2022 Combined Funding Questions and Answers

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Montgomery County and United Way of the Greater Dayton will answer questions about the 2022 Combined Funding Application. Questions must be submitted to hspd@mcohio.org and both the question and the response will appear here in the order they are submitted. We will not reply to the emails. Questions should be specific to the Combined Funding Application and requirements of the Application. We will not answer questions that are specific to or deemed to be advice for any potential applicant.

42. Can an organization get funding for professional services and then pay a subcontractor to deliver those services?  Where’s the line between a Program that provides limited services to the Project, and a subcontractor brought in to provide limited services? Human Services Levy funds cannot be subcontracted. Any nonprofit seeking to provide a service with support Levy funding should submit an application.  

41. On the budget narrative tab from ‘explain any consultation expenses reported in your budget’ on down- do we just explain these expenses if we are requesting them in our funding from the County?  (for instance, if we are not requesting consulting fees, or show in-kind in our county request, do we explain them if they are in our total program not funded by the County?) At a minimum, applicants should use the budget narrative to explain costs that would be attributed to Montgomery County.  Narrative explanations are not necessary if you itemize an expense using a description that is self-explanatory; for instance, outside accountant.

40. Where can we learn more about Collective Impact and creating a common agenda, partner accountability, etc.? There are resources available on this website (scroll down to the 2016 Collective Impact training). You can also visit the Collective Impact Forum or the Tamarack Insitute. A sample Project Charter is also available online.

39. How can we, or are we allowed to, upload documents that aren’t required? For example, if we wanted to upload a copy of our Satisfaction Survey and the only document listed is Intake/Assessment, how would we do that?  Documents or materials submitted outside of the required CFA materials are not subject to review and will not be counted toward your program/project score. 

38. Are electronic initials for the collective impact project success plan acceptable or do they need to be hand written? Can we develop our own form,  MOU, or Letters of Commitment to submit or retain on file to be available upon request? An electronic list of project partners and contact information is sufficient for the second page of the Project Success Plan. Signed initials are not required. A Project may also incorporate its own list as long as it accurately reflects programs and contact information for programs that have agreed to be part of the project. An MOU will be expected for projects that get funded. They are not necessary at the time of application. A Letter of Commitment is a good faith demonstration that partners understand the scope of the project and their role and expectations in it. 

37. Where can we find the Patriot Act Compliance Form? This form will be required of any agency that receives funding from the United Way and will be issued during the contracting process. It does not need to be uploaded in e-CImpact. Because the upload is optional, it can be ignored.

36. Incentives are an evidence-based practice to encourage program participation. Can funding be used for participant incentives?

Human Services Levy funding is intended to support direct service and program delivery. Programs offering incentives should utilize funding from other sources.

35. What type of evaluations or reporting are required before end of year reporting? Requirements of funded programs can be found on page 11 in the Combined Funding Application. Funded programs are expected to survey customers/clients twice in the contract year and share the results during monitoring visits. Monthly counts of clients served, and a brief success story are expected to accompany monthly invoices. All other reporting is done on a semi-annual basis.

34. What are the requirements for end of year reporting? Reporting is done through e-CImpact on a semi-annual basis. Service providers are asked to respond to narrative questions, identify demographics of clients served, provide actual revenue/expenses against the proposed budget and provide actual results for performance outcome measures against amounts proposed in the application.

33. Can the funding be used for staff, materials, and capital? Essentially what are the parameters of the funding being used within the scope of the program/project? Eligible and ineligible expenses are identified in the Combined Funding Application. Capital expenses are not allowed. Staff costs should be associated with program delivery. There is a 10% allowance for other administrative costs/overhead that are not assigned to the program as direct expenses.

32. What is the funding ask range (minimum-maximum)? See No 10 for the response to this question. Additionally, you may refer to the Human Services Planning and Development Annual Report to see funding levels of currently funded contracts.

31. For things we've called "Activities" in the past-- i.e. "6 medium food-related events held"-- we'd add those in to the optional measurement form?  Required activities do not exist anywhere else, do they?  Is there a required number of "Activities"?

The optional measurement form is divided into two parts: (1) system-wide measures at the top of the form (one section for activities and one for outcomes) and (2) create-your-own measures space at the bottom (one section for activities and one for outcomes). Any selected measures should be meaningful for the proposed program and be unique from mandatory measures. Utilizing system-wide and mandatory measures before creating new measures is highly encouraged. The RFP document does not list any minimum or maximum numbers for activities or outcomes.  

30. For the mandatory measures, are we required to use all of those?  For example, we never weigh the produce we give out.  If there are certain outcomes and outputs that don't apply to us, what should we put down for those outcomes/outputs? If there are measures that do not apply to the proposed program, the system will allow zeros to be entered. It would be advisable to use the narrative space to explain why any measure(s) do not apply to your program and consider if the measure is something that could or should be adopted to illustrate the impact of the proposed program.

29. On the Vendor Portal (e-CImpact) the list of items for a Project Application the Program Application is included.  Does the Project organization have to complete the Program Applications?    Both are indicated as required.  Also, what if there are multiple Programs associated with this Project? All programs must complete a program application. The project portion of the application must be completed once per project regardless of the number of programs in the project. Only one program needs to submit on behalf of the total project even though all programs are encouraged to work together on the responses. In the program questions, programs can respond to say what project(s) they are in. Project partners should all be identified in the Project Success Plan as well. 

28. My organization utilizes units of service that do not appear in the dropdown. How can add them? Requests for additional units of service can be made to hspd@mcohio.org and we can add them for you.

27. With the shift of the funding period to begin on January 1st, for Life Skills and Education programs the reporting period will now split academic years. Is there guidance on how to report on mandatory education measures? While funding will be on a calendar year, the number served should reflect how many youth would be served in a year. With programs that overlap fiscal years and school years, programs should consider how many youth within a year might complete a program as well as those who might join. This will provide an estimate of the number you expect to serve in a year. Looking forward, the reporting cycle will remain the same. Mid-year reporting would reflect the end of a school year and final reports would reflect mid-year of the following school year. We anticipate creating an opportunity to distinguish between returning/continuing students and new students. We will work through such details during the contracting process.

26. Please define "partially met". This phrase applies to the measure of clients with their needs fully met. A client with remaining needs after receiving services from the proposing program may be listed as partially met because their need remains unmet or they were referred to other programs without known met needs.     

25. Regarding the Project Success Plan - for the Project Outcome column; do you want the outcomes by project partner?  or the project as a whole? The Project Outcomes may reflect individual program outcomes or outcomes that reflect programs working together. For example, project outcomes may be associated with the mutually reinforcing activities of specific programs. Programs, however, may have multiple things they are measuring and those are being identified in program portion of the application. Therefore, the Project Outcome column should reflect those things that partners agree on together that most significantly reflects the role and desired outcome of programs within the context of the project's common goal. Consider, if a project were to create a report highlighting project successes, what are the outcomes the project would collectively want to share.

24. Page 69, The Collective Impact Project Success Plan, under Community Outcomes, it says to “Select from the chart on the next page.”  There is no next page in the packet. The complete Project Success Plan (linked here) is available as a Word document in the Resource Center in e-CImpact. The chart is actually page 3 of the Word document.

23. We are applying for the 2023 Levy funding.  We could apply under four of the five application areas of focus.  How do we choose which area to focus on for our application?
When applying, a program should consider the population it intends to serve and its desired outcomes in relation to Montgomery County's Population Level Indicators and how it best meets the program services sought in each of the funding areas. Additionally, some programs will need to consider how their work will take place in the context of collective impact projects involving other providers and sectors. While a program can only apply in one category, an agency may have multiple programs applying.

22. Are all of the mandatory measures required under each category of general supported services? For example for domestic violence programs, there is a mandatory measure “% of survivors who attend support groups,” what if support groups are not a service provided in the proposed program? The mandatory measures are mandatory only for programs for whom they are applicable.

21. Can more than one person from our organization log into the portal to contribute to the application?
Yes. The person authorized to make changes in your e-CImpact account can refer to the Resource Center in the left margin of the e-CImpact dashboard to see the document for how to add users.

20. What is the difference between the Emergency Shelter in the Core Safety Net Services and the Emergency Shelter in Homeless and Housing Services? Core Safety Net services would include disaster response for such things as house fires. Other shelters should apply through the Housing and Homeless Services category.

19. Do organizations that are not applying for funding, but will accept referrals from a funded agency, have to be included in the Project Success Plan and also required to initial their commitment to accept referrals? Organizations expected to actively participate in project meetings are expected to be included in the Project Success Plan. If a program isn't officially part of the project but works closely with a specific program seeking funding, that program should identify that partner in their program application. 

18. Is there a list of current projects and people who participated in the information sessions so we can connect with them? Currently funded programs can be found in our Annual Report. See page 27 for Education and Life Skills, page 31 for Health and Safety, page 33 for Income and Stability, page 38 for Housing and Homeless, and page 14 for Frail Elderly services. Click here for the list information session attendees.

17. Do all collective impact project partners have to all be 501(c)(3)? Only nonprofits are eligible for this funding, however, it is encouraged to invite all appropriate partners to participate in projects regardless of nonprofit status.

16. What if your agency has been in business for over a year, but it hasn’t officially been a nonprofit for an entire year? You need to substantiate that your agency has been viable for one year, not necessarily a nonprofit for one year. All requirements such and documentation, such as tax returns, are applicable.

15. What will happen for existing programs funded through the county through the end of 2022? HSPD will implement 6 month extensions with the already existing scopes of work and unit rates that will cover services through December 31, 2022.

14. Is the process for funding competitive? Yes, not all applications received are guaranteed funding.

13. Can a program be associated with multiple projects in different focus areas? The more a program can do to address multiple intersecting life domains is encouraged. The program should be included in each appropriate project application, and each project a program intends to participate in should be listed in the program application.

12. Is purchased services from another provider an eligible expense? This depends on the applicability and direct benefit to defined eligible activities as outlined in the RFP. Those applying for funding should also consider whether or not it is not better to simply refer clients to those providers without having it as a piece of your billable services. Montgomery County does not allow contracted providers to have subcontracts or to act as a passthrough to another organization.

11. Can you speak more about the County serving as the convener for different projects? We have learned during the existing funding cycle that continuous communication between providers is vital and will be encouraging and ensuring this occurs going forward. We may also bring like-projects together to foster broader community collaboration.

10. Are there limits on the amount of funding applicants can ask for? If a program is currently receiving funding from the County, can we ask for more money for that program this time around? There is no cap, however, total funding available is limited. We want to understand what your true funding need is, and your agency’s true capacity for delivering the proposed services.

9. Will MOUs between project partners be required at the time of submission of the application? MOUs are highly encouraged, however, will not be required for submission. Funded programs will be expected to have signed MOUs as part of their contract for funding.

8. Does modifying an existing program mean that it is a new program? Existing programs can continue with a scope that reflects the requirements of the RFP. Programs can keep current names or change them. Agencies may also propose new programs even if they resemble previous programs. Programs should be designed in response to the RFP as well as be a mutually reinforcing activity in relation to project partners. We should be able to understand the scope, services, population and outcomes of your program.

7. Is the most recent strategic plan and/or updated community needs data posted on HSPD’s website?  Yes, most recent data is available on our website. Responses to the Combined Funding Application don’t need to be filled with data analysis but should adequately demonstrate that the proposed program understands the needs identified in existing data and is proposing appropriate services to address those needs.

6. Why do we have a quick turn-around time of 6 weeks when contracts won’t start until January? We are held to timelines for approval and adequate negotiation and contracting as well as collaborating with United Way funding timelines. The timeline of Feb 23 through April 8 was based on feeback that previous timelines of 4 weeks was insufficient.

5. Is United Way Board making funding decisions on a multi-year basis? For services funded as part of this process, United Way funding will be determined annually based on the funds available.

4. What if an agency wants to add a new program or new project in the system? Only one agency per project needs to submit project information on behalf of a project. Existing programs may start new projects. A project can be created in the system on behalf of project partners including the submitting program, and the program application is done separately with the project listed in the program application.

3. Do you need to have LOIs or MOUs for non-funded partners? No. However, programs and contact people must be indicated on the project portion of the application.

2. If services begin January 1, 2023, what services will be provided after current contracts end June 30, 2022? Currently funded programs and services due to end June 30, 2022 will receive a 6-month extension based on current scopes of work, units of service, and unit rates. If a program is funded in the new cycle, new contracts will be issued to incorporate any changes and will be effective January 1, 2023.

1. Our agency will be submitting multiple proposals. Does agency information only need to be provided once? Yes. While each program will need to respond to program questions and provide program budgets, agency information (agency budget, financial statements, board info, tax exempt status, etc.) only need to be uploaded once.