Community Service Programs

Q. What are the general requirements for the Request for Proposal (RFP) process for the Community Services Program?

• The maximum Community Services funding award for each agency and proposal is $100,000.
• The minimum Community Services funding award for each agency and proposal is $25,000.
• The maximum amount of funds allowed for administrative purposes is 5%.
• An agency may only submit one CSP RFP per funding cycle.
• Community Services funds must be used to support Fulton County residents only.
• All programs must be accessible to all Fulton County residents regardless of their ability to pay.
• Agency must be able to report the Fulton County Commission District in which all program participants reside.
• The proposed project must take place in a facility that is accessible under Americans with Disabilities Act (ADA) guidelines. For more information or technical assistance, call the Fulton County Office of Diversity and Civil Rights Compliance (DCRC), 404-612-7390.
• All contracts will operate between January 1 and December 31 of the funding years indicated in the RFP.
• Vendors that are awarded Community Services Program funding will be required to submit a current Certificate or Declaration of Insurance, with Fulton County listed as certificate holder and additionally insured.
• Vendors that are awarded Community Services Program funding will be required to submit a Georgia Security and Immigration Contractor Affidavit and Agreement during the contract process, and as applicable a Georgia Security and Immigration
• Subcontractor Affidavit.

Q. What are the characteristics of Community Services Programs that have historically been funded?

• Results-Driven: program focuses on improving the conditions and well-being of participants with a tracking system in place to measure the program’s impact.
• Evidence-based Practice: program has a significant level of measurable, and quality data showing positive outcomes.
• Innovative: program addresses gaps in current systems, tests new approaches, or uses creative strategies to address unmet needs.
• Collaborative: agency partners with one or more organizations to achieve mutual intended outcomes. Two or more local communities/non-profits working in support of a single or collaborative project.
• Systemic Approach: program engages in policy analysis and action that enables us to identify and influence the key root causes of issues negatively impacting Fulton County’s residents.

Q. What are the Eligibility Requirements for a Request for Proposal?

• Letter from the Internal Revenue Service - Letter from the Internal Revenue Service recognizing the agency/applicant as tax exempt and non- profit, under Section 501 (c) 3 of the Internal Revenue Code. Agency and 501 (c) 3 status must be in existence for at least one (1) year.
  
  
• Certificate of Existence from the Georgia Secretary of State- Submit a copy of the agency’s Certificate of Existence document downloaded from the Georgia Secretary of State. The document includes the Business name, type, status, and year of last annual registration, etc. (i.e. ABC Inc.; Domestic Nonprofit Corporation; Active/Compliance; 2018) “Each business entity registered or filed with the Office of Secretary of State is required to file an annual registration. Entity annual registrations are due by April 1of each year, but may be filed as early as January 1.”

•  List of Agency Board Members - A list of all active agency board members.

• Agency/Program organizational chart - Agency/Program organizational chart indicating all major components of agency/program.

• Agency/program audit -Submit a copy of the agency/program audit conducted by a Certified Public Accountant. Eligible audits must be for fiscal year review periods between January 1, 2015 and December 31, 2017 and must contain at least one full year (12 months) of financial records within the review periods. This must be a full, signed audit that includes an Independent Auditor’s Report expressing an opinion regarding all pertinent material aspects of the agency's finances. (Independent is defined as a third party auditor submitting a report on the auditing agency’s letterhead.) Note: Financial Statements or Reports ARE NOT considered full audits and will not be accepted.

• Recent agency/program financial statements- Submit a recent copy of the agency/program financial statements containing at least one full year (12 months) of financial records between January 1, 2016 and August 31, 2018.

• CSP Funding Parameters- Requested funding amount falls within the defined funding parameters: request is at or above the minimum $25,000 threshold per agency and proposal, and below the maximum $100,000 threshold per agency and proposal. Note: The maximum amount of HCD-CSP funds allowed for administrative purposes is 5% of funds awarded, which is inclusive of direct and indirect charges for administration of the grant.

Q. What deems an RFP Ineligible?

Proposals will be DEEMED INELIGIBLE for the following reasons:

• Proposal’s funding request exceeds $100,000 CSP max, and/or exceeds 5% Administrative max. Includes direct and indirect charges for administration of the grant.
• Construction projects, renovations, repairs, remodeling of existing buildings, or land acquisitions will not be funded (This does not apply for the Senior Home Modification projects, or renovations/repairs).
• Agencies whose activities are restricted to its membership.
• College / University projects which are not open to the public and do not serve a significant (50%) non-student population.
• Government agencies; Agencies that serve as funding sources to 501(c) 3 organizations.
• Projects of a religious nature.
• Scholarships to public / private educational institutions.
• Deficit Reduction.
• Capital expenditures (resources not completely consumed during the contract year i.e. computers, construction, vehicles, cell phones, etc.). Program materials that may be pertinent to the scope of services of a funded program and that aid in grantee meeting contracted program outcomes are excluded from capital expenditure definition (i.e. children's story books, educational materials, games, puzzles, and flash cards).

Q. How is the Request for Proposals Evaluated and Scored?

Review Process and Evaluation Criteria:

The review and scoring of CSP proposals consists of four (4) components:

• Eligibility Review
• Internal and External Evaluation Committee Review
• Funding Allocation Protocol
• Final Review and action by the Fulton County Board of Commissioners

Eligibility Review is the initial screening phase of the submitted Community Services Proposals. The eligibility review is initiated by the Purchasing Department who ensures the proper and timely submission of the proposals by the deadline. The eligibility review continues with the Department of Community Development who ensures that the proposals include the required information as outlined in the RFP.

The Community Services Evaluation Committee is comprised of twenty (20) committee members, of which ten (10) are internal county staff and ten (10) are external “subject matter experts”. Additional reviewers are activated should the number of proposals submitted exceeds the capacity of the CSP Evaluation Committee. Fulton County Department Directors/Division Managers, whose program(s) align with the five CSP Service Categories (Children and Youth Services, Disabilities, Economic Stability/Poverty, Homelessness, and Senior Services) assign staff to serve as internal committee members and recommend “subject matter experts” to serve as external reviewers. External reviewers complete a questionnaire outlining their areas of skills and expertise, and are required to complete a confidentiality agreement, and a conflict of interest agreement prior to review of proposals. Proposals will be categorized based on the primary service category indicated by the vendor. Each proposal will receive two (2) reviews and two (2) scores to minimize any potential bias from a single reviewer.

Q. When does a Request for Proposal begin and end?

The CSP award runs from January 1st to December 31st of the funding year.

Q. How does one apply for the Community Service Program?

To apply, you must first register as a user via the WebGrants Portal. Once you are registered you will then have access to apply via the online Request For Proposal.

Q. Who do we contact for additional information about Requests for Proposals?

For more information, please email us at hsd.applications@fultoncountyga.gov