FY 2013 RFA Meeting
Frequently Asked Questions
How do you differentiate between Agency and Program Goals & Objectives?
Think of Agency Goals & Objectives as the Treatment Plan for your agency. Objectives must be specific and stated in measurable, quantifiable terms. Attaching a number and/or deadline, such as “maintaining 3-yr. CARF accreditation,” is an example of a measurable objective. Also, a good breakdown of Agency Goals & Objectives might be:
(3) Financial goals
On the Program Plan, detail every program in your agency (FTOP, etc.) If you have a multi-county catchment area, tell us how you are able to serve the entire area. Identify unique barriers in your catchment area and address any and all efforts to provide solutions. (Per David Jordan – If you are CARF accredited, that is your “Accessibility Plan”).
How current does the Needs Assessment data have to be?
Make sure data is current within 2-3 years on the Needs Assessment. You can request a JSU caseload count by county from Leroy Smith at OAYS. There should be a connection between what a community needs vs. what an agency provides. Prove that the people in your area have a need for you to be there.
Do you want a blank copy of our Needs Assessment instrument?
Yes, that would be good.
Please explain what is meant by “indicators” on the 3rd bullet under the Agency Goals, Objectives and Performance Indicators section of the Score Sheet.
The indicators are what you look for (or measure) to know if you achieved the objective.
Are we required to provide Management & Organization information in our application?
Yes. It is a requirement under the competitive bid process.
What are some examples of documentation, etc. that would be helpful in preventing point deductions on Management & Organization?
Organizational charts with key staff’s names filled in, resumes, letters of commendation, and copies of diplomas can help convey the value of your management staff and counselors. Or you might choose to provide a narrative of what each person does for your agency. In effect, show what qualifies your key staff to do what they do.
Can we provide a copy of our agency’s policy manual on screening potential employees and background checks in reference to the third bullet under Management & Organization? Yes
Regarding the “Partnership” criteria, do you want us to include Residential Contracts?
Information on your residential contracts isn’t required, but including the full breadth of what your agency does won’t count against you. Although the “Partnership” criterion doesn’t have its own section in the actual application, you can address the topic under Community Education & Community Development or Management & Organization.
Highlight all your community collaborations. The more information you provide the better; for example--letters of support, agency agreements, awards, etc.
Can we add our own sections labeled “Partnerships” and “Management and Organization” since they aren’t specifically mentioned in the application but are required in the scoring? Yes
Can we add attachments for responses that are several pages long? Yes
Can an agency bid on only one county of a Multi-County Catchment Area? No, the bid must include the entire multi-county catchment.
Do you want us to include information on our Board of Directors?
Yes, you can if you want to.
If we have lost funding, can we address how we have made up for that loss?
Yes, you can address that in “solutions to barriers”.
How would you define “equipment” in the budget?
Equipment is defined as an item over $500 with an expected lifespan exceeding one year.
Items less than $500 should be entered under “Operations – Supplies.”
If you are leasing equipment, list it on the “Operating Sheet.”
If an agency needs to purchase a high-value item, they should attempt to make the purchase using “Other Funds”. If bought with OJA funds, there will be ownership and inventory issues.
Listing equipment on your budget and having the budget accepted does not circumvent the requirement for pre-approval from OJA for equipment purchases. If it is put on the budget form, it still must be approved separately by OJA. This can be initiated by a phone call and then follow up with an email to Dennis Gober.
If we are using “Other Funding” for equipment that will be used for OJA programs, why do we need to list it on the Equipment sheet?
It is beneficial to demonstrate how proactive and successful your agency is at obtaining other funding.
Is it permissible to group employees in one position description on the Personnel sheet of the budget?
Employees can be grouped if they are allocated the same across programs and have the same benefit package.
If we group employees in the same position description, do we use an average dollar amount in the Total Annual Salary column? Yes
Do we include every employee in our agency on the Personnel sheet?
Yes, you can put them under “Other Programs” and indicate funding is from “Other Funding.” This will help show everything your agency is doing.
How is a part-time employee’s Total Annual Salary to be handled on the Personnel sheet?
Amounts in the Total Annual Salary column must be entered per one FTE. For example, you have a secretary who works ½-time and makes $15,000/yr. You would enter .50 FTE and $30,000 Total Annual Salary. The spreadsheet will do the calculations throughout the workbook.
Another example of entering FTE’s is that eight (8) ½-time employees grouped in the same position description would be entered as 4.00 FTE’s and an average of their salaries can be entered in the Total Annual Salary.
Please give examples of what to include on the “Consultant-Contractor” sheet in the budget.
Labor that is exclusively contract labor goes on this sheet. This would be labor that is not run through payroll and has no withholding (example: contract counselors, psychologists, shelter home families, CARS workers who are strictly contract). Names of Consultants and Contractors are not required.
If our agency pays for H.R. services on an as-needed basis, where do we relate this in our budget?
This would be listed on the Operating sheet. However, if the service is provided on a regular monthly basis it should be listed on the Consultant-Contractor sheet.
Where do I list monthly rental costs for our agency’s security system?
List this cost under “Other” on the Operations Sheet of the budget.
Where should fees for a fundraising event be placed on the Operations sheet?
Agencies can add a new description category at the bottom of the list, but please remember that fundraising is not an allowable reimbursement cost so you would have to fund such activities from “Other Funding”.
Where does the stipend to Host Home families belong?
Put this stipend on the Contractor-Consultant sheet.
Can OJA approved indirect allocations be included in “Administrative Supplies” on the Operations sheet? Yes, but it is preferable that they are federally approved indirect allocations.
Where should we put attachments to our budget?
Put these attachments at the end of the budget—separated by a cover sheet.
Can we request to move funding amounts?
Yes, submit a justification letter along with your budget revision to Dennis Gober.
Do we have to submit our application in 3-inch binders? This year you are required to submit four (4) application packets in 3-inch, 3-ring binders.
Which documents require original (live) signatures?
All four (4) sets of the following documents must have original signatures:
(1) The Contract (when bid is awarded)
(2) Certificate of Non-Collusion
Agencies do not need to send in the bilateral contract template with the application. However, please include a labeled divider where the signed contract should be inserted in each binder after the award is finalized. Each agency's name and dollar amount will be added to the contract after the RFA process is completed. If there are any wording changes to the contract, you will be notified by email, the OJA website and certified letter.
Is there a point score at which our application fails?
There is no pass-fail standard. The Goal Score is 80. However, if we get a low score (non-responsive bid) again this year, it will be opened up to the entire state.
When are the applications due?
The deadline for submission of applications is Monday, March 19, 2012, 5:00 PM.