2007-2008 Contract Extension Process
Q. I wanted to know if the above funding opportunity due on June 11 had a grant request limit and if it is open to organizations in Miami-Dade.
A. There is no funding request limit. No, we do not fund agencies outside of Palm Beach County unless they also operate in Palm Beach County.
Q. After downloading and entering updated data I noticed that Form C-1 Has the fiscal year ending September 30, 2007; all the others have September 30, 2008. Is that a typo.?? Please advise.
A. Yes it is - please change - I will have it changed as well!!
Q. The Contract Extension Request requires us to submit a description of the "Scope of Work" and directs you to the Exhibit A in our current contract. Is this asking us to limit this section to what is already in our Exhibit A or should we describe this in more detail? I think I know what the answer is but the Exhibit A information is very brief.
A. Actually you just need to review the Exhibit A and make sure it fits your program - it is limited on purpose as it is part of your contract. There is no need to add more or change it if you are ok with it as it currently exists.
Q. If the request for funding is for more than one program, should the page that is to be attached to the Cover Page describe all the programs being or should there be one page per program?
A. Are you referring to section 6 on page 3? If so, then if the program has undergone significant changes, then please attach one page per program. If you are continuing the service you current are being funded for with just minor to no changes, then no additional description is necessary.
Q. Thanks for making it so easy to complete the application forms from the web page!
I think we got everything done in less than 4 hours!
Please confirm if our assumptions are "correct" and if not provide more information.
1. We did not find anything labeled "Cover page," so assume that is the "Contract Extension Request Application?
2. Since this is an extension, from prior year "Proposal Checklist," the only "Support Document" you want is the audit?
3. Since we are submitting the prior year application "Exhibit A Scope of work," you don't want "summary, stated need, service collaboration, hurricane, privacy, inspection?"
4. You want a copy of "Exhibit B Proposed Costs/Schedule for payment & Units of service?"
5. If no changes, you don't want new "Projected staffing/Staffing Compliment" or "Authorized signatures?"
6. You want only an original packet and no copies?
A. Let me go down the list. You will need to drop your packet off at our office with the following:
1. Yes - the document labeled Contract Extension Application is the old cover pages.
2. Yes - the audit is the only outside document - the rest are the ones referenced on the web page: Contract Extension Application; Budget Forms; Directions for Budget; Program Data Form - Utilization; Logic Model; and the Outcome Measurement Framework.
3. Yes - you are not submitting the summary, stated need, service collaboration, etc. But, please update, revise the Exhibit A as you would like it to appear on your contract.
4. No - do not do an Exhibit B, rather you will complete the Program Data Form - Utilization. We will take your unit cost definition and rate right from this document.
5. Yes - if no changes, we do not need the staffing compliment - as it appears under the budget information; we also do not need authorized signatures unless they have changed.
6. Yes - only one packet with original signatures.
Q. How does one include the staffing costs in a unit of service definition for a client? Can you give me an example, please?
A. The overall cost of your program should be considered when developing the unit cost. Whatever the bottom line is to operate - that is essentially the cost. You all determine if you are going to charge for the unit as an hour, a day, a week, etc. So once that cost and unit are determined, then you will bill accordingly. Currently, under the Transitions Home program you have defined the unit as one bed day for one client. So whatever goes into that bed day would be what you would consider for the cost. The staff, facility, food, programming, services, classes, etc.
Q. Would it be more appropriate to look at staff hours as units of service because most of the budget expenses being asked for are for staff salaries? That might appear to be a more reasonable separation of costs, than splitting clients.
A. Those are two different issues - you have units of service provided - which includes a variety of things for most agencies. The staffing costs should be included into that unit of service definition.
Q. With regard to units of service on the Program Data Form, do the units have to be split between the FAA funds and the other program revenue? For example, if the units of service are the clients served, and FAA revenue pays for 1/5 of the program, would the number of units under FAA have to be 1/5 of the clients?
A. I believe you are interpreting that correctly Essentially you will be showing the total make-up of your program, which would mean accounting for all of the units and how they are paid for. Your bottom line should be what is the FAA responsibility and what is the balance. The other funders on your budget application should be ones carrying the balance of the fiscal responsibility.
Please let me know if I did not answer your question.
Q. Last year we applied for a program that was not funded. I am in the process of renewing the 2 programs that were funded, but I do not recall if I could reapply for the one not funded.My notes from the renewal meeting say we should request the funding we want, so can we apply for the program that was not funded last year?
A. At this time you should request funding as determined necessary for the running of your programs. But, if you are going to request funds for a new program, you would have to justify why that would be appropriate during a contract extension and also which program(s) you would propose to not fund at this time.
Let me know if I did not answer your question
Q. Are we allowed to request a "cost of living" increase or can we only ask for
the same amout we received last year?
A. You should request the funds that you need. The County doesn't give "cost of living increases", rather we base decisions on the program, performance and compliance with reporting and funds available for distribution.
Q. Since this is a renewal and not a new application, would the information be the same as the original application? I mean we can't ask for more money or anything correct? Can we put money in another department however? Sorry for being a pain but want to get this right.
A. The information needs to be updated as necessary - and if you guys made any changes that needs to be reflected. You can always request additional funds - but I have already been told that FAA is going to be held even at best, reduced at worst.
Programs