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?
Provide a statement to that effect and the documentation from SAM showing the Registration Status as "Submitted" or "In Progress”. As soon as the process is complete and the Entity Overview shows the Registration Status as "Active”, email the Entity Overview to firstname.lastname@example.org.
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. What information do we put on the Application Checklist (Appendix 1) for Five Year Community Goal?
The General Information section of the RFP lists all of the Five Year Community Goals. Please refer to that list to determine which goal your project most closely fits.
8. 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.
9. 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).
10. 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?
Separate cover pages for attachments that are not applicable to your project are not required. These non-applicable attachments may be grouped together on one cover sheet stating N/A for Attachments XX - XX
11. 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.