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AmeriCorps State 2013-14 Pre-Proposal Conference

AmeriCorps State 2013-14 Pre-Proposal Conference. New and ReCompeting Applicants January 31, 2013 Office on Volunteerism and Community Service. Agenda. Welcome and Introductions. Robert Earley, VDSS Office of General Services OVCS Staff Amanda Healy, Program Manager

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AmeriCorps State 2013-14 Pre-Proposal Conference

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  1. AmeriCorps State 2013-14 Pre-Proposal Conference New and ReCompeting Applicants January 31, 2013 Office on Volunteerism and Community Service

  2. Agenda

  3. Welcome and Introductions • Robert Earley, VDSS Office of General Services • OVCS Staff • Amanda Healy, Program Manager • Tanisha Dorsey, Program Officer • Kim Brown, Program Officer • Jim Davidson, Fiscal Officer • Matt Fitzgerald, Program Officer

  4. AmeriCorps at National Level • Administered by the Corporation for National and Community Service (CNCS) www.nationalservice.gov • AmeriCorps includes VISTA, State/National, and National Civilian Community Corps (NtripleC)

  5. AmeriCorps State in Virginia • Office on Volunteerism and Community Service www.vaservice.org • Within Virginia Department of Social Services • OVCS administers Virginia’s AmeriCorps*State funds, and is the ‘base’ of the Governor-appointed State Service Commission • Last year approximately $2.9 million was distributed to 23 Programs

  6. Overview of 2013-14 RFP • The entire document is available at www.vaservice.org . • Page 1 • Proposal deadline is March 7, 2013 at 3 p.m. • Mandatory e-Grants training February 7, 2013 at 10 a.m. (to be discussed in Sections 4.1 and 4.2)

  7. Page 3, Section 1.1--Purpose • To solicit proposals to establish Formula full-time Operational AmeriCorps*State Programs in Virginia • 12-month initial contract • Possible renewal for up to 2 years • New proposal after 3 years

  8. Virginia priorities (Section 2.1.2, pages 3 and 4) • Virginia priorities • Strengthening Families (use VDSS Practice Model and Protective Factors) • must be first item in Rationale and Approach narrative • Volunteer Recruitment (# and hours of volunteers) • second item in R & A narrative

  9. CNCS priorities (Section 2.1.2, Page 4) • CNCS priorities (Main focus of remainder of R & A narrative) • Economic Opportunity • Education • Disaster Services • Veterans and Military Families • Healthy Futures • Environmental Stewardship

  10. CNCS Performance Measures • CNCS National Performance Measures • Tool to show success/outcomes in priority areas • All applications must include a Tier 1 or Tier 2 Measure • Two online resources: • Performance measurements in broader CNCS context • AmeriCorps specific performance measurement information

  11. Types of Operating Grants • Cost reimbursement • Open to new and re-competing applicants • Requires match • Flexible member slots (less than full-time) • Full documentation of all program costs • $13,300 per MSY maximum

  12. Pilot Project Operating Grant • Fixed amount grant • Only for re-competing applicants • No specific match requirement • Full-time members only • $13,000 per MSY maximum • Only for member support costs • Must notify OVCS by 5:00 p.m. February 1, 2013 by e-mail at rfp@vaservice.org

  13. Minimum MSY request MSY is Member Service Year Full-time member is 1700 service hours Programs must request at least 5 MSY See Table 4 on Page 25 for more info on MSY

  14. Mandatory e-Grants and budget planning training • Participation in the February 7 training is MANDATORY • Submit a Notice of Intent to Apply, as per section 4.2, page 8 • Proposals can only be submitted in e-Grants • February 7th training will include budget planning, and instructions for completing e-Grants application

  15. DUNS and SAM (Page 9, Section 5.2.1) • Applications must include a DUNS number and register with SAM • Apply for DUNS number • Register for SAM

  16. e-Grants (Page 9, Section 5.2.2) • This will be an overview only of this section • More in-depth discussion during the e-Grants training on 2/7/13

  17. Narratives • Read the Narrative recommendations (III, page 11) very carefully • Convince the reviewers • Can’t exceed 26 pages • Includes: • Executive Summary • Rationale and Approach (Program Design) • Organizational Capability • Cost Effectiveness and Budget Adequacy • Evaluation Plan

  18. Executive Summary • Who, what, where, when, why in ½ page or less • See RFP template language, top of page 12

  19. Rational and Approach (Program Design) • Virginia priorities first • Strengthening Families • Volunteer Recruitment and Utilization • CNCS priorities next • Tier 1 or Tier 2 measures you will meet in your priority area

  20. Rationale and Approach continued • Why are AmeriCorps members the answer to your community needs? • Each subheading has leading questions that should guide your responses • Remember the Narrative Recommendations • Key elements • Who would you serve and why? Need is severe? • Evidence-based and Measurable Impact • Well-developed (thought out) plans for recruitment, training, supervision, development

  21. Organizational Capability (page 14) • Convince reviewers that you have everything you need to achieve the outcomes you are promising • Staff • Experience • Resources (money, partnerships) • Can you keep the program compliant?

  22. Organizational Capability continued • Multiple sites • Prove a strong relationship or reason to expect success • First-time applicants can’t have more than 5 sites

  23. Cost Effectiveness and Budget Adequacy (pages 16,17) Did you budget CNCS funds of no more than $13,300 per MSY? Did you budget enough to adequately carry out the program? Is the budget clear and reasonable?

  24. Evaluation Summary or Plan • N/A for new applicants • Re-competes must include an evaluation summary in this section • And submit an evaluation report

  25. Performance Measures Revisited Must select a Tier 1 or Tier 2 measure Can include Tier 3 as well There will be time to fine-tune after the application review process

  26. Documents to include that are listed in e-Grants Evaluation (re-competes only) Labor Union Concurrence (if applicable) Federally Approved Indirect Cost Agreement (if applicable) These are listed on Page 19, 20, but we will discuss in “complete proposal” discussion of section 5.2.3, page 30

  27. Budget Instructions (begins page 20) • Match requirements • Starts at 24% for new applicants, increasing gradually • However, you are held to the match amount you submit (if you say you’ll provide 42%, that becomes the requirement) • Make sure its an acceptable source of match (federal funds must be approved by federal agency) • In-kind and cash (prove availability)

  28. Detailed Budget Instructions (pg. 23) • Provides the categories and line items that can be included in a proposed budget • Use the budget instructions for in-depth budgeting assistance • We will only briefly discuss highlights • Write down questions to ask for items that aren’t covered!

  29. Program Operating Costs (section I) Personnel Travel Supplies Training Evaluation Other Program Operating Costs

  30. Member Costs (section II) • Member Living Allowance (see chart page 25) • Minimum full-time is $12,100, no minimum for less than full • Member support • FICA • Worker’s Compensation (must include $50 per member) • Health Care

  31. Administrative/Indirect Costs In-depth discussion will be during February 7th training Have your fiscal officer sit in, the budgeting section of the training will be at the beginning of the 10 a.m. training

  32. “Complete” Proposal Components (page 30, section 5.2.3) • A complete proposal includes: • e-Grants submission • 3 signed originals of application mailed/delivered to 801 E. Main Street, 15th Floor, Richmond VA 23219-2901 • Documents scanned and e-mailed to rfp@vaservice.org • 3 executed certifications (attachments 1,2,3 to RFP) • Executed MOU’s, MOA’s, letters of agreement with partners • Executed Proposal Cover Sheet • Executed Budget Analysis Checklist • Executed W-9 Request for Taxpayer ID number • Draft member service positions • Additional documents if applicable (see page 19, V.) • Program Evaluation • Labor Union Concurrence • Federally Approved Indirect Cost Agreement All Proposal Elements Due by 3:00 p.m. March 7, 2013

  33. Evaluation and Award Criteria • Program Design---50% • Organizational Capability---25% • Cost-Effectiveness and Budget Adequacy---25% • Additional Considerations • Programs that document success in employment or job creation services----5 points • Distressed Communities----listed on page 31, 5 points • Past performance----poor past performance can lead to up to 10 point deduction

  34. Proposal Review Process Numerical scoring system that awards points specifically corresponding with the items required in the RFP Peer Review panels (include Governor’s Advisory Board members) Staff Review of remaining applications Scores based on average of Peer and Staff Review

  35. Time for Questions General questions (not specific to your application) can also can be submitted to rfp@vaservice.org Questions will be posted on www.vaservice.org , alongside the RFP. They will be updated each Friday until March 7.

  36. Make sure you submit Notice of Intent to Apply if you plan to attend the e-Grants/budget training on February 7 THANKS FOR YOUR INTEREST

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