1. What is Bonding for Board of Directors and is it required?
Generally speaking, a bond is a financial instrument that provides financial reparation in the event of theft or misappropriation of funds. Bonding for Board Members is not mandatory. However, an important factor in your organization's capacity is that you can demonstrate there are financial safeguards to ensure funds are not mishandled and that adequate remedies are in place if that does happen. Providing these types of liability and insurance coverages for your Board Members is important.
2. What is D&O insurance and where do we get such insurance?
Directors and officers liability coverage helps protect the personal assets of your directors and officers from litigation due to alleged mismanagement of the organization/company. This type of insurance is quite common. Talk with a local insurance agent for more information on coverage types and costs.
3. We have successfully registered with SAM. We were told that it would be 7 to 10 days before any data would be available to us to view so we can verify we are in good standing and have no active exclusion records. How will not having this information before the application deadline affect us? Can you advise us on how to handle this?
We have been very clear on this requirement to not wait until the last minute to either register or update your information if the expiration date expires in the next several months. Your application will NOT be accepted if this requirement is not complete.
4. The SAM search showed "Active Exclusion Records? No"... Is that okay?
The System for Award Management (SAM) checks for contractors that are not permitted to receive federal funds. If the results indicate "no" that means the organization is able to receive federal funds.
5. Do we include the pages with the directions when we submit the application?
No. Please use the Application Checklist (Appendix 1) for how to organize and submit your application.
6. I have noticed that maps are included with the RFP; however, there is no mention of them in the "Attachments" section. Are agencies required to identify census tracts on these maps or are the maps merely for reference?
The maps are for reference only and not required to be included in proposal. It is certainly acceptable if you want to identify an area on the maps and include them with your application.
7. If we have not had a formal audit this year are we ineligible for grant funding?
You will need to submit your most current organization financials prepared by a qualified third party (preferably a CPA). It would be helpful to also submit a copy of your last formal audit.
8. Section V Attachments request a copy of a Certificate of Incorporation. My agency is a 501 (c)(3), but it is not a corporation. How should I respond?
Please be sure to provide your IRS designation as a 501 (c)(3) along with your organizational documentation. (i.e., if a Trust, provide trust agreement or declaration of trust).
9. The RFP directions request a cover page for each attachment. If an agency is not applying for funding related to an acquisition or construction/renovation, is a separate cover page for each attachment required under those requirements necessary?
No, cover pages for attachments that are non-applicable for your project do not need to be submitted.
10. Our agency has moved and all our State and federal documents, such as our IRS Tax Exempt Status letter, feature our former address. We've applied for address changes on all documents, but we've yet to receive word. Will it be OK to submit documents with our former address while our new documents are pending?
Yes - submit documents with your former address and attach a copy of your address change request to the agency or make a notation on the cover sheet of your attachments that you have moved and applied for an address change.
12. On the attachments if the document was over 20 pages, we could just attach the first page or the table of contents, correct? I'm working on our 990 and its is currently 36 pages long, so I want to ensure just the first page needs to be attached.
The full 990 will need to be submitted. Please note, only the below attachments fall into the “If over 20 pages, submit the Table of Contents only” category:
13. If we want to cite our sources through links but are running out of characters, is there a way to submit them elsewhere?
There is a limited amount of character space and that the locked applications will not allow you to include a hyperlink. Please submit a separate attachment, in addition to the required attachments of the application. You can simply title it "Cited Sources" and list out the hyperlinks upholding your cited data in that document. You can place a note in the application to refer to that document to help the reviewers know where to locate those hyperlinks to the cited sources mentioned.
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