process? How?

A: Chose those that are relevant to your program. Note, indicators that fall under separate results must have separate applications. No, indicators have been approved by the United Way Board of Trustees and cannot be changed.  You may, however, select your own performance measures.

 

Q: Can an agency apply for two different indicators, within two different results under one application or two different results under one application or two different ones as a joint venture?

A: If an agency is applying for two different results, they must submit two applications. Applicants may apply for more than one indicator under each Result, with the exception of SSIC 1.3, which must be a joint application.

 

Q: If the same program addresses both results and multiple indicators within the results, is that two separate proposals?

A: Yes. A proposal may address multiple indicators, but only one result.

 

Q: If we are applying for multiple indicators under one program, is it one application? If so, can outcomes be the same?

A: For Successful Students, organizations may apply using one application per result for multiple indicators for one program, so long as the program truly addresses multiple indicators. Separate proposals are required if the indicators are under different results. Each strategy has its own performance measures and they are required for each strategy, even for the same program. The same population may be served in multiple strategies and be tracked in the corresponding performance measures.  Again, performance for each strategy are required.

 

Q: Indicators that have two strategies, do we choose one strategy or have to adhere to both?

A: You may choose one strategy under an indicator.

 

Q: Will all agencies who submit a completed proposal receive an interview?

A: Yes.

 

Q: Is priority given to projects that meet a higher ratio/number of United Way performance measures than agency-proposed performance measures?

A: No, however you will need to build strong justification for your agency-proposed performance measures.

 

Result 1

*Q:  The performance measures indicate that proficiency can be measured by either the program or the school. Will there be any uniformity on the instrument used to assess proficiency across organizations (i.e. will we be measuring the same thing)? 

A:  With 17 school districts in one county, United Way realizes measuring proficiency will not be the same for the entire county or across programs initially. It will be the work of the Impact Council once programs have been selected to collaborate towards a shared instrument across programs as part of the Results Based Accountability framework to achieve the population results.

 

*Q:  Based on the definition of the other criteria, will there be uniformity in how these are assessed across organizations? For example, how ‘off-track’, ‘at risk of being off-track’, ‘narrowing proficiency gap’ and ‘proficiency’ are defined and measured. Is this data that is to be drawn solely from school assessments?

A:  Please keep in mind the purpose of Results Based Accountability is to answer the questions “how much?”, “how well?” and is “is anyone better off?”.  You may want to consider using a long-term assessment (e.g. Adverse Childhood Experience) as well as intermittent assessments throughout the year. The intent of the Impact Council is to work as a collective using shared knowledge to achieve greater impact.  As no single partner alone can guarantee positive outcomes for youth, all partners have a vested interest in collectively supporting youth and each other.  Partners remain accountable for their contribution to family well-being but understand the limits of their contribution and their need to rely on other partners.  Partners will routinely share and review individual and aggregate level performance data to inform and improve their work with youth and as a partnership.

 

*Q: Regarding the SSIC, if we have two programs that address one result but two indicators (reading and math) do we submit one application to cover both indicators or do we need to split it into two applications?

A:  If the two programs are addressing the reading and math indicators respectively, submit two applications.  If the two programs are meant to address both indicators in a combined effort, submit one application.

 

Q: In the Performance Measures for Indicator 1, agencies are to track students who are “assessed as off-track to achieve reading proficiency”. Another Performance Measure is ‘students who assessed as “at risk to achieve reading proficiency”’.  Please provide clarity as to:

a) What the second measure is supposed to track (“at risk to achieve reading proficiency”). Is this the same as the math Performance Measure “at risk of becoming off track to achieve math proficiency”?

A: Yes. The wording was previously corrected in e-CImpact to read the same as the math Performance measure.

b) It appears that there are five tracking criteria: a) assessed as off track; b) assessed as at risk of becoming off-track; c) narrowing proficiency gap; d) proficiency; and e) STAAR. Could you please provide specific definitions for each (other than STAAR) and the difference between these criteria? 

A:  Off-track is intended to identify students who are not reading at grade level and not expected to read at grade level by the end of the year without intervention.  At-risk is intended to identify those who are not yet off-track, but are at the campus-defined level of becoming off-track without intervention.  Narrowing the proficiency gap is an aggregate term for reducing the number of students who are at-risk or off-track.  Proficiency is being on target academically for a specific grade level.

c) Will there be an established timeline to establish baseline readings (i.e. by the end of October)?

 A:  The applicant is should include baseline data for reading assessments as part of the implementation plan.  The funding timeline for Successful Students Impact Council is two years and the first monthly report will be due in August 2019.

 

Q:  Can LGBTQ youth be considered in the target population for this indicator?

A:  LGBTQ youth may be considered as a target population for all indicators.

 

Q:  As the lead agency for this indicator, do all partners have to be/have a 501 (c)(3)?  Do all of the partners have to receive funds from United Way – i.e., can partners provide services for which they already get paid, for example, county agencies?

A: Any agency seeking funding for any indicator in this RFP must be a 501 (c)(3) that addresses the human care or health needs of people principally residing in Bexar County.  Public entities are exempt from receiving funding from United Way, but can still serve as non-funded partners in a collective.

 

Q:  In the listed program measures, there is one measure for students that are “off track” to achieve reading proficiency. There is another measure for students who are “at risk to achieve reading proficiency”? Is it meant to be “at risk of NOT achieving reading proficiency”? What is the difference between “off track” and “at risk”? 

 A:  The performance measure under Successful Students Indicator 1.1 containing the “at risk to achieve reading proficiency” has been updated on e-CImpact as follows.

“# of participating 1st-3rd grade students assessed as at risk of becoming off-track to achieve reading proficiency at or above grade level by the end of the school year (at time of enrollment)” (changed wording in bold).

The first measure is intended to identify how many of the students an applicant is proposing to work with who are already not reading at grade level and are not expected to read at grade level by the end of the school year without intervention. The second measure is intended to identify how many of the students an applicant is proposing to work with who are not yet off-track to read at grade level by the end of the school year but are at risk of becoming off-track without intervention. An applicant is asked to define what “at-risk” means in the context of its proposal. For further guidance see the Performance Measure Companion Guide.

 

Q: We understand that in order to apply for Successful Students Indicator 1.3 we must submit a joint application.  But, do we need to address BOTH strategies in one application or can we propose to address only one of the listed strategies?

A:  Applicants may apply for only one strategy under any given indicator.

 

Q: Regarding Successful Students, the strategy A under Indicator 1.1 is for children and adults (evidence-based reading programs). But strategy A under Indicator 1.2 is for youth in grades 5-8. Are you only looking for dual gen approach in reading and not math?  Are we not allowed to submit a joint application for Result 1, Indicator 1 (3rd grade reading)?

A: The dual generation approach may be applied to Indicator 1.2. However, keep in mind the overall result is for young people and the adult in Indicator 1.1 is defined as a parent/guardian or mentor who supports the reading efforts of a young person.  You may submit a joint proposal for any indicator.

 

Q: Regarding Successful Students, why does 1.3 need to be a joint application? Can you give an example of a possible partnership if the partner can’t be a school district?

A: The Impact Council determined that the scale of needs of this population was beyond the capacity of any one entity to effectively address. A school district cannot receive United Way funding; however, they can serve as partner funded by other sources.  You may form partnerships with 501( c )3 entities that provide health and human services in Bexar County for this indicator in the areas of workforce, mental health, transportation, re-entry, etc.

 

Q: Regarding Successful Students 1.3B, since it’s a prevention approach and we can target youth who are younger, how much younger can we target?

A. School-aged youth are the eligible population with kindergarten being the earliest.

 

Q: Does the program address the Math indicator have to specifically focus and include students with special needs?

A: No, but we ask that you not overlook this special population of young people with physical and emotional disabilities.

 

Q: Can you submit two proposals for separate indicators under the same Result for Successful Students? For example, one proposal for elementary (1.1 and 1.2) and another proposal for teens (1.3)?

A: Yes. Keep in mind that 1.3 requires the submission of a joint application.

 

Q: Are the proficiency targets based on STAAR exam results?

A: Yes. However, we anticipate that applicants will offer additional short-term measures to denote progress toward the indicator.

 

Q: Service Area Strategy 1.3A “applicants identify vulnerable populations. United Way will provide areas identified as high need.” Is it one or the other?

A: Both. United Way has provided data (in the online resource center) that identifies high-need zip codes in Bexar County. Applicants are to use this data to select which of the areas they will serve and then must provide additional details about the specific population they intend to target.  The narrative section should include a clearly articulated case for the zip codes, target population, etc. selected based on data.  Applicants may also choose to use other data, and the narrative should again include a clearly articulated case for the zip codes, target population, etc., but applicants should seriously consider using the data provided by United Way.

 

Result 2

Q: Under the Successful Students RFP, would Indicator 2.2 #/% of students with disciplinary/behavioral referrals apply to children in protective, full time residential custody? Would children in full time, long term residential care (without family involvement) fall under this indicator?

A. Yes, with the understanding this Indicator does require an adult component. That adult does not have to be of family member.

 

Q:  Regarding SSIC Indicator 2.1 Independent RFP, Strategy 2.1.b “increase student and guardian ability to overcome obstacles to school attendance”, is the applicant required to conduct activities that address each aspect of the stated Priority Standard of Provision of Services?

A:  It is not a requirement to address all aspects of the provision of services.  However, each aspect was specifically chosen to address root causes that create obstacles and offer solutions for a young person and the supportive adult to that young person.

 

Q:  Is the program required to serve students AND guardians? Our program serves only STUDENTS. Therefore, all of the entries for Performance Measures related to # or % of participating students with at least one parent/guardian completing intervention(s) – would be 0. Is our program a fit for this funding category?

A:  Result 2 seeks to improve resources and engage supportive adults in a young person’s life.  The adult does not have to be a parent/guardian, but cannot be paid program staff.  Applicants are not required to use the performance measures provided by United Way.  Should an applicant choose not to address the provided performance measures, please fill the measure targets with “0” value and explain in the narrative on “Performance Measures & Evaluation” why the measure(s) did not apply.

 

Q: Regarding Students Result 2 Indicator 1, do we have to do exactly what any given strategy articulates? For instance, we address absenteeism through social-emotional wellness support. BUT, we don’t do a ‘transition camp” that’s listed as a strategy.

A: For this indicator (2.1), you may want to consider Strategy B. It focuses on overcoming obstacles to school attendance. You do not need to address all strategies in an indicator.  That being said, the strategies articulated under each Indicator were identified by the Impact Council as strategies they wish to fund.

 

Q: Successful Students 2.1: If we have a program that primarily serves elementary school-aged children during out-of-school time, would that be eligible for this strategy?

A: If the program addresses strategy 2.1b (overcoming obstacles to attendance), you would be eligible.

 

Q: SSIC, 2.2: Must referrals come from schools?

A: Schools are a primary but not the only referral source for students intended for this indicator.

 

Q: SSIC, 2.1 and 2.2: Please clarify whether applicants can propose to serve only elementary/middle/high school or must include all grades?

A: Applicants may choose the configuration of schools. All elementary schools, all middle schools or a combination of each as long as they are in the same feeder or district. It is on the applicant to demonstrate need for service.

 

Q: SSIC: What does the target high school feeder patterns mean? Does it mean we define the ISD we are working with?

Q: A targeted high school feeder pattern is a cluster of elementary and middle schools that feed into one high school. It is considered targeted by the applicant.

 

Q: Are you looking for initiatives that address current absenteeism/disciplinary problems (the child already has problems) or can an initiative that tries to prevent absenteeism/disciplinary problems in the first place?

A: Both.

Strong Individuals and Families Impact Council – Frequently Asked Questions

*Most recent questions and answers are listed at the top.

GENERAL RFP QUESTIONS - STRONG INDIVIDUALS AND FAMILIES

—- Questions below added 11.01.18 —-

Q:  We would like to submit three proposals under Strong Individuals and Families.  We will be writing one for indicator 3b, a separate one for indicator 4a for senior adults and yet another separate one under 4a again for counseling that will encompass not just senior adults, but other adults and families too.  We were able to create one separate proposal for a single indicator application for 4a, but the other option is multiple indicators even though ours will be addressing 4a as a single indicator twice.  How can we apply like this?

 A:  If an applicant agency is submitting two distinct proposals that address the same single indicator twice, please submit one under the single indicator application and the other under the multiple indicator option.  When submitting under the multiple indicator option, only address the indicator you are submitting for.  For the other three indicators you are not addressing and their corresponding strategies, zeros are still required in the performance measure section.  Reviewers will be made aware of this scenario when scoring.

 

Q:  Will you consider making an exception to the 50% CASH commitment from a partner for the “Wage Disparity Awareness Campaign” strategy in Strong Individuals and Families, given that in a community-wide awareness campaign, in-kind contributions such as billboards, radio and television time is a huge asset and can be properly documented by media partners?  Conversely, may we consider such a contribution in the partner’s budget as a “real” cost, though the applicant agency/program will not be in direct receipt of cash for this contribution?

A:  As addressed in the Strong Individuals and Families Process Guide, exceptions for the required 50% co-investment may be considered for innovative or start-up programs.

 

Q: We partner with the United Way on the HOPES project. Do we need to provide a Letter of Support from you if we list you as a partner?

A: No, but please include the grant amount in the revenue portion of the budget (in the appropriate line item).

 

—- Questions below added 10.25.18 —-

Q:  Page 22 of the SIFIC RFP Process Guide states that “Successful proposals will demonstrate how program initiatives will provide services to adults and, in cases where dependent care is addressed, their dependents.”  Question – Our program primarily serves CHILDREN. Can the grant funds be used to serve CHILDREN without the involvement of ADULTS?

A:  No, grant funds for the Strong Individuals and Families Impact Council may not be used for children without the involvement of adults.  Applicants wishing to primarily serve children should carefully consider the Successful Students RFP, as the majority of children in Bexar County are students and many seemingly non-academic programs significantly impact students’ academic achievement.

 

—- Questions below added 10.15.18 —-

Q. It doesn’t appear that any of the RFPs are addressing senior adults. Is that true or do you all see an area applicable to senior adults?

A. The Strong Individual and Families Impact Council has opportunities to serve seniors in all four Indicators. Please carefully review the definition of family violence, as it can include seniors, and Strategy 4a overall, as it addresses both prevention and intervention, including connecting isolated and vulnerable populations to the community and efforts that help people stay safe, stay healthy and/or stay in their homes. Applicants should also carefully review the definition of wraparound case management that is a required provision of services in Strategies 1a, 2a, and 3b.

 

—- Questions below added 10.11.18 —-

Q: What is the deadline to submit a grant request for the Strong Individuals and Families Impact Council?

A: The last day to submit a proposal is 12:00 noon Thursday, November 15, 2018.

 

Q: What do you estimate the average grant funding size to be for approved agencies?

A: We are unable to determine any grant funding amount or average amount until all proposals are reviewed.

 

Q: For funded United Way agencies, do the agency documents uploaded for Accountability Reports populate the RFP or do they have to be uploaded again?

A: All agencies will need to submit all required materials for each application they submit. Materials previously submitted to United Way will not be transferred to any other RFP.

 

Q: For any of the indicators, does the project need to be an established project or can it be a new project that has been in the design/concept phase?

A: The program can be new.

 

Q: On e-CImpact, how do you apply for multiple indicators?

A: In e-CImpact you will find two RFPs under both SSIC and SIFIC titled “Multiple Indicators.”   Selecting either the independent or joint versions of these RFPs will give to access to and RFP that allows you to address multiple indicators under one proposal.

 

Q: Will the contract be for only 12 months?

A: Applicants will receive multi-year contracts, depending on the Impact Council, with annual renewals that could include adjustments to performance targets and funding amounts.  Strong Individuals and Families Impact Council’s contract period is five years.

 

Q: Does “multi-generational” mean services must be provided for all ages, or does it mean services must aim to improve all age groups, i.e., services provided when as a youth may prevent complications when older, but not provided to an older age group or services are effecting families?

A: Per our definition, multi-generational means, “Serving or having the ability to serve multiple generations of a family simultaneously.”  Services should be provided for multiple generations of a family when appropriate and needed.  Do keep in mind that not all clients will need multi-generational services, but that a program should have the capacity to serve other generations if needed by the primary client being served.

 

Q: Who from an agency is required to attend the monthly meeting?

A: The Impact Council monthly meetings will require the appropriate supervisory representation and a designee who has oversight of the agency’s program performance.

 

Q: For clarification, can applicants submit more than one proposal for the Strong Individuals and Families RFP?

A: Yes.  Applicants may submit more than one proposal.

 

Q: If there is a transition of leadership, who should sign off on checklists, etc.?

A: Both the Acting/Interim CEO and Board chair will need to sign this proposal.

 

Q: Will all agencies who submit a complete proposal receive an interview?

A: Yes.

 

Q: What drives the need for more than one application for Strong Individuals and Families?

A: Agencies may be involved in different collaborations or partnerships for the different indicators or may not address one of the target populations in one or more of the indicators, etc.  Applicants also may be independent and have programs that either only address one indicator each or are so different in nature that they are not integrated enough to warrant a multiple indicator proposal.

 

Q: Please clarify how grant award dollars will be disbursed.  Is it all awarded up front in July 2019 or is it awarded monthly based on performance?

A: Once funding is awarded, grant dollars will be allocated on a monthly basis (1/12 each month).  If funding needs to be altered in any month due to performance, United Way will discuss this with the agency prior to making a change to the allocation.

 

Q: Is there a limit to the number of organizations for a joint application?

A: We have built in the capacity for 10 total partners in a joint application.

 

Q: Are the slides from the Bidder’s Conference available?

A: Yes.  They are available on the United Way website: https://www.unitedwaysatx.org/wp-content/uploads/SSIC_SIFIC-Bidders-Conference-Presentation_10.5.18.pdf

 

Q: What is the time commitment for the monthly meetings, including meeting times, prep time, etc.?

A: The meeting time may be 2-3 hours each month, depending on the agenda for that month.  Part of the preparation will be entering program data.  Additional preparation time will depend on the agenda.

 

Q: The Independent Application Score Sheet under Program Design states that partnerships to achieve results can earn up to 6 points.  Since it is an independent application, will volunteer reviewers know not to give the applicant 0 points for not having a partner?

A: Yes, but if you work with other agencies informally to more fully support the clients you serve, a letter of support from each partner is required and needs to describe each partner’s contribution(s) to the program(s).  We encourage you to reference that in your application.

 

Q: Can you submit a joint application for one indicator and submit an independent application for a different indicator?  If so, how?

A: Yes.  You submit two different applications

 

Q: After this application process ends, will new agencies get to apply each new fiscal year?

A: United Way does not plan to issue RFPs on an annual basis.  However, if an Impact Council determines it has a need to issue an RFP in any given year, it has the authority to do so.

 

Q: We registered for e-CImpact but our organization has not been approved.  When will it be approved?

A: When applying for an RFP, you are asked to respond to a series of eligibility questions.  If all questions are answered affirmatively, you will be automatically granted access to that specific RFP.   A “No” answer to any of the eligibility questions will reject your request and prevent you from accessing the RFP forms.   Should your request be rejected by accident, please contact ctyler@unitedwaysatx.org

 

Q: If you are place-based in one zip code but serve people from any zip code, do you select the one you are based at or all zip codes you serve in e-CImpact?

A: You include data for all zip codes you intend to serve, but note in your narrative the zip code(s) of your place-based work.

 

Q: Can we get an explanation on multiple indicators for a single applicant?

A: It means a single agency can submit an independent application that addresses more than one indicator in the Result area.

 

Q: The funding for this RFP is for a period that does not have an approved budget.  Do we use the current year budget and have an opportunity to adjust upon the proposal being selected for funding?

A: Yes.

 

Q: The indicators and strategies for SSIC and SIFIC are very specific.  If our program does not approach the strategy in the precise way, how should we apply to try to fit our “square peg” into the “round hole”?

A: The Impact Councils utilized a Results Based Accountability process to select the specific indicators and strategies. Each applicant will need to determine if its program(s) can contribute to the work that is intended here, and/or whether an applicant’s existing program would be strengthened by modifying it to more closely align to the posted indicators and strategies.  There also may be components of the strategies that applicants may be able to address with an existing program(s) if they apply through a joint proposal.

 

Q: If we have one program that addresses two strategies, do we submit one RFP or two RFPs?

A: If the two strategies address the same indicator, you may submit one RFP.  If the program addressing two strategies also address different indicators, you may also submit one application, so long as the program actually addresses or impacts the multiple indicators.  Performance measures for each strategy are required, despite the fact that it is one program.

 

Q: If we have two programs that address one strategy, do we submit one or two RFPs?

A: You submit one RFP.

 

Q: For independent applications, are letters of support required for informal collaborative partners?

A: Yes.  Each letter of support needs to describe each partner’s contribution to the program(s).

 

Q: Can agency clients write letters of support?

A: We will not use letters of support from clients to evaluate this section of the RFP, so we do not encourage this.

 

Q: Can we upload the FY2017 audit if the FY 2018 final audit is yet to be completed?

A: You need to upload your most current completed audit.

 

Q: Will some of the required documents be different for military organizations, e.g. 990, copy of IRS 501©3, articles of incorporation, by-laws, annual audits.

A: Yes.  Much like we have done in the past the documents we request from the military organizations will be those that mirror as closely as possible the documents we require.

 

Q: When funding is awarded, is it guaranteed for the entire contract period of 2 years for SSIC or 5 years for SIFIC, or can it be cut off at any time, for example, at the monthly or quarterly report time.

A: Funding is committed for the entire contract period, pending the annual United Way campaign.  If funding needs to be altered in any month due to performance, United Way will discuss this with the agency prior to making a change to the allocation.

 

Q: Do we apply for one year or five years?

A: Applicants are applying for five-year contracts in the Strong Individuals and Families Impact Council.  There will be an annual opportunity to review and/or renegotiate the contract if you are awarded.  Budgets should reflect only one year’s funding.

 

Q: In e-CImpact:  Do any of the fields carry over from previous submissions, i.e., agency data that is not particular to the specific proposal?

A: All data and documents will need to be re-submitted for each application.

BUDGET QUESTIONS - STRONG INDIVIDUALS AND FAMILIES

—- Questions below added 10.11.18 —-

Q: For a joint application:  Is the indirect rate of no more than 10% available to each partner in the joint application?

A: Yes.  Each partner may request up to 10% for indirect expenses.

 

Q: Is the manpower required for tracking performance results and financials considered a direct or indirect program cost?

A: Direct program cost.

 

Q: Does the RFP budget and United Way budget reflect the Total Agency Budget or just the program being funded in the RFP?

A: The budget form in the RFP is for the program for which funding is being requested.

 

Q: What criteria will you use to determine how funds are allocated on a joint application?

A: Each organization will provide their own budget in the program budget form in the application. Each partner has a tab in the joint application budget template.  Once program funding is determined, amounts per agency will be finalized in contract negotiations.

 

Q: Is the 10% indirect costs included in the 50% max funding from United Way?

A: Yes.

 

Q: Please clarify the 50% of program funding.

A: United Way will fund up to 50% of program budgets.  This means that all applicants will need to secure the remaining 50% of the program budget from other sources.

 

Q: What quarterly budget reporting will be required and when?

A: Program revenue and expenses, with a corresponding narrative, will be need to be submitted in e-CImpact each quarter.  While due dates have not yet been established, the reports will be due relatively soon after the end of a quarter.

 

Q: Can we use in-kind support as part of the 50% co-investment to support the program?

A: No.  The co-investment needs to be a financial contribution to the overall proposal budget.

 

Q: Regarding the budget form, it calls for a line item program budget, but the budget form appears to be for the agency.  Where do you submit the program budget?

A: The section that has the indicators is where applicants are to populate the program budget. The top portion is where applicants are to populate the agency budget that applies to the program total funds.

DATA QUESTIONS - STRONG INDIVIDUALS AND FAMILIES

—- Questions below added 10.11.18 —-

Q: Can we only use data linked in the RFP to identify population/geographic area to be served?

A: Applicants may supplement data provided in the RFP with additional data, but should not disregard data provided in the RFP.

PERFORMANCE MEASURE QUESTIONS - STRONG INDIVIDUALS AND FAMILIES

—- Questions below added 11.05.18 —-

Q:  If we are a collaboration of direct services providers of adult education/workforce development agencies, do we need to address the performance measures that relate to the # of direct service practitioners participating in capacity building activities?

A:  Yes, a proposal needs to address the measures related to capacity building for direct service practitioners IF the proposal seeks funding for the capacity building component of strategy 1a as described in Appendix A of the Process Guide. If the proposal does not contain a capacity building component, then those measures do not need to be addressed and can be filled with “0” values.

Q:  In the performance measure section, does the measure relating to income improving above 200% of the poverty line for participants refer to the participating client only or their entire household?

A:  The definition of who is considered the “client” – in this example client only or entire household – is left to the applicant. It should be described either in the section on “Performance Measures & Evaluation” or another portion of the proposal. Note that progress on the Indicator on strategy 1a as described in Appendix A of the Process Guide is the measured based on working age people 18-64 at or below 200% of the Federal Poverty Level. It is up to an applicant to describe how its program performance is contributing to progress on the indicator.

 

—- Questions below added 10.25.18 —-

Q:  In e-CImpact, it states, “For each measure where “0” values have been set an explanation and justification as to why the measure is not applicable is required in the Program Measurement & Evaluation narrative form.”  The aforementioned explanation is under each of the indicators. The space under Performance Measures and Evaluations only allows for 2000 characters. If we have to explain and justify every performance indicator we are not doing and that has a 0, we will have very limited to space to address the 5 bullet points listed there to explain the performance measures we will be doing. Additionally, the required explanation for those with zeros isn’t even listed as a bullet point.  Do you need an explanation for every 0 or can we just use that space to appropriately and thoroughly address the 5 bullet points that are about the work we WILL be doing?

A: The Performance Measure narrative question in both e-CImpact and the Comparison Document has been updated to reflect the requirement.  The maximum amount of space for a response in e-CImpact has now been allotted for this question.  An explanation is required for each Performance Measure provided by United Way that you determine is not applicable to your proposal (so long as it is part of a strategy you are pursuing).

 

Q:  In regard to the performance measures: do we select 3-5 to track of the measures listed, as long as all areas (how much, how well, better off) are represented? Or will we be required to track all measures listed? 

A:  Applicants are asked to respond to and track performance on all performance measures featured in the e-CImpact performance measure forms, but may provide additional performance measures. If an applicant determines that one or more of the United Way provided measures are not applicable, please fill the measure targets with “0” values for all target years and explain in the narrative on “Performance Measures & Evaluation” why the measure(s) did not apply. This explanation needs to be provided separately for each measure not addressed by an applicant. For further guidance see the Performance Measure Companion Guide.

 

—- Questions below added 10.18.18 —-

Q:  In the Strong Individuals Request for Proposal Guide under Strategy Performance Measures, you refer to “dosage requirements” under the questions “How Well.”  Please clarify how “dosage requirements” fits in an Education and Workforce model.

A:  Many program models define minimum service dosage requirements for their participants to be expected to be able to achieve certain outcomes or to be considered as having completed a program.

If the program(s) included in an applicant’s proposal feature such requirements, an applicant is asked to set a target as to what number of clients are expected to reach the minimum dosage requirement associated with the proposed program(s).

If the proposed programs do not feature service dosage requirements an applicant may mark the measure as not applicable by filling in the target fields with “0” values as outlined in the Performance Measures Companion Guide. In that case an applicant is also asked to explain in the Proposal Narrative Section on Performance Measures & Evaluation why a metric on dosage requirements does not apply to the program(s) included in its proposal.

 

—- Questions below added 10.15.18 —-

Q. Has the Performance Measures form been changed in e-CImpact?

A. Yes. The primary change in the way the forms function in e-CImpact is that all predefined metrics now require the entry of a numeric value. The overall logic and philosophy behind the performance measure forms has not changed since the Ready Children Impact Council RFP.

 

Q. Will you take specialized population issues into account when grading proposed percentages? For example, for some populations it is normal for successful completion rates to be lower. A 60% completion rate may be bad for one population but impressive for another.

A. Yes, as long as an applicant can demonstrate that a particular success rate for its targeted population is appropriate because it is based on rates expected by a particular evidence-based model, or because it is based on the prior experience of the applicant.

 

Q. Do you have preferences based on type of tool? Meaning, will research-based tools score better? Or does it not matter so long as it’s justified in the narrative?

A. No, there is no preference for a particular tool. It is up to an applicant to propose the tool used to measure success and demonstrate in the narrative why it is an appropriate means of assessing progress.

 

Q. Do we need to increase the target numbers from YEAR 1 to YEAR 2 or can those targets remain the same each year?

A. Target setting between program years is left to the discretion of the applicant.

 

Q. Do you count in Bexar County at time of service? For example, if a woman fleeing violence is transferred to our shelter from another state, would we count her add-in because she is living in Bexar county at that time or have to decrease projections to not count those originating out of state?

A. Yes. If a client resides in Bexar County at the time of service including because of an out of state transfer the client should be included as part of performance targets.

 

Q. What if a parent participates in a program that not only makes them better off, but their entire family of 5. For our “better off“ measurement, do we only include that one parent? Or the whole family of 5?

A. The definition of the concept of “client” is left to an applicant. An applicant may define clients to be entire households rather than an individual and explain its approach as part of the narrative.

 

Q. If for a joint proposal for two programs serving the same (duplicated) students or clients, should we aggregate or disaggregate the contributions/performance measures of the individual agencies?

A. If the two programs are serving the exact same students/clients no further disaggregation is required. An applicant should still discuss the different programmatic contributions of each program in its narrative.

 

Q. For the Strong Individuals and Families RFP, is there a specific age range for clients served? For example, 80% of participants in a workforce development program for youth are women of color – if it is a program for youth is it eligible under indicator 3?

A. Strong Individuals and Families seeks initiatives that will provide services to adults and, in cases where dependent care is addressed, their dependents.

 

Q. Assuming that there will be variances between projected and actual metrics, what are acceptable variances for projected measures versus actual measures? For example, +/- 15%? Meaning, at what level of variance will we be expected to provide explanation?

A. At this point no decisions have been made about acceptable variances of projected compared to post-award actual performance. Once those are determined, they will be clearly communicated to all funded partners.

 

Q. Each indicator has a percent change associated with it. What does this percentage represent? For example, 3rd grade reading has a 5% change.

A. The percentage change represents the target the Impact Council as a whole would like to achieve at the indicator level. This target is not expected to be fulfilled by any one applicant but by all solutions combined brought to bear within the strategies under that Indicator.

 

Q. If funded by government sources for an ongoing program, can we still receive UW dollars for the same program but for increased services?

A. Yes.

 

Q. If we write our own Performance Measures, is there a set number we need?

A. There is no required number of optional proposed performance measures. Propose as few or many as are appropriate for your proposal. The only exception to that rule is if an applicant decides to not respond to any of the predefined metrics under a strategy it is applying for and proposes all new measures. In that case the proposed metrics at minimum must address each of the measurement categories of “How Much,” “How Well,” and “Better Off.” See further guidance in the Performance Measure Companion Guide.

 

Q. If we are providing United Way a total program budget and program metrics, will we report on all participants or just participants funded through United Way?

A. All participants.

 

Q. We have interest as an organization to receive further training on Results Based Accountability either during or after the proposal phase. Can United Way provide this training to us and/or can you point us towards a third party who can provide that training?

A. United Way is not currently offering regular RBA training. Applicants are encouraged to look at Clear Impact’s website (https://clearimpact.com/) and the book Trying Hard is Not Good Enough.

 

—- Questions below added 10.11.18 —-

Q: When completing the measures section, do we report only new United Way-funded numbers served (outputs/outcomes) or the numbers served with both the United Way funds and the co-investment funds?

A: The performance measures are to include the clients served in the entire program, inclusive of funds from all sources.

 

Q: In e-CImpact, please clarify these instructions, “all performance measures are required but you can put zero in the field.” 

A: All of the performance measure fields are marked as required and if you are not addressing a particular measure, a zero needs to be in the field in order for you to “Save and Mark as Completed.”  Leaving a blank field will not allow you submit the form in e-CImpact.    Write in measures are not required and you do need to enter a value if you are not proposing new measures.

 

Q: Please clarify what difference it makes when “0” is entered into a performance measure vs. leaving it blank.

A: All of the performance measure fields are marked as required and if you are not addressing a particular measure, a zero needs to be in the field in order for you to “Save and Mark as Completed.”   Leaving a blank field will not allow you submit the form in e-CImpact.  Write in measures are not required and you do need to enter a value if you are not proposing new measures.

 

Q: Is priority given to projects that meet a higher ratio/number of United Way performance measures than agency-proposed performance measures? 

A: No, however you will need to build strong justification for your agency-proposed performance measures.

RESULTS, INDICATORS AND STRATEGIES QUESTIONS - STRONG INDIVIDUALS AND FAMILIES

—- Questions marked with an asterisk (*) added 10.15.18 —-

General

*Q: The SIFIC Result reads, “ALL individuals and families are stable…”. Does this mean that ALL individuals regardless of immigration status can be served/counted?

A. Yes.

 

Q: Regarding multiple indicators: How will we choose multiple indicators?

A: Chose those that are relevant to your program.

 

Q: Regarding multiple indicators: Can we change indicators in the process? How?

A: No. Indicators have been approved by the United Way Board of Trustees and cannot be changed. You may, however, select your own performance measures.

 

Q: “Provide and/or build capacity for organizations.” Will this allow for ongoing staff professional development to increase quality of services to clients?

A: Yes.

 

Q: Regarding required standards: Do they have to be scaffolded AND multi-generational AND integrated, etc. or can it be one of these?

A: Proposals should address all of these components. Applicants should explain how their proposed program is ‘scaffolded,’ multi-generational, integrated, trauma-informed and culturally competent in nature, using the definitions of those words/terms found in both the Strong Individuals and Families Process Guide and the Strong Individuals and Families Result, Indicators and Strategies documents.  Please remember that per our definition, multi-generational means, “Serving or having the ability to serve multiple generations of a family simultaneously.”  Services should be provided for multiple generations of a family when appropriate and needed.  Not all clients will need multi-generational services, but that a program should have the capacity to serve other generations if needed by the primary client.

 

Q: If we are applying for multiple indicators under one program, is it one application? If so, can outcomes be the same?

A: For all of Strong Individuals and Families, organizations may apply using one application for multiple indicators under one program, so long as the program truly addresses multiple indicators. Each strategy has its own performance measures and they are required for each strategy, even for the same program.  The same population may be served in multiple strategies and be tracked in the corresponding performance measures.  Again, performance for each strategy are required.

 

Q: Indicators that have two strategies, do we choose one strategy or have to adhere to both?

A: You may choose one strategy under an indicator.

 

Q: SIFIC: Do we submit one RFP for each indicator (separate RFPs for each indicator) or may we combine the indicators into one proposal?

A: For the Strong Individuals and Families Impact Council, you may apply for one or all of the indicators in one application so long as the proposed program(s) can truly address multiple indicators. If an applicant is submitting more than one program in a proposal, either addressing a single indicator or multiple indicators, please explain clearly how the proposed programs in a proposal are integrated.

 

Indicator 1

Q: Regarding Indicator 1’s strategy, would programs for adults with intellectual or developmental disabilities (IDD) fit under this strategy/Indicator given the fact that our clients will never be totally self-sufficient or independent, so our programs will not move them out of that poverty level? Also, we are not able to place our clients in STEAM jobs or those targeted by Workforce Solutions Alamo or help them attain industry-specific certifications, etc. due to their unique needs.  Given that, could we still fit within the strategy even with the issues listed above?

A: As outlined in the strategy as well as the corresponding performance measures for the single strategy under Indicator 1, the Strong Individuals and Families Impact Council seeks to increase income, increase educational attainment, and establish employment or employment at a better wage for clients at or below 200% of FPL, regardless of their unique needs.  Applicants may make an argument for other occupations, so long as the reasons why targeted or demand occupations may not be an appropriate match for some sub-populations are articulated clearly throughout the narrative.  Should the United Way-provided performance measurements for the selected strategy not fit the sub-population, the applicant must propose alternative how much, how well and how better off measures for their proposed clients in performance measurement sections of the applications and be able to justify them in the narrative.

 

Indicator 3

*Q. Regarding Strong Individuals and Families, can you define “women of color”? Does this mean biological women or women who identify?

A. ‘Women of color’ is based on how the client identifies.

 

Q: Strong Individuals and Families: Wage disparity within a given occupation or regardless of occupation?

A: Per the SIFIC RFP Data Document (page 12) which may be found on United Way’s RFP Data Resources page, “Wage disparities or wage gaps can be driven by differences in occupation or by differences in pay for exactly the same work. The data below does not control for occupation, so it reflects some combination of different demographic groups doing different jobs and different demographic groups getting paid different wages for the same job. The results are limited to workers who worked full-time, year-round in the past 12 months to control for the effect of different rates of part-time employment among different demographic groups.”

 

Indicator 4

Q: For family violence, can data still be anonymized for reporting purposes?

A: May funds can be used for perpetrators of domestic violence in Strong Individuals and Families?

 

Q: May funds can be used for perpetrators of domestic violence in Strong Individuals and Families?

A: Yes.

 

Q: Does family violence include neglect?

A: United Way is using the definition of family violence according to the Texas Family Code that may be found in both the SIFIC Process Guide and the SIFIC Result, Indicators and Strategies document.  That definition does include, “an act by a member of a family or household against another member that is intended to result in physical harm, bodily injury, assault, or a threat that reasonably places the member in fear of imminent physical harm,” and as such, a threat may include neglect if it places the victim in fear of imminent physical harm. Applicants should also consider that the only strategy that applies to this indicator addresses both prevention and intervention and seeks, “to increase connection of isolated and vulnerable populations with the community and may include efforts that help people stay safe, stay healthy, and/or stay in their homes.”  Increasing the connection of isolated and vulnerable populations with the community and helping people stay safe also encompasses neglect.

 

Q: If your programs serve children and adults in preventing family violence, can you include the children in the SIFIC area?

A: Yes