The Escambia Children’s Trust will conduct interviews with the top 29 ranked proposers for its Out-of-School-Time RFP. The first is 3 p.m. on Wednesday, Jan. 4 at its offices on Pensacola State College’s main campus in Building 11. The other meetings are scheduled for the same time on Jan. 20, Jan. 30 and Feb. 3.
The interviews for the Jan. 4 meeting are as follows:
Proposal Interview (10 minutes each, all times approximate)
A. Boys & Girls Club of the Emerald Coast 3:45 p.m.
B. Dixon School of Arts and Sciences 3:55 p.m
C. Covenant Care 4:05 p.m.
D. Children’s Home Society 4:15 p.m.
E. Urban Development Center 4:25 p.m
F. Omega Lamplighters 4:35 p.m.
G. Pensacola Children’s Chorus 4:45 p.m.
H. Creative School Age Child Care 4:55 p.m.
I. Pensacola Little Theatre 5:05 p.m.
Meanwhile, the proposers must present several documents to verify their IRS 501(c)3 nonprofit determination, financial stability and board members. They must provide line-item budgets for their programs and certificate of insurance. They need to hand over all memorandums of understanding and agreements with subcontractors and partners and the line-item budgets for the subcontractors’ portion of the program.
Here is the complete list, per the Trust’s website:
As part of the Grants Committee’s review process, the Escambia Children’s Trust must have the following documents on file.
Document 1 – IRS 501(c)3 determination letter (if applicable)
Document 2 – State of Florida annual report from Sunbiz (NGOs only)
Document 3 – List of current board members with contact information
Document 4 – (two parts)
Part A: Submit most recent approved organizational budget
Part B: Choose one of the following as appropriate to your agency
For proposers receiving annual contributions of $1 million or more: Upload three most recent years of audited financial statement summaries and disclosures to include internal control reports and any accompanying management letters, OR individual tax returns and personal financial statement of net worth for the most recent year if Proposer is an individual proprietor. Privately held companies wishing to maintain confidential financial information must have Dunn & Bradstreet Reports (D&B). If any of these statements include a material weakness or significant deficiency, include a letter of explanation.
For proposers with annual contributions of at least $500,000 but less than $1 million: Upload three most recent financial statements reviewed or audited by an independent CPA.
For proposers with less than $500,000 in annual contributions: Upload three most recent 990s, compilations, audits, or reviews of financial statements.
Document 5 – MOU’s, contracts or agreements for all proposed subcontracts.
??Subcontractor MOU Checklist:
Is there a clear description of how the contracting entity (agency) and subcontracting entity relate to one another?
Are the commencement/renewal time period(s) clearly defined?
Is there a clear description of services to be provided?
Are the costs of the services clearly stated?
Is there clear explanation how payment is to be made and by when?
Is the information required on invoices and requirements for other backup documentation to make payment clearly outlined?
Are conditions of termination described (the subcontractor must be terminable at any time, for any reason)?
Is program monitoring described and sufficient to ensure delivery of quality services as outlined in the subcontract?
Are the terms for confidentiality outlined and do they align with the terms as defined in the ECT agreement?
Are the full Public Records requirements included as defined in the ECT agreement?
Are special situations and incidents addressed and do they include the “when,” “how,” and “to whom” to report incidents?
Are there requirements outlined for Background Screening as defined in the ECT agreement?
Are insurance requirements included in the subcontract or does your agency insurance cover the subcontractors service delivery?
Document 6 – Line-item budgets for all proposed subcontracts
Document 7 – Corrective-Action or Performance Improvement Plan reports if your agency had a grant contract terminated OR your agency has been placed on any corrective action or performance improvement plan in the last 3 years from any funders.
With this documentation, include a response on how your agency has addressed or is addressing the deficiencies (if applicable)
Document 8 – If your agency has been a defendant in any litigation or regulatory action in the last 3 years, OR your agency has been a plaintiff in a bankruptcy, provide a brief explanation for each instance (if applicable)
Document 9 – (two documents; files can be merged or uploaded separately)
Most recent balance sheet AND
Profit and loss/revenue and expense statement
Document 10 – Certificate of Insurance (COI) – please upload current insurance documentation
*Please note: If you are selected for funding, this language from RFP #2022-03 is in effect: “the Proposer shall furnish a Certificate of Insurance, naming the Escambia Children’s Trust as an additional insured with respect to the Commercial General Liability of at least $1,000,000 each, no later than ten (10) days after award and prior to execution of Statement of work.
The successful Proposer(s) shall comply with the following insurance requirements:
Commercial General Liability, Required $1,000,000 per occurrence.
Workers’ Compensation Insurance limits per applicable state statute. Required if Proposer has employees engaged in the performance of work under this Agreement.