DELAWARE The Governor’s Commission on Community & Volunteer Service 2010 AmeriCorps*State Guidelines http://www.americorps.gov/pdf/07_0517_nofo_ac_instructions_state.pdf http://www.americorps.gov Date Due: November 23, 2009 11:00 a.m. LOCAL TIME HSS 10 020 Delaware Health and Social Services Division of Management Services Procurement Branch, Main Bldg, 2nd floor, Room #259 Herman M. Holloway Sr. Campus 1901 N. DuPont Highway New Castle, Delaware 19720 Expiration date: 11/23/2009, 11a.m. local time STATE OF DELAWARE DELAWARE HEALTH AND SOCIAL SERVICES DIVISION OF MANAGEMENT SERVICES 1901 N. DuPont Highway New Castle, DE 19720 REQUEST FOR PROPOSAL NO. HSS 10 020 FOR 2010 STATE AMERICORPS PROJECT(S), THE GOVERNOR’S COMMISSION ON COMMUNITY AND VOLUNTEER SERVICE FOR DIVISION OF STATE SERVICE CENTERS, OFFICE OF VOLUNTEERISM HERMAN M. HOLLOWAY Sr. CAMPUS 1901 N. DUPONT HIGHWAY NEW CASTLE, DE 19720 Deposit Waived Performance Bond Waived Date Due: November 23, 2009 11:00a.m. LOCAL TIME Questions will be accepted until November 5th, 2009 until 4:30 p.m. Questions are sent to Erastus Mong’are at erastus.mong’are@state.de.us . Responses will be posted on the website on November 6th, 2009. A mandatory pre-bid meeting will be held on October 27, 2009, 9:30 a.m. until 11:30 a.m. at Wilmington University, Dover Campus, 3282 North DuPont Highway, Dover, DE 19901. The information sessions, attendance optional, will be held in two counties: * New Castle County: October 6th, 2009, 9:30-11:30a.m., venue: Charles Debnam Building, Training Room, 1901 N. DuPont Highway, New Castle, DE 19720. * Kent & Sussex Counties: October 7th, 2009, 9:30-11:30a.m., venue: Wilmington University, Dover Campus, 3282 North DuPont Highway, Dover, DE 19901. DELAWARE HEALTH AND SOCIAL SERVICES PROCUREMENT BRANCH MAIN BLD-2ND FLOOR –ROOM #259 1901 NORTH DUPONT HIGHWAY HERMAN M. HOLLOWAY SR. HEALTH AND SOCIAL SERVICES CAMPUS NEW CASTLE, DELAWARE 19720 REQUEST FOR PROPOSALS for Professional Services # HSS 10 020 AmeriCorps*State request for proposals for Program Year 2010/11 Sealed proposals for 2010 State AmeriCorps Project(s), The Governor’s Commission on Community and Volunteer Service, for Delaware Health and Social Services, Division of State Service Centers Office of Volunteerism, Herman M. Holloway Sr. Campus, 1901 N. DuPont Highway, New Castle, DE 19720 will be received by Delaware Health and Social Services, Herman M. Holloway Sr. Campus, Procurement Branch, Main Administration Building, South Loop, Second Floor, Room #259, 1901 North DuPont Highway, New Castle, Delaware 19720, until 11:00 a.m. local time, on November 23, 2009. At which time the proposals will be opened and read. Please include two (2) signed originals and three (3) copies of your proposal. Also submit four (4) copies of the same proposal on CDs. Your proposal must be signed and all information on the signature page complete. All proposals must have #HSS 10 020 on the outside envelope. If this number is omitted, your proposal will immediately be rejected. Bidders are required to: 1. Attend a mandatory Pre-Bid meeting on Tuesday, October 27th, 2009, 9:30a.m - 11:30a.m. at Wilmington University, Dover Campus, 3282 North DuPont Highway, Dover, DE 19901. Please note: "All Bidders Who Wish To Bid On This Proposal Must Be Present, On Time, At the Mandatory Pre-Bid Meeting. No Proposals Will Be Accepted From Bidders Who Either Did Not Attend The Mandatory Pre-Bid Meeting Or Who Are More Than Fifteen (15) Minutes Late." 2. Submit an “Intent to Apply” letter at the conclusion of the October 27th, 2009 meeting or no later than 4:30p.m. on November 2nd, 2009. 3. Complete and submit an application per the PY10/11 AmeriCorps*State Application Guidelines as distributed at the pre-bid meeting of 10/27/2009. All questions regarding this bid should be directed to Erastus Mong’are, erastus.mong’are@state.de.us, 302-255- 9739. The State of Delaware encourages all Minority Business Enterprises (MBM) and Women Owned Business Enterprises (WBE) to participate in submitting applications for this REQUEST FOR PROPOSAL. A copy of the MBE/WBE certification form can be obtained from the web site, which is www.state.de.us/omwbe All RFP-PSC information may be obtained on line at http://www.dhss.delaware.gov/dhss/rfp/dhssrfp.htm FOR FURTHER BIDDING INFORMATION PLEASE CONTACT: SANDRA SKELLEY DELAWARE HEALTH AND SOCIAL SERVICES PROCUREMENT BRANCH MAIN BLD-2ND FLOOR –ROOM #259 1901 NORTH DUPONT HIGHWAY HERMAN M. HOLLOWAY SR. HEALTH AND SOCIAL SERVICES CAMPUS NEW CASTLE, DELAWARE 19720 PHONE: (302) 255-9290 The contract resulting from this RFP shall be valid for the period of time as stated in the contract. There will be a ninety (90) day period during which the agency may extend the contract period for renewal if needed. If a bidder wishes to request a debriefing, the bidder must submit a formal letter to the Procurement Administrator, Delaware Health and Social Services, Main Administration Building, Second Floor, (South Loop), 1901 North DuPont Highway, Herman M. Holloway Sr., Health and Social Services Campus, New Castle, Delaware 19720, within ten (10) days after receipt of “Notice of Award”. The letter must specify reasons for request. IMPORTANT: DELIVERY INSTRUCTIONS IT IS THE RESPONSIBILITY OF THE BIDDER TO ENSURE THAT THE PROPOSAL HAS BEEN RECEIVED BY THE DEPARTMENT OF HEALTH AND SOCIAL SERVICES BY THE DEADLINE. Table of Contents DHSS RFP PSC # 835……………………………………………………….…………... 2 Table of Contents.................................................................................................................. 5 Important Notice - CNCS………………………………………………………..………… 6 NOFO Overview................................................................................................................... 7 Application Instructions for State Programs......................................................................... 9 Overview of the Selection Process and Criteria.......................................................... 9 General Submission Information................................................................................. 10 Application Instructions.............................................................................................. 10 I.Required Cover Sheets-- Intent to Apply Form, DHSS RFP Certification Sheet, Current/Past State Contract Awards Form, WBE/MBE Self-Certification Form (optional), SF424 Facesheet II. Program Model, Design, Location and Focus (Application Section) III. Narratives (Narratives Section) IV. Service Categories (Performance Measures Section) V. Performance Measures (Performance Measures Section) VI. Evaluation Summary and Plan VII. Additional Required Information (Documents Section) VIII. Budget (Budget Section) IX. Authorization, Assurances, and Certifications (Authorize and Submit Section) X. Survey on Ensuring Equal Opportunity for Applicants General submission guidelines ………………………………………………………..….. 24 State Agency Responsibilities ………………………………….…………………………. 25 APPENDICES A through O ………………………………………………………………. 29 Appendix A: Letter of Intent Form (must return by 10/27/2009 & attach to application) Appendix B: DHSS RFP Certification Sheet (must return) Appendix C: Statement of Compliance (must return) Appendix D: Current/Past State Contract Award Form (must respond) Appendix E: Self-Certification Tracking Form, OMWBE (response optional) Appendix F: 424 Facesheet Instructions & 424 Facesheet (return, may complete by hand) Appendix G: Program Model and Design (return, may complete by hand) Appendix H: Is My Organization Ready Tool (return, may complete by hand) Appendix I: Service Categories (return, may complete by hand) Appendix J: Performance Measurement Worksheet & Aligning P.M. Appendix K: Budget Instructions Appendix L: Budget Worksheet Appendix M: Budget Analysis Checklist (return, may complete by hand) Appendix N: Assurances and Certifications (return, may complete by hand) Appendix O: Survey on Ensuring Equal Opportunity for Applicants Appendix P: DE DHSS Standard Boilerplate Contract (for your information only) Delaware Health And Social Services DIVISION OF MANAGEMENT SERVICES BIDDERS SIGNATURE FORM NAME OF BIDDER ________________________________________________________ SIGNATURE OF AUTHORIZED PERSON__________________________________________ TYPE IN NAME OF AUTHORIZED PERSON:______________________________________ TITLE OF AUTHORIZED PERSON:_____________________________________________ STREET NAME, AND NUMBER ________________________________________________ CITY, STATE, AND ZIP CODE:______________________________________________ CONTACT PERSON:_________________________________________________________ TELEPHONE NUMBER:_______________________________________________________ FAX NUMBER:_____________________________________________________________ DATE:___________________________________________________________________ BIDDER’S Federal EMPLOYERS IDENTIFICATION NO:___________________________ F.O.B.:_________________________________________________________________ TERMS:__________________________________________________________________ THE FOLLOWING MUST BE COMPLETED BY THE VENDOR: AS CONSIDERATION FOR THE AWARD AND EXECUTION BY DELAWARE HEALTH AND SOCIAL SERVICES OF THIS CONTRACT, THE (COMPANY NAME)____________________ HEREBY GRANTS, CONVEYS, SELLS, ASSIGNS, AND TRANSFERS TO THE STATE OF DELAWARE ALL OF ITS RIGHTS, TITLE, AND INTEREST IN AND TO ALL KNOWN OR UNKNOWN CAUSES OF ACTION IT STATES AND THE STATE OF DELAWARE RELATING THE PATROLLER GOODS OR SERVICES PURCHASES OR ACQUIRED BY THE DELAWARE HEALTH HEALTH AND SOCIAL SERVICES PURSUANT TO THIS CONTRACT. IMPORTANT NOTICE From the the Corporation for National and Community Service These application instructions conform to the Corporation for National and Community Service’s (hereinafter the Corporation) online grant application system, eGrants. The eGrants system is designed to serve the Corporation’s applicants and grantees. All Corporation funding announcements are posted on our web site www.cns.gov and at www.grants.gov. Public Burden Statement: The Paperwork Reduction Act of 1995 requires the Corporation to inform all potential persons who are to respond to this collection of information that such persons are not required to respond unless it displays a currently valid OMB control number. (See 5 CFR 1320.5(b)(2)(i)). Time Burden: The time required to complete this collection of information is estimated to average 24 hours per applicant, including the time to review instructions; search existing data resources; gather the data needed; and complete and review the information collection. Use of Information: The information collected constitutes an application to the Corporation for grant funding. The Corporation evaluates the application and makes funding decisions through the Corporation’s grant review and selection process. Effects of Non-Disclosure: Providing this information is voluntary; however, failure to provide the information would not allow the Corporation to assess the applicant’s request for funding. Therefore it would not be possible to consider granting funds to the applicant. Privacy Act: Information provided for this collection may be shared with federal, state, and local agencies for law enforcement purposes. NOTICE OF FEDERAL FUNDING OPPORTUNITY (NOFO) OVERVIEW Federal Agency Name: Corporation for National and Community Service Funding Opportunity Title: AmeriCorps State and National Grants FY 2010 http://www.americorps.org/pdf/06_0618_nofo_ac.pdf CFDA No.: 94.006 Key Date: November 23, 2009 for State of Delaware Governor’s Commission on Community and Volunteer Service AmeriCorps*State Competitive and State Formula programs Funding Opportunity Description: Subject to the availability of appropriations for fiscal year 2010, the Corporation for National and Community Service (the Corporation) announces the anticipated availability of approximately $21,000,000 to award to new and re-competing AmeriCorps State and National grants. The Corporation’s mission is to improve lives, strengthen communities, and foster civic engagement through service and volunteering. In the FY 2010 competition, we will give special consideration to projects that address one or a combination of four strategic initiatives that meet critical needs of our nation, achieve national service goals, and address community problems: 1. Mobilizing more volunteers. 2. Ensuring a brighter future for all of America’s youth. 3. Engaging students in communities. 4. Harnessing baby boomers’ experience. Additional programs and program models that may receive special consideration in the selection process are described in the AmeriCorps regulation § 2522.450 (http://www.nationalservice.gov/pdf/45CFR_chapterXXV.pdf). The Corporation reserves the right to re-focus program dollars in the event of disaster or other compelling need, and will make an announcement in this event. I. FUNDING OPPORTUNITY DESCRIPTION A. Funding Program Description For more than a decade, the Corporation for National and Community Service—through its Senior Corps, AmeriCorps, and Learn and Serve programs—has mobilized a new generation of engaged citizens. This year, more than 1.8 million individuals of all ages and backgrounds will serve through these programs. They will help thousands of national and community nonprofit organizations, faith-based groups, schools, and local agencies meet local needs in education, the environment, public safety, homeland security, and other critical areas. For example, in 2005- 2006, more than 21,000 national service volunteers contributed to hurricane relief and recovery across the country. AmeriCorps grants are generally awarded to eligible organizations to recruit, train, and manage AmeriCorps members who address unmet community needs. AmeriCorps members are individuals who engage in community service. Members may receive a living allowance during their term of service. Upon successful completion of their service members receive an education award from the National Service Trust. Roughly three quarters of all AmeriCorps grant funding goes to Governor-appointed state service commissions which award subgrants to nonprofit organizations in their states. These organizations recruit AmeriCorps members to respond to local needs. The Corporation distributes most of the remainder of the grant funding directly to national organizations operating in more than one state. We will give special consideration to projects that address one or a combination of four strategic initiatives: 1. Mobilizing more volunteers. The Corporation will invest in organizations that can effectively recruit, train, manage, and use volunteers who will ultimately have an impact on the success of their program. We will increase the capacity of faith-based and other community organizations to mobilize volunteers in communities to meet critical needs. We plan to support organizations that develop strong partnerships and collaborations with volunteer centers or other volunteer connector organizations in their service areas. 2. Ensuring a brighter future for all of America’s youth. The Corporation will invest in organizations that provide caring adults as mentors for youth from disadvantaged circumstances, and opportunities for young people from disadvantaged circumstances to serve their communities. We plan to support organizations that recruit and manage at-risk youth serving in National Service Programs, and mentoring efforts, particularly those targeting children of prisoners. 3. Engaging students in communities. The Corporation will invest in organizations that implement effective strategies for connecting their school, faculty, staff, and administration with their communities through service and volunteering. We plan to support K-12 and higher education institutions that effectively incorporate service- learning into their curricula, and the number of college students engaged in community service and service- learning. We will also help colleges and universities expand support for student service. 4. Harnessing baby boomers’ experience. The Corporation will invest in programs that plan to capture the talents, skills, energy, and experience of baby boomers and older Americans to meet local and national needs. We plan to improve the capacity of nonprofits to attract and retain boomers via targeted training and technical assistance. (For more information on these strategic initiatives, please see the Corporation’s Strategic Plan www.nationalservice.gov/about/focus_areas/index.asp. Additional programs and program models that may receive special consideration in the selection process are described in the AmeriCorps regulation § 2522.450. You will note that mobilizing volunteers, youth in disadvantaged circumstances, working with educational institutions, and baby boomers are priorities in the regulation as well as our strategic initiatives. You are encouraged to integrate the priorities and initiatives into your program design, as they logically align with your organizational mission and objectives. Program requirements are located in the AmeriCorps regulations, 45 CFR §§ 2520 – 2550 (http://www.nationalservice.gov/pdf/45CFR_chapterXXV.pdf). Changes to these regulations can be found in the AmeriCorps rule published in July of 2005 (www.americorps.gov/about/ac/ rulemaking.asp). This Notice of Federal Funding Opportunity (Notice) should be read together with the regulations and the AmeriCorps application instructions for the program to which you are applying (www.americorps.gov/for_organizations/funding). Table 1: Program Requirements in the AmeriCorps Regulations Requirements and Selection Citation in the AmeriCorps Regulations Member Service Activities §§ 2520.20-2520.55 Prohibited Activities § 2520.65 Tutoring Programs §§ 2522.900-2522.950 Matching Funds §§ 2521.35-2521.90 Member Benefits §§ 2522.240-2522.250 Calculating Cost Per Member Service Year (MSY) § 2522.485 Performance Measures §§ 2522.500-2522.650 Evaluation §§ 2522.500-2522.540 and §§2522.700-2522.740 Selection Criteria and Selection Process §§ 2522.400-2522.485 If there is any inconsistency between the AmeriCorps regulations, this Notice, and the Application Instructions, the order of precedence is as follows: 1. AmeriCorps regulations 2. Notice 3. Application Instructions B. Authority These funds will be available under authority of the National and Community Service Act of 1990 (42 U.S.C. §§12571-12595). Application Instructions: For 2010 AmeriCorps*State NEW, RECOMPETING PROGRAMS The following application instructions contain the information that new and recompeting AmeriCorps applicants must provide in their application for the Delaware’s Governor’s Commission on Community and Volunteer Service for State Competitive and State Formula Commission sponsored programs. Overview of the Selection Process and Criteria The Delaware Governor’s Commission on Community and Volunteer Service (hereinafter “the Commission”) and the Corporation for National and Community Service (hereinafter “the Corporation” or “CNCS”) selects applications for funding using a multi-stage process that includes a review by panels of experts, Commission staff, and approval by the Commissioners of the Delaware Commission. The review by panels of experts includes a Peer Review panel, a Staff Review panel, and a Commissioner Review panel. Experts are from the community service sector. Reviewers may include educators, administrators, former national service participants, and/or specialists in the areas such as the environment, independent senior living, public safety, and education. Participants some of these panels are outside experts within and without Delaware, do not assume that they are familiar with every current or former AmeriCorps program in the State. Please provide sufficient information in your new and recompeting applications for reviewers who may be unfamiliar with your program and/or agency. The Commission’s and the Corporation’s grant selection process includes the following steps: 1. Determining whether your proposal complies with the application requirements, including deadlines and eligibility requirements. 2. Scoring your application against the basic selection criteria outlined in this AmeriCorps RFP application. We may conduct interviews to elicit more information concerning your application in person or through conference calls as needed on a case-by-case basis. Finalists will meet with the Commission Program Officer(s) on December 15, 2009 to negotiate selected proposals for eGrants submission. Formula Finalists may be asked to briefly meet with the Commissioners and the Commission Staff to present an overview of the proposed project and field questions in June 2010. In evaluating the application for funding, reviewers will determine the ability of proposed program in meeting application guidelines. Reviewers will also assess the community Need, which is included in the “Rationale and Approach” portion of the Program Design category. Reviewers will assess program design, organizational capability, and the project’s cost-effectiveness and budget adequacy. The weights assigned to each category and, if applicable, each sub-category, are listed in the chart below. Reviewers will measure your application narrative against these criteria, and weight them accordingly. Please the AmeriCorps regulations, 45 CFR §§2522.420-2522.448, for additional detail. Basic Selection Criteria: Categories, Sub-Categories and Respective Weights Category Percentage Sub-Categories and Weights Program Design 50% Rationale and Approach – 10% Member Outputs and Outcomes – 20% Community Outputs and Outcomes – 20% Organizational Capability 25% No sub-categories Cost-Effectiveness and Budget Adequacy 25% Cost-Effectiveness – 15% Budget Adequacy – 10% General Submission Information Your application consists of the following components. Please make sure to complete each one. I. Required Cover Sheets— Intent to Apply Form, DHSS RFP Certification Sheet, Current/Past State Contract Awards Form, WBE/MBE Self-Certification Form (optional), SF424 Facesheet II. Program Model, Design, Location and Focus III. Narrative IV. Service Categories V. Performance Measurements VI. Evaluation Summary and Plan VII. Additional Required Information VIII. Budget IX. Authorization, Assurances and Certifications X. Survey on Ensuring Equal Opportunity for Applicants (voluntary) Application Instructions The information in parentheses in the headings, below, corresponds to eGrants categories. EGrants is the Corporation’s electronic grants submission/Grants monitoring database. It is internet accessible. Finalists are expected to submit their proposal via eGrants. Commission staff will assist each finalist with the eGrants process. In eGrants, before beginning your application, you will need to (i) start a new grant application, (ii)select a program area – AmeriCorps, (iii)Select a NOFA – Commission State FY 2009, (iv)Select state – Delaware, (v)select the Delaware Prime Application ID – ACHDE001. I. Required Cover Sheets * Intent to Apply Form Complete this form and return to the Commission Office 10/27-11/6/2009. Also, use this form as your application Cover Sheet * DHSS RFP Certification Sheet Complete and submit. * Current/Past State Contract Awards Form If applicable, complete and submit * WBE/MBE Self-Certification Form (optional) Complete and submit. * SF424 Facesheet Complete Numbers: 5, 6, 7, 11a, 12, 14 May print, complete by hand, & submit for paper submission (data entered in the various sections of the eGrants application process will populate and generate this form) II. Program Model, Design, Location and Focus (Application Section) Please select from each section, I through IV, per the instructions in Appendix F. This section is important for Commission and Corporation data collection, aggregation and evaluation. III. Narrative (Narrative Section) In this section, precisely describe a well-designed program with a clear and compelling justification for the requested funds. * Lead from the strengths of your program design and be explicit. * Be clear, concise, and succinct. Reviewers should gain a precise understanding of the proposed program. * Use an outside, objective reader to critique your proposal. Your narrative should cover a three-year program period. You will be permitted to submit a Continuation Proposal for up to two years beyond the initial year of funding, contingent upon the continuation of the federal allocation and the grantee’s ability to meet performance measures. As you complete each section of the Narrative, you must stay within the character limits specified in the table below. Finalists will have to copy and paste their proposals into eGrants. Narrative Item Maximum Number of Characters (including spaces and punctuation) A. Program Design (50%) 1) Rationale and Approach (10%) 2) Member Outputs and Outcomes (20%) 3) Community Outputs and Outcomes (20%) 71,000 characters for Sections C, D, and E combined Important Note: In eGrants, enter text for C, D and E into the fields for Rationale and Approach, Member Outputs and Outcomes, Community Outputs and Outcomes, Organizational Capability, and Cost Effectiveness and Budget Adequacy. Each of these fields has a 32,000 character limit. This allows for some flexibility in how you split your narrative between these fields. You may not exceed 71,000 characters in total for Sections A, B and C combined. Also, note the Narratives Section includes a field for “Amendment Summary”. This is used for Continuation grants. Please enter N/A in this field B. Organizational Capability (25%) See note above C. Cost Effectiveness and Budget Adequacy (25%) 1) Cost Effectiveness (15%) 2) Budget Adequacy (10%) See note above A. PROGRAM DESIGN § 2522. 425 (71,000 characters max combined with B & C)(50%) The following sections include elements that will contribute to your successful response to the criteria as articulated in the AmeriCorps regulations. The ruled boxes below provide the selection criteria from the AmeriCorps regulations and are immediately followed by guidance in responding to the criteria. 1. Rationale and Approach (10%) (1) Whether your proposal describes and adequately documents a compelling need within the target community, including a description of how you identified the need; (2) Whether your proposal includes well-designed activities that address the compelling need, with ambitious performance measures, and a plan or system for continuous program self assessment and improvement; (3) Whether your proposal describes well-defined roles for participants that are aligned with the identified needs and that lead to measurable outputs and outcomes; and (4) The extent to which your proposed program or project: (i) Effectively involves the target community in planning and implementation; (ii) Builds on (without duplicating), or reflects collaboration with, other national and community service programs supported by the Corporation; and (iii) Is designed to be replicated. Compelling Community Need: • Describe the compelling community need that will be addressed within the target community. • Include a description of the identified need and how the need has been documented. • If the program will operate at multiple sites, demonstrate a compelling need in each community served. Description of Activities and Member Roles: • Provide a detailed description of the activities and how these activities will support the target community need. • Describe members’ roles in these activities and the relevance of the members in meeting need. • Explain the program structure, including where members will serve (for example, at the applicant organization or at local service sites). • Explain how the types of member slots requested (full-time, halftime, quarter-time, etc.) fit the program design; need and activities. • Describe the plan for member development, training, and supervision and how this plan will contribute to achieving desired outcomes. • Describe member compliance with rules on prohibited service activities, including how members will be informed of prohibited activities and monitored for compliance by program staff. (See 45 C.F.R. § 2520.65 for a list of prohibited service activities, as well as other member rules of conduct. Measurable Outputs and Outcomes: • Describe the measurable outputs and outcomes expected as a result of the program activities. • Describe the systems that will be used to track data. Note: In Section V, Performance Measures, you will develop your measurable outputs and outcomes in more detail. Two aligned sets of Performance measures are required (see Appendix I). Plan for Self-Assessment and Improvement: • Describe plans for tracking and evaluating progress toward meeting and achieving performance measures. • Provide plans for continuous program improvement (i.e. addressing strengths and challenges, resolving program weaknesses and member issues, including a data gathering/data dissemination plan). Community Involvement: • Describe the target community involvement in identifying community needs and involvement in the program planning process. Please be specific, describe the community involvement of community partners and stakeholders, extent of involvement in the process and any tangible outcome responsibilities (i.e. commitment of funding or goods/services). • Explain how this program will continue to engage its target community partners and stakeholders throughout a three year program period. Please attempt precision describing partner/stakeholder responsibilities. Relationship to other National and Community Service Programs: • Describe the extent to which the program builds on (without duplicating), or reflects collaboration with other national and community service programs supported by the Commission and/or the Corporation. Potential for Replication: • Describe the extent to which the program is design may be replicated and any strategies for replication. 2. Member Outputs and Outcomes (20%) (1) Includes effective and feasible plans for, or evidence of, recruiting, managing, and rewarding diverse members, including those from the target community, and demonstrating member satisfaction; (2) If you are a current grantee, has succeeded in meeting reasonable member enrollment and retention targets in prior grant periods, as determined by the Corporation; (3) Includes effective and feasible plans for, or evidence of, developing, training, and supervising members; (4) Demonstrates well-designed training or service activities that promote and sustain post-service, an ethic of service and civic responsibility, including structured opportunities for members to reflect on and learn from their service; and (5) If you are a current grantee, has met well-defined, performance measures regarding AmeriCorps members, including any applicable national performance measures, and including outputs and outcomes. Member Recruitment and Recognition: • Describe in detail plans for recruiting members. • Describe the criteria that will be used to select your members, including specific qualifications, characteristics, and/or backgrounds. • Describe strategy (ies) for a Corps that is diverse and that includes members from the target community (ies). • Explain any activity (ies) that will reward members for service. State the amount of the Living Allowance for fulltime members. • Explain member satisfaction evaluations and methods for utilizing member evaluations. • Describe member incentives, including opportunities for professional development, educational opportunity or benefit, promotion of esprit de corps, and recognition of member achievements. • Discuss member retention strategies and strategies to ensure each member completes the term of service. • Tutoring programs only: Describe a strategy for recruiting and selecting members that will comply with AmeriCorps requirements for member tutoring qualifications (see 45 C.F.R. §§2522.900-2522.930). Member Development, Training and Supervision: • Describe in detail member orientation plans to AmeriCorps, the target community, the service site, and to the service duties each member will perform. • Describe in detail member service site training and ongoing member training throughout the term of service. • Outline a training timeline. Identify curricula and materials. • Describe a member supervision plan that ensures members will receive adequate support and guidance throughout the term of service. • Tutoring programs only: Describe how your strategy for training members complies with AmeriCorps requirements for member tutor training (see 45 C.F.R. §§ 2522.940 –2522.950). Ethic of Service and Civic Responsibility: Describe member training and service-learning activities that include structured opportunities for reflection and learning from service in order to promote a lifelong ethic of service and civic responsibility. • Current grantees only: Enrollment If less than 100% of awarded slots were filled during the last full year of operation, provide an explanation and an enrollment improvement plan. • Current grantees only: Retention Retention rates may vary. If less than 100% of enrolled members during the last full year of operation completed their term(s) of service, provide an explanation and an enrollment improvement plan. 3. Community Outputs and Outcomes (20%) (1) Is successful in meeting targeted, compelling community needs, or if you are a current grantee, the extent to which your program has met its well-defined, community-based performance measures, including any applicable national performance measures, and including outputs and outcomes, in previous grant cycles, and is continually expanding and increasing its reach and impact in the community; (2) Has an impact in the community that is sustainable beyond the presence of Federal support (For example, if one of your projects is to revitalize a local park, you would meet this criterion by showing that after you have completed your revitalization project, the community will continue its upkeep on its own); (3) Generates and supports volunteers to expand the reach of your program in the community; and (4) Enhances capacity-building of other organizations and institutions important to the community, such as schools, homeland security organizations, neighborhood watch organizations, civic associations, and community organizations, including faith-based organizations. Sustainability: • Outline plans for ensuring that the impact of the program in the target community is sustainable beyond the presence of federal financial support. • For example, target community involvement may lead to community investment in the program’s continued operation; program diversification may lead to broad support by a range of stakeholders, or strategies for recruiting and supporting volunteers may sustain member initiated activities after the AmeriCorps member services ends. Volunteer Recruitment and Support • Describe how the program will use volunteers to expand its reach in the target community. • Include a description of recruitment, support, and recognition of volunteers. • Estimate the number of community volunteers that will be recruited and the number of hours of service these volunteers will generate. Also, discuss the status of the volunteers; episodic (committing to one-time or occasional events) or ongoing (committing to a regular, ongoing role in the program). If selected for funding, Progress Report will document volunteer recruitment and volunteer hours. • Describe the role that members will play in the volunteer recruitment and support. • Requesting a waiver of the requirement to recruit or support volunteers, see 45 C.F.R. § 2520.35. Explanation of this request shall be stated in the Program Narrative. The Commission must formally approve any request for a waiver of the volunteer requirement. Finalists will place an explanation of this request in the appropriate eGrants Waiver Request Justification field. Capacity Building: • Describe how the program will enhance the capacity of the grantee organization, its service sites, and other organizations and institutions important to the target community. • Explain members’ roles in your capacity-building activities. B. ORGANIZATIONAL CAPABILITY, § 2522.430 (71,000 characters max combined with A & C)(25%) (1) The extent to which your organization has a sound structure including: (i) The ability to provide sound programmatic and fiscal oversight; (ii) Well-defined roles for your board of directors, administrators, and staff; (iii) A well-designed plan or systems for organizational (as opposed to program) self-assessment and continuous improvement; and (iv) The ability to provide or secure effective technical assistance. (2) Whether your organization has a sound record of accomplishment as an organization, including the extent to which you: (i) Generate and support diverse volunteers who increase your organization’s capacity; (ii) Demonstrate leadership within the organization and the community served; and (iii) If you are an existing grantee, you have secured the matching resources as reflected in your prior grant awards; (3) The extent to which you are securing community support that recurs, expands in scope, or increases in amount, and is more diverse, as evidenced by— (i) Collaborations that increase the quality and reach of service and include well-defined roles for faith-based and other community organizations; (ii) Local financial and in-kind contributions; and (iii) Supporters who represent a wide range of community stakeholders. (b) In applying the criteria in paragraph (a) of this section to each proposal, the Corporation may take into account the following circumstances of individual organizations: (1) The age of your organization and its rate of growth; and (2) Whether your organization serves a resource-poor community, such as a rural or remote community, a community with a high poverty rate, or a community with a scarcity of philanthropic and corporate resources. Sound Organizational Structure Ability to Provide Sound Programmatic and Fiscal Oversight: • Provide a brief history of the organization. • Describe the organization’s experience in the proposed areas of activity and the organization’s experience operating and overseeing a program comparable to the one proposed in this application. Include specific examples of your prior accomplishments and outcomes. • Describe your capacity to manage a federal grant with specific match requirements, fiscal and other relevant systems required to successfully comply with an AmeriCorps grant. • Explain how receiving an AmeriCorps grant will add value to any existing service activities in the target community. • If you are proposing a multi-site program or statewide initiative model: • Explain how the program will support and oversee m multiple service sites. • Describe the process for selecting service sites and ensuring each site has adequate programmatic and financial resources. Include information about how your site selection process incorporates the criteria required by AmeriCorps Regulations. See 45 C.F.R. § 2522.475. • Describe current or previous programmatic and funding relationships with the sites, if relevant. • Describe plans for monitoring each site’s compliance with fiscal and programmatic regulations. • Discuss the coordination of common program elements or activities to ensure that the overall mission and vision for the AmeriCorps program is maintained at each site. Board of Directors, Administrators, and Staff: • Describe the organization’s management and staff structure and include information as to how the board of directors, agency administrators, and staff will support this program. • Identify the key program and fiscal positions responsible for proposed program. Describe the background and experience of key staff members, or your plans to recruit, select, train, and support additional staff if necessary. Delineate minimum job requirements for each position. Plan for Self-Assessment or Improvement: • Describe how the organization undertakes ongoing assessment and improvement of its systems, structure, staffing, and other capacities to ensure that it remains sound and well managed. Plan for Effective Technical Assistance: • Demonstrate the organization’s ability to provide or secure needed financial and programmatic technical assistance for the program, its staff and members, and its service sites. • Describe plans for providing financial training and programmatic orientation, supervisory training and technical assistance to the agency staff and service sites. • Explain identification and response to your program needs and, if applicable service sites’ ongoing training and technical assistance needs. Sound Record of Accomplishment as an Organization Volunteer Generation and Support: Describe how the organization recruits and supports a diverse group of volunteers to increase its organizational capacity (as distinguished from how volunteers are used to expand the reach of the program in the target community). Organizational and Community Leadership: • Provide examples of demonstrated leadership of the organization in the target community. (For example, describe awards received by the organization or staff, or, describe community participation by the organization in events or staff participation on task forces.) Current grantees only: Success in Securing Match Resources Describe successes and challenges in securing match resources for prior grant awards, including the current grant year. Success in Securing Community Support that Recurs, Expands in Scope, Increases in Amount, and is More Diverse Collaboration: • Describe any collaborations developed to increase the quality and reach of services the organization is able to provide. • Discuss the roles that community organizations, including faith-based organizations, play in these collaborations. Local Financial and In-kind Contributions: Discuss examples of how such contributions have continued over time, expanded in scope, increased in amount, or become more diverse. Wide Range of Community Stakeholders: • Describe the various types of community stakeholders in your organization. • Discuss examples of how non-financial support from the community stakeholders has continued over time, expanded in scope, increased in amount, or become more diverse. Special Circumstances: • In applying the organizational capability criteria to each proposal, reviewers may also take into account the following circumstances of individual organizations: • The age of your organization and its rate of growth; and • Whether your organization serves a resource-poor community, such as a rural or remote community, a community with a high poverty rate, or a community with a scarcity of philanthropic and corporate resources. • If you feel that any of these circumstances have an impact on your organizational capability that has not already been discussed, please describe it. Complete and Include the “Is My Organization Ready” Tool (Appendix G). COST EFFECTIVENESS AND BUDGET ADEQUACY §2522.435(71,000 characters max combined with A & B)(25%) Cost Effectiveness (15%) (1) Whether your program is cost-effective based on: (i) Your program’s proposed Corporation cost per MSY, as defined in §2522.485; and (ii) Other indicators of cost-effectiveness, such as: (A) The extent to which your program demonstrates diverse non-Federal resources for program implementation and sustainability; (B) If you are a current grantee, the extent to which you are increasing your share of costs to meet or exceed program goals; or (C) If you are a current grantee, the extent to which you are proposing deeper impact or broader reach without a commensurate increase in Federal costs; and (2) Whether your budget is adequate to support your program design. (b) In applying the cost-effectiveness criteria in paragraph (a) of this section, the Corporation will take into account the following circumstances of individual programs: (1) Program age, or the extent to which your program brings on new sites; (2) Whether your program or project is located in a resource-poor community, such as a rural or remote community, a community with a high poverty rate, or a community with a scarcity of corporate or philanthropic resources; (3) Whether your program or project is located in a high-cost, economically distressed community, measured by applying appropriate Federal and State data; and (4) Whether the reasonable and necessary costs of your program or project are higher because they are associated with engaging or serving difficult-to-reach populations, or achieving greater program impact as evidenced through performance measures and program evaluation. Corporation Cost per Member Service Year (MSY): • Corporation cost per MSY is determined by dividing the Corporation’s share of budgeted grant costs by the number of member service years you are requesting in your grant. • One MSY is equivalent to 1700 service hours. It does not include child care or the cost of the education award a member may earn through serving with your program. • The Corporation cost per MSY is automatically calculated when a budget is submitted in eGrants. Diverse Non-Federal Support: • Demonstrate how the program has or will obtain diverse non-federal resources for program implementation and sustainability. • Include a discussion of the non-Corporation resource commitments (in-kind and cash) that have been obtained, the additional commitments planned. In the budget, you must list the sources of your match funds. Current grantees only: Decreased Reliance on Federal Support Describe the extent to which share of costs are increasing to meet or exceed program goals, or the extent to which the program deepens its impact or broadens its reach without a commensurate increase in federal costs. Budget Adequacy (10%) Discuss the adequacy of the budget to support your Program Design, including sufficiency to support program activities and direct correlation to performance measurement outputs and outcomes. IV. Evaluation and Summary Plan If you are an existing grantee recompeting for AmeriCorps funds for the first time since the AmeriCorps rule took effect (July, 2005), you must submit a summary of your evaluation efforts or plan to date, or a copy of any evaluation that has been completed, as part of your application for funding. Submit your summary or plan in the Evaluation Summary or Plan Narrative Field in eGrants. If you have a completed evaluation report when recompeting for the first time, submit your report according to the instructions in Section VII., below. If you again compete for AmeriCorps funding after a second three-year grant cycle, you are required to submit your completed evaluation report with your application for funding, according to the instructions in Section VII., below. V. Amendment Justification (eGrants applicable) Enter N/A VI. Performance Measures The Delaware Commission requires two (2) sets of aligned performance measures. Service Categories (Performance Measures Section) Please select the three service categories that best represent your most significant areas of program activity. See Appendix H. It is recommended that before completing Section VI, Performance Measures, applicants review 45 C.F.R. §§ 2522.500 –2522.650. The worksheet in Appendix I is provided as a tool to assist in the development of performance measures needed. For example, to create one set of aligned performance measures you would complete three worksheets—one for an output, one for an intermediate outcome and one for an end outcome. In eGrants, you will align the measures by entering three different Result Types and Result Statements for one Performance Measurement Title. The three Result Types are Output, Intermediate Outcome, and End Outcome. In order to align a set of performance measures in eGrants: • First select Add Performance Measure in eGrants. • Enter the Title, the Measure Category, and the Service Category from the pull down menus. • Enter Needs and Activities, and Result Type. • For the Output Result Type, enter a Result Statement, Indicators, Targets, Number or Percentage, Instruments, and Performance Measure Statement. • Then, Add New Result for the Intermediate Outcome, and fill out the pertinent fields. • Do not ‘Add New Performance Measure’ in order to add an Intermediate or End Outcome for your aligned measure. • Finally, Add New Result for the End Outcome. • Once you have aligned one set of measures, i.e., completed three Result Types for one Performance Measurement Title, you may continue to Add New Performance Measures as appropriate for your program design. When completing the performance measures fields in eGrants, you must enter text into every text field. Enter N/A if any field is Not Applicable. You may also find the Performance Measurement Toolkit, on the Corporation’s web site useful in developing your performance measures (http://nationalserviceresources.org/resources/online_pubs/americorps/pmtoolkit.php). VII. Documents (Additional Required Information) A. Evaluation Submit as described below in Letter C. Please review 45 CFR §§ 2522.500–2522.540, and §§ 2522.700– 2522.740, and the section on Evaluation above. B. Labor Union Concurrence If you have employees represented by a local labor organization who are engaged in the same or substantially similar work as that which will be carried out by AmeriCorps members, the applicant must submit the written concurrence of the local labor organization with its application. This requirement applies to any applicant for assistance or approved national service positions to the Corporation, to a state commission, or to a Corporation grantee or sub-grantee. C. Submission Instructions for Additional Documentation Send hard copy information to the Delaware Commission with your application, and then immediately following your eGrants entry (in eGrants-change the status of the evaluation “Not Sent” to the applicable status - -Sent, Not Applicable, or Already on File at CNCS, submit your hardcopy documents to Corporation for National and Community Service, Box ACHDE001, 1201 New York Avenue NW, Washington, DC 20525. Please use a courier service to send hard copy as U.S. Postal Service to government agencies often are delayed and sometimes damaged due to security measures. Attach a hard copy of the program’s SF424 face-sheet to each document so that we know which application corresponds to each document. If you prefer, you may submit evaluations electronically to acapplications@cns.gov. This information must be received at the Corporation by 5 p.m. ES/DST on the January 6, 2009. VII. Budget (Budget Section) Before you complete Section VII, Budget, please review 45 C.F.R. §§ 2521.35 – 2521.90, for match requirements. * Equipment costs must not exceed 10% of the total Corporation share. (OMB defines equipment as $5,000 or greater) * Administrative costs must not exceed 5% of the total Corporation funds requested. * Your budget must meet certain minimum match requirements for operating and member support costs: Sections I & III: You must match with cash or in-kind contributions at least 33% of the project’s total Operating (Section I) plus Administrative (Section III) costs. The acceptable sources of matching funds are federal, state, local, private sector, and/or other funds in accordance with applicable AmeriCorps requirements. Section II: You must match at least 15% of all member costs (Section II) with nonfederal cash. The matching sources may be state, local, private sector, or other nonfederal funds in accordance with applicable AmeriCorps requirements. Other federal funds are not an acceptable source of the required 15% cash match for member costs, except for health care. * In Sections I, II, and III of the budget, you should clearly and specifically identify the source and total dollar amount of cash match from private, state and local and federal funds, and the source and total amounts of in-kind support. All acronyms should be defined the first time they are used to reference non-Corporation programs and sources. * In addition to the limits on the Corporation and federal shares of funding for each budget section, grantees are required to meet an overall matching rate that increases over time. These matching requirements may be waived in limited circumstances. See 45 CFR §§ 2521.35–2521.90, for the regulatory match and waiver requirements. PREPARING THE BUDGET The proposed budget should be sufficient to allow the program to perform the tasks described in the Narrative. Information provided in this section is considered as part of the Cost-Effectiveness and Budget Adequacy component of the selection criteria. Follow the instructions in Appendix G to prepare a detailed budget. It is recommended that this budget is prepared in the same order as the Budget Worksheet in Appendix H (eGrants will create the budget and the budget narrative automatically from the detailed budget information as entered). Review Budget Instructions Appendix J. Budget Preparation: • All the amounts requested must be defined for a particular purpose. Do not include “miscellaneous,” “contingency” or other undefined budget amounts. • Do not include unallowable costs. • Do not include fractional amounts (cents). • Refer to the NOFA or NOFO and AmeriCorps regulations at www.americorps.gov/for_organizations/funding/nofa and www.americorps.gov/rulemaking Please refer to the relevant OMB Circulars on allowable costs for further guidance. The OMB circulars are online at www.whitehouse.gov/OMB/circulars. • A-21 - Cost Principles for Educational Institutions • A-87 - Cost Principles for State, Local, and Indian Tribal Governments • A-122 - Cost Principles for Non Profit Organizations IX. Authorization, Assurances, and Certifications (Authorize and Submit Section) Read the authorization, assurances, and certifications carefully. Complete each section of the Assurances and Certifications. See Appendix B, 424 Facesheet, # 17 and Appendix M. Remember to proofread the application. X. Survey on Ensuring Equal Opportunity for Applicants (voluntary, and only for finalists applying through eGrants) Appendix N. The Corporation and other federal agencies are collaborating with the White House Office of Faith-Based and Community Initiatives (FBCI) to conduct a survey of organizations that apply for federal funding. The purpose of this voluntary information collection is to compile statistics on the types of organizations that apply to the Corporation for funds, such as number of employees, budget size, and self-identification as a faith-based/religious organization or a nonreligious community-based organization. This form is for applicants that are nonprofit private organizations (not including private universities). All information from the attached survey will be confidential and the responses will be aggregated in-house for a summary report. Information provided on your form will not be released and will not be considered in any way in making funding decisions. There are two ways to complete the survey: (1) while preparing your application; and (2) after submitting your application. 1) To complete the survey while preparing your application, go to the eGrants Main Menu, click on Enter Survey on Ensuring Equal Opportunity, provide the requested information and submit. 2) If you submit your grant application without completing the survey, a pop-up box will appear and ask you if you would like to complete the survey. You may select Yes, No, or Remind Me Later. If you select “Remind Me Later,” you will be asked to fill in the survey next time you attempt to submit an application to the Corporation for National and Community Service GENERAL SUBMISSION GUIDELINES for DHSS APPLICANTS Proposals Become State Property All proposals become the property of the State of Delaware and will not be returned to the bidder. The State will not divulge the specific content of any proposal to the extent that the bidder identities would be disclosed. The content is privileged and confidential. Non-Interference Clause The awarding of this contract and all aspects of the awarded bidders contractual obligations, projects, literature, books, manuals, and any other relevant materials and work will automatically become property of the State of Delaware. The awarded bidder will not in any manner interfere or retain any information in relationship to the contractual obligations of said contract, at the time of the award or in the future tense. Acceptance of Bids DHSS reserves the right to accept or reject any or all proposals or any specific aspects of a proposal received in response to the concept planning document. Investigation of Bidding Contractor’s Qualifications DHSS may make such investigation as it deems necessary to determine the ability of the bidder to furnish the required services, and the bidder shall furnish such data as DHSS may request for this purpose. Request for Proposal and Final Contract The contents of the Request for Proposal will be incorporated into the final contract(s) and will become binding upon the successful bidder(s). If the bidder is unwilling to comply with any of the requirements, terms and conditions of the Request for Proposal, objections must be clearly stated in the proposal. Objections will be considered and may be subject to negotiation at the discretion of the State. Proposal and Final Contract The content of each proposal will be considered binding on the bidder and subject to subsequent contract confirmation if selected. The contents of the successful proposal will be included by reference in the resulting contract. All prices, terms and conditions contained in the proposal shall remain fixed and valid for 150 days after the proposal due date. Amendments to Proposals Amendments to proposals will not be accepted after the submission deadline for proposals has passed. The State reserves the right at any time to request clarification and/or further technical information from any or all bidders submitting proposals. Cost of Proposal Preparation All costs of proposal preparation will be borne by the bidder agency. Proposed Timetable The Department’s proposed schedule for reviewing proposals is indicated below. The Department, in all cases, will determine the ultimate timing of events related to this procurement. 2009 AmeriCorps*State RFP Timeline 10/6-10/7/09 Information meetings in Kent & New Castle Counties, 9:30-11:30a.m. Bid announcements posted at http://www.dhss.delaware.gov/dhss/rfp/dhssrfp.htm 10/27/09 Mandatory pre-bid meeting at Wilmington University, Dover Campus, 3282 North DuPont Highway, Dover, DE 19901, 9:30a.m.-11:30a.m. 11/23/09 Grant applications due in Procurement Office 12/8-12/09 Review applications by reviewer teams 12/15/09 Program Officer meets with Finalists to negotiate application and discuss bidders’ submission via eGrants for potential AmeriCorps funding. 1/13/10 Deadline for finalists to submit application to eGrants 1/6/10 Commission submits applications to CNCS. This review & selection process is a CNCS function. ~5/23/10 CNCS announces Competitive funding decision for PY10/11 ~6/27/10 Commission votes on Formula funding applications for PY10/11. Announcements made to all Competitive & Formula Grantees. The following guidelines shall be used in the preparation and submittal of bids in response to the Request for Proposals, and in the evaluation thereof and awarding of contracts pursuant to this procurement. Prospective bidders may submit written questions concerning this RFP to the program officer. Bidders are cautioned not contact State agency employees regarding this procurement after the RFP is released. 1. Mandatory Pre-bid Meeting A mandatory pre-bid meeting will be held at the place and time indicated in the cover. Written submission of questions regarding the RFP is encouraged. All questions posed during the meeting will be transcribed and posted with answers to the website listed. Please advise the State agency at least five (5) business days before the conference of any special accommodations needed for persons with disabilities who will be attending. 2. RFP amendments. If additional information, clarifications or amendments to this RFP become necessary, the State agency shall amend this RFP and provide all information to every bidder attending the pre- bid meeting. The State agency reserves the right to amend the RFP at any time prior to the deadline for submission of proposals and to terminate this procurement at any time. Depending on the nature and extent of the amendment(s), and at the sole discretion of the State agency, bidders may be allowed an additional opportunity to submit questions to the State agency regarding the amendment(s). 3. Guidelines for submission. Proposals must be submitted exactly as described in this RFP packet to be considered. The proposal must respond to all requirements in this part of the RFP. Any other relevant information that is not applicable to the proposal categories as described, should be provided as an appendix to the proposal itself. If publications are supplied by an organization to respond to a requirement, the response should include reference to the document number and page number. Proposals not providing this reference shall be considered to have no additional reference material. 4. Signatures. The bidder must sign, date and return the RFP cover page or, if applicable, the cover page of the last amendment thereto in order to constitute acceptance by the bidder of all RFP terms and conditions. Proposals must be complete, signed, sealed, and returned to the Procuring Agency as indicated on the cover page of the RFP by the receipt date and time specified in the cover page in order to be considered 5. Copies The bidder must include two (2) original proposals and three (3) complete copies of each volume of the proposal. State Agency Responsibilities Pursuant to the administration of this contract, the State agency shall: 1. General responsibilities. The State agency shall assume the following responsibilities with regard to this contract: Notify the contractor in a timely manner of all pertinent changes in CNCS policy, procedures or operational systems that affect or depend upon contractor operations or activities. Provide to the contractor, in a timely manner, any information regarding State or federal regulations, policies or statues, or changes thereof that are relevant to the contractor's performance. Review and approve or indicate necessary changes in all programmatic and fiscal reports and requests within fifteen (15) business days of receipt of said material. Provide to the contractor any other information that the State deems relevant in order for the contractor to fulfill the duties required by this RFP. 2. Contract administration. The State agency shall: Designate a Program Officer to represent the State on all matters pertaining to the contract. As part of general contract administration, the Program Officer or other designated entity will: (i) Regularly monitor contractor compliance with contract provisions, monitor progress towards improvement goals, meet with contractor staff regularly and on an as-needed basis to respond to contractor inquiries and to resolve problems associated with the implementation and operation of the AmeriCorps*State program. (ii) Approve in writing all deliverables due under this contract, all corrective action plans submitted by the contractor, and all invoices for payment to the contractor. (iii) Conduct or oversee periodic audits of contractor operations under this contract. (iv) Reimburse the contractor on a monthly basis in accordance with federal and state procedures, upon receipt of a properly completed payment voucher. Funding disclaimer clause The Department of Health and Social Services reserves the right to reject or accept any bid or portion thereof, as may be necessary to meet the Department's funding limitations and processing constraints. The Department reserves the right to terminate any contractual agreement without prior notice in the event the State determines that state or federal funds are no longer available to continue the contract. Reserved Rights Notwithstanding anything to the contrary, the Department reserves the right to: * Reject any and all proposals received in response to this concept planning document. * Select a proposal other than the one with the lowest cost. * Waive or modify any information, irregularities, or inconsistencies in proposals received; * Negotiate as to any aspect of the proposal with any bidder and negotiate with more than one bidder at the same time; * If negotiations fail to result in an agreement within two (2) weeks, the Division of Social Services may terminate negotiations and select the next most responsive and responsible bidder, re-advertise, prepare and release a new concept planning document, or take such other action as the Department may deem appropriate. Contract Termination Conditions The Department may terminate the contract(s) resulting from this request at any time that the contractor fails to carry out the provisions of the proposal or make substantial progress under the terms specified in this request and the resulting proposal. The Department shall provide the contractor with thirty (30) days written notice of conditions endangering performance. If, after such notice, the contractor fails to remedy the conditions contained in the notice, the Department shall issue the contractor an order to stop work immediately and deliver all work in progress to the State. The Department shall be obligated only for those services rendered and accepted prior to the date of notice of termination. Upon receipt of not less than thirty (30) days written notice, the contractor may be terminated on a date prior to the end of the contract period without penalty to either party. The contract may be terminated in whole or part: a. By the Department upon five (5) calendar days’ written notice for cause or documented unsatisfactory performance. b. By either party without cause upon thirty (30) calendar days’ written notice to the other party, unless a longer period is specified. Confidentiality and Debriefing The Procurement Administrator shall examine the proposal to determine the validity of any written requests for nondisclosure of trade secrets and other proprietary data identified in conjunction with the Attorney General’s Office. After award of the contract, all responses, documents, and materials submitted by the bidder pertaining to this RFP will be considered public information and will be made available for inspection, unless otherwise determined by the Director of Purchasing, under the laws of the State of Delaware. All data, documentation, and innovations developed as a result of these contractual services shall become the property of the State of Delaware. Based upon the public nature of these Professional Services (RFP) Proposals a bidder must inform the state in writing, of the exact materials in the offer which CANNOT be made a part of the public record in accordance with Delaware’s Freedom of Information Act, Title 29, Chapter 100 of the Delaware Code. If a bidder wishes to request a debriefing, he must submit a formal letter to the Procurement Administrator, Herman M. Holloway Campus, Delaware Health and Social Services Main Building, 2nd Floor, 1901 N. DuPont Highway, New Castle, Delaware 19720 within 10 days after receipt of Notice of Award. The letter must specify reasons for the request. Method of Payment Services will be compensated as a reimbursement for documented allowable expenditures per state and federal guidelines. Invoice packets are submitted monthly as outlined in the State Contract. APPENDICES A through P Intent to Apply Form Appendix A Return to Commission office between 10/27/09 thru 11/2/2009 and include as page one of your proposal Delaware Governor’s Commission on Community & Volunteer Service 2010 AmeriCorps*State Competitive & Formula Application Applicant Information, mandatory Legal Name: DUNS Number: Address (provide street address, city, state, & zip code): Employer Identification Number (EIN): Name & Contact Information for Program Director or other person to be contacted on matters involving this application: Name: Telephone Number: Fax Number: Internet E-Mail Address: @ Proposed Project Start Date: 10/01/10 End Date: 09/30/11 Number of MSYs Requested (minimum of 10): Estimated Funding: FEDERAL: $ APPLICANT: $ Total Project Cost: $ Total Cost per MSY: $ may not exceed $12,600 per MSY Service Category (circle one): Education Environment Public Safety Other Human Need (specify) Please provide a brief summary of the proposed project: Printed Name of Authorized Representative: Signature of Authorized Representative: Title of Authorized Representative: Telephone Number: Date: Appendix B DELAWARE HEALTH AND SOCIAL SERVICES REQUEST FOR PROPOSAL CERTIFICATION SHEET As the official representative for the proposer, I certify on behalf of the agency that: a. They are a regular dealer in the services being procured. b. They have the ability to fulfill all requirements specified for development within this RFP. c. They have independently determined their prices. d. They are accurately representing their type of business and affiliations. e. They will secure a Delaware Business License. f. They have acknowledged that no contingency fees have been paid to obtain award of this contract. g. The Prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other contractor or with any competitor. h. Unless otherwise required by Law, the prices which have been quoted in this offer have not been knowingly disclosed by the contractor and prior to the award in the case of a negotiated procurement, directly or indirectly to any other contractor or to any competitor, i. No attempt has been made or will be made by the contractor to induce any other persons or firm to submit or not to submit an offer for the purpose of restricting competition. j. They have not employed or retained any company or person (other than a full-time bona fide employee working solely for the contractor) to solicit or secure this contract, and they have not paid or agreed to pay any company or person (other than a full-time bona fide employee working solely for the contractor) any fee, commission percentage or brokerage fee contingent upon or resulting from the award of this contract. k. They (check one) operate ___an individual; _____a Partnership ____a non-profit (501 C-3) organization; _____a not-for-profit organization; or _____for profit corporation, incorporated under the laws of the State of Del____________________. l. They (check one): _______are; ______are not owned or controlled by a parent company. If owned or controlled by a parent company, enter name and address of parent company: __________________________________________ __________________________________________ __________________________________________ __________________________________________ Violations and Penalties: Each contract entered into by an agency for professional services shall contain a prohibition against contingency fees as follows: 1. The firm offering professional services swears that it has not employed or retained any company or person working primarily for the firm offering professional services, to solicit or secure this agreement by improperly influencing the agency or any of its employees in the professional service procurement process. 2. The firm offering the professional services has not paid or agreed to pay any person, company, corporation, individual or firm other than a bona fide employee working primarily for the firm offering professional services, any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from the award or making of this agreement; and 3. For the violation of this provision, the agency shall have the right to terminate the agreement without liability and at its discretion, to deduct from the contract price, or otherwise recover the full amount of such fee, commission, percentage, gift or consideration. The following conditions are understood and agreed to: a. No charges, other than those specified in the cost proposal, are to be levied upon the State as a result of a contract. b. The State will have exclusive ownership of all products of this contract unless mutually agreed to in writing at the time a binding contract is executed. Date Signature & Title of Official Representative _____ Type Name of Official Representative Statement of Compliance Form Appendix C Delaware Health And Social Services DIVISION OF MANAGEMENT SERVICES PROCUREMENT COMPLIANCE FORM As the official representative for the contractor, I Certify that on behalf of the agency that _________________________ (Company name) will comply with all Federal and State of Delaware laws, rules, and regulations, pertaining to equal employment opportunity and affirmative action laws. In addition, compliance will be assured in regard to Federal and State of Delaware laws and Regulations relating to confidentiality and individual and family privacy in the collection and reporting of data. Authorized Signature: _____________________________________________ Title: ___________________________________________________________ Date: ___________________________________________________________ Current/Past State Contract Awards Form Appendix D Notification to Bidders "Bidder shall list all contracts awarded to it or its predecessor firm(s) by the State of Delaware; during the last three years. This list will include State Department, Division, Contact Person (with address/phone number), period of performance and amount. The Evaluation/Selection Review Committee will consider these additional references and may contact each of these sources. Information regarding bidder performance gathered from these sources may be included in the Committee's deliberations and factored in the final scoring of the bid. Failure to list any contract as required by this paragraph may be grounds for immediate rejection of the bid." Department Division Contact – name, number, address Contract start/end Award Amount Appendix E OFFICE OF MINORITY AND WOMEN BUSINESS ENTERPRISE SELF- CERTIFICATION TRACKING FORM IF YOUR FIRM WISHES TO BE CONSIDERED FOR ONE OF THE CLASSIFICATIONS LISTED BELOW, THIS PAGE MUST BE SIGNED, NOTARIZED AND RETURNED WITH YOUR PROPOSAL. COMPANY NAME_____________________________________________________ NAME OF AUTHORIZED REPRESENTATIVE (Please print) ______________________________________________________________________ SIGNATURE___________________________________________________________ COMPANY ADDRESS___________________________________________________ TELEPHONE #_________________________________________________________ FAX #_________________________________________________________________ EMAIL ADDRESS_______________________________________________________ FEDERAL EI# __________________________________________________________ STATE OF DE BUSINESS LIC#____________________________________________ Note: Signature of the authorized representative must be of an individual who legally may enter his/her organization into a formal contract with the State of Delaware, Delaware Health and Social Services. Organization Classifications (Please circle) Women Business Enterprise (WBE) Yes/No Minority Business Enterprise (MBE) Yes/No Please check one---Corporation ______ Partnership_______Individual _______ ________________________________________________________________________ For appropriate certification (WBE), (MBE) please apply to Office of Minority and Women Business Enterprise Phone # (302) 739- 4206 L. Jay Burks, Executive Director Fax# (302) 677-7086 Certification #____________ Certifying Agency____________ http://www.omwbe.delaware.gov SWORN TO AND SUBSCRIBED BEFORE ME THIS ______________DAY OF ___________20________ NOTARY PUBLIC_________________________MY COMMISION EXPIRES ____________________ CITY OF ___________________________COUNTY OF _________________STATE OF__________________ Definitions The following definitions are from the State Office of Minority and Women Business Enterprise. Women Owned Business Enterprise (WBE): At least 51% is owned by women, or in the case of a publicly owned enterprise, a business enterprise in which at least 51% of the voting stock is owned by women; or any business enterprise that is approved or certified as such for purposes of participation in contracts subject to women-owned business enterprise requirements involving federal programs and federal funds. Minority Business Enterprise (MBE): At least 51% is owned by minority group members; or in the case of a publicly owned enterprise, a business enterprise in which at least 51% of the voting stock is owned by minority group members; or any business enterprise that is approved or certified as such for purposes of participation in contracts subjects to minority business enterprises requirements involving federal programs and federal funds. Corporation: An artificial legal entity treated as an individual, having rights and liabilities distinct from those of the persons of its members, and vested with the capacity to transact business, within the limits of the powers granted by law to the entity. Partnership: An agreement under which two or more persons agree to carry on a business, sharing in the profit or losses, but each liable for losses to the extent of his or her personal assets. Individual: Self-explanatory For certification in one of above, the bidder must contract: L. Jay Burks Office of Minority and Women Business Enterprise (302) 739-4206 Fax (302) 739-1965 SF 424 Facesheet Instructions Appendix F Complete Numbers: 5, 6, 7, 11a, 12, 14 May print, complete by hand, & submit for paper submission Item # 1. Filled in for your convenience. 2. Self-explanatory. 3. 3. a. and 3. b. are for state use only (if applicable). 4. Item 4. a: Leave blank. Item 4. b: If you are a recipient in year 2 or 3 of an already-awarded grant, enter the grant number, otherwise, leave blank. 5. Enter the following information: a. The complete name of the organization that will be legally responsible for the grant, not the name of the organizational unit within the legally responsible organization. (For example, indicate “National University” instead of “Liberal Arts Department.”) b. The name of the primary organizational unit that will undertake the assistance activity, if different from 5. a. c. Your organization’s DUNS number (received from Dun and Bradstreet). d. Your organization’s complete address with the 5 digit ZIP code. The four-digit extension is optional. e. The name and contact information of the project director or other person to contact on matters related to this application. 6. Enter your Employer Identification Number (EIN) as assigned by the Internal Revenue Service. 7. Item 7. a.: Enter the appropriate letter in the box. Item 7. b.: Please enter the characteristic(s) that best describe your organization. K-12 Education Non-Profit Organizations 1 School (K-12) 11 Community-Based Organization 2 Local Education Agency 3 State Education Agency Higher Education 4 Vocational/Technical College 5 Community College 6 2-year College 7 4-year College 8 Hispanic Serving College or University 20 Local Affiliate of National Organization 9 Historically Black College or University 21 Tribal Organization (Non-government) 10 Tribally Controlled College or University Non-Profit Organizations 11 Community-Based Organization 12 Faith-Based Organization 13 Chamber of Commerce/Business Association 14 Community Action Agency/Program 15 Service/Civic Organization 16 Volunteer Management Organization 17 Self-Incorporated Senior Corps Project 18 Statewide Association 19 National Non-Profit (Multistate) 20 Local Affiliate of National Organization 21 Tribal Organization (Non-government) 22 Other Native American Organization Government 23 Local Government-Municipal 24 Health Department 25 Law Enforcement Agency 26 Governor’s Office 27 State Commission/Alternative Administrative Entity 28 Other State Government 29 Tribal Government Entity 30 Area Agency on Aging 31 U.S. Territory 8. Check the appropriate box for type of application and enter the appropriate letter(s) in the lower boxes: a. Check “New” if your organization has never held an AmeriCorps State and Territory Competitive program grant before. b. Check “New Application/Previous Grantee” if your organization has held an AmeriCorps State and Territory Competitive program grant in the past and the application is for a new grant. c. Check “Continuation” if you are a grantee applying for an additional year of funding within an existing multi- year grant project period. AmeriCorps State and Territory program grants are typically awarded for three year periods. d. Check “Amendment” if you are a grantee proposing any measurable change in an existing grant award; e.g., a budget amendment, extension, changes in the program scope or goals, etc. If you are proposing an amendment to your grant, check the type of revision you are submitting. a. Select “Augmentation” if you are an AmeriCorps State and Territory Competitive grantee submitting a revised budget to incorporate a Corporation-authorized increase. b. Select “Budget Revision” to make a change in the grant budget, including slots. c. Select “No-cost Extension” to request an extension of the grant period, then enter the extension date requested in the blank following the checkbox. No-cost extensions can be requested only in the third year of the 3-year grant cycle and must be requested before the project period ends. d. Select “Other,” as applicable, and specify in the blank provided. 9. Filled in for your convenience. 10. Use the following list of CFDA (Catalog of Federal Domestic Assistance) numbers for the applicable program listing, or other source if so instructed in the Notice: 94.006 AmeriCorps State and National. 11. Enter the project title. a. When applying for a Continuation or Amendment, please use the same title as used for their existing grant program. When applying as a “New Applicant/Previous Grantee” if the application is for re-funding of a previous grant program, use the same title as was used in the prior grant program if appropriate (i.e., if the program is unchanged). b. Enter the name of the Corporation’s program initiative, if any, as provided in the instructions corresponding to the Notice for which you are applying; otherwise, leave blank. 12. List only the largest political entities affected (e.g., counties, and cities). 13. (See item 8) New application or new application/previous grantee: Enter the dates for the proposed project period. Continuation or Amendment application: Enter the dates of the approved project period. 14. Check the appropriate box to indicate the grant year for which funding is being requested. Enter the amount requested or to be contributed during this budget period on the appropriate line, as shown below. Include the value of in-kind contributions in these amounts, as applicable. For revisions (See item 8), if the action will result in a dollar change to an existing award, include only the amount of the change. For decreases, enclose the amounts in parentheses. a. Federal The total amount of federal funds being requested in the budget. b. Applicant The total amount of the applicant share as entered in the budget. c. State The amount of the applicant share that is coming from state sources. d. Local The amount of the applicant share that is coming from local governmental sources (e.g., city, county, and other local government sources). e. Other The amount of the applicant share that is coming from non-governmental sources. f. Program Income The amount of the applicant share that is coming from income generated by programmatic activities (i.e., use of the additive option where program income is used to increase the size of the program). g. Total The applicant's estimate of the total funding amount for the agreement. 15. Indicate if this application is subject to review by the State Executive Order 12372 Process by checking the box. Executive Order 12372, Intergovernmental Review of Federal Programs, was issued with the desire to foster the intergovernmental partnership and strengthen federalism by relying on state and local processes for the coordination and review of proposed federal financial assistance and direct federal development. The Order allows each state to designate an entity to perform this function. A list of these Single Point of Contact entities can be found at: www.whitehouse.gov/omb/grants/spoc.html Contact the Single Point of Contact to determine whether your application is subject to the state intergovernmental review process. a. If Yes, indicate the date a copy of your application was submitted to the state for review under the Executive Order 12372 Process. b. If No, check the appropriate box. 16. Check the appropriate box. This question applies to the applicant organization, not the person who signs as the authorized representative. Categories of debt include delinquent audit allowances, loans, and taxes. If yes, attach an explanation. 17. The person who signs this form must be the applicant’s authorized representative. A copy of the governing body’s authorization for this official representative to sign must be on file in the applicant’s office. Note: Falsification or concealment of a material fact, or submission of false, fictitious or fraudulent statements or representations to any department or agency of the United States Government may result in a fine of not more than $10,000 or imprisonment for not more than five (5) years, or both (18 U.S. Code Section 1001). Project Model & Design APPENDIX G May print, complete by hand, & submit for paper submission Is My Organization Ready Tool Appendix H May print, complete by hand, & submit for paper submission Is My Organization Ready? An assessment tool for potential AmeriCorps* State applicants This assessment tool is designed to help potential applicant assess their organizational readiness to administer and support a high quality AmeriCorps* State program. This tool asks the reader to score the organization/legal applicant on elements necessary to run a high quality program, by selecting the answer that best describes the organization’s current status or performance. Each “YES” answer is worth one point. Organization Mission 1. Do you have a written mission statement (if no, skip to question 5) ? Yes ? No ? Unsure 2. Does your mission statement provide a clear expression of your organization’s reason for existence? ? Yes ? No ? Unsure 3. Is the mission understood by ALL stakeholders within the organization? ? Yes ? No ? Unsure 4. Is the mission frequently referred to (e.g. in meetings, in annual planning?) ? Yes ? No ? Unsure Strategic Planning and Operations 5. Does the organization have a clear and coherent written plan (i.e. 3-10 year strategic plan)? (if no, skip to question #11) ? Yes ? No ? Unsure 6. Does the strategic plan have well defined goals and action steps with timeframes? AND Are the goals measurable? ? Yes ? No ? Unsure 7. Is the strategic plan linked to the overall mission, vision and overarching goals of the organization? ? Yes ? No ? Unsure 8. Is the strategic plan broadly known by the staff and board/ ? Yes ? No ? Unsure 9. Has the strategic plan been supported with a realistic and detailed annual plan that outlines the specific work to be accomplished? ? Yes ? No ? Unsure 10. Is this annual plan consistently used at all levels of the organization to direct operations? ? Yes ? No ? Unsure Needs Assessment, Program Design and Implementation 11. Does your organization conduct frequent assessments of the community needs? ? Yes ? No ? Unsure 12. Does your organization analyze the results of needs assessments and implement changes? ? Yes ? No ? Unsure 13. Does the organization have the ability to grow and/or create new and innovative programs to meet the needs of service recipients? ? Yes ? No ? Unsure 14. Does the organization have a track record of accomplishments with its programs? ? Yes ? No ? Unsure Program Alignment 15. Are your organization’s programs and services well defined? ? Yes ? No ? Unsure 16. Are the programs fully aligned with the organization’s mission, goals and overall strategy? ? Yes ? No ? Unsure 17. Do your programs and services fit together well as part of your overall strategy? ? Yes ? No ? Unsure Performance Measurement 18. Do you have a well-developed and comprehensive evaluation system used to measure the social impact of your programs and services? ? Yes ? No ? Unsure 19. Do you collect data to measure performance and progress on a continual basis? ? Yes ? No ? Unsure 20. Do you analyze the data and report findings to stakeholders in an accurate and timely manner? (e.g. issue an annual report) ? Yes ? No ? Unsure Commitment to Continuous Improvement 21. Does the organization conduct frequent assessment of existing programs effectiveness in meeting recipient needs AND identify areas for improvement? ? Yes ? No ? Unsure 22. Does the organization conduct continual assessment of internal operations to assess efficiency and effectiveness? ? Yes ? No ? Unsure 23. If yes to questions 22 &23, are adjustments and/or improvements always made? ? Yes ? No ? Unsure Use of Technology 24. Does your organization have networked computing hardware with a comprehensive range of up-to-date software applications? ? Yes ? No ? Unsure 25. Does every key staff member have a computer with up-to-date software? ? Yes ? No ? Unsure 26. Does every key staff member have internet access and e-mail capabilities? ? Yes ? No ? Unsure 27. Is computer technology used regularly by staff? ? Yes ? No ? Unsure Financial Management 28. Has your organization ever managed a federal grant? ? Yes ? No ? Unsure 29. Does your organization have a computerized accounting system? ? Yes ? No ? Unsure 30. Does your organization produce and review financial statements regularly? ? Yes ? No ? Unsure 31. Do you have formal internal controls governing all financial operations? ? Yes ? No ? Unsure 32. Is your cash flow actively managed? ? Yes ? No ? Unsure 33. Are your financial operations audited annually? ? Yes ? No ? Unsure 34. Does the organization utilize a strategic budgeting process that reflects the organizational needs and objectives? ? Yes ? No ? Unsure 35. Is the budget closely and regularly monitored? ? Yes ? No ? Unsure Human Resources 36. Does the organization have a well-planned process to recruit, develop and retain employees? ? Yes ? No ? Unsure 37. Does the organization provide relevant and regular internal and external training? ? Yes ? No ? Unsure 38. Are employee performance appraisals consistent and institutionalized? ? Yes ? No ? Unsure 39. Does the organization have a proven willingness to ensure high quality job occupancy? ? Yes ? No ? Unsure 40. If applicable, does the organization have a well-planned process to recruit, develop and retain volunteers? ? Yes ? No ? Unsure Partnership/Collaboration 41. Has your organization built and maintained partnerships? ? Yes ? No ? Unsure 42. Are these partnerships strong an do they have a high impact? ? Yes ? No ? Unsure 43. Have these relationships led to mutually beneficial collaboration? ? Yes ? No ? Unsure Sustainability 44. Does your organization have highly diversified funding with multiple financial resources? ? Yes ? No ? Unsure 45. Does your organization have a group of dedicated people that believe and support the organization’s success? ? Yes ? No ? Unsure Governance and Operations 46. Does your organization have an active and effective board of directors and/or other governing body? ? Yes ? No ? Unsure 47. Does your organization provide staff with all of the information necessary to carry out duties appropriately? ? Yes ? No ? Unsure 48. Does your organization have written policies and procedures? (If no or unsure, skip question 49) ? Yes ? No ? Unsure 49. Does staff understand and consistently follow the written policies and procedures? ? Yes ? No ? Unsure Results • 40 points or more: Based on your self-assessment, your organization may have the capacity to administer AmeriCorps* State funds. • 31-39 points: Based on your self-assessment, your organization may need to make a few improvements in your capacity and planning to succeed. • Less than 30 points: Based on your self-assessment, your organization may have a significant need to build its capacity. Applying for AmeriCorps* State funds may not be a suitable option for you at this time. Issue Areas & Service Categories Appendix I May print, complete by hand, & submit for paper submission Performance Measurement Worksheet APPENDIX J This worksheet is a tool to assist in the development of aligned performance measures A Budget Instructions APPENDIX K Source of Match In the “Source of Match” field that appears at the beginning of Sections I, II, and III, enter a brief description of the Source of Match, the amount, the match classification (Cash, In-kind, or Not Available) and Match Source (State/Local, Federal, Private, Other or Not Available). Be sure to define any non-Corporation acronyms the first time they are used. Section I. Program Operating Costs Complete Section I, Program Operating Costs, of the Budget Worksheet by entering the “Total Amount,” “CNCS Share,” and “Grantee Share” for Parts A-I, as follows A. Personnel Expenses Under “Position/Title Description,” list each staff position title and provide a brief 5 or 6 word position description, salary, and percentage of effort devoted to this award. Because the purpose of this grant is to enable and stimulate volunteer community service, the grantee may not include the value of direct community service performed by volunteers. However, the grantee may include the value of volunteer services contributed to the organization for organizational functions such as accounting, audit work, training of staff and AmeriCorps Programs. B. Personnel Fringe Benefits Under “Purpose/Description,” identify the types of fringe benefits to be covered and the costs of benefit(s) for each staff position. Allowable fringe benefits typically include FICA, Worker’s Compensation, Retirement, SUTA, Health and Life Insurance, IRA, and 401K. You may provide a calculation or rate for total benefits as a percentage of the salaries to which they apply or list each benefit as a separate item. Typically, holidays, leave, and other similar vacation benefits are not included in the fringe benefit rates but rather are absorbed into the personnel expenses (salary) budget line item. Uncommon or exceptionally high-cost benefits should be itemized. C. 1. Staff Travel Describe the purpose for which program operating staff will travel. Provide a calculation to include costs for airfare, transportation, lodging, per diem, and other travel related expenses multiplied by the number of trips/staff. Where applicable, identify the current standard reimbursement rate(s) of the organization for mileage, daily per diem, and similar supporting information. Only domestic travel is allowable; other travel is allowable only if specifically identified and approved as a condition of a grant award. We suggest that you include funds in this line item for travel for your staff and staff at your sites to attend Corporation-sponsored technical assistance meetings. There are 2-3 such opportunities per year, including opportunities for new grantee orientation, financial training, and the National Conference on Service and Volunteering. C. 2. Member Travel Describe the purpose for which members will travel. Provide a calculation to include costs for airfare, transportation, lodging, per diem, and other related expenses for members to travel outside their service location or between sites. Costs associated with local travel, such as bus passes to local sites, mileage reimbursement for use of car, etc., should be included in this budget category. Where applicable, identify the current standard reimbursement rate(s) of the organization for mileage, daily per diem, and similar supporting information. D. Equipment Equipment is defined as tangible, non-expendable personal property having a useful life of more than one year AND an acquisition cost of $5,000 or more per unit (including accessories, attachments, and modifications). Include items that do not meet this definition in ‘E. Supplies’, below. Purchases of equipment are limited to 10% of the total Corporation funds requested. If applicable, show the unit cost and number of units you are requesting. Provide a brief justification for the purchase of the equipment under Item/Purpose. E. Supplies Include the amount of funds to purchase consumable supplies and materials, including member service gear and equipment that does not fit the definition above. You must individually list any single item costing $1,000 or more. Grantees may only charge the cost of member service gear, except for safety equipment, to the federal share if it includes the AmeriCorps logo. Grantees may also add the AmeriCorps logo to their own local program uniform items using federal funds. All safety gear may be charged to the federal share, regardless of whether it includes the AmeriCorps logo. All other service gear must be purchased with non-federal funds. F. Contractual and Consultant Services Include costs for consultants related to the project’s operations, except evaluation consultants, who will be listed in Section H., below. Payments to individuals for consultant services under this grant may not exceed $540 per day (excluding costs for indirect expenses, travel, supplies, etc.). The $540 daily rate is a ceiling, and we anticipate budgeted daily rates at considerably lower levels. Indicate the daily rate for consultants you are proposing to use, their contractual services, and provide the names of the organizations when available. Indicate the daily rate, number of days, and total cost. For any pro bono work by a contractor in combination with fee- based work, affirm that the vendor’s normal fee schedule and market-based work warrant the in-kind value placed on the donated portion. G. 1. Staff Training Include the costs associated with training staff on project requirements and training to enhance the skills staff need for effective project implementation, i.e., project or financial management, team building, etc. If using a consultant(s) for training, indicate the estimated daily rate, not to exceed the daily rate limit. G. 2. Member Training Include the costs associated with member training to support them in carrying out their service activities, for example, orientation, project-specific skills such as age-appropriate tutoring, CPR, or ecosystems and the environment. You may also use this section to request funds to support training in Life After AmeriCorps. If using a consultant(s) for training, indicate the estimated daily rate, not to exceed the daily rate limit. H. Evaluation Include costs for project evaluation activities; including additional staff time or subcontracts you did not budget under Section I A. Personnel Expenses, use of evaluation consultants, purchase of instrumentation and other costs specifically for this activity. This cost does not include the daily/weekly gathering of data to assess progress toward meeting performance measures, but is a larger assessment of the impact your project is having on the community, as well as an assessment of the overall systems and project design. Indicate daily rates of consultants, where applicable. I. Other Program Operating Costs Allowable costs in this budget category should include when applicable: Background checks of members and grant-funded staff who have recurring access to vulnerable populations, i.e., children, the elderly, disabled, etc. • Office space rental for projects operating without an approved indirect cost rate agreement that covers office space. For national office space, rental may be unallowable; check relevant OMB Circulars. If space is budgeted and it is shared with other projects or activities, the costs must be equitably pro-rated and allocated between the activities or projects. • Utilities, telephone, Internet and similar expenses that are specifically used for AmeriCorps members and AmeriCorps project staff, and are not part of the organizations indirect cost/admin cost allocation pool. • Recognition costs for members. List each item and provide a justification in the budget narrative. Gifts and/or food in an entertainment/event setting are not allowable costs. Subtotal Section I. The grantee share of Sections I plus III must be at least 33% of these operational costs. Section II. Member Costs Member Costs are identified as “Living Allowance” and “Member Support Costs.” You must match at least 15% of this category, and this match must be cash. If you match over 15%, you may use in-kind contributions. Your 15% minimum required match can be state, local, or private sector funds, except for health care, which may be covered 100% by non-Corporation federal funds. In addition, any match above the 15% minimum may be non-Corporation federal funds, subject to the other federal agency’s approval. In the “Source of Match” box, enter the total amount of cash and in-kind match under columns for “Private,” “State and/or local,” and “Federal.” Then, for each amount entered, identify the source of the matching funds or in-kind contributions by entering text under “Sources.” Be sure to define any non-Corporation acronyms the first time they are used. A. Living Allowance The narrative should clearly identify the number of members you are supporting by category (i.e., full-time, half- time, reduced-half-time, quarter-time, minimum-time, 1st and 2nd Years of 2- year half-time) and the amount of living allowance they will receive, allocating appropriate portions between the Corporation’s share (CNCS Share) and grantee match (Grantee Share). Members – Enter the total number of members you are requesting in each category. Enter the amount of the living allowance for each type of member. Enter the number of members for which you are not requesting funds for a living allowance, but for which you request education awards. Notes: 1. There is no requirement to pay a living allowance to less than full-time members. 2. The amount of the maximum for less than full-time living allowance is rounded to the nearest dollar. 3. The calculation for the maximum federal share for less than full-time members who do receive a living allowance is pro-rated based on 85% of the proportion of the minimum full-time required hours, e.g. One-year Halftime= 900/1700 X $11,400, or $6,035. Maximum federal share is $6,035 X .85 = $5,130. * For a two year half-time position, the living allowance can be split between two years, e.g. 0.250 in Year 1 and 0.250 in Year 2. B. Member Support Costs Consistent with the laws of your state, you must provide members with the benefits described below. • FICA for Members. Unless exempted by the IRS with accompanying documentation (note in the narrative and provide documentation with application), all projects must pay FICA for any member receiving a living allowance, even when the Corporation does not supply the living allowance. In the first column next to FICA, indicate the number of members who will receive FICA. Calculate the FICA at 7.65% of the total amount of the living allowance. • Worker’s Compensation. Worker’s Compensation for AmeriCorps members is not an allowable cost in Delaware. If you are not required to pay worker’s compensation, you must obtain Occupational, Accidental, Death and Dismemberment coverage for members to cover in-service injury or incidents. • Health Care. You must offer health care benefits to full-time members in accordance with AmeriCorps requirements. Except as stated below you may not pay health care benefits to half-time members with Corporation funds. You may choose to provide health care benefits to half-time members from other sources (i.e., non-federal). Half-time members who are serving in a full-time capacity for a sustained period of time (such as a full-time summer project) are eligible for health care benefits. In your budget narrative, indicate the number of members who will receive health care benefits. The Corporation will not pay for dependent coverage. • Unemployment Insurance and Other Member Support Costs. Include any other required member support costs here. Unemployment coverage for AmeriCorps members is not an allowable cost in Delaware. Subtotal Section II. The grantee share of Section II must be at least 15%. Section III. Administrative/Indirect Costs Definitions Administrative costs are general or centralized expenses of the overall administration of an organization that receives Corporation funds and do not include particular project costs. For organizations that have an established indirect cost rate for federal awards, administrative costs mean those costs that are included in the organization’s indirect cost rate agreement. Such costs are generally identified with the organization’s overall operation and are further described in Office of Management and Budget Circulars A-21, A-87, and A-122. Options for Calculating Administrative/Indirect Costs (choose either A. OR B.) Applicants can choose to use one of two methods to calculate allowable administrative costs – a Corporation fixed percentage method or a federally approved indirect cost rate method. Regardless of the option chosen, the Corporation’s share of administrative costs is limited by statute to 5% of the total Corporation funds actually expended under this grant. State Commission 1% Fixed Amount Option. Regardless of the method used to calculate administrative costs, state commissions may choose to set aside a portion of the Corporation share to use in administering its sub-grantees. This amount must not exceed a one-fifth share of the maximum 5% Corporation share (i.e., allocating 1% as set aside for administering sub-grantees and the remaining 4% for other administrative costs). When using this option, the sub-grantee’s portion must not exceed the remaining 4% portion of the maximum Corporation share. Both the commission and sub-grantee portions of the Corporation share of administrative costs should be requested in the sub-grantee’s budget. To allocate the sub-grantee share of the amount: Multiply the sum of the Corporation share of Sections I and II by 4.21% (i.e. 0.0421). This is the maximum amount that the sub-grantee can request as the Corporation share of administrative costs. Enter this amount as the Corporation share for Section III A or Section III B as appropriate, in the line item sub-grantee share amount. To allocate the Commission share of this amount: Multiply the sum of the Corporation shares of Sections I and II by 1.05% (i.e. 0.0105). This amount is the total the commission can retain to administer the sub-grant(s). Enter this amount as the Corporation share for Section IIIA or Section IIIB as appropriate, line item commission share amount. A. Corporation Fixed Percentage Method The Corporation fixed rate allows you to charge administrative costs up to a cap without a federally approved indirect cost rate and without documentation supporting the allocation. If you choose the Corporation Fixed Percentage Method (Section IIIA in eGrants), you may charge, for administrative costs, a fixed 5% of the total of the Corporation funds expended. In order to charge this fixed 5%, the grantee match for administrative costs may not exceed 10% of all direct cost expenditures. a. Multiply the sum of the Corporation funding shares of Sections I and II by 0.0526. This is the maximum amount you can request as Corporation share. Enter this amount as the Corporation share for Section III A. b. Then multiply the total (both Corporation and grantee share) for of Sections I and II by 10% (0.10) and enter this amount as the grantee share for Section III A. c. Enter the sum of the Corporation and grantee shares under Total Amount. B. Federally Approved Indirect Cost Rate Method If you have a Federally Approved Indirect Cost (IDC) rate and choose to use it, the IDC rate will constitute documentation of your administrative costs including the 5% maximum payable by the Corporation. Specify the Cost Type for which your organization has current documentation on file, i.e., Provisional, Predetermined, Fixed, or Final indirect cost rate. Supply your approved IDC rate (percentage) and the base upon which this rate is calculated (direct salaries, salaries and fringe benefits, etc.). It is at your discretion whether or not to claim your entire IDC rate to calculate administrative costs. If you choose to claim a lower rate, please include this rate under the Rate Claimed field. a. Determine the base amount of direct costs to which you will apply the IDC rate, including both the Corporation and Grantee’s shares, as prescribed by your established rate agreement (i.e., based on salaries and benefits, total direct costs, or other). Then multiply the appropriate direct costs by the rate being claimed. This will determine the total amount of indirect costs allowable under the grant. b. Multiply the sum of the Corporation funding share in Sections I and II by 0.0526. This is the maximum amount you can claim as the Corporation share of indirect costs. c. Subtract the amount calculated in step b (the Corporation administrative share) from the amount calculated in step a (the Indirect Cost total). This is the amount the applicant can claim as grantee share for administrative costs. Subtotal Section III. The grantee share of Sections I plus III must be at least 33%. Increasing Grantee Overall Share of Total Budgeted Costs In addition to the limits on the Corporation and federal shares of funding for each budget section, grantees are required to meet an overall matching rate that increases over time. You have the flexibility to meet the overall match requirements in any of the three budget areas, as long as the minimum matches—15% (for Section II) and 33% (for Sections I and III)—are maintained. These matching requirements may be waived in limited circumstances. See 45 CFR §§ 2521.35–2521.95 for the specific regulatory match and waiver requirements. Budget Worksheet APPENDIX L This worksheet is a tool for crafting your budget Budget Analysis Checklist APPENDIX M May print, complete by hand, & submit for paper submission Assurances and Certifications Appendix N Instructions By signing and submitting this application, as the duly authorized representative of the applicant, you certify that the applicant will comply with the Assurances and Certifications described below. a) Inability to certify Your inability to provide the assurances and certifications listed below will not necessarily result in denial of a grant. You must submit an explanation of why you cannot do so. We will consider your explanation in determining whether to enter into this transaction. However, your failure to furnish an explanation will disqualify your application. b) Erroneous certification or assurance The assurances and certifications are material representations of fact upon which we rely in determining whether to enter into this transaction. If we later determine that you knowingly submitted an erroneous certification or assurance, in addition to other remedies available to the federal government, we may terminate this transaction for cause or default. c) Notice of error in certification or assurance You must provide immediate written notice to us if at any time you learn that a certification or assurance was erroneous when submitted or has become erroneous because of changed circumstances. d) Definitions The terms “covered transaction”, “debarred”, “suspended”, “ineligible”, “lower tier covered transaction”, “participant”, “person”, “primary covered transaction”, “principal”, “proposal”, and “voluntarily excluded” as used in this clause, have the meanings set out in the Definitions and Coverage sections of the rules implementing Executive Order 12549. An applicant shall be considered a “prospective primary participant in a covered transaction” as defined in the rules implementing Executive Order 12549. You may contact us for assistance in obtaining a copy of those regulations. e) Assurance requirement for sub-grant agreements You agree by submitting this proposal that if we approve your application you shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by us. f) Assurance inclusion in sub-grant agreements You agree by submitting this proposal that you will obtain an assurance from prospective participants in all lower tier covered transactions and in all solicitations for lower tier covered transactions that the participants are not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction. g) Assurance of subgrant principals You may rely upon an assurance of a prospective participant in a lower-tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless you know that the assurance is erroneous. You may decide the method and frequency by which you determine the eligibility of your principals. You may, but are not required to, check the List of Parties Excluded from Federal Procurement and Non-procurement Programs. h) Non-assurance in sub-grant agreements If you knowingly enter into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the federal government, we may terminate this transaction for cause or default. i) Prudent person standard Nothing contained in the aforementioned may be construed to require establishment of a system of records in order to render in good faith the assurances and certifications required. Your knowledge and information is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. ASSURANCES As the duly authorized representative of the applicant, I certify, (to the best of my knowledge) and belief, that the applicant: 1. Has the legal authority to apply for federal assistance, and the institutional, managerial, and financial capability (including funds sufficient to pay the non-federal share of program costs) to ensure proper planning, management, and completion of the program described in this application. 2. Will give the awarding agency, the Comptroller General of the United States, and if appropriate, the state, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award; and will establish a proper accounting system in accordance with generally accepted accounting standards or agency directives. 3. Will establish safeguards to prohibit employees from using their position for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. 4. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency. 5. Will comply with all rules regarding prohibited activities, including those stated in applicable Notice, grant provisions, and program regulations, and will ensure that no assistance made available by the Corporation will be used to support any such prohibited activities. 6. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C. 4728-4763) relating to prescribed standards for merit systems for programs funded under one of the statutes or regulations specified in Appendix A of OPM’s Standards for a Merit System of Personnel Administration (5 CFR 900, Subpart F). 7. Will comply with all federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color, or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-1683, and 1685-1686) which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), which prohibits discrimination on the basis of handicaps; (d) The Age Discrimination Act of 1975, as amended (42 U.S.C. 6101-6107), which prohibits discrimination on the basis of age; (e) The Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (f) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; (g) sections 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; (i) any other nondiscrimination provisions in the National and Community Service Act of 1990 or the Domestic Volunteer Services Act, as amended; and (j) the requirements of any other nondiscrimination statute(s) which may apply to the application. 8. Will comply, or has already complied, with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable treatment of persons displaced or whose property is acquired as a result of federal or federally assisted programs. These requirements apply to all interests in real property acquired for program purposes regardless of federal participation in purchases. 9. Will comply, as applicable, with the provisions of the Hatch Act (5 U.S.C. 1501-1508 and 7324-7328) which limit the political activities of employees whose principal employment activities are funded in whole or in part with federal funds. 10. Will comply, as applicable, with the provisions of the Davis-Bacon Act (40 U.S.C 276a and 276a-7), the Copeland Act (40 U.S.C 276c and 18 U.S.C. 874), and the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-333), regarding labor standards for federally assisted construction sub-agreements. 11. Will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93- 234) which requires the recipients in a special flood hazard area to participate in the program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000 or more. 12. Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of environmental quality control measures under the National Environmental Policy Act of 1969 (P.L. 91-190) and Executive Order (EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of wetlands pursuant to EO 11990; (d) evaluation of flood hazards in floodplains in accordance with EO 11988; (e) assurance of program consistency with the approved state management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C 1451 et seq.); (f) conformity of federal actions to State (Clean Air) Implementation Plans under Section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. 7401 et seq.); (g) protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, as amended (P.L. 93-523); and (h) protection of endangered species under the Endangered Species Act of 1973, as amended (P.L. 93-205). 13. Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C 1271 et seq.) related to protecting components or potential components of the national wild and scenic rivers system. 14. Will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470), EO 11593 (identification, and protection of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C. 469a-l et seq.). 15. Will comply with P.L. 93-348 and 45 CFR Part 46 regarding the protection of human subjects involved in research, development, and related activities supported by this award of assistance. 16. Will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89-544, as amended, 7 U.S.C. 2131 et seq.) pertaining to the care, handling, and treatment of warm blooded animals held for research, teaching, or other activities supported by this award of assistance. 17. Will comply with the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. 4801 et seq.) which prohibits the use of lead based paint in construction or rehabilitation of residence structures. 18. Will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act of 1984, as amended, and OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations. 19. Will comply with all the requirements of Subpart C of 45 CFR Part 2542, implementing E.O. 1259, regarding restrictions on doing business with suspended, debarred, and otherwise disqualified entities. 20. Will comply with all the requirements for providing a drug-free workplace on a continuing basis as set out in Subpart B of 45 CFR Part 2545, implementing sections 5151-5160 of the Drug-Free Workplace Act of 1988 (P.L. 100-690). 21. Will provide, in the design, recruitment, and operation of any AmeriCorps program, for broad-based input from – (1) the community served and potential participants in the program; and (2) community-based agencies with a demonstrated record of experience in providing services, and local labor organizations representing employees of service sponsors, if these entities exist in the area to be served by the program. 22. Will, prior to the placement of participants, consult with the appropriate local labor organization, if any, representing employees in the area who are engaged in the same or similar work as that proposed to be carried out by an AmeriCorps program, to ensure compliance with the non- displacement requirements specified in section 177 of the NCSA. 23. Will, in the case of an AmeriCorps program that is not funded through a State, consult with and coordinate activities with the state commission for the state in which the program operates. 24. Will comply with all applicable requirements of all other federal laws, executive orders, regulations, application guidelines, and policies governing this program. Survey on Ensuring Equal Opportunity for Applicants APPENDIX O Submission Optional DE DHSS Standard Boilerplate Contract APPENDIX P For your reference only CONTRACT A) Introduction All contractors must carry (a) and at least one of (b), (c), or (d), depending on the type of service or product being delivered. If the contractual service requires the transportation of Departmental clients or staff, the contractor shall, in addition to the above coverage, secure at its own expense the following coverage: e) Automotive Liability (Bodily Injury) $100,000/$300,000 f) Automotive Property Damage (to others) $ 25,000 4. Not withstanding the information contained above, the Contractor shall indemnify and hold harmless the State of Delaware, the Department and the Division from contingent liability to others for damages because of bodily injury, including death, that may result from the Contractor’s negligent performance under this Contract, and any other liability for damages for which the Contractor is required to indemnify the State, the Department and the Division under any provision of this Contract. 5. The policies required under Paragraph B3 must be written to include Comprehensive General Liability coverage, including Bodily Injury and Property damage insurance to protect against claims arising from the performance of the Contractor and the contractor's subcontractors under this Contract and Medical/Professional Liability coverage when applicable. 6. The Contractor shall provide a Certificate of Insurance as proof that the Contractor has the required insurance. The certificate shall identify the Department and the Division as the “Certificate Holder” and shall be valid for the contract’s period of performance as detailed in Paragraph A 2. 7. The Contractor acknowledges and accepts full responsibility for securing and maintaining all licenses and permits, including the Delaware business license, as applicable and required by law, to engage in business and provide the goods and/or services to be acquired under the terms of this Contract. The Contractor acknowledges and is aware that Delaware law provides for significant penalties associated with the conduct of business without the appropriate license. 8. The Contractor agrees to comply with all State and Federal licensing standards and all other applicable standards as required to provide services under this Contract, to assure the quality of services provided under this Contract. The Contractor shall immediately notify the Department in writing of any change in the status of any accreditations, licenses or certifications in any jurisdiction in which they provide services or conduct business. If this change in status regards the fact that its accreditation, licensure, or certification is suspended, revoked, or otherwise impaired in any jurisdiction, the Contractor understands that such action may be grounds for termination of the Contract. a) If a contractor is under the regulation of any Department entity and has been assessed Civil Money Penalties (CMPs), or a court has entered a civil judgment against a Contractor or vendor in a case in which DHSS or its agencies was a party, the Contractor or vendor is excluded from other DHSS contractual opportunities or is at risk of contract termination in whole, or in part, until penalties are paid in full or the entity is participating in a corrective action plan approved by the Department. A corrective action plan must be submitted in writing and must respond to findings of non-compliance with Federal, State, and Department requirements. Corrective action plans must include timeframes for correcting deficiencies and must be approved, in writing, by the Department. The Contractor will be afforded a thirty (30) day period to cure non-compliance with Section 8(a). If, in the sole judgment of the Department, the Contractor has not made satisfactory progress in curing the infraction(s) within the aforementioned thirty (30) days, then the Department may immediately terminate any and/or all active contracts. 9. Contractor agrees to comply with all the terms, requirements and provisions of the Civil Rights Act of 1964, the Rehabilitation Act of 1973 and any other federal, state, local or any other anti discriminatory act, law, statute, regulation or policy along with all amendments and revision of these laws, in the performance of this Contract and will not discriminate against any applicant or employee or service recipient because of race, creed, religion, age, sex, color, national or ethnic origin, disability or any other unlawful discriminatory basis or criteria. 10. The Contractor agrees to provide to the Divisional Contract Manager, on an annual basis, if requested, information regarding its client population served under this Contract by race, color, national origin or disability. 11. This Contract may be terminated in whole or part: a) by the Department upon five (5) calendar days written notice for cause or documented unsatisfactory performance, b) by the Department upon fifteen (15) calendar days written notice of the loss of funding or reduction of funding for the stated Contractor services as described in Appendix B, c) by either party without cause upon thirty (30) calendar days written notice to the other Party, unless a longer period is specified in Appendix A. In the event of termination, all finished or unfinished documents, data, studies, surveys, drawings, models, maps, photographs, and reports or other material prepared by Contractor under this contract shall, at the option of the Department, become the property of the Department. In the event of termination, the Contractor, upon receiving the termination notice, shall immediately cease work and refrain from purchasing contract related items unless otherwise instructed by the Department. The Contractor shall be entitled to receive reasonable compensation as determined by the Department in its sole discretion for any satisfactory work completed on such documents and other materials that are usable to the Department. Whether such work is satisfactory and usable is determined by the Department in its sole discretion. Should the Contractor cease conducting business, become insolvent, make a general assignment for the benefit of creditors, suffer or permit the appointment of a receiver for its business or assets, or shall avail itself of, or become subject to any proceeding under the Federal Bankruptcy Act or any other statute of any state relating to insolvency or protection of the rights of creditors, then at the option of the Department, this Contract shall terminate and be of no further force and effect. Contractor shall notify the Department immediately of such events. 12. Any notice required or permitted under this Contract shall be effective upon receipt and may be hand delivered with receipt requested or by registered or certified mail with return receipt requested to the addresses listed below. Either Party may change its address for notices and official formal correspondence upon five (5) days written notice to the other. To the Division at: State Office of Volunteerism Herman Holloway Campus Charles Debnam Building 1901 North Dupont Highway New Castle, DE 19720 To the Contractor at: 13. In the event of amendments to current Federal or State laws which nullify any term(s) or provision(s) of this Contract, the remainder of the Contract will remain unaffected. 14. This Contract shall not be altered, changed, modified or amended except by written consent of all Parties to the Contract. 15. The Contractor shall not enter into any subcontract for any portion of the services covered by this Contract without obtaining prior written approval of the Department. Any such subcontract shall be subject to all the conditions and provisions of this Contract. The approval requirements of this paragraph do not extend to the purchase of articles, supplies, equipment, rentals, leases and other day-to-day operational expenses in support of staff or facilities providing the services covered by this Contract. 16. This entire Contract between the Contractor and the Department is composed of these several pages and the attached: Appendix A - Divisional Requirements Appendix B - Services Description Appendix C - Contract Budget 17. This Contract shall be interpreted and any disputes resolved according to the Laws of the State of Delaware. Except as may be otherwise provided in this contract, all claims, counterclaims, disputes and other matters in question between the Department and Contractor arising out of or relating to this Contract or the breach thereof will be decided by arbitration if the parties hereto mutually agree, or in a court of competent jurisdiction within the State of Delaware. 18. In the event Contractor is successful in an action under the antitrust laws of the United States and/or the State of Delaware against a vendor, supplier, subcontractor, or other party who provides particular goods or services to the Contractor that impact the budget for this Contract, Contractor agrees to reimburse the State of Delaware, Department of Health and Social Services for the pro-rata portion of the damages awarded that are attributable to the goods or services used by the Contractor to fulfill the requirements of this Contract. In the event Contractor refuses or neglects after reasonable written notice by the Department to bring such antitrust action, Contractor shall be deemed to have assigned such action to the Department. 19. Contractor covenants that it presently has no interest and shall not acquire any interests, direct or indirect, that would conflict in any manner or degree with the performance of this Contract. Contractor further covenants that in the performance of this contract, it shall not employ any person having such interest. 20. Contractor covenants that it has not employed or retained any company or person who is working primarily for the Contractor, to solicit or secure this agreement, by improperly influencing the Department or any of its employees in any professional procurement process; and, the Contractor has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bona fide employee working primarily for the Contractor, any fee, commission, percentage, gift or any other consideration contingent upon or resulting from the award or making of this agreement. For the violation of this provision, the Department shall have the right to terminate the agreement without liability and, at its discretion, to deduct from the contract price, or otherwise recover, the full amount of such fee, commission, percentage, gift or consideration. 21. The Department shall have the unrestricted authority to publish, disclose, distribute and otherwise use, in whole or in part, any reports, data, or other materials prepared under this Contract. Contractor shall have no right to copyright any material produced in whole or in part under this Contract. Upon the request of the Department, the Contractor shall execute additional documents as are required to assure the transfer of such copyrights to the Department. If the use of any services or deliverables is prohibited by court action based on a U.S. patent or copyright infringement claim, Contractor shall, at its own expense, buy for the Department the right to continue using the services or deliverables or modify or replace the product with no material loss in use, at the option of the Department. 22. Contractor agrees that no information obtained pursuant to this Contract may be released in any form except in compliance with applicable laws and policies on the confidentiality of information and except as necessary for the proper discharge of the Contractor’s obligations under this Contract. 23. Waiver of any default shall not be deemed to be a waiver of any subsequent default. Waiver or breach of any provision of this Contract shall not be deemed to be a waiver of any other or subsequent breach and shall not be construed to be a modification of the terms of the Contract unless stated to be such in writing, signed by authorized representatives of all parties and attached to the original Contract. 24. If the amount of this contract listed in Paragraph C2 is over $25,000, the Contractor, by their signature in Section E, is representing that the Firm and/or its Principals, along with its subcontractors and assignees under this agreement, are not currently subject to either suspension or debarment from Procurement and Non-Procurement activities by the Federal Government. C) Financial Requirements 1. The rights and obligations of each Party to this Contract are not effective and no Party is bound by the terms of this contract unless, and until, a validly executed Purchase Order is approved by the Secretary of Finance and received by Contractor, if required by the State of Delaware Budget and Accounting Manual, and all policies and procedures of the Department of Finance have been met. The obligations of the Department under this Contract are expressly limited to the amount of any approved Purchase Order. The State will not be liable for expenditures made or services delivered prior to Contractor's receipt of the Purchase Order. 2. Total payments under this Contract shall not exceed $ in accordance with the budget presented in Appendix C. Payment will be made upon receipt of an itemized invoice from the Contractor in accordance with the payment schedule, if any. The contractor or vendor must accept full payment by procurement (credit) card and or conventional check and/or other electronic means at the State’s option, without imposing any additional fees, costs or conditions. Contractor is responsible for costs incurred in excess of the total cost of this Contract and the Department is not responsible for such costs. 3. The Contractor is solely responsible for the payment of all amounts due to all subcontractors and suppliers of goods, materials or services which may have been acquired by or provided to the Contractor in the performance of this contract. The Department is not responsible for the payment of such subcontractors or suppliers. 4. The Contractor shall not assign the Contract or any portion thereof without prior written approval of the Department and subject to such conditions and revisions as the Department may deem necessary. No such approval by the Department of any assignment shall be deemed to provide for the incurrence of any obligations of the Department in addition to the total agreed upon price of the Contract. 5. Contractor shall maintain books, records, documents and other evidence directly pertinent to performance under this Contract in accordance with generally accepted accounting principles and practices. Contractor shall also maintain the financial information and data used by Contractor in the preparation of support of its bid or proposal. Contractor shall retain this information for a period of five (5) years from the date services were rendered by the Contractor. Records involving matters in litigation shall be retained for one (1) year following the termination of such litigation. The Department shall have access to such books, records, documents, and other evidence for the purpose of inspection, auditing, and copying during normal business hours of the Contractor after giving reasonable notice. Contractor will provide facilities for such access and inspection. 6. The Contractor agrees that any submission by or on behalf of the Contractor of any claim for payment by the Department shall constitute certification by the Contractor that the services or items for which payment is claimed were actually rendered by the Contractor or its agents, and that all information submitted in support of the claims is true, accurate, and complete. 7 The cost of any Contract audit disallowances resulting from the examination of the Contractor's financial records will be borne by the Contractor. Reimbursement to the Department for disallowances shall be drawn from the Contractor's own resources and not charged to Contract costs or cost pools indirectly charging Contract costs. 8. When the Department desires any addition or deletion to the deliverables or a change in the services to be provided under this Contract, it shall so notify the Contractor. The Department will develop a Contract Amendment authorizing said change. The Amendment shall state whether the change shall cause an alteration in the price or time required by the Contractor for any aspect of its performance under the Contract. Pricing of changes shall be consistent with those prices or costs established within this Contract. Such amendment shall not be effective until executed by all Parties pursuant to Paragraph B 14. D) Miscellaneous Requirements 1. If applicable, the Contractor agrees to adhere to the requirements of DHSS Policy Memorandum # 46, (PM #46, effective 3/11/05), and divisional procedures regarding the reporting and investigation of suspected abuse, neglect, mistreatment, misappropriation of property and significant injury of residents/clients receiving services, including providing testimony at any administrative proceedings arising from such investigations. The policy and procedures are included as Appendix N/A to this Contract. It is understood that adherence to this policy includes the development of appropriate procedures to implement the policy and ensuring staff receive appropriate training on the policy requirements. The Contractor’s procedures must include the position(s) responsible for the PM46 process in the provider agency. Documentation of staff training on PM46 must be maintained by the Contractor. 2. The Contractor, including its parent company and its subsidiaries, and any subcontractor, including its parent company and subsidiaries, agree to comply with the provisions of 29 Del. Code, Chapter 58: “Laws Regulating the Conduct of Officers and Employees of the State,” and in particular with Section 5805 (d): “Post Employment Restrictions.” 3. When required by Law, Contractor shall conduct child abuse and adult abuse registry checks and obtain service letters in accordance with 19 Del. Code Section 708; and 11 Del. Code, Sections 8563 and 8564. Contractor shall not employ individuals with adverse registry findings in the performance of this contract. 4. If applicable, the Contractor agrees to adhere to the requirements of DHSS Policy Memorandum # 40 (PM #40, effective 3/10/2008), and divisional procedures regarding conducting criminal background checks and handling adverse findings of the criminal background checks. This policy and procedure are included as Appendix to this Contract. It is understood that adherence to this policy includes the development of appropriate procedures to implement the policy and ensuring staff receive appropriate training on the policy requirements. The Contractor’s procedures must include the title of the position(s) responsible for the PM40 process in the contractor’s agency. 5. If applicable, the Contractor agrees to adhere to the requirements of DHSS Policy Memorandum # 36 (PM #36, effective 9/24/2008), and divisional procedures regarding minimal requirements of contractors who are engaging in a contractual agreement to develop community based residential arrangements for those individuals served by Divisions within DHSS. This policy and procedure are included as Appendix to this Contract. It is understood that adherence to this policy includes individuals/entities that enter into a contractual arrangement (contractors) with the DHSS/Division to develop a community based residential home(s) and apartment(s). Contractors shall be responsible for their subcontractors’ adherence with this policy and related protocol(s) established by the applicable Division. 6. All Department campuses are tobacco-free. Contractors, their employees and sub-contractors are prohibited from using any tobacco products while on Department property. This prohibition extends to personal vehicles parked in Department parking lots. E) Authorized Signatures: For the Contractor: For the Department: ________________ __________________ Name Rita M. Landgraf Secretary ________________ _________________ Title Date ________________ For the Division: Date __________________ Mary Dupont Director __________________ Date 2 Delaware Governor’s Commission on Community & Volunteer Services 2009 AmeriCorps*State Guidelines