OFCY - Frequently Asked Questions

Updated 1/19/2007

Q & A regarding the 2006-2007 After School Enrichment Services RFP

January 19, 2007.....IMPORTANT UPDATES!!!

Update RE: Scope of Work Forms and Budget Forms

When completing the Scope of Work and Budget Forms, please reflect all of the activities and dollar amounts for the Overall Program (to be funded by OFCY and new Prop. 49 dollars). In addition, please bold those activities on the Scope of Work Forms that are proposed to be paid for by OFCY funds- this is to delineate the percentage of activities out of the Overall program that OFCY is proposed to support. We apologize for the confusion. If there are any questions, feel free to contact Touch Thouk, OFCY Analyst at 510.238.2209.

Update RE: Site Visits

As you all know, we plan to conduct site visits in March. There will be a Site Readiness Protocol sheet used to assess the potential for quality programming. The Site Readiness Protocol sheet will be posted on the OFCY website (www.ofcy.org) shortly.

Q. What if the school I am proposing to provide services for in 07-08 is a small school that is on the same campus as a school that is currently funded under the Comprehensive After School Program and/or the school currently funded under the Comprehensive After School Program is scheduled for closure in 07-08? Is the school site eligible to apply to OFCY for ASES matching funds?

A. In the case where a school site currently funded under our Comprehensive After School Program is either dissolving and/or breaking up into smaller schools, the Lead Agency will need to renegotiate their contract to include all of the small school(s) on the same campus or to serve only one small school. THE LEAD AGENCY will then need to submit to OFCY a letter(s) of agreement between the Lead Agency and ALL the NEW SCHOOL principal(s) it plans to work with. NO SMALL SCHOOLS ON CAMPUSES THAT ALREADY RECEIVE COMPREHENSIVE AFTER SCHOOL GRANT MONEY ARE ELIGIBLE FOR ASES MATCH FUNDS UNDER THE CURRENT RFP.

Example: Calvin Simmons (currently funded under the Comprehensive After School Program) - Planning to close for 07-08.

Peralta Creek and United for Success is also on the Calvin Simmons campus. The Lead Agency at Calvin Simmons will be given and opportunity to renegotiate their contract under the Comprehensive After School program to reflect the new school(s) served on the Calvin Simmons campus or renegotiate the contract to serve only one of the small schools. Note: NO SMALL SCHOOL ON THAT CAMPUS IS ELIGIBLE FOR 07-08 ASES MATCH FUNDING.

Note: Please see the RFP for a revised list of eligible school sites.

Q. Your 2007-2008 match ASES RFP prioritizes enrichment programming. If our program offers academic support to students, can we apply?

A. Our proposal gives priority support to enrichment activities, but does not preclude support of academic activities. However, your application must demonstrate how such activities are not merely an extension of the school day. Moreover, ASES funding already supports academic enrichment services, while our funding intends to support enrichment programming.

Q. How much description of programming that will be supported by ASES funding should be included in our 2007-2008 OFCY proposal?

A. OFCY asks for detailed description of your programming and budget expenses that is supported by OFCY funding. We do request a general overview of your entire program funded by ASES and OFCY to provide a context for how OFCY programming will benefit students, but no detailed description is desired.

Q. Your 2007-2008 RFP states that site visits, which are used in assessing applications, must see evidence of programming from our organization already on site, before funds are released to support expansion of this programming. Is that correct?

A. OFCY staff must see evidence of existing programming by your organization at the applying school site as part of our assessment of your partnership's readiness to deliver expanded/enhanced programming at that particular school site. Programs occurring at other sites that wish to expand into a new school site, but which are not yet up and running at the new school site, are not eligible for this round of funding.

Q. Does there have to be an existing program to apply for the 2007-2008 RFP for After School Enrichment Services?

A. Yes. OFCY will conduct site visits in March 2007 to make sure that programs are active and to assess whether or not the site has potential for quality after school programming with OFCY enrichment grant matching.

Q. Can the 2007-2008 RFP for After School Enrichment Services, be provided at high school sites?

A. No. The 2007-2008 RFP for After School Enrichment services is strictly for elementary and middle school sites as a match for new ASES grants.

Q. Is there any funding to allow applicants to promote and develop new After School programming?

A. No. OFCY grants are for direct services, not for program planning and development.

Q. Is there a page limit for the proposal narrative?

A. If an organization is applying for 1 school site, the proposal narrative can be up to 12 pages. If applying for more than 1 school site, your proposal narrative can be up to 18 pages.

Q. I have worked in the Oakland schools, and already have relationships with school principals. Is it a conflict of interest for our organization to apply with a school site/principal if we already have a relationship/partnership with each other?

A. There is no conflict of interest for applicants with pre-existing relationships with school sites/principals to apply for OFCY match ASES funding in this 2007-2008 grant period.

Q. Can an organization that is currently funded under another OFCY strategy other than comprehensive after school apply?

A. Yes. An organization not funded under our 2006-2008 comprehensive enrichment programming strategy, but rather, under another OFCY strategic funding area(s), is eligible to apply for the OFCY 2007-2008 RFP for enrichment programming.

Q. Can more than one agency working at a school site apply for matching OFCY 2007-2008 ASES funding?

A. Only one agency or organization, in partnership with the school principal, can apply to be the lead agency for OFCY ASES match funding for this 2006-2007 RFP. Other agencies/organizations working at the school site can subcontract their services with the lead agency as per the proposal put forth by the lead agency and school principal.

Q. My program serves children from several schools in the area. Can I apply for OFCY match ASES funding for this 2007-2008 RFP?

A. The intent of the Prop 49 and OFCY matching funds are to support school-based programming that benefits students at one school site, with the support of a school-site principal. Typically, agencies that are eligible for this funding have on-site school programs. If your program is serving students from one school site only, but at another facility, then you are eligible to apply for this 2007-2008 matching grant. Your application is done jointly with one school-site principal, and must verify how your off-site program will solely benefit the students of your partner school site.

Q. What happens to OFCY funding after FY2007-2008?

A. There will be another RFP process for FY2008-2009.

Q. Will Measure K continue through 2010?

A. The funding for Measure K continues through FY2008-2009. There will be a reauthorization process to extend measure K beyond FY2008-2009.

Q & A regarding the 2006-2008 RFP process begin here.

Updated 12/29/2005

As new questions arise, they will be posted here. Also, check the update section.

In-School Services | School-based Services | Afterschool Initiative | Two-Year Funding | Audits | Startups and Fiscal Sponsors | Matching Funds | Collaborative Applications | Narrative, Attachments, and Forms | Fiscal and Budget | Model Child, Youth, and Family Support Principles | Applicant Eligibility | Request Caps

In-School Services

Q. The RFP states that OFCY does not wish to spend limited resources supplementing services provided by school funds. What do you mean by an in-school program?

A. OFCY does not fund "core" educational program or materials. For example, classes that take place during the school day and are part of the school curriculum.

School-based Services

Q. How can schools or community based organizations apply for funding for school based after school programs?

A. Applicants applying for services at a school site, or the After School Initiative, must propose programs to be provided at an Oakland school site in partnership with at least 2 community based organizations (CBOs) and a school. The CBO partner, and not the school site, must be the applicant for the purposes of submitting a proposal. For more information about after school collaboratives, please see the FAQs regarding collaboratives.

Q. What if we are a school with our own non-profit or 501(c)3 status?

A. Schools that have their own non-profit status may serve as the applicant on their proposals, however, under the Comprehensive After Achool RFP, the school site and the non-profit are considered one entity. The school applicant must still adhere to the collaborative requirement for school-based comprehensive after school sites.

Q. We heard that the Oakland Unified School District (OUSD) is requiring us to submit our proposal to the school board! What are we supposed to do?

A. Not exactly. However, the OUSD requires that any grants proposing services taking place on an OUSD campus must submit their proposal and a Grants Face Scheet. That process can be found at this link Face Sheet.

Q. If a school site is applying for its own after school program, do they also complete the Grant Proposal Abstract?

A. Yes, however, school sites are not allowed to serve as the applicant for their own school site. All school sites MUST partner with community-based organizations.

Q. Are there any meetings to which we can attend to connect with other schools or CBOs applying with schools?

A. No

Afterschool Initiative

Q. Is there an RFQ being released for 2006-2007?

A. No, there is not an RFQ being released for 2006-2007. However an RFP for comprehensive after school programs is being released. Sites can be community-based or school-based. School-based sites are considered a part of the Oakland After School Initiative.

Two-year Funding

Q. If I apply for two-year funding and the review committee decides I don't meet the requirements for two-year funding, would my application not be funded, or would it possibly be awarded one-year funding?

A. All 2006-2008 RFPs are for one year grants, with 1 additional year for renewal.

Q. Are previous grantees given different consideration?

A. OFCY will consider evaluation data and grant monitoring reports for previously funded grantees who are reapplying.

Audits

Q. How flexible is your audit requirement? Can we submit a financial review or preliminary audit report in lieu of the audit?

A. If your audit is completed, please turn that audit in with your proposal (2 copies). However, OFCY will not be requiring that applicants submit an audit with the submission for the 2006-2008 proposals. We will, however, require that applicants submit a letter from their CPA veryifying that an audit for 2004-2005 is in process. If your audit is completed, please turn that audit in with your proposal (2 copies).

If the organizational budget is $100,000 or more, a full and complete audit of the applicant's organization must be submitted by March 1, 2006. If the organizational budget is under $100,000, then a CPA Review of Financial Statements with Cover and/or Management Letter will be sufficient and due by March 1, 2006.

Again, if your audit is completed, please turn that audit in with your proposal (2 copies).

Q. I'm not sure I have a management letter, can I just send you my audit without the letter?

A. All audited financial statements ought to come with a letter or statement of findings that is presented to the board of directors. The auditor should be able to provide a copy of the complete file if the applicant has only the statements. The letter is a key documents as it spells out findings (violations or irregular practices as well as internal control concerns) and recommendations.

Startups and Fiscal Sponsors

Q. Can we apply with a fiscal sponsor who is not based in Oakland?

A. Yes, you may. OFCY does not have a policy barring applicants from using non-Oakland-based non-profits as fiscal sponsors. However, it is important that youth served by these proposals are youth that live in, attend school, or receive services in Oakland.

Matching Funds

Q. I am confused about your matching requirement percentages. Can you give me an example of how it would work?

A. A minimum 25% match is required for OFCY funded programs. The 25% calculation should be based on your total project budget, rather than just the OFCY amount. (This means that OFCY would fund up to 75% of your total project budget.) For example, if the total project budget is $100,000, OFCY would fund up to $75,000 and a minimum of $25,000 in matching funds would be required.

Q. I am applying as a youth-to-youth grantmaking project. How should I calculate my required match?

A. OFCY requires a 25% match on the administrative part of the budget. There is no match requirement for funds earmarked for youth grants.

Q. Can volunteer time be used as a match?

A. Yes, OFCY permits "in-kind" donations, such as volunteers' labor to be counted toward match. The amount of non-cash or in-kind match is limited to 5% of the program cost. Proof of match must be provided, if you are awarded a grant.

Q. Is there a limit to how many volunteer hours we can use towards the matching
portion?

A. The amount of non-cash or in-kind match is limited to 5% of the program cost. Please keep in mind that your volunteer hours should be based on past volunteer hours. You should also be able to document those hours, if your proposal is funded.

Q. What if I have more than a 25% match? Would it be to my benefit to show it all?

A. The budget should show the costs for the proposed project. A match that is greater than 25% may be indicative of greater capacity within an organization and may create a project with greater impact. Remember, organizations receiving grant awards will be required to document the full match amount shown in the proposal.

Q. Are there any other matching funds requirements? For example, can I use other government funding as a match?

A. Matching funds may be cash or in-kind. All matching funds must be documented and reported to OFCY. There is no prohibition against using other government funding as a match.

Collaborative Applications

Q. What is a collaborative and who can submit an application as a collaborative?

A. An applicant is allowed, but not required, to apply as a collaborative when there are at least 3 partnering agencies and at least 2 are proposed to receive funding from OFCY. This definition of collaborative is true for all four RFPs. Per the RFP, "a collaborative must consist of three or more agencies, each contributing substanstial participation toward a mutual goal, and at least two of which are proosed to receve OFCY funds." In the case of the Comprehensive After School RFP, there should also be at least 3 partnering agencies, with the school being one of those agencies.

Narrative, Attachments, and Forms

Q. Where can I call to get an updated copy of our organization's 501(c)3 letter of non-profit status?

A. The IRS can be reached at 877-829-5500. They will fax you a copy of your "affirmation letter" within 24-48 hours. You will also receive a hard copy in the mail in about 2 weeks.

Q. We usually don't give the home address for our directors as a matter of privacy. Ordinarily we do give the name and affiliation of each member, but list our day address. Will this be acceptable to you?

A. Yes that is acceptable. Please give us whatever you would customarily give to the public.

Q. Our audit for the last completed fiscal year will not be completed before the RFP deadline. Will that disqualify our proposal?

A. OFCY will not be requiring that applicants sumit a completed audit with the submission for the 2006-2008 proposals. We will, hwoever, require that applicants submit a letter from their CPA veryifying that an audit for 2004-2005 is in process.

Q. Our audit has a lot of pages! Do we really need to submit 10 copies?

A. 2 copies of your audit (Attachment L) are sufficient.

Q. Where can I get the site codes?

A. They can be found in the appendix of the RFP.

Q. Can CBOs include more than one school site on the Grant Face Sheet? There is more than one place for a principal to sign at the bottom.

A. Yes, CBOs can include more than one school site on the form.

Q. For attachments that aren't applicable to us, like the subcontractor
budget form, should we just leave them out, or include them with a note
that they don't apply?

A. We prefer a note indicating that it does not apply.

Fiscal and Budget

Q. What is the maximum grant size for collaborative under the RFP?

A. The maximum grant size for a collaborative is $300,000. The maximum for comprehensive after school programs is $200,000.

Model Child, Youth, and Family Support Principles

Q. In your RFP you say model child, youth and family support principles will be on your web page, but I can't find them. Where are they?

A. Look for the link labeled "Best Practices and Program Principles" in the Funding Process section of the web site.

Request Caps

Q. The RFP says that I can only apply for 35% of my organizational budget, but I would not have applied for the Afterschool Initiative if I had known that!

A. The limitations on your total OFCY request as a percentage of your organizational budget does not include funds that were granted under any previous solicitation or funds requested under the Comprehensive After School RFP. For example, when considering your total OFCY request amount(s) do not include funds requested under the Comprehensive After School RFP, funds granted in 2004-2005 for the Afterschool Initiative, or the 2nd year of a two year grant.