2009 Request for Project Proposal Details
The SHEA Collaborative (“SHEA”) promotes innovative collaboration in the
Charlottesville area among groups, organizations and individuals active in the areas of
Service, Humanities, Education and the Arts and encourages the development of events
and programs that engage underserved communities by providing funds for proposals.
Eligibility: SHEA grant awards are open to organizations and individuals (who are legal
residents of the state of Virginia and are 18 years of age or older at the time of
submission of the proposal) and who have a valid Federal Tax I.D. or Social Security
A prospective grantee understands and agrees that, if selected, the organization or
individual will be responsible for, and will be required to, incur all costs and provide any
and all start up, working, and other capital necessary to advance their project over and
above the awarded grant amount.
Overview: Prospective grantees will be required to submit a completed application.
Special consideration will be given to projects that utilize resources at Frank IX.
Awards: Project proposals requests from $50 to $3500 will be considered.
**Proposals must be received no later than December 15, 2008.
Submission Requirements: All project proposals must be submitted in English and
become the sole property of SHEA; they will not be returned. The project proposal must
represent the prospective grantee’s own original work, be in keeping with the SHEA
mission and may not be offensive, as determined by the SHEA Project Review Panel in
their sole discretion, and cannot defame or invade publicity rights or privacy of any
person, living or deceased, or otherwise infringe upon any person’s personal or property
rights or any other third party rights. SHEA reserves the right to disqualify any proposal
deemed to be offensive, inappropriate, not in keeping with SHEA’s mission or not in
compliance with these rules, in their sole discretion.
Format: Proposals may be submitted by mail or e-mailed as a Word Document.
Photographs representing artwork or other supporting materials may be submitted as
photocopies or jpgs.
Judging: The SHEA Board of Directors will establish a Project Review Panel for the
express purpose of dispersing SHEA funds to projects that further the SHEA mission.
Project Review Panels will be composed of not less than four (4) or more than (6)
individuals. The Vice-Chair for Project Selection will always be a member of the review
panel. Each review panel will be charged by the Board of Directors with selecting
projects for a specific review. Reviews will be initiated by the Board of Directors and will
include a stated objective for the review and an amount or range of amounts that might
Selection: The selection of eligible project proposals will be judged in five (5) basic
categories with each category representing a range of between 0 and 20 points possible.
Each category potentially represents 20% of the total score with a combined total of 100
points (100%) possible per proposal. The categories are:
Ability to Complete
Originality, Passion and Creativity
Detailed Timeline & Budget Description
Objectives Defined & Relevance to SHEA Mission
The proposal should describe how the project concept is original while elaborating on the
creative ways intended to meet objectives, i.e., how objectives might be reached within a
specific target audience, financial goals, participant reviews, increase awareness etc.
Each proposed project must include innovative collaboration and/or partnership with a
group(s) or individual(s) representing at least two (2) of the four (4) community areas
defined in the SHEA mission (Service, Humanities, Education, Arts).
Description of the budget should include all funds currently confirmed for the project, with
sources identified, as well as tentative funding sources (noted as such with sources). The
difference between expenses and revenues should be the SHEA grant amount
Potential Finalist Notification: Potential finalist grantees will be notified by phone and
will be required to provide proof of identity, non-profit status/Federal Tax number or a
valid Social Security number in a form acceptable to SHEA, as well as complete a
Publicity Release and any other documents that may be required by SHEA (unless
prohibited by law).
Finalist Notification may be followed by a personal interview, should there be questions,
between January 15, 2009 and February 1, 2009, by the SHEA Review Panel.
Finalist Notification: Upon selection, grant award notification will be sent by mail by
February 15, 2009.
Deliverable Dates: The awarded project period will begin on March 1, 2009, and end no
later than December 31, 2009. Completed evaluation report forms are due by.
JANUARY 31, 2010 or 60 days after completion of the project, whichever comes first.
SHEA Collaborative 2 2008-9 Request for Proposals
Project Completion: Grantees understand that a significant time commitment and
delivery of the project by the agreed deadline is required. Failure to meet deliverable
dates as laid out in the project proposal could result in requirement of grantee to return
Important Note: Grantees understand that SHEA shall be under no obligation to
continue to work with the grantee after the completion and delivery of the project.
General Conditions: All award details are at the sole discretion of SHEA, including the
amount of the award itself. SHEA reserve the right to disqualify any grantee who acts in
an unprofessional or inappropriate manner or in any way that reflects unfavorably on
SHEA, as determined by SHEA in their sole discretion. Grantee is responsible for all
federal, state and local taxes, as well as any other costs and expenses associated with
acceptance and use of the grant not specified herein as being awarded. Grants are not
transferable or substitutable.
By accepting a SHEA grant, each grantee agrees: (a) to abide by these Official Rules
and decisions of the SHEA and judges, which shall be final in all respects relating to this
Request for Proposals; (b) to release, discharge and hold harmless SHEA’s promotional
partners, from any and all injuries, liability, losses and damages of any kind to persons or
to grantee, including, without limitation, death, property, or employment resulting, in
whole or in part, directly or indirectly, from participation in the Request for Proposal or
any Request for Proposal-related activity or the acceptance, possession, use or misuse
of an awarded grant (including but not limited to any travel or related activity; (c) make
every effort to be available for press conferences, personal appearances and other
services at times and places designated by SHEA without additional compensation; and
(d) to the use of his/her name, voice, performance, photograph/video (including but not
limited to his/her project, image and/or likeness for programming, advertising, publicity
and promotional purposes in any and all media, now or hereafter known, worldwide and
on the Internet, and in perpetuity by SHEA and their designees, without compensation,
notification or permission, unless prohibited by law, and to execute specific consent to
such use if asked to do so.
Project Proposals should be sent to:
P.O. Box 5801
Charlottesville, VA 22905
For more information contact:
SHEA Collaborative 3 2008-9 Request for Proposals