GENERAL GUIDELINES FOR GRANT PROPOSALS by jackl17

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									                               GENERAL GUIDELINES
                               FOR GRANT PROPOSALS

PREPARATION OF GRANT PROPOSALS
All proposals must include the following required elements. These areas will be evaluated
completely in the review process along with overall project design. Proposals omitting required
elements or failing to adhere to the prescribed format will be disqualified.

    1. Abstract - A one (1) page Abstract that succinctly states the goals, objectives and activities
       contained in the proposed project and the outcomes expected from the project. At the top
       of the Abstract page, please provide:
           a. title of the project
           b. name and address of the applicant organization
           c. amount of DD grant funds requested
           d. brief narrative listing goals, objectives, activities and expected outcomes of the
               project

    2. Coversheet – This form must be completed and signed by the Authorized Official of the
       applicant organization. This signature on the proposal coversheet certifies that the applicant,
       if awarded a grant, will comply with all federal, state and agency regulations, policies and
       procedures.

        The Authorized Official also certifies that the organization has the legal authority to apply
        for federal funds and has the institutional, managerial and financial capability (including
        funds sufficient to pay the non-Federal matching share of project costs) to ensure proper
        planning, management and completion of the project as described in the approved proposal.

        The Project Coordinator identified on the coversheet will be responsible for the day-to-day
        activities of the grant project. The Project Coordinator is also responsible for ensuring the
        timely and accurate submission of all required grant documents, such as the quarterly
        program reports, collection and reporting of data, and financial reporting. This person will
        be the main contact for the organization.

        In instances where the applicant is a small organization, the Authorized Official and Project
        Coordinator may be the same person.

    3. Budget Form – All sections of the Budget Form must be completed and signed by the
       Authorized Official of the applicant organization. Complete one set of forms for the entire
       grant period. Please ensure you have reviewed the Grants Manual for allowable and
       unallowable budget items.

        The following Expenditure Categories should be completed:




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        PERSONNEL:
        List each position by job title, annual salary (or wages) and % of time spent on project.
        Fringe benefits for personnel have a separate line item in this category.

        VOLUNTEER COSTS AND CONSULTANTS:
        Show each type of expense related to volunteers or subcontracts with consultants and show
        the rate or unit of pay.

        TRAVEL:
        List all travel related expenses for personnel, volunteers, consultants or clients including the
        rate or unit of reimbursement for those expenses. All travel expenses must adhere to Va.
        State Travel Regulations.

        RENTAL SPACE OR EQUIPMENT:
        List all equipment or space rental fees for specific grant activities.

        CONSUMABLE MATERIALS AND SUPPLIES:
        List all consumable materials and supplies.

        OTHER COSTS:
        Anything not included in above categories, such as indirect costs for match.

        Match Requirement

        All grantees are required to contribute a minimum matching share of 25% of the Total
        Project Costs. Matching funds may be in-kind or cash and must be non-federal funds, such
        as state, local or private funds. The Board will fund up to 75% of the Total Project Costs.


        To determine the Total Project Costs, divide the grant funds requested by 75%.

        For example, if you are requesting $100,000 in grant funds:
               $100,000 divided by 75% = $133,333.33

                        Total Project Costs              $133,333.33             100%
        Less            Grant Funds                      $100,000.00              75%

        Equals          Matching Funds                   $ 33,333.33              25%


        Exception to Requirement:
        If the project exclusively serves a Designated Poverty Area (see Appendix D in Grants
        Manual), the Board will fund 90% of the Total Project Costs and requires a minimum
        matching share of 10% of the Total Project Costs. (Divide grant amount requested by 90%
        to determine Total Project Costs and Matching Funds.)




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    4. Budget Justification – This narrative must accompany the Budget Form and include a
       description of each line item for the Total Project Costs. (Please distinguish between grant
       and matching funds.)

    5. Quarterly Activity Timeline & Expenditure Projections – The quarterly timetable
       should list all project activities and grant expenditure projections by quarter for the grant
       period.

    6. Proposal Narrative – The Proposal Narrative must be succinct, may not exceed 15 double-
       spaced pages and should appear in standard type size and margins. All pages must be
       numbered. The following elements are required, unless specifically stated otherwise in a
       particular RFP:

        a. Applicant Profile – A brief overview of the structure and function of the applicant
           organization. Describe experience conducting similar programs and demonstrate why
           the applicant is uniquely qualified for the program and has the capacity to undertake this
           initiative. Include a description of the geographic area served and the resources available
           to persons with developmental disabilities.

        b. Background and Need of the Target Population – Describe the target population.
           Define the target population for the project in terms of the definition of “developmental
           disabilities.” Identify the age range, cultural background, and number of persons to be
           served. Identify and explain the specific needs of the target population for the project.
           Explain past efforts to address these needs, explain how the project will complement
           these efforts and why grant funding is necessary.

        c. Goals, Objectives and Activities – Required goals, objectives and the minimum
           required activities are stated in the individual RFPs. Applicants should include additional
           activities that will achieve the required goals and objectives.

            Restate the goals and objectives for the project. For each objective include: a list all
            activities (specific tasks) planned to achieve the objective; an explanation of how the
            activities will be accomplished; realistic start and end dates for accomplishing each
            activity; and the primary personnel who will carry out the activity.

        d. Performance Measures – The Board is required by the federal Administration on
           Developmental Disabilities to report data on Performance Measures. Each RFP
           identifies the minimum required Performance Measure(s) by Objective, however,
           applicants should include any other Performance Measures that will achieve the required
           goals and objectives. For each Performance Measure, state the expected target
           (number), how you will reach the target and how you will collect and report the data
           accurately to the Board.

            It is important that you review Appendix B in the Grants Manual for an
            introduction to and list of all federal Performance Measures and Areas of
            Emphasis.




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        e. Project Deliverables/Products – Describe all project deliverables and products that
           will achieve the goals, establish a timeline for anticipated completion of all products and
           deliverables, and describe dissemination plans. Products may include: a new service;
           proposed legislation, policies, regulations or standards; conferences, training, curricula,
           manuals and other materials; planning documents; research findings; and other products
           suitable for replication and/or dissemination.

        f. Collaboration – Explain how the project will collaborate with other organizations.
           Where project success is dependent upon another organization, the applicant must
           provide written documentation, such as a letter of commitment or memorandum of
           understanding, of the collaborative arrangement. Documentation should specify what
           responsibilities the partner organization has agreed to undertake. (Please note: a letter
           of commitment is not the same as a letter of support.)

        g. Involvement of Individuals with Disabilities – Include a discussion of individuals
           with disabilities and family involvement in project development, project implementation
           and evaluation activities. Explain how the project will collaborate with individuals with
           disabilities and their families.

        h. Project Evaluation – Present an evaluation plan for the proposal describing how the
           applicant will assess attainment of project objectives. The evaluation plan should
           describe the methodology planned for assessing project activities and products, including
           establishing baselines, the methods for evaluating project objectives and the systemic
           impact.

        i.   Sustainability Plan - The sustainability plan should describe how the project will
             continue after the conclusion of the grant period and what long-term impact can
             realistically be expected from the project after the end of grant funding.

    7. Appendices – The Proposal Appendices must include:
          a. Letters of commitment or memoranda of understanding, where applicable.
          b. Letters of support. (Letters of support should demonstrate an organization’s
             support of the project, a willingness to be involved in the project showing what the
             organization will commit to the effort, and competency of the applicant.)
          c. One-page project personnel resumes and position descriptions.
          d. Copy of most recent audit (or provide a website link to report).
          e. Copy of Articles of Incorporation, if applicable.
          f. Copy of IRS determination letter on non-profit, tax-exempt status, if applicable.
          g. Listing of organization officers or directors.
          h. Financial documentation and other information and data which directly support the
             proposed project.


TIPS FOR PREPARING YOUR PROPOSAL

        Be innovative and creative in your approach to project activities.
        Respond directly to the expectations outlined in the RFP.


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        Develop clear and concise language. Applications that are unnecessarily long, too wordy or
        include too much jargon are difficult to read and may hurt your review score.
        Be familiar with the Board’s mission, the 2007-11 State Plan and the 2006 Biennial Assessment
        of the Disability Services System in VA (available on our website under Planning Documents &
        Reports).
        Ensure that your proposal has been reviewed by key members of your organization.


SUBMITTING A PROPOSAL
        1. Address all proposals to:

            Virginia Board for People with Disabilities
            Ninth Street Office Building
            202 North 9th St., 9th Floor
            Richmond, Virginia 23219

        2. The proposal must be received by 5:00 p.m. on March 9, 2007. Late proposals will not
           be accepted for any reason. Faxed or emailed proposals will not be accepted.

        3. Submit the original and signed proposal along with 10 copies and a computer diskette or
           CD containing the proposal.

                Do not staple the entire original proposal.
                Do not use binders, notebooks or report covers for the proposal.
                DO NOT append agency annual reports, program manuals or other lengthy
                publications to the grant proposal.

Please note: Failure to adhere to application or submission requirements will result in
disqualification of your proposal.


PROPOSAL REVIEW & NOTIFICATION
Each proposal received by the published deadline will be screened initially to determine if (1) the
applicant is an eligible agency/organization and (2) it contains all of the required elements specified
in the RFP. Proposals passing the initial screening will be forwarded for full review according to the
following five-step process:

        1. Staff Review – Staff of the Board will conduct a preliminary review of the proposals to
           determine compliance with grant application requirements. Staff may wish to verify
           information contained in the proposals. Staff will forward the proposals to the Board’s
           Grant Review Teams.

        2. Grant Team Review -- A grant review team composed of Board members will review
           each grant proposal. During the review process, grant review team members may direct
           staff to contact applicants to obtain additional information, including a request for a


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            presentation. The process may also involve written requests to grant applicants for
            clarification or additional information covering materials presented in their application.

                Proposals are scored by each reviewer on:

                        Strategies and Activities for Achieving Goals and Objectives
                        Project Timelines, Milestones and Products
                        Project Evaluation, Continuation and Sustainability
                        Applicant Capability, Personnel and Resources
                        Budget

        3. Standing Committee Recommendation—Following deliberations, each grant review
           team makes a recommendation to one of the Board’s standing committees, which will
           make a funding recommendation to the full Board.

        4. Board Review—At the meeting of the full Board, members review the funding
           recommendation made by the appropriate standing committee. Following any questions
           the Board may have concerning the Committee’s recommendation, the Board
           approves/disapproves the funding of the proposal.

        5. Applicant Notification—All applicants will receive written notification of the funding
           determination of the Board. Notification of approval will include the amount of funds
           awarded, any special conditions under which the grant is made and details on the
           mandatory orientation workshop. Grant applicants who are denied funding may request
           in writing a more detailed description of the review team’s evaluation of the strength and
           weaknesses of the proposal.


MANDATORY GRANTEE ORIENTATION
All awardees will be notified of an orientation at the Board offices in Richmond. The orientation
must be attended by the project coordinator and fiscal coordinator (the person responsible for
monitoring expenditures and submission of quarterly financial reports). It will include review of
administrative, program and financial requirements, including instructions on completing quarterly
“Outcome Status Reports” and “Financial Reports”, final reports and evaluations and project
deliverables.

Any travel expenses your staff may incur for the training may be included in your grant budget
(under “Travel”) and must adhere to Va. State Travel Regulations.




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