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CALIFORNIA DEPARTMENT OF REHABILITATIONSpecialized Services Division
Older Individuals Who Are Blind (OIB) Program
REQUEST FOR APPLICATION#OIB 17-01
Federal Title VII, Chapter 2
Independent Living Services for Older Individuals Who Are Blind
Request for ApplicationFederal Title VII, Chapter 2Independent Living Services for Older Individuals Who Are Blind
I. AUTHORITY..............................................................................................2II. INTRODUCTION......................................................................................2III. PURPOSE OF THIS RFA........................................................................3IV. DESCRIPTION OF GRANT PROGRAM FUNDING...............................3V. SERVICES TO BE PROVIDED FOR EACH GRANT..............................4VI. REPORTING REQUIREMENTS.............................................................5VII. ELIGIBILITY AND QUALIFICATION REQUIREMENTS........................6VIII. GRANT AWARD AND IMPLEMENTATION SCHEDULE.....................7IX. GENERAL REQUIREMENTS AND INFORMATION..............................8X. FUNDING PARAMETERS AND REQUIREMENTS.................................9XI. APPLICATION SUBMISSION REQUIREMENTS.................................10XII. FINAL FILING DATE, TIME AND LOCATION.....................................12XIII. REVIEW PROCESS AND REVIEW CRITERIA..................................12XIV. APPEAL RIGHTS FOR A REVIEW....................................................14ATTACHMENT A........................................................................................16ATTACHMENT B........................................................................................21ATTACHMENT C.......................................................................................27ATTACHMENT D.......................................................................................29ATTACHMENT E........................................................................................33
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CALIFORNIA DEPARTMENT OF REHABILITATIONSpecialized Services Division
Older Individuals Who Are Blind (OIB) Program
REQUEST FOR APPLICATION
Federal Title VII, Chapter 2Independent Living Services for Older Individuals Who Are Blind
I. AUTHORITY
This Request for Application (RFA) is issued pursuant to the provisions of Title VII, Chapter 2 of the Rehabilitation Act of 1973, as amended. The California Department of Rehabilitation (DOR) is a recipient of a Title VII, Chapter 2 grant from the Rehabilitation Services Administration (RSA). The funding is registered with the Catalog of Federal Domestic Assistance (CFDA) 84.177.
II. INTRODUCTION
The DOR is pleased to announce that funding in the approximate total amount of $3,150,000 statewide will be available to nonprofit agencies that will directly provide independent living (IL) services to blind and visually impaired individuals age 55 and older. Under the Older Individuals who are Blind (OIB) program, funding is available to provide targeted services to assist individuals aged 55 or older whose severe visual impairment makes competitive employment extremely difficult to obtain, but for whom independent living goals are feasible.
The DOR anticipates funding awards for a three-year period beginning October 1, 2017 through September 30, 2020 with up to two additional one-year grant extensions. A nonprofit agency may submit applications for one or more counties, where it proposes to provide independent living services to visually impaired persons 55 years of age and older.
The DOR reserves the right to reject any or all applications that are non-responsive for a given county. This also applies to any designated county which receives only one application.
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III. PURPOSE OF THIS RFA
It is the purpose and goal of the DOR to maintain a statewide network of independent living services programs for older persons with visual impairments in California.
California has one of the largest concentrations of older blind persons in the country, and a very diverse ethnic and racial composition. However, the percentage of individuals currently served by OIB who identify as ethnic minorities is smaller than the percentage of Californians over 55 who identify as ethnic minorities. This RFA seeks agencies that will intensify efforts to identify and reach underserved ethnically diverse populations. Towards this end, funding will be prioritized for agencies committed to the development of collaborative partnerships with other organizations which have traditionally served ethnically diverse populations.
IV. DESCRIPTION OF GRANT PROGRAM FUNDING
Funding will be allocated based on a formula that allows for flexibility in funding service areas based on the characteristics of the different counties throughout California. Grantees may apply to serve one or multiple counties or a portion of a county. Each grant would be awarded to a grantee to serve particular county(ies) and the allocation formula will determine what portion of the total funding the DOR awards each grantee. Please note that a minimum of $5,000 will be available to every county to ensure comprehensive services are provided in all counties.
The allocation factors are: population of individuals aged 55 or older, geography (square miles), and a base per agency (subgrantee) if awarded an OIB Independent Living Services grant.
$10,000 in base funding will be allocated to each subgrantee that is awarded an OIB Independent Living Services grant. Only one base will be awarded per successful agency. Fifteen percent (15%) of the remaining funding will be allocated by geography, based on the square mileage of county(ies) served. The remaining funds (85%) will be distributed by the total 55+ population in each county.
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Funding will be used to directly provide independent living services to older individuals who are blind; conduct activities that will improve or expand services for these individuals; and conduct activities to improve public understanding of the problems facing these individuals.
Applicants will be required to develop and implement an effective collaboration plan with other service programs for the older blind and visually impaired, such as American Association for Retired Persons (AARP), local offices of Area Agency on Aging (AAA), consumer groups such as the local senior citizens groups, and other programs serving persons with disabilities or older persons. The applicant’s plan must address how the applicant agency, in partnership with the organization(s) identified, will implement a system of service delivery that will successfully serve the targeted population, including language and cultural knowledge to serve ethnically diverse populations.
V. SERVICES TO BE PROVIDED FOR EACH GRANT
Applications for one or more OIB Independent Living Grants must address services being proposed from the following list of services and how they will be provided. If there are other community agencies providing services similar to OIB grant service(s), applicants are encouraged to collaborate to provide services that offer the best coverage.
The services for older individuals who are blind and visually impaired are as follows: Low Vision Training: Providing training in how to use remaining vision
effectively, such as the use of optical and non-optical devices, learning eccentric viewing, and learning the use of residual side vision to read and perform tasks typically done with central vision. Low vision exams/screening/services may be included in this service;
Adaptive Equipment/Assistive Technology: Providing training in the proper use of adaptive equipment and assistive technology (low vision, communication and mobility aids, etc.) which will enable consumers to perform functions independently that they were unable to perform previously. Appropriate assessments for assistive technology must be provided to ensure proper matching of devices to the consumer;
Orientation & Mobility (O&M): Instructing consumers in techniques used to maintain orientation to their environment whether in their home,
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neighborhood, or community; instructing in use of the white cane, sighted guides, dog guides, or other assistive means of travel; teaching mobility techniques to travel safely within an environment; and teaching use of public transportation or other available modes of travel;
Communication skills such as reading and writing Braille, using large print, developing a system for self-communication, using tape recorders, typing/keyboarding or large print or learning handwriting;
Activities of Daily Living, or Independent Living Skills: Teaching grooming, bathing, bed making, eating, using the telephone and money identification; home management skills such as planning and cooking meals, cleaning the home; budgeting and techniques for shopping and banking;
Self-Advocacy: Motivating consumers to acquire skills and knowledge in self-advocacy in areas related to service delivery and rights of blind and visually impaired persons;
Adjustment Counseling: Providing counseling such as support groups, personal counseling and peer counseling to assist consumers and significant others in understanding adjustment to blindness;
Transportation: Instruction in the use of available modes of transportation (existing bus routes, light rail, paratransit, dial-a-ride, etc.) that will increase the consumer's independence. Instruction can involve orientation and mobility with the use of the white cane. This category may also allow for the purchase of vouchers for paratransit and/or taxi services; and,
Other needed services which will improve the ability of the older individual with severe visual impairment to function, continue functioning, or move toward functioning independently in the family or community, including information and referral services.
VI. REPORTING REQUIREMENTS
A. Records Retention Requirements:
Applicants must maintain all fiscal records for no less than 7 years from the end of the grant year and all consumer records for no less than 7 years.
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B. Monthly and Quarterly Reporting
Applicant agencies are required to report certain information in a timely manner. This includes monthly and quarterly reports due to the DOR no later than 30 calendar days after the end of each calendar month or quarter in which the subgrantee received the funding awarded in whole or in part under Title VII, Chapter 2. The OIB Program Manager in the Specialized Services Division of the DOR will provide a format for the monthly and quarterly reporting that meets the requirements of Title VII, Chapter 2.
C. Self Evaluation Reporting:
Applicants must outline a process for annual program evaluation that documents the Title VII Chapter 2 services, achievements, strengths and weaknesses of the project, and a method for continuous improvement. The methodology must address how the applicant agency will go about documenting the activities the project completed, the results of those activities, the barriers encountered during project implementation, strategies used to overcome those obstacles, stakeholder satisfaction with project activities, changes (if any) in State and local policies and practices that have occurred as a result of the project, and recommendations for State and local infrastructure changes to accommodate valuable lessons learned.
D. End of Grant Period Reporting:
In addition to the aggregate monthly and quarterly reports, a final annual report is required within 30 days of the conclusion of the grant period, October 30. The report must be sent electronically to the OIB Program Manager in the Specialized Services Division.
VII. ELIGIBILITY AND QUALIFICATION REQUIREMENTS
To be eligible to apply for the OIB Independent Living Services grant, the applicant must possess the following characteristics:
Be registered as a nonprofit organization. The applicant must possess and submit a determination letter as an approved nonprofit
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corporation confirming the agency's 501(c)(3) status with the Internal Revenue Service and the California Franchise Tax Board;
Applicant agencies receiving funding will be required to provide insurance certificates for commercial general liability, automobile liability, and workers compensation (see Insurance Requirements in Attachment E);
Must have authority to do business in California. The applicant must submit proof of good standing (active status) with the Secretary of State. A screen print from the California Secretary of State Business Entity Detail is acceptable; and
Be in good standing with the Department and the State of California.o An applicant is considered to be in good standing with the
Department if it: Has no unpaid liabilities or unresolved debt to the
Department, or is current on an agreed-upon payment plan
Has not had a grant or contract discontinued by the Department in the last two (2) years (other than for expiration of the term or unavailability of funds by the Department).
o An applicant is NOT considered to be in good standing with the Department if it:
Has received audit findings or findings of non-compliance from the Department and has not complied with the findings as of the final date for submission of applications, including findings that are under appeal.
NOTE: ANY LACK OF COMPLIANCE WITH ELIGIBILITY CRITERIA WILL BE GROUNDS FOR REJECTION OF THE APPLICATION.
VIII. GRANT AWARD AND IMPLEMENTATION SCHEDULE
Grants will be awarded according to the following schedule:
Release RFA May 19, 2017Deadline to submit written questions May 26, 2017Bidder’s conference (response to questions)
June 5, 2017
Addendum with all questions and June 12, 2017
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answers posted to DOR websiteApplication due date July 5, 2017Application review July 5 - 20, 2017Notification of Intent to award July 21, 2017Signed grant packages due August 18, 2017Grant effective Period October 1, 2017 -
September 30, 2020
*The DOR reserves the right to change any of the dates in this schedule. Such changes will be made via an addendum.
IX. GENERAL REQUIREMENTS AND INFORMATION
As a result of this RFA grant award, the successful subgrantee is subject to the conditions for grants administered by the Older Individuals Who Are Blind Program, Title VII of the Rehabilitation Act of 1973, as amended, the conditions specified in this document, the Standard Grant Agreement, Standard Grant Provisions and Assurances, state grant award requirements, and applicable state and federal laws and regulations.
A sample copy of the grant requirements and grant provisions and assurances (Attachment E – Sample Grant Agreement) are attached for your information. Applicants selected for funding will be required to conform to the required provisions and assurances described in Attachment D, Special Provisions – OIB Subgrant Assurances. Attachment E – Sample Grant Agreement contains a draft copy of the grant agreement provisions that will be sent to successful applicant agencies.
Applicant agencies who are awarded a grant must comply with lobbying, debarment, suspension and other responsibility matters, drug-free workplace requirements, and ADA and all non-discrimination requirements, and obtain board resolution at the next available meeting. The subgrantee’s signature shall not be considered valid until the Board Resolution authorizing the representative to execute the grant and accept the grant conditions is placed on file with the DOR. This grant shall not become effective until a fully executed copy signed by the DOR and subgrantee is given to the subgrantee by the DOR.
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Facilities used in connection with the delivery of services must comply with the regulations, policies, guidelines, and requirements as they relate to the application, acceptance and use of federal funds for this federally assisted project, and those requirements and assurances found in Attachment E- Sample Grant Agreement.
X. FUNDING PARAMETERS AND REQUIREMENTS
A. No more than two agencies will receive awards to serve a particular county. Scores will be a consideration in funding awards and for funding levels in those counties where more than one agency is receiving an award. If a portion of a county is proposed to be served, justification for serving a percentage of the county must be included in the proposal. The justification should include the cities or towns to be served, the number of individuals age 55 or older, and the geographical areas, including the overall estimated percentage of the service area of that particular county. See Attachment A for more details.
B. Funded agencies are encouraged to maximize OIB funds for direct services and minimize administrative/operational expenses. To enable the DOR to evaluate the agency’s financial stability for the program, a detailed financial statement is required. Agencies should have sufficient cash flow to allow operation for at least two months, as reimbursement is in arrears of expenses paid.
Administrative and operational costs include those costs that do not directly fund grant activities. An example of such costs include: human resources specialist, bookkeeper, direct staff supervisor, administrative manager, CEO. Their salaries and benefits are administrative costs. An example of operating costs include: accounting fees, office supplies, facility maintenance, occupancy costs for administrative staff, equipment maintenance and/or lease, dues/memberships/subscriptions, directors and officers insurance, and administrative travel.
In contrast, expenses that do directly fund grant activities include personnel costs such as: orientation and mobility instructors, rehabilitation teachers, teacher’s assistants, rehabilitation manager, driver for client transportation. Salaries and benefits are included. An example of direct operating costs that directly fund grant activities include: brochure printing for the OIB program, visual aids and devices that are given/loaned to
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consumers or are used for consumer instruction, occupancy costs for OIB direct service employees, travel costs for OIB direct service employees.
C. Funding is for three years without the subgrantee having to submit a new application each year, providing the agency performs satisfactorily as determined by the State, and providing for the continued availability of Federal funds. DOR may add up to two additional one-year grant periods without the need to compete. Agencies receiving funding should submit the reimbursement request and required reports for services provided no later than 30 calendar days after the billing period. For example, the December reimbursement request, monthly client services report, and first quarterly report should be submitted by January 30.
D. Under supervision of the DOR Specialized Services Division Deputy Director, the OIB Program Manager will monitor the grant programs. The Specialized Services Division, with guidance by DOR Accounting, Audit, and Budgets/Fiscal Forecasting Sections, will review and evaluate program monitoring indicators. If during such reviews funds for a specific year are found to be under-utilized by at least 10% through the second quarter, the DOR may reallocate a portion of that year’s funding.
XI. APPLICATION SUBMISSION REQUIREMENTS
A. Formatting, locations and required elements for electronic and hard copy submission.
Applications must be in accessible formats. Further information on making documents accessible is available at the following website hyperlink: http://www.dor.ca.gov/DisabilityAccessInfo/How-do-I-Construct-Accessible-Documents.html
This requirement applies to all elements submitted in either hard copy or electronic form. Elements submitted in a non-accessible format will be considered incomplete. Applicants will be contacted during the administrative review period and given a chance to correct the electronic copy so that it is accessible. Applicants that do not correct the electronic copy during the administrative review period will be considered non-responsive and will not be accepted for review and scoring.
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To be considered for funding, grant applications MUST comply with the instructions and criteria given. Each application must contain five complete print copies of all items listed below.
Each application must be submitted with the county(ies) to be served indicated on the envelope.
The print copies must be assembled in the following order:
1. A letter of application signed by the agency board president identifying the amount of funds requested and certification to obtain a board resolution at the next available meeting if awarded a subgrant.
2. Application Narrative: A narrative of no more than 15 pages per base county, 10 pages per each additional county(ies), (8½” by 11” paper, double-line spaced, Font size 14 or greater) containing the elements described in Attachment B, the Application Narrative Outline (subsections 1-8), and supporting documentation.
3. Identification of the county(ies) in which the services will be provided.
4. Documents indicating: Nonprofit status, i.e., federal and state tax exempt status letter Authority to do business in California, active status of good
standing with the Secretary of State.
Submission of a complete application requires timely receipt by DOR of both:
Hard Copy of All Application Elements: 1, 2, 3 and 4. (5 total copies – 1 original and 4 copies)
Electronic Copy of only Application Elements: 2 and 3.
B. How to submit the required Hard Copy:
Mail or hand carry completed Hard Copy application to:Department of Rehabilitation ATTN: Jay Harris, OIB Program721 Capitol Mall, 4th FloorSacramento, CA 95814
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C. How to submit the required Electronic Copy:
1. Electronic submission must be submitted no later than the date and time specified in Section XII.
2. Electronic applications must be e-mailed to [email protected]. This e-mail address is the only one acceptable for application submissions; and;
3. E-mail messages containing electronic applications MUST have the following wording on the subject line: “Title VII OIB RFA”, and the county(ies) must be listed in the message field of the e-mail.
XII. FINAL FILING DATE, TIME AND LOCATION
BOTH THE ELECTRONIC APPLICATION AND THE HARD COPY APPLICATION MUST BE RECEIVED BY 3:00 PM ON JULY 5, 2017. IF EITHER COPY HAS NOT BEEN RECEIVED BY THE DEADLINE, THE AGENCY WILL NOT BE CONSIDERED FOR FUNDING REGARDLESS OF POSTMARK OR EXTENUATING CIRCUMSTANCES.
Applications must be identified on the lower left corner of the envelope as "Title VII, Chapter 2 OIB” and must state county(ies) to be served. Applications not properly marked may not be accepted. Copies received by FAX will not be accepted.
XIII. REVIEW PROCESS AND REVIEW CRITERIA
A. Phase 1 - Administrative Review: Pass/FailThe applications that are received by the deadline specified in Section XII will be evaluated according to the administrative review criteria indicated below. The Administrative review will consist of a Pass/Fail review of all eligible applications to determine which applications have met RFA requirements in accordance with the RFA Evaluation System and Rating Factors. Applications must pass ALL of the criteria in the Phase 1 Administrative review process in order to be forwarded to Phase 2
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Technical Review. Those RFAs that do not pass Phase 1 will be considered non-responsive and will be rejected from further consideration.
Administrative Review Criteria Yes NoMeets Agency’s Eligibility and Qualifications Requirements:
Letter of application signed by board president identifying the amount of funds requested
_____ _____
Nonprofit status letter (Internal Revenue and California Franchise Tax Board)*
_____ _____
Authority to do business in California (Secretary of State good standing, active status)**
_____ _____
Good Standing with DOR and the State of California _____ _____ Five (5) Application Hard Copies (1 original and 4
copies)_____ _____
One electronic copy _____ _____ Identification of county/counties _____ _____ Project Narrative/Service Description per county (See
number of page limitation in Attachment B)_____ _____
*Does not need to be on the electronic copy and optional if applicant has an existing OIB grant with DOR**Does not need to be on the electronic copy
Yes NoPASS _____ _____
All items indicated must be checked "Yes" in order to pass and move to Phase 2, Technical Review and Scoring.
B. Phase 2 - Technical Review and ScoringApplications that have passed in Phase 1 Administrative review will be rated by a committee selected by the Specialized Services Deputy Director.
There will be a total of 100 points possible in the Phase 2 Technical Review and Scoring. The final score will be determined by averaging the scores of the three committee members. Applicant scores will determine who is awarded funds, and the funding levels in those counties receiving more than one proposal. Following are the selection criteria with maximum total points noted for each:
A. Plan for Collaboration 14 points
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B. Plan of Operation 21 pointsC. Comprehensiveness of Services 21 pointsD. Agency’s Self Evaluation Plan 7 pointsE. Minimum Qualifications of Key Personnel & Sub-Contractors
14 points
F. Cash Flow Documentation 7 pointsG. Board Composition 7 pointsH. Scope of Geographic Service 9 pointsTotal Number of Points 100 points
Applicants receiving a score of less than 70 points will not be considered for an award.
See Attachment B, Application Narrative Outline, for a more detailed description of the selection criteria.
Interested applicants can submit questions for clarification of standard requirements for the RFA by the date listed on page 6-7, in “Section VIII. Grant Award and Implementation Schedule”. Questions should be submitted to [email protected] by COB on the date listed.
XIV. APPEAL RIGHTS FOR A REVIEW
Any applicant for a grant who is dissatisfied with the decision of the DOR regarding an application for or discontinuation of grant funding may request a review by the Department’s Grant Review Committee within 30 days of the actual release date of the notification of intent to award (California Code of Regulations, Title 9, Section 7334). The request shall be in writing and submitted to the Chief Deputy Director, Department of Rehabilitation, 721 Capitol Mall, Sacramento, CA 95814.
The request shall: clearly identify all issues in dispute; contain a full statement of the applicant’s position with respect to
each issue including pertinent facts and reasons in support of that position; and,
specify the action requested.
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Note: An appeal will affect only the county(ies) to which it applies. Other grant awards in county(ies) with no appeal, will proceed. Any appeal must be submitted within 30 days after the posting of the Notification of Intent to Award.
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ATTACHMENT A
OIB Funding
There is approximately $3,150,000 in Federal funds available statewide for providing Independent Living Services to individuals 55 years of age or older who are blind or visually impaired.
Table 1 provides an example that breaks down the available funds by base and the distribution of the remaining funds for Independent Living Services, assuming that 21 applicants qualify for base funding.
Table 1:
Total funding available$3,150,000
Base for 21 agencies $210,000
Balance for formula distribution$2,940,00
0
Table 2 contains a list of all 58 California counties, along with the formula of 15% geography, 85% population and an example of the proposed allocation per county, assuming 21 applicants qualify for base funding.Note 1: Each agency receiving an OIB Independent Living Services grant will receive, in addition to the formula allocation, base funding of $10,000. Only one base fund will be granted per agency.
Note 2: The figures provided are purely as an example, and the grant funds available will be affected by factors such as:
the number of counties that will not be served because no agency applied and/or was selected to receive a grant;
the number of agencies receiving base funds; the number of counties where only a portion of the county will be
served and only a portion of the county’s funds will be awarded;
Note 3: Counties for which the 15% geography, 85% population formula would provide an allocation less than $5,000 will be allocated a minimum amount of $5,000 of possible funding.
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Note 4: In Counties where $50,000 or less is allocated there will be only one award for that county.
The final grant funding available in each county will be determined after the number of counties being served and the number of successful applications are known. If more than one application is successful in a county, the final program catchment area and funding amount will be determined by the DOR based on the county funding formula.
Table 2:
County15% for Geography
85% for Population
Money for Minimum Funding Total
Alameda $2,479 $103,148 $0$105,62
7Alpine $0 $0 $5,000 $5,000Amador $1,806 $4,146 $0 $5,952Butte $5,003 $17,850 $0 $22,853Calaveras $3,113 $5,222 $0 $8,336Colusa $0 $0 $5,000 $5,000Contra Costa $2,398 $78,434 $0 $80,832Del Norte $3,014 $2,139 $0 $5,153El Dorado $5,424 $16,620 $0 $22,044Fresno $18,024 $53,996 $0 $72,021Glenn $3,964 $2,036 $0 $6,000Humboldt $10,818 $10,684 $0 $21,502Imperial $13,817 $10,442 $0 $24,260Inyo $0 $0 $5,000 $5,000Kern $24,551 $45,587 $0 $70,138Kings $4,315 $7,217 $0 $11,532Lake $3,988 $6,376 $0 $10,363Lassen $14,094 $2,098 $0 $16,192
Los Angeles $12,258 $620,753 $0$633,01
0Madera $6,452 $9,638 $0 $16,090Marin $1,767 $23,999 $0 $25,765Mariposa $4,390 $2,037 $0 $6,427Mendocino $10,548 $8,085 $0 $18,633Merced $6,034 $13,967 $0 $20,001Modoc $13,042 $965 $0 $14,007Mono $9,325 $1,043 $0 $10,368Monterey $9,989 $25,915 $0 $35,904
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County15% for Geography
85% for Population
Money for Minimum Funding Total
Napa $2,395 $11,327 $0 $13,722Nevada $2,981 $10,886 $0 $13,867
Orange $2,359 $205,313 $0$207,67
2Placer $4,529 $29,969 $0 $34,498Plumas $7,867 $2,238 $0 $10,105
Riverside $21,766 $144,588 $0$166,35
3Sacramento $3,050 $94,998 $0 $98,048San Benito $4,198 $3,528 $0 $7,726San Bernardino $60,594 $115,960 $0
$176,554
San Diego $12,865 $204,532 $0$217,39
6San Francisco $273 $59,483 $0 $59,757San Joaquin $4,315 $42,093 $0 $46,409San Luis Obispo $9,995 $23,222 $0 $33,217San Mateo $1,596 $54,994 $0 $56,590Santa Barbara $8,249 $29,188 $0 $37,437
Santa Clara $3,955 $116,531 $0$120,48
6Santa Cruz $1,322 $19,633 $0 $20,955Shasta $11,569 $16,187 $0 $27,757Sierra $0 $0 $5,000 $5,000Siskiyou $18,986 $4,694 $0 $23,680Solano $2,620 $30,122 $0 $32,742Sonoma $4,802 $40,909 $0 $45,711Stanislaus $4,571 $32,184 $0 $36,755Sutter $1,824 $6,481 $0 $8,306Tehama $8,943 $5,269 $0 $14,213Trinity $9,685 $1,546 $0 $11,231Tulare $14,557 $24,030 $0 $38,587Tuolumne $6,891 $5,870 $0 $12,761Ventura $5,601 $57,445 $0 $63,046Yolo $3,107 $11,980 $0 $15,088Yuba $1,920 $4,402 $0 $6,323
Total State $438,000 $2,482,000 $20,000$2,940,0
00*Figures are rounded to the nearest whole dollar.
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FUNDING IMPACT FOR TWO OIB INDEPENDENT LIVING SERVICES AWARDS IN ONE COUNTY
In this 2017 OIB funding cycle, funding available for each county is based on the following formula: 85% of the population 55 or older and 15% of the square miles in the county. Applicants may apply to serve an entire county, a portion of a county, or multiple counties. If a portion of a county is proposed to be served, justification for serving that portion must be included in the proposal. The justification should include the cities or towns to be served, the population of individuals age 55 or older, and the geographical areas, including the overall estimated percentage of the service area of that particular county. Note that all counties where services are proposed will receive no less than $5,000 in order to ensure that comprehensive services can be offered statewide.
Guideline 1: No more than two agencies will be funded in any one county.
Guideline 2: The 85/15 Formula will be used to apportion the funding dollars of every county, any portion of a county, or even a city within a county, when determining how much of a county’s designated funds are at stake in a geographic subdividing of the county (i.e. sharing the county’s allocation).
Guideline 3: Each agency’s score will be a factor when deciding how to divide the award between two successful agencies to serve the same or overlapping areas within any one county.
Listed below are four different scenarios that might arise when more than one agency successfully applies for a county or a portion of a county.
Scenario A: Two or more qualifying agencies apply to serve the same county in its entirety.
The pool of qualifying agencies will be reduced to the top two scoring agencies.
Both agencies will be awarded grants for the county by splitting the funds (e.g. 50/50, 60/40, 70/30, etc.) based on their relative scores and proposed coverage.
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Scenario B: One qualifying agency applies to serve an entire county while another qualifying agency applies to serve only part of that same county.
Determine the funding dollars available (FDA) for the overlapping area of service, whether just a city or any portion of the county based on the 85/15 Formula.
Split the FDA for only this overlapping area between the two agencies based on their relative scores.
Award the remaining balance of the dollars allotted in this county to the agency who will serve the balance of the county.
Scenario C: Two or more qualifying agencies apply to serve part of the same county, but their geographic portions do not overlap.
Reduce the competing agencies to the top two scoring agencies. Using the 85/15 Formula, determine what percentage of the whole
county each agency will be serving (e.g. 20%, 45%, etc.) Award that percentage of the entire county’s funding to each agency
respectively. For example: if the county allocation is $100,000, and one agency will serve 30% and the other 40%, they will be awarded $30,000 and $40,000 respectively.
Scenario D: Two or more qualifying agencies apply to serve part of the same county, and their geographic portions do overlap.
Reduce the competing agencies to the top two scoring agencies. Determine the funding dollars available (FDA) for the overlapping
area of service, whether just a city or any portion of the county based on the 85/15 Formula.
Split the FDA for only this overlapping area between the two agencies based on their relative scores.
Using the 85/15 Formula, determine what percentage of the county each agency proposes to serve that is not overlapping.
Award the percentage of the non-overlapping portions of the entire county’s funding to each agency respectively, based on the 85/15 Formula.
In the end, each of the two agencies will receive the sum of their uniquely served territory plus a percentage of the overlapping area.
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ATTACHMENT B
APPLICATION SUBMISSION OUTLINE
I. OIB INDEPENDENT LIVING SERVICES
Agencies must submit responses to all 8 questions for their base county application. If submitting for additional counties, agencies must submit in a separate document responses to questions 1, 2, 3, and 8 for each of the additional counties. Please follow this application narrative outline and note the evaluation criteria requirements for each question. Applicants should provide the most complete information.
The questions below are relatively brief. Your response, however, should be thorough, within the limitations of 15 pages per base county, and 10 pages per additional counties, 8 ½” by 11” double-line spaced, Font size not smaller than 14.
Application narrative items that count toward the 15-page limitation: 1. Plan for Collaboration;2. Plan of Operation;3. Comprehensiveness of Services; and4. Agency’s self-evaluation plan.
Application narrative budget and supporting items that will not count toward the 15-page limitation:
1. Minimum Qualifications of Key Personnel and Subcontractors; to include job descriptions and subcontractor resumes.2. Cash Flow Documentation: Documentation of positive cash flow;3. List of the Applicant’s Board of Directors4. Scope of Geographic coverage
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APPLICATION EVALUATION CRITERIA
1. Describe the Plan for Collaboration 14 pointsIn responding, please be specific to each county application. Describe your plan to enter into direct partnerships and collaborations
with organizations and advocacy groups such as the American Association for Retired Persons (AARP), local Area Agencies on Aging (AAA) offices, consumer groups such as the local senior citizens groups, and other organizations serving older persons or persons with disabilities.
Describe your method for establishing satellite or mobile offices in unserved or underserved areas which could also be linked to other agencies, if applicable.
Describe the community organizations providing services to ethnically diverse populations, and a strategy for development of collaborative partnerships with the specific types of organizations identified.
Address how your agency will design a system of service delivery in partnership with the organizations identified as capable of providing the language, cultural knowledge, and other knowledge necessary to successfully serve the specific projected target population.
Provide confirmation letters from partnership agencies proposing to provide core services under grant agreement.
2. Describe Your Plan of Operation 21 pointsApplicant’s program/project is required to develop and implement an effective plan for providing independent living services to visually impaired individuals 55 years of age and older.
The plan should include: A description of the number and types of resources already available; A description of how collaboration with community partners will be
encouraged; A description of the quality of the plan of operation; How well the plans relate to the purpose of the RFA; A description of how services are to be provided under the plan (Include
a description of the organization’s established and/or ability to establish a presence in the proposed service area);
Provide geographic location of the facilities where services will be provided.
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The identification of services in the home, in groups, frequency of services, etc.
An effective management plan to ensure proper administration of the project;
Projected number of unduplicated consumers to be served for each county application, as well as timeframes (use of prior data is encouraged to show number of consumers served as well as demonstrate service methodology);and
3. Describe the Comprehensiveness of Services 21 pointsFor each county application, include which services will be provided and Include training modules for services training; and Include the development and completion of service plans for
consumers. See pages 5 – 6 for services. Include both quantitative and qualitative historical data and projections
for service provision.
4. Describe Your Agency’s Self Evaluation Plan 7 pointsApplications must outline a process for program evaluation that documents the Title VII Chapter 2 services, achievements, strengths and weaknesses of the project and a method for continuous improvement as follows: The methodology must address how the agency will go about
documenting the activities the project completed; The results of those activities; The barriers encountered during project implementation; and, Strategies used to overcome those obstacles, stakeholder satisfaction
with project activities, changes (if any) in State and local policies and practices that have occurred as a result of the project, and recommendations for State and local infrastructure changes to accommodate valuable lessons learned. Final self-evaluation plan will be included in the subgrant agreement.
5. Minimum Qualifications of Key Personnel and Sub-Contractors14 points
For all personnel that will be working on the program services, provide the following information:
Minimum qualifications of program director;
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Minimum qualifications necessary to fill the program positions, and a job description of the duties that will be performed and funded under the subgrant;
Describe staff experiences and training in the field related to the services of the program/project; and,
Define the number of hours that constitute agency full time equivalent (FTE) and indicate FTE percentage working on the subgrant.
Priority will be given to programs with staff meeting professional standards within their area of expertise: e.g., social worker with a Master’s Degree in Social Welfare and/or with experience working with individuals who are visually impaired.
If subcontractors are contemplated, provide the following information: minimum qualifications necessary for the subcontract staff working
under the agreement; identify those persons or firms, the portions and monetary percentages
of the work to be done by the subcontractors; describe how the subcontracted work will be controlled, monitored and
evaluated; and,if known, provide resumes of each subcontract participant and identify how they were selected and why.
The application must describe the applicant’s method for assuring that personnel employed are selected without regard to race, color, national origin, gender, age, sexual orientation, or disability. The descriptions and resumes shall not be considered as part of the page limit for the application.
6. Cash Flow Documentation 7 pointsThe purpose of this application rating criteria is to evaluate if the agency has sufficient reserves to cover their expenses while awaiting reimbursement from the OIB program. Agencies should have sufficient cash flow to allow operation for at least two months, as reimbursement is in arrears of expenses paid.
This evaluation will be based upon three measures: two liquidity measurement ratios (the quick and the current ratio), and if the agency has the liquid funds on hand to cover two months of OIB reimbursements. To make this determination, supply the Statement of Financial Position
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(balance sheet) for the most recently completed agency fiscal year and provide a bank statement from within the last 90 days that illustrates the agency’s cash flow.
Applicant agencies are required to give a projected estimate of what percentage of grant funds will be used for administrative costs.
NOTE: The cash flow documentation will not count towards the 15 page limitation.
7. Board Composition 7 pointsApplicants must describe how the Board Composition of their organization reflects extensive knowledge and experience relating to blindness. Provide a list of the agency’s Board of Directors that includes the following information for each member:
a. name;b. occupation(s);c. position on board;d. board function(s); ande. experience and/or credentials in blindness issues.
NOTE: The Board of Director’s list will not count toward the 15-page limitation.
8. Scope of Geographic Service 9 pointsApplicants must provide the percentage of both the population and geographic area that they plan to serve if awarded funding. An applicant must provide the square mileage and population of the entire county as well as the population and geographic area of the county portion they plan to serve. If an applicant plans to serve less than 100% of the county, the applicant will be awarded the applicable percentage of points based on the 85% population and 15% geography calculation.
When calculating the population and geography percentages applicants must:
1. Identify clearly defined municipal boundaries (e.g. city limits, zip codes, etc.),2. Cite all sources, including dates the information is pulled, and
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3. Use current data published by recognized federal, state and local government sources.
For example: If an applicant proposes to serve 30% of the population and 10% of the geography they will receive 2.43 points out of 9.
Population calculation:9x85%=7.657.65x30%=2.295
Geography Calculation:9x15%=1.351.35x10%=0.135
Total Points:2.295+0.135=2.43
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ATTACHMENT C
EVALUATION PANEL SCORING EXPLANATION
The Evaluation Panel members will read and evaluate the quality of the applications for OIB grant monies. The Evaluation Panel will score narrative responses to questions by using a seven point scale of possible earned points along with anchored benchmarks that tie the points to a specific quality level (anchor level). The three anchor levels are “Well Qualified,” “Qualified,” and “Not Qualified”. The Evaluation Panel members will decide which anchor level best fits the quality of the narrative and award a score from the range of scores in that anchor level.
There are eight questions in the RFA. Their potential scores and details are shown in Attachment B. Each category has a weight of 1, 2, or 3. The raw score of each question is multiplied by the applicable weight to arrive at the score in the 7 (which is a 1.0 weight factor), 14 (which is a 2.0 weight), or 21 (which is a 3.0 weight factor) for the total possible point categories. The weighted scores are added together for an application’s total score out of 100 points. An application must receive a score of at least 70 to be considered for an award.
Sample of 7 point scale
Well Qualified 6, 7 All of the items are thoroughly addressed. There is a clear explanation of all items. The organization’s plan is clear, specific, and complete. In short, the organization demonstrates knowledge, experience, and qualifications to address the question. The narration shows each aspect was thought through and addressed, displaying extensive knowledge of the question and a plan that will successfully address the need.
Qualified 3, 4, 5Most of the items are addressed, but not thoroughly. The details are not as precise or informative as the Well Qualified response. There is enough content to demonstrate the organization understands the question and gives some details of a plan. It is an elementary but satisfactory response which may lack details in how the organization plans to address the applicable topics for the question.
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Not Qualified 0, 1, 2 Few of the items are addressed or the coverage of the topic is inadequate and/or incomplete. The question is not clearly answered, and no explanation is given of how the organization will implement if awarded funding. Little is said on addressing the question, or the plan to do so is unclear or inadequate. The expected outcomes are lacking or sparse. This presentation of information shows an insufficient knowledge, understanding, or plan on the organization’s part which does not give enough information to lead toward a successful outcome.
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ATTACHMENT D
SPECIAL PROVISIONS - OIB SUBGRANT ASSURANCES
Title VII Chapter 2 of the Rehabilitation Act requires the following assurances for receipt of Title VII, Chapter 2 funds:
1. The subgrantee shall promote and practice the philosophy of:a. consumer advocacy of the subgrantee regarding decision making
of the subgrantee;b. consumer involvement of the subgrantee regarding the service
delivery of the subgrantee;c. consumer involvement of the subgrantee regarding management
of the subgrantee;d. consumer involvement of the subgrantee regarding the
establishment of the policy and direction of the subgrantee;e. self help and self-advocacy;f. development of peer relationships and peer role models; andg. equal access of individuals with visual impairments to society and
to all services, programs, activities, resources, and facilities, whether public or private regardless of the funding source.
2. The subgrantee shall provide services to individuals with visual impairments, including are members of populations that are unserved or underserved by programs under the Act.
3. The subgrantee shall facilitate the development and achievement of independent living goals selected by individuals with visual impairments who seek such assistance by the subgrantee.
4. The subgrantee shall work to increase the availability and improve the quality of community options for independent living in order to facilitate the development and achievement of independent living goals by the individuals with visual impairments.
5. Services must be available to persons in the entire catchment areas to the extent practicable and other needed services which will enhance the consumer’s participation in and integration with the larger community.
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6. The subgrantee shall conduct activities to increase the capacity of communities within the service area to meet the needs of individuals with visual impairments.
7. The subgrantee shall conduct resource development activities to obtain funding from sources other than Title VII Chapter 2 of the Rehabilitation Act.
8. The subgrantee will comply with Sections 751 and 752 (i)(2)(A) of the Rehabilitation Act of 1992 as amended.
9. The subgrantee will establish clear priorities through annual program and financial planning objectives; these plans and objectives include:
a. overall goals or a mission for the subgrantee ;b. work plan for achieving the goals or mission;c. specific objectives;d. service priorities;e. types of services to be provided; andf. how activities are consistent with independent living services for
the blind provided by the DOR.
10. The subgrantee will use sound organizational and personnel assignment practices.
11. The subgrantee takes affirmative action to employ and advance in employment qualified individuals with visual impairments on the same terms and conditions required with respect to the employment of individuals with disabilities under Section 503.
12. The subgrantee will ensure that a significant number of the staff are individuals who are blind or visually impaired including positions that are decision making.
13. The subgrantee will be governed by a board of directors whose composition will include representation by blind and visually impaired individuals.
14. The subgrantee will practice sound fiscal management, including timely submission of reimbursement requests.
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15. The subgrantee will prepare an annual report, and maintain records adequate to measure performance with respect to the standards, containing information regarding:
a. the extent to which the subgrantee is in compliance with the standards;
b. the number and types of individuals with visual impairments receiving services through the subgrantee;
c. the sources and amounts of funding for the operation of the subgrantee; and
d. the number of individuals with visual impairments who are employed by, and the number who are in management and decision making positions with the subgrantee.
16. The subgrantee agency shall have an initial intake process that will gather sufficient relevant information to assist in the determination of the appropriateness of services.
17. The subgrantee will maintain a comprehensive record for each person served. The client record shall include, but is not limited to:
a. client identification data;b. emergency contact;c. relevant medical information;d. referral information;e. individualized service plan for client;f. case notes including progress, activity, and, if applicable, follow-
up reports; and,g. service outcome summary.
18. Individuals with visual impairments who are seeking or receiving services, or their family members, guardians, advocates or authorized representatives will be notified by the subgrantee of the existence of, the availability of, purposes of, and how to contact the Client Assistance Program.
19. Aggressive collaboration with community organizations regarding services provided will be conducted in an effort to reach populations of individuals with visual impairments that are unserved or
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underserved by programs under this Title, especially minority groups and urban and rural populations.
20. Subgrantee will provide staff training on methods for providing services to such unserved and underserved ethnically diverse populations such as minority groups and urban and rural populations.
21. Reasonable Accommodation shall be provided by the subgrantee to qualified individuals with a disability to perform the essential functions of a job.
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ATTACHMENT E
Subgrant Agreement Packet
The following document is for informational purposes only. This document will later be sent only to successful applicants who are awarded subgrants. RFA awardees must submit the items listed in the document below.
*Please note that the contents of this document may change after the release of the RFA.
1. Six (6) completed copies of the attached subgrant packet all with original inkprint signatures where indicated. Assemble each packet in the following order (starting at the top): DR 336A EXHIBIT A -Scope of Work and attached Program Narrative EXHIBIT B - Budget Detail and Payment Provisions and attached
Budget Narrative and form (DR 337/339) General Terms and Conditions (GTC 610) Standard Subgrant Provisions Special Provisions – Assurances
2. Finalized Agency Self Evaluation Plan.
3. MOST RECENT audit report made in accordance with OMB circular A-133 if applicable.
4. Current Insurance Certificates. Submit copies of insurance certificates for bodily injury and property damage liability PLUS vehicle liability for vehicle(s) used for the Title VII Chapter 2 subgrant program. The contract will not become effective until the following provisions are on the insurance certificate (word for word):
“The State of California, its officers, employees, agents and servants, are included as additional insured but only insofar as operations under the contract are concerned”;
“The State of California is not responsible for premiums or assessments on the policy”; and,
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“Cancellation of this insurance will not be effective until thirty (30) days following receipt of written cancellation notice to the State of California, Department of Rehabilitation, 721 Capitol Mall, 6th Floor, Sacramento, CA 95814.”
6. CCC-610 Contractor Certification Clauses One completed, signed, contractor certification clause form.
7. Std. 204 Vendor Data Record.
8. DR 324 Board Resolution.
9. DR 325 Contract/Subgrantee Signature Authorization
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SAMPLE GRANT AGREEMENTSTATE OF CALIFORNIA DEPARTMENT OF REHABILITATIONSTANDARD AGREEMENT – SUBGRANT Agreement Number DR 336A (Rev. 07/10) Computer Generated TYPE OF GRANT: __New __Continuation
GRANTOR: SUBGRANTEE: STATE OF CALIFORNIA (Name & Address) Department of Rehabilitation 721 Capitol Mall Sacramento, California 95814-4702 This Agreement is entered into between the Grantor and Subgrantee named above, a subgrant award that shall assist the
subgrantee to develop and/or maintain programs designed to provide direct services to applicants or consumers of the
subgrantee. The subgrantee agrees to abide by the conditions of this subgrant standard agreement, exhibits, and
attachments. The subgrantee agrees to comply with the applicable provisions of : 1) Title 9 Regulations 2) Title VII of the
Rehabilitation Act of 1973, as amended 3) the Federal Laws and regulations, 4) State Laws and regulations, and 5) Office of
Management Budget Circulars that are applicable to this subgrant award and as designated by the CFDA listed below.
1. This subgrant shall be effective October 1, 2017 and terminate September 30, 2020.2. Expenditures under this subgrant shall not be made for a period longer than 36 months, nor commence prior to
October 1, 2017. Grantor may extend the periods by prior written notification to the Subgrantee. No reimbursements, without extension, shall be allowed for expenditures incurred after September 30, 2020.
3. The total expenditures under the terms of this agreement shall not exceed $ of which $ shall be Federal funds.
4. The following attachments, as indicated, are attached and by this reference made a part of this subgrant:A. Exhibit A – Description of Services along with attached Subgrantee Program NarrativeB. Exhibit B – Budget Detail & Payment Provisions-(Budget Detail and Payment Provisions, and Project Budget
Summary Form)C. Exhibit C – GTC* 610D. Exhibit D - Standard Subgrant ProvisionsE. Exhibit E – AssurancesF. Contractor Certification Clauses* CCC 610G. DR324 Board ResolutionH. DR325 Subgrant/Contract Signature AuthorizationI. Monthly Client Services formJ. CA 7-OB Quarterly Report form
Items shown with an Asterisk (*) are hereby incorporated by reference and made part of this agreement as if attached hereto. These documents can be viewed at www.ols.dgs.ca.gov/Standard+LanguageIN WITNESS WHEREOF, this agreement has been executed by the parties, hereto, this
day of , .STATE OF CALIFORNIA SUBGRANTEEProgram Manager,
Authorized Signature per Board Resolution
Chief, Contracts & Procurement
Title
Federal Tax I.D. Number
(Do not write below this line - For State Use Only)Amount Encumbered$
Fund
Function
Appropriation
Item/Category
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SAMPLE GRANT AGREEMENTFederal Share $
Subgrantee Share$
CFDA#
Fiscal Year
Chapter
Statutes
Org. Code
Object Code
I hereby certify upon my own personal knowledge that budgeted funds are available for the period and purpose of the expenditure stated above.
Signature of Accounting Officer
EXHIBIT ADescription of Services (Scope of Work)
I. AUTHORITY The State (Grantor) to provide the Subgrantee, a subgrant of federal financial assistance that shall assist the Subgrantee as authorized by the Federal grant award titled, Independent Living Services for Older Individuals Who Are Blind (OIB) CFDA # 84.177.
This subgrant agreement is statutorily authorized and shall be governed to be interpreted in accordance with the laws of the State of California, the California Welfare and Institution Codes, Division 10, Chapter 9, § 19800-19806, and the California Code of Regulations, Title 9, Rehabilitative and Developmental Services, Division 3, Dept. of Rehabilitation. In addition, the Subgrantee agrees to comply with Federal Legislative Citation of the Rehabilitation Act of 1973, Title VII, Chapter 2, Secs.751-753, 29 USC 796j-795l, the applicable Federal Program Regulations of 34 CFR 364 and 367, as applicable to administer, conduct, and assist to meet the goals and objectives of this subgrant agreement and its programs.
II. PURPOSE OF THIS SUBGRANT AGREEMENTIt is the purpose and goal of the DOR to maintain a statewide network of independent living services programs for older persons with visual impairments in California.
California has one of the largest concentrations of older blind persons in the country, and a very diverse ethnic and racial composition. However, the percentage of those older blind and visually impaired persons currently served representing ethnic minorities is smaller than in the over 55 age group. This RFA seeks agencies that will intensify efforts to identify and reach underserved ethnically diverse populations. Towards this end, funding will be given to agencies committed to the development of collaborative partnerships with other organizations which have traditionally served ethnically diverse populations. III. DESCRIPTION OF SUBGRANT PROGRAM SERVICES
A. Independent Living Services Grants will be used to directly provide independent living services to older individuals who are blind; conduct activities that will improve or expand services for these individuals; and conduct activities to improve public understanding of the problems facing these individuals.
Applicants will be required to develop and implement an effective collaboration plan with other service programs for the older blind and visually impaired, such as American Association for Retired Persons (AARP), local offices of Area Agency on Aging (AAA), consumer groups such as the local senior citizens groups, and other programs serving persons with disabilities or older persons. The applicant’s plan must address how the applicant agency will design a system of service delivery in partnership with the organization(s) identified that are capable of providing the skills necessary to successfully serve the targeted population, including language and cultural knowledge to serve ethnically diverse populations.
The services for older individuals who are blind and visually impaired are as follows: Low Vision Training: Providing training in how to use remaining vision effectively, such as the use of optical
and non-optical devices, learning eccentric viewing, and learning how to use residual side vision to read and perform tasks typically done with central vision. Low vision exams/screening/services may be included in this service;
Adaptive Equipment/Assistive Technology: Providing training in the proper use of adaptive equipment and assistive technology (low vision, communication and mobility aids, etc.) which will enable consumers to
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SAMPLE GRANT AGREEMENTperform functions independently that they were unable to perform previously. Appropriate assessments for assistive technology must be provided to ensure proper matching of devices to the consumer;
Orientation & Mobility (O&M): Instructing consumers in techniques used to maintain orientation to their environment whether in their home, neighborhood, or community; instructing in use of the white cane, sighted guides, dog guides, or other assistive means of travel; teaching mobility techniques to travel safely within an environment; and teaching use of public transportation or other available modes of travel;
Communication skills such as reading and writing Braille, using large print, developing a system for self communication, using tape recorders, typing/keyboarding or large print or learning handwriting;
Activities of Daily Living, or Independent Living Skills: Teaching grooming, bathing, bed making, eating, using the telephone and money identification; home management skills such as planning and cooking meals, cleaning the home; budgeting and techniques for shopping and banking;
Self-Advocacy: Motivating consumers to acquire skills and knowledge in self-advocacy in areas related to service delivery and rights of blind and visually impaired persons;
Adjustment Counseling: Providing counseling such as support groups, personal counseling and peer counseling to assist consumers and significant others in understanding adjustment to blindness;
Transportation: Instruction in the use of available modes of transportation (existing bus routes, light rail, paratransit, dial-a-ride, etc.) that will increase the consumer's independence. Instruction can involve orientation and mobility with the use of the white cane. This category may also allow for the purchase of vouchers for paratransit and/or taxi services; and,
Other needed services which will improve the ability of the older individual with severe visual impairment to function, continue functioning, or move toward functioning independently in the family or community, including information and referral services.
B. Subgrantees may enter into partnerships and collaborations with other community-based programs in order to avoid duplication, maximize the availability of core services and to be able to offer services in new areas. Existing programs may open satellite offices in unserved and underserved areas.
C. The Subgrantee’s plan for grant services must include the identification of community agencies in the service area that have the ability to respond to sectors of the older population which have been unserved or underserved, including ethnically diverse populations.
D. The Subgrantee’s plan must address how the applicant agency will design a system of service delivery in partnership with the organization(s) identified that are capable of providing the skills necessary to successfully serve the targeted population, including language and cultural knowledge.
E. Subgrantees will be required to specify which designated county/counties they will serve. The DOR’s goal is to award at least one subgrant in each of California’s 58 counties.
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SAMPLE GRANT AGREEMENTF. Subgrantee’s Program narrative should address services being proposed and how they will be provided. If there are other community agencies providing service(s), Subgrantees may collaborate to provide services that offer the best coverage.
G. DeliverablesThe Subgrantee’s program narrative as attached determines the task deliverables, goals and objectives for subgrant program services as proposed under this subgrant agreement.
H. Reporting Requirements
1. Quarterly Reporting:
Subgrantees are required to report certain information in a timely manner. This includes reports due to the DOR no later than 30 calendar days after each calendar quarter in which the Subgrantee received the funding awarded in whole or in part under Title VII Chapter 2. Late reports could be subject to a formal invoice dispute and/or possible termination of the subgrant agreement. The assigned Program Manager will provide a format for quarterly reporting that meets the requirements of Title VII Chapter 2.
Applicants are required to comply with fiscal and consumer record retention and reporting requirements maintaining all fiscal records for no less than 5 years from the end of the grant year and consumer records not less than 5 years from the date of case closure.
2. End of Subgrant Period Reporting:In addition to the aggregate quarterly reports, a final report is required within 30 days of the conclusion of the subgrant period. The report must be sent by regular mail and electronically to the assigned DOR Program Manager in theOIB program.
3. Self Evaluation Reporting:Subgrantees must outline a process for annual program evaluation that documents the Title VII Chapter 2 services, achievements, strengths and weaknesses of the project and a method for continuous improvement. The methodology must address how the applicant agency will go about documenting the activities the project completed, the results of those activities, the barriers encountered during project implementation, strategies used to overcome those obstacles, stakeholder satisfaction with project activities, changes (if any) in State and local policies and practices that have occurred as a result of the project, and recommendations for State and local infrastructure changes to accommodate valuable lessons learned.
4. Monthly ReportingSubgrantees are required to submit a Monthly Client Services form on a monthly basis.
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SAMPLE GRANT AGREEMENTEXHIBIT BBUDGET DETAIL AND PAYMENT PROVISIONS
A. Method of Reimbursement
Upon receipt of invoice bearing the Agreement number, and subject to DOR signature approval of a correct invoice, payments will be made no more than monthly in arrears for actual cost reimbursements. Subgrantees shall be reimbursed for only eligible project costs in accordance with the approved budget on file by DOR for this subgrant agreement. Budget revisions are subject to prior DOR approval as long as the scope of work, program narrative, is not impacted and the overall total agreement award dollars has not changed.
Submit invoice(s) MONTHLY to the following email address:[email protected]
Invoices submitted must include required monthly, quarterly, and end of subgrant reports. Invoices will not be paid unless all required reports and/or other requested documentation is included.
B. It is mutually understood between the parties that this subgrant may have been written for the mutual
benefit of both parties before ascertaining the availability of congressional appropriation of funds, to avoid program and fiscal delays that would occur if the subgrant were executed after that determination was made.
C. This subgrant is valid and enforceable only if sufficient funds are made available to the State by the United States Government for the current fiscal year and/or any applicable subsequent fiscal years covered for the purpose of this program. In addition, this subgrant is subject to any additional restrictions, limitations, or conditions enacted by the Congress or to any statute enacted by the Congress that may affect the provisions, terms, or funding of this subgrant in any manner.
D. The parties mutually agree that if the Congress does not appropriate sufficient funds for the program, this subgrant shall be amended to reflect any reduction in funds.
E. Principles and Standards for Determining Allowable Costs, including Requirements for Documenting Personnel Activity Chargeable to the Subgrant.
F. Subgrants awarded by the Department shall be subject to actual costs for services rendered under this agreement. Allowable costs under this subgrant must meet the following general criteria: The allowable cost must: 1) be generally recognized and necessary for the operation of the Subgrantee's organization, 2) be reasonable for the performance of the subgrant, including acceptable sound business practices 3) be subject to the terms and conditions of the subgrant and approved DOR budgeted line items, 4) not be used for general expenses required to carry out other responsibilities of the Subgrantee, and 5) be properly supported.
G. Travel Costs (Applicable if travel and/or per diem expenses are reimbursed with subgrant funds.)
Reimbursement for travel and per diem from DOR under this agreement shall, unless otherwise specified in this agreement, be at the rates currently in effect, as established by the California Department of Human Relations (Cal HR), for non-represented state employees. If the rate changes during the term of this agreement, the new rates shall apply upon their effective date and no amendment to this agreement shall be necessary. No travel outside the State of California shall be reimbursed, except as necessary, without prior written authorization from DOR.
H. Claims Dispute
Any claim that the Subgrantee may have regarding the performance of this subgrant agreement including, but not limited to claims for additional compensation and extension of time, shall be submitted to the Grant Administrator within thirty (30) calendar days of Subgrantee’s knowledge of the claim. DOR
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SAMPLE GRANT AGREEMENTand Subgrantee shall negotiate a resolution of such claim and process an amendment to the Subgrant Agreement to implement the terms of such resolution.
I. Accounting System Requirements
Subgrantee must maintain an appropriate cost accounting system that accurately accumulates and segregates reasonable, allocable, and allowable costs in compliance with state and federal regulations and the subgrant and Grant Handbook. The Subgrantee’s financial management system shall provide for:
Accurate, current, and complete disclosure of the financial results of each federally sponsored project.
Records that identify adequately the source and application of funds for federally sponsored activities.
Written procedures for determining the reasonableness, allocability, and allowability of costs in accordance with the provisions of the applicable Federal cost principles and the terms and conditions of the award.
Accounting records including cost accounting records that are supported by source documentation.
Subgrantee shall submit to State such reports, accounts, and records as deemed necessary by State to discharge its obligation under State and Federal laws and regulations, including the applicable Office of Management and Budget Circulars.
J. Multi-Year Grants
This subgrant agreement is for 36 months, with a 12-month budget submitted three months prior to October 1 on an annual basis of the agreement year cycle. Funds will be distributed on a yearly basis and funds must be expended separately during each 12-month period. DOR reserves the right to extend the grant period by up to two (2) additional 12-month periods by written notice to grantees.
After the 4th quarter’s reconciliation of billings, all remaining funds for that 12-month funding period will be disencumbered. No funds may be “carried over” from year to year. All policies and regulations regarding agreements remain in effect.
EXHIBIT C
GENERAL TERMS AND CONDITIONS (GTC 610) GO TO HTTP://WWW.DOCUMENTS.DGS.CA.GOV/OLS/GTC-610.DOC
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SAMPLE GRANT AGREEMENT
EXHIBIT D
STANDARD GRANT PROVISIONS
A. Definition of Terms
Pursuant to the authority of the Rehabilitation Act of 1973, as amended, Title VII, Chapter 2, Sections 751 –753, whereas for purposes of this subgrant, the term “older individual who is blind” means an individual age 55 or older whose severe visual impairment makes competitive employment extremely difficult to attain but for whom independent living goals are feasible, and 752 (i) (2) (A), of the Rehabilitation Act as amended and to the authority of the California State Plan for Vocational Rehabilitation the following definitions shall be used:
1. Non-Profit Subgrantee
A non-profit organization operating a program for the primary purpose of assisting persons aged 55 or older with visual disabilities and achieving social and economic independence by providing services in areas of (1) orientation and mobility, (2) activities of daily living, (3) adjustment counseling, (4) advocacy, (5) adaptive equipment and assistive technology, (6) Low Vision services, and (7) transportation and other services as deemed necessary such as communication instruction.
2. Person with a Disability
A person with a disability means an individual whose ability to function independently in family or community settings, or to engage or to continue in employment, is limited by his/her disability; independent living services are required in order to enable him/her to achieve a greater level of independence in functioning in family, community, or engaging or continuing in employment.
B. General Provisions
1. This subgrant shall not become effective until both parties have signed to execute this agreement. Subgrantee's signature shall not be considered valid, until a certified copy of the Board Resolution authorizing the representative to execute the subgrant is placed on file with the State (Grantor)'s Contract Officer.
2. Subgrantee agrees to a maximum 60-day start-up period for projects funded by this agreement. Subgrant-funded projects not underway within 60 days from the effective date of the subgrant may, at the Department's discretion, be cancelled and the funds redirected.
3. State and/or Subgrantee reserve the right to terminate this Agreement upon thirty (30) days prior written notice.
4. Subgrantee agrees to abide by the conditions of the subgrants administered by the OIB Program of the Department of Rehabilitation.
5. Notwithstanding terms to the contrary, no provision of this subgrant shall be interpreted to authorize expenditures or reimbursement for items not in conformance with appropriate State or Federal guidelines, laws, or regulations.
6. Subgrantee will comply with consumer and fiscal reporting requirements established by the State (Grantor). Subgrantees are required to submit reports on the progress of the subgrant project as identified in the Request for Applications (RFA) issued for the subgrant agreement.
7. Staffing requirements: Positions for personnel authorized to be hired under the terms of this subgrant shall be specified in the "Personnel Budget and Reimbursement Request, DR 339”. No budgeted position shall be filled or reimbursed prior to the effective date of this subgrant.
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SAMPLE GRANT AGREEMENT8. Operating Expenditures: Operating expenditures to be paid under the terms of this subgrant are
itemized in the "Budget and Reimbursement Request, DR 337.”
C. INSURANCE REQUIREMENTS
1. Commercial General Liability – Contractor shall maintain general liability on an occurrence form with limits not less than $1,000,000 per occurrence for bodily injury and property damage liability combined with a $2,000,000 annual policy aggregate. The policy shall include coverage for liabilities arising out of premises, operations, independent contractors, products, completed operations, personal & advertising injury, and liability assumed under an insured Agreement. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to the Contractor’s limit of liability. The policy must include:
(Agency/Department Name), The State of California, its officers, agents, employees and servants as additional insured, but only with respect to work performed under the Agreement.
Endorsements must be physically attached to all requested certificates of insurance and not substituted by referring to such coverage on the certificate of insurance. The endorsement must be acceptable to the DGS Office of Risk and Insurance Management.
2. Automobile Liability (If Applicable) – For consumers being provided transportation under said Agreement, the Contractor shall maintain motor vehicle liability with limits not less than $1,000,000 combined single limit per accident. Such insurance shall cover liability arising out of a motor vehicle including owned, hired and non-owned motor vehicles to include the following additional insurance coverage below:
For non-profit organizations : Automobile Liability insurance must include Any-Auto, Hired-
Autos, Non-Owned Autos, and any other auto used in performing services under the Agreement. For seating capacity of up to 15 people (includes driver) the certificate of insurance shall state a limit of liability of not less than $1,000,000 per occurrence for bodily injury and property damage liability combined. For seating capacity for 16 passengers or more the certificate of insurance shall state a limit of liability of not less than $5,000,000 per occurrence for bodily injury and property damage liability combined.
The same additional insured designation and endorsement required for general liability is to be provided for this coverage.
Workers Compensation and Employers Liability – Contractor shall maintain statutory worker’s compensation and employer’s liability coverage for all its employees who will be engaged in the performance of the Agreement. Employer’s liability limits of $1,000,000 are required.
The workers’ compensation policy shall contain a waiver of subrogation in favor of the State. The waiver of subrogation endorsement shall be provided.
D. Notification
All notices required by either party shall be in writing and sent by mail, or personally delivered to the appropriate address. Mailing addresses may be changed by written notice.
E. Notification of Client Assistance Program
The Subgrantee will notify individuals who seek or receive services from the Subgrantee of the existence and availability of the Client Assistance Program (CAP), and how to contact a CAP advocate.
F. Confidentiality
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SAMPLE GRANT AGREEMENT1. Subgrantee agrees that any report or material created during the performance of this agreement will
not be released to any source except as required by this agreement or otherwise authorized by DOR.
2. Subgrantee agrees that any information obtained in the performance of this agreement is confidential and shall not be published or open to public inspection in any manner, except as authorized by DOR.
3. Subgrantee agrees to maintain the confidentiality of any information concerning any consumers that the contractor may obtain in the performance of this agreement and specifically agrees to comply with the provisions applicable to such information as set forth in 34 Code of Federal Regulations, Section 361.38, title 9, California code of Regulations, Section 7140 et seq., and the Information Practices Act of 1977 (California Civil Code Section 1798 et seq.)
4. Subgrantee agrees to report any security breach or information security incident involving consumers’ personal information to the DOR’s Grant Administrator and the DOR’s Information Security Officer. The DOR’s Information Security Officer can be contacted via e-mail at [email protected].
5. Security breaches or information security incidents that shall be reported include, but are not limited to:
a. Inappropriate use or unauthorized disclosure of consumers’ personal information by the Subgrantee or the Subgrantee’s assignees. Disclosure methods include, but are not limited to, electronic, paper, and verbal.
b. Unauthorized access to consumers’ personal information. Information can be held in medium that includes, but is not limited to, electronic and paper.
c. Loss or theft of information technology (IT) equipment, electronic devices/media, paper media, or data containing DOR consumers’ personal information. IT equipment and electronic devices/media include, but are not limited to, computers (e.g., laptop and desktop, netbooks, tablets), smartphones, cell phones, CDs, DVDs, USB flash drives, servers, printers, peripherals, assistive technology devices (e.g., notetakers, videophones), and copiers. Data can be held in medium that includes, but is not limited to, electronic and paper.
6. Subgrantee agrees to provide annual security and privacy training for all individuals who have access to personal, confidential, or sensitive information relating to the performance of this agreement.
7. Subgrantee agrees to obtain and maintain acknowledgements from all individuals to evidence their understanding of the consequences of violating California privacy laws and the contractor’s information privacy and security policies.
8. For Subgrantee(s) that do not have a security program that includes annual security and privacy training, a self-training manual is available on the DOR website under the “Providers” tab in the “Becoming a Service Provider" section under “Annual Security and Privacy Training for VR Service Providers.” The self-training manual is named “Protecting Privacy in State Government” and can be downloaded at the following link: http://www.dor.ca.gov/eps/privacytraining.htm
9. Additional training and awareness tools are available at the California Office of Information Security (OIS) website and the California Office of Privacy Protection (COPP) website. The COPP created the self-training manual, “Protecting Privacy in State Government” that DOR revised to meet its business needs.
G. Competitive Bidding and Procurements
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SAMPLE GRANT AGREEMENT1. Subgrantee shall comply with applicable laws and regulations regarding securing competitive bids
and undertaking negotiations in Subgrantee’s contracts with other entities for acquisition of goods and services with funds provided by the State or Federal under this subgrant agreement.
2. Subgrantees must maintain a copy or narrative description of the procurement systems, guidelines, rules or regulations that will be use to make purchases under this subgrant agreement. The State reserves the right to request a copy of these documents and to inspect the purchasing practices of the Subgrantee at any time.
3. Unless waived or otherwise stipulated in writing by DOR, prior written authorization from the appropriate DOR grant administrator will be required before the Subgrantee will be reimbursed for any purchase of $2,500 or more for commodities, supplies, equipment, and services related to such purchases. The Subgrantee must provide in its request for authorization all particulars necessary, as specified by DOR for evaluating the necessity or desirability of incurring such costs.
For all purchases made subject to this agreement, the Subgrantee must maintain copies of all paid vendor invoices, documents, bids and other information used in vendor selection, for inspection or audit.
H. Equipment
1. Any equipment exceeding $2,500 must have prior authorization from DOR.
2. For purposes of this agreement major equipment is defined as a nonexpendable, tangible personal property having a useful life of more than one year and a per unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the Subgrantee for financial purposes, or $5,000. Equipment records must be maintained that include the description of the equipment, the serial number or other identification number, the source of equipment, the titleholder, the acquisition date, the cost of equipment, the location, and condition of the equipment, and any ultimate disposition data including the date of disposal and sale price of the equipment. A physical inventory of the equipment must be taken and the results reconciled with the equipment records at least once every two years.
3. Minor equipment is defined as a nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost which equals or exceeds the lesser of the capitalization level established by the Subgrantee for financial purposes, or below $5,000 or less per unit. Minor equipment shall be required by the Subgrantee to maintain its own minor equipment inventory in case of audit.
4. Title to all equipment purchased under the terms of this grant, shall vest with the Subgrantee until such time as Subgrantee disposes of the equipment or is otherwise relieved by the State from accountability for such equipment.
5. Bid Requirements: Subgrantees are required to use competitive bidding procedures involving at least two bidders for all equipment with a unit cost or a grouping of similar items for line items of $2,500 or more.
6. Disposition of Equipment: Under no circumstances shall a piece of equipment purchased under the terms of this grant be disposed of in any way without prior written authorization from the State Department of Rehabilitation.
7. Disposition of Real Property: Disposition of real property is subject to stringent restriction and regulations. Contact the DOR Grant Administrator before the transfer or disposal of any property in or on which grant funded remodeling has occurred. Failure to meet this requirement could result in repayment of any grant funds used to alter, add to or improve any real property.
I. Software
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SAMPLE GRANT AGREEMENTSubgrantee certifies that it has appropriate systems and controls in place to ensure that state funds will not be used in the performance of this grant for the acquisition, operation or maintenance of computer software in violation of copyright laws.
J. Supplies
Title to supplies and other expendable property shall vest in the Subgrantee upon acquisition. If there is a residual inventory of unused supplies exceeding $5,000 in total aggregate value upon termination or completion of this grant agreement, and the supplies are not being used for any other federally-sponsored program, the Subgrantee shall retain the supplies for use on non-federal sponsored activities or sell them, but shall in either case compensate the state or federal government for its share. THEFT SENSITIVE ITEMS
DOR is requiring nonexpendable items to be listed and purchased under a separate line item titled “Theft Sensitive Items”. The contractor shall maintain an inventory record for each nonexpendable item purchased or built with funds provided under the terms of the contract. The inventory record of each item shall include the date acquired, total cost, serial number, model identification and any other information or description necessary to identify said item. A copy of the inventory record must be submitted annually to the State grant Administrator.
K. Training Seminars, Workshops or Conferences
Staff training expenditures exceeding $1,000 charged to the agreement requires prior DOR approval. The subgrantee shall obtain prior DOR approval of the location, costs, dates, agenda, instructors, instructional materials, and attendees at any reimbursable training seminar, workshop, or conference pursuant to this agreement and of any reimbursable publicity or educational materials to be made available for distribution. The Subgrantee shall acknowledge the support of the State whenever publicizing the work under this agreement in any media.
L. Audit and Review Requirements:
General Audit and Review Requirements
1. Subgrantee shall submit to the State such reports, accounts, and records deemed necessary by the State to discharge its obligation under State and Federal laws and regulations, including the applicable 2 CFR Part - 220, 225, 230 (OMB Circulars).
2. Subgrantee agrees to comply with all laws, regulations, ordinances, and policies of any governmental unit having jurisdiction over the rehabilitation program with regards to construction, medicine, health, safety, wages, hours, working conditions, workers’ compensation, licensing and all other activities requiring compliance. Subgrantee shall accept financial responsibilities in the event of non-compliance.
3. Subgrantee shall provide State's staff access to all Subgrantee records and evaluations of individuals referred to the program.
4. The State shall have the right to conduct inspections, reviews, and/or audits of the Subgrantee to determine whether the services provided and the expenditures invoiced by the Contractor were in compliance with this agreement and other applicable federal or state statutes and regulations.
5. Subgrantee agrees that Department of Rehabilitation, State Controller's Office, Department of General Services, Bureau of State Audits, Federal Department of Education Auditors, or their designated representatives shall have the right to review and to copy any records and supporting documentation pertaining to the performance of the agreement, including such books, records, accounts, consumer service records, and other supporting documentation that may be relevant to the audit or investigation.
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SAMPLE GRANT AGREEMENT6. Subgrantee agrees to include a provision in its independent auditor agreement that allows DOR,
when conducting an audit, access to any audit materials, information, and reports in support of the Subgrantee’s “Independent Auditor Report”.
7. Subgrantee agrees to maintain such records for possible audit for a minimum of five (5) years after final payment or until resolution of all issues which may arise as a result of any litigation, claim, negotiation, audit, or any other action involving the records prior to expiration of the five (5) year period whichever is later. Subgrantee agrees to allow the auditors access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records.
Annual Federal Audit (For Agreements that received Federal Funds $750,000 and above):
a. In addition to the General Audit and Review Requirements above, the Subgrantee agrees to provide an annual audit as required by the federal “Single Audit Act” of 1994, as amended. This audit shall be made in accordance with all applicable regulations contained in 2 CFR 200.
b. For DOR agreement expenditures designated by the independent auditor as major programs the Subgrantee agrees to submit one copy of the audit report and all management letters to:
Audit SectionDepartment of Rehabilitation721 Capitol Mall, 3rd FloorSacramento, CA 95814
c. Copies of the audit report and letters shall be submitted within 30 days after receipt of the auditor' report(s) or nine months following the end of the Subgrantee s fiscal year, unless a longer period is agreed to in advance by DOR. Unless restricted by law or regulation, the auditee shall make copies available for public inspection.
M. Federal Requirements: The Federal Office of Management and Budget (OMB) has established unified administrative requirements and cost principles for determining allowable costs chargeable to Federal awards. The Subgrantee agrees to abide by the following federal rules and regulations applicable to its organization as specifically defined in the following, except where the subgrant is more restrictive.
2 CFR Part 215/34 CFR Part 74 (OMB A-110) – Administration of Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations
34 CFR Part 80 (OMB A-102) – Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments
2 CFR Part 220 (OMB A-21) - Cost Principles for Educational Institutions
2 CFR Part 225 (OMB A-87) - Cost Principles for State, Local, and Indian Tribal Governments
2 CFR Part 230 (OMB A-122) - Cost Principles for Non-Profit Organizations
OMB A-133 - Audits of States, Local Governments, and Non-Profit Organizations
A copy of the OMB Circulars listed above are available for download and review on the Internet at www.whitehouse.gov/omb/circulars. A copy of Title 34 CFRs are available at http://www.gpoaccess.gov/cfr/index.html.
N. Federal Funding Intellectual Property: In any agreement funded in whole or in part by the federal government, DOR may acquire and maintain the Intellectual Property rights, title and ownership which results directly and indirectly from the agreement. However, the federal government shall have non-exclusive, non-transferable, irrevocable, paid-up license throughout the world to use, duplicate, or
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SAMPLE GRANT AGREEMENTdispose of such Intellectual Property throughout the world in any manner for governmental purposes and to have and permit others to do so.
O. Debarment, Suspensions, Ineligibility and Voluntary Exclusion: Subgrantee certifies that neither it nor its principals is presently debarred, suspended, proposed for department, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.
P. The following assurances are subject to this agreement.
1. Equal Employment Opportunity--All grants require compliance with E.O. 11246--Equal Employment Opportunity, as amended by E.O. 1137--Amending Executive Order 11246 Relating to Equal Employment Opportunity, and as supplemented by regulations at 41 CFR Part 6--Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.
2. Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act (33 U.S.C. 1251 et seq.), as amended--Grants of amounts in excess of $100,000 shall require the Subgrantee to agree to comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et seq.). Violations shall be reported to ED and the Regional Office of the Environmental Protection Agency (EPA).
3. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)--By signing this agreement, the Subgrantee who is awarded an agreement of $100,000 or more certifies that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. 1352. Subgrantee shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award.
4. All subgrantees shall comply with the following statutes and regulations:
Subject: Discrimination on the basis of race, color, or national origin.Statute: Title VI of the Civil Rights Act of 1964 (45 U.S.C. 2000 through 2000d-4). Regulation: 34 CFR part 100.
Subject: Discrimination on the basis of sexStatute: Title IX of the Education Amendments of 1972 (20 U.S.C. 1681-1683). Regulations: 34 CFR part 106.
Subject: Discrimination on the basis of handicap.Statute: Section 504 of the Rehabilitation Act of 1973 (29U.S.C. 794).Regulation: 34 CFR part 104handicap.
Subject: Discrimination on the basis of age.Statute: The Age Discrimination Act (42 U.S.C. 6101 et seq.).Regulation: 34 CFR part 110
Q. Return of Inappropriate Use of Funds: Subgrantee shall certify that in the event of funds used inappropriately, funds must be returned to DOR.
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SAMPLE GRANT AGREEMENTATTACHMENT E SPECIAL PROVISIONS - OIB SUBGRANT ASSURANCES
Title VII Chapter 2 of the Rehabilitation Act requires the following assurances for receipt of Title VII, Chapter 2 funds:
1. The subgrantee shall promote and practice the philosophy of:
h. consumer advocacy regarding decision making of the subgrantee;i. consumer involvement regarding the service delivery of the subgrantee;j. consumer involvement regarding management of the subgrantee;k. consumer involvement regarding the establishment of the policy and direction of the subgrantee;l. self help and self-advocacy;m. development of peer relationships and peer role models;n. equal access of individuals with visual impairments to society and to all services, programs,
activities, resources, and facilities, whether public or private regardless of the funding source;
2. a. the subgrantee shall provide services to individuals with visual impairments;b. the subgrantee shall provide services to individuals with visual impairments who are members of
populations that are unserved or underserved by programs under the Act;
3. the subgrantee shall facilitate the development and achievement of independent living goals selected by individuals with visual impairments who seek such assistance by the subgrantee;
4. the subgrantee shall work to increase the availability and improve the quality of community options for independent living in order to facilitate the development and achievement of independent living goals by the individuals with visual impairments;
5. core services must be available to persons in the entire catchment areas to the extent practicable and other needed services which will enhance the consumer’s participation in and integration with the larger community;
6. the subgrantee shall conduct activities to increase the capacity of communities within the service area to meet the needs of individuals with visual impairments;
7. the subgrantee shall conduct resource development activities to obtain funding from sources other than Title VII Chapter 2 of the Rehabilitation Act;
8. the subgrantee will comply with Sections 751 and 752 (i)(2)(A) of the Rehabilitation Act of 1992 as amended;
9. the subgrantee will establish clear priorities through annual program and financial planning objectives; these plans and objectives include:
g. overall goals or a mission for the subgrantee ;h. work plan for achieving the goals or mission;i. specific objectives;j. service priorities;k. types of services to be provided; andl. how activities are consistent with independent living services for the blind provided by the Department
of Rehabilitation;
10. the subgrantee will use sound organizational and personnel assignment practices;
11. the subgrantee will take affirmative action to employ and advance in employment qualified individuals with visual impairments on the same terms and conditions required with respect to the employment to individuals with disabilities under Section 503 of the Rehabilitation Act as amended;
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SAMPLE GRANT AGREEMENT12. a. the subgrantee will establish or maintain a utilization goal for employment of qualified individuals who
are blind or visually impaired. This goal is not a quota, which is expressly forbidden.b. the subgrantee will establish or maintain a utilization goal for employment of qualified individuals who are blind or visually impaired in decision making positions of the subgrantee This goal is not a quota, which is expressly forbidden.
13. the subgrantee will be governed by a board of directors whose composition reflects extensive knowledge and experience relating to blindness.
14. the subgrantee will practice sound fiscal management, including timely submission of reimbursement requests;
15. the subgrantee will conduct annual self evaluations, prepare an annual report, and maintain records adequate to measure performance with respect to the standards, containing information regarding:
e. the extent to which the subgrantee is in compliance with the standards;f. the number and types of individuals with visual impairments receiving services through the
subgrantee;g. the sources and amounts of funding for the operation of the subgrantee; andh. the number of individuals with visual impairments who are employed by, and the number who are in
management and decision making positions with the subgrantee;
16. the subgrantee agency shall have an initial intake process that will gather and document relevant information to assist in the determination of the appropriateness of services;
17. the subgrantee will maintain a comprehensive record for each person served. The client record shall include, but is not limited to:
a. client identification data;b. emergency contact;c. relevant medical information;d. referral information;e. individualized service plan for client;f. case notes including progress, activity, and, if applicable, follow-up reports; and,g. service outcome summary.
18. individuals with visual impairments who are seeking or receiving services, or their family members, guardians, advocates or authorized representatives will be notified by the subgrantee of the existence of, the availability of, purposes of, and how to contact the Client Assistance Program;
19. aggressive collaboration with community organizations regarding services provided, will be conducted in an effort to reach populations of individuals with visual impairments that are unserved or underserved by programs under this Title, especially minority groups and urban and rural populations; and,
20. Subgrantee will provide staff training on methods for providing services to such unserved and underserved ethnically diverse populations such as minority groups and urban and rural populations.
21. Reasonable Accommodation shall be provided by the subgrantee to qualified individuals with a disability to perform the essential functions of a job.
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