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FLORIDA DEPARTMENT OF EDUCATIONDIVISION OF BLIND SERVICES

Innovative ProjectsBenefiting Blind and Visually-Impaired Floridians

Application Guide

The Division of Blind Services (DBS) Innovative Projects Application Guide is organized into four sections.

Section I: Background and SummaryThis section provides an overview of the purpose of the Innovative Projects Program, the target population(s), eligible applicants, funding amounts, application dates, required supplemental materials and contact information.

Section II: Application Acceptance, Review, Funding Methods and Accountability This section details application acceptance conditions and review processes. Also included is information on funding methods, conditions and distribution. Finally, fiscal and other accountability requirements are addressed.

Section III: Project Support Application Form and InstructionsThis section includes instructions on completing the project support application form, which is comprised of background information, eligibility requirements, supplemental materials checklists, narrative components, and scoring criteria.

Section IV: General Assurances This section includes general assurances and additional terms and conditions for participation in the Innovative Project Program. Applicants must agree to these general assurances by providing a signed copy of the certification page at application submission.

Carefully read this entire guide. Submitted applications must be complete and contain all information necessary for evaluation. Applications failing to meet specified requirements or the application deadline will not be considered for project support. Additional information may be requested from the applicant in order to adequately evaluate the project request.

Section I: Background and Summary

About the DBS Innovative Projects ProgramAs an integral part of accomplishing its mission, the purpose of the Division of Blind Services (DBS) Innovative Projects Program is to make possible and support projects and programs that benefit Floridians who are blind or visually impaired, as well as to fund projects related to system changes, research and development.

The Florida Legislature (Chapter 413.011(3)(v), F.S.), authorizes DBS to:

“Receive moneys or properties by gift or bequest from any person, firm, corporation, or organization for any of the purposes herein set out, but without authority to bind the state to any expenditure or policy except such as may be specifically authorized by law. All such moneys or properties so received by gift or bequest as herein authorized may be disbursed and expended by the Division upon its own warrant for any of the purposes herein set forth, and such moneys or properties shall not constitute or be considered a part of any legislative appropriation made by the state for the purpose of carrying out the provisions of this law.”

MissionTo ensure blind and visually impaired Floridians have the tools, support and opportunity to achieve success.

Innovative Projects Program priorities and target populationsThe DBS Innovative Projects Program provides funds to Florida not-for-profit agencies for a wide variety of projects benefiting Floridians with bilateral visual impairments, who are eligible for services through the Division of Blind Services. It is expected that proposed projects will benefit individuals who are eligible for DBS services. Project support priorities may be established based on the outcomes of formal and informal needs assessments, strategic priorities and consumer needs.

DBS Innovative Projects Program 325 W. Gaines St., Suite 1114; Tallahassee, FL 32399

http://www.dbs.fldoe.org Application Guide 2016 Page 2

The program aims primarily to support projects that are innovative in nature, that explore new approaches and perspectives and/or projects that implement recognized best practices not previously employed by organizations requesting support.

Who is eligible to apply for project support?Not-for-profit organizations currently qualified as tax exempt under Internal Revenue Code Section 501(c)(3) and those public non-profit organizations that demonstrate a substantial interest in serving Floridians who are blind or visually impaired, are eligible to apply.

How much money is awarded each year?For approved projects, the Division may support an aggregate amount of up to $300,000.00 per year, but typically will not support more than $150,000.00 per year. Actual amounts will be contingent upon fund availability. The amount of the project support provided to each program is relative to the scale, scope and complexity of the proposed project. Some organizations may only receive a portion of the requested funds. Individual organizational support approvals will not typically exceed $25,000.

What proposals are NOT eligible for funding?The Innovative Projects Program Review Committee will not consider for funding:

1. Any proposal not submitted in an accessible format 2. Any proposal submitted after the deadline 3. Any proposal for a for-profit small business startup or continuation 4. Any proposal requesting support for a specific individual5. Any proposal that does not include other funders or plans to gain other funders for

support 6. Any proposal which includes requests for fellowships or scholarships7. Any proposal that includes a request for the purchase of real estate8. Any proposal that does not address the needs of Floridians who are blind or visually

impaired

What items are ineligible for funding?1. Pre-award costs2. Travel expenses3. Purchase of facilities of vehicles (e.g. buildings, buses, vans, cars)4. Land acquisition 5. Furniture 6. Tuition 7. Capital Improvements and permanent renovations (e.g., playgrounds, buildings, fences,

wiring)8. Dues to organizations, federations or societies for personal benefit9. Costs for items/services already covered by indirect costs allocation

This is not an all-inclusive list of unallowable items. Awardees are expected to consult the DBS office with questions regarding allowable costs.



Are matching funds required?Proposals need to demonstrate the extent to which other funds and/or resources are being leveraged to maximize the outcomes and sustainability of the project.

How long is the project period?Projects are supported for one year; multi-year support is not available. Support recipients may apply in future years for funding but are not given priority or guaranteed additional funding.

When is project support available and when are proposals due?Requests for submitting project applications, along with project application deadlines may be advertised:

On the Division’s website at http://www.dbs.fldoe.org On the DOE and DBS social media accounts In the Division’s newsletter In the publications of organizations of and for the Blind In newspaper advertisements, as applicable

Proposals are due by 5 p.m., EST, on the day specified on the Division’s website.

What are the requirements regarding proposal length?There are no specific requirements for proposal length; however, please keep in mind that elaborate applications are unnecessary. Do not include any materials not requested.

Who will review my proposal?An Innovative Projects Program Review Committee (the Committee) will review and make recommendations to the Director DBS for final review and/or approval. The Committee will consist of a minimum of three representatives from the Division, along with one representative each from the Blind Services Foundation of Florida, and The Florida Rehabilitation Council for the Blind.

How does an organization request project support?1. Please read this entire guide before preparing the request or calling DBS with questions2. Prepare your proposal by completing the DBS “Project Support Application Form” (included

in this guide)3. Gather all the required supplemental materials4. Review the proposal; double check your budget items5. Submit your complete proposal package to the DBS (see “Where do I Send my Proposal”

below).

Supplemental materials required:Required supplemental materials must be submitted with the application prior to the issuance of a project award:

1. Copy of Internal Revenue Service 501(c)(3) Designation or documents indicating public nonprofit status



2. Copy of most recent financial audit or financial statements3. Copy of most recent annual report. If the agency does not produce an official agency report,

then a one page summary of services provided in the previous year will suffice4. Copy of the most recent IRS filing (form 990 or other applicable filings)5. Copy of State of Florida Charitable Solicitation Registration6. Contact list of current board of director members (addresses & phone numbers)7. Two letters of support about the project under consideration8. Two competitive cost quotes for budget items more than $2,500.00

What if I have questions about the process?The committee will host a conference call for agencies interested in applying. The purpose of this call will be to answer questions about program requirements prior to application submission. The date and time of the call will be publically advertised with the request for applications.

When can we expect to hear a response to our project proposal?Upon receipt of your application, DBS will send you an electronic acknowledgement. You will receive a written response informing you whether or not your proposal has been selected for support approximately 75 days after the submission deadline.

Where do I send my proposal and who do I contact if I have questions?Please send your proposal to DBS to be reviewed for eligibility:

Division of Blind ServicesFlorida Department of EducationAttention: Lauren Williams Senior Advisor & Chief of External Affairs 325 W. Gaines Street, Suite 1114Tallahassee, Florida [email protected](850) 245-0390

Section II: Application Acceptance, Review, Funding Methods and Accountability

Application Acceptance and Review

Conditions for Acceptance

The requirements listed below must be met for applications to be considered and thus eligible for review:

• Application is received within DBS no later than the close of business on the due date. • Application is submitted in accessible formats (Microsoft Word and Microsoft Excel, etc.)

Application includes all required forms and supporting documentation



• Electronic documents must not be protected, locked or require a password to be viewed by DBS

Application Review

A Committee consisting of a minimum of three representatives from the Division, along with one representative each from the DSO, and the Florida Rehabilitation Council for the Blind will evaluate project proposals. Project proposals that meet all requirements are evaluated and scored according to the following process:

1. Each applicant will receive an electronic acknowledgement of the receipt of their application

2. At the closing of the designated submission period, DBS staff will review each application to determine if it meets the minimum eligibility requirements

3. All eligible applications will then be reviewed by the committee4. The committee may request a meeting with any or all applicants if questions arise or

further clarification is needed to aid decision making5. The Committee will rank the proposals in order from the highest to lowest score;

proposals with a final score of less than 70 will not be recommended for funding consideration

6. The committee will submit recommendations for approval to the director approximately 45 days after the application deadline

7. The director will review the recommendations and may choose to approve or deny proposals; the director may also request modifications to proposals or choose to fund other projects.

8. For approved projects, a congratulatory letter notifying the applicants will be issued by the director approximately 30 business days after the date of the Committee’s initial recommendations. The letter will state whether the request for project support has been approved, the amount (if any) that has been approved (approvals may be for full or partial amounts of the request), and specify a timeline for the receipt of any final project terms and conditions and an anticipated project commencement date.

9. Approvals are subject to the availability of funds.

Project Funding

If a project is approved, the budget outline must be strictly followed unless adjustments are approved in writing by DBS prior to incurring the expense. All proposed budget expenditures must be reasonable.

For approved projects, additional project specific terms and conditions may be developed to specify conditions of funding, distribution methods, provide instructions on how to receive reimbursement and other important project requirements. These additional terms and conditions will be communicated at the time of award notice. Note: Project Funding/Support may be paid in full or partial amounts, as decided by the Division at its sole discretion. Subsequent payments will be contigent upon the completion of project deliverables as evidenced by billing and the submission and approval of the Project’s initial and/or interim progress report.



Reimbursement Method

The reimbursement method is the primary method of project funding support. Under this method, payments will be processed upon submission of an invoice and reimbursement form with receipts and other required documentation for allowable expenses, plus documentation of completion of specified objectives.

Advance Payments

Any request for startup funds must be approved separately by the Division. The need for advanced payment and justifications must be articulated in the budget narrative of the submitted application. Recipients must be able to demonstrate through financial statements that they are unable to initiate the proposed program or project without advance funds.

In the event that advanced payments are approved, advances shall be limited to the minimum amounts needed and be timed to be in accordance with the actual, immediate cash requirements of the project. Approved startup funds shall be included in the first disbursement/advance payment.

Fiscal Requirements

Supporting documentation for all expenditures is required. Examples of such documentation include but are not limited to: receipts, payroll records, contracts, invoices with check numbers verifying payment, and/or bank statements; all or any of which must be submitted with invoices/requests for reimbursement, regularly scheduled progress reports and upon request.

Project funds must be used for activities that directly support the accomplishment of the project purpose, priorities and expected outcomes. Administrative costs for the project are limited to 10%.

Any purchased item more than $2,500.00 must be supported by at least two (2) competitive cost quotes.

Non-Allowable Expenses and Conditions of Returning Funds

Items listed in Section I, Not Allowable for Funding will not be funded (or reimbursed) under any proposal. In addition, the Division reserves the right to deny or reduce questionable expenses.

In the event it is determined by the Division that the recipient cannot comply with the terms and conditions of the project, the applicant will be directed to immediately return all unused funds disbursed by the Division, along with any property purchased with the funds.

Project Performance Accountability and Reporting Requirements



The Division will track each project’s performance, based on the information provided and the stated criteria for successful performance, and verify the receipt of required deliverables/services prior to payment, as detailed in the notification of the funding notice. The Program Manager will verify that the project’s expenditures are allowable and that performance objectives are progressing in a satisfactory manner, consistent with the Project Narrative and Performance Expectations.

1. All support recipients shall complete at least two progress reports during the project period by the due dates specified in the terms and conditions. Recipients may elect to receive their reporting materials either by the postal mail or electronically.

2. Compliance audits may be conducted on any supported project.

Section III: Project Support Application Form and Instructions

INNOVATIVE PROJECTS PROGRAMDIVISION OF BLIND SERVICES

Project Support Application Form

Instructions

Project support applicants must complete all sections below by providing comprehensive answers. All responses should be submitted by entering information electronically on this Project Support Application Form. Please use the “Save As” feature in MS Word to rename this original file.

I. Background Information

Organization Name:

Mailing address Street: City: State: ZIP code:

Physical Address Where Services Are Provided:Street: City: State: ZIP code:



Executive Director’s name: ___________________ Phone number(s): _______________Email Address: ____________________________________________________________

Project Contact Name: _______________________ Phone number(s): ________________Email Address: _____________________________________________________________

Organization website: ______________________________________________________

Total amount of support requested: _____________________________________________

II. Disclosure StatementIn the interest of transparency, an applicant must disclose any known or potential conflicts of interest with any employee, spouse or family member of the Director or staff of the Division of Blind Services. Examples may include, but is not limited to, the provision of financial support to the organization, volunteer activities and/or participation on an organization’s board etc. Please describe the relationship, activity and the description of any known or perceived conflicts. If none, enter N/A: ENTER TEXT HERE:

III. Describe how your organization complies with the American Disabilities Act (ADA). (Include physical access to your organization’s facility, program accessibility, organizational staffing (board members, etc. with disabilities), and how you advertise available services and use of alternate formats of communication.)

http://www.ada.gov/ Information and technical assistance on the Americans with Disabilities Act

Enter your text here:

IV. Checklist for Eligibility for Projects

Mandatory Eligibility Requirements:

This request must be for a Not-for-Profit organization.The following Required Supplemental Materials must be provided:

Copy of IRS 501(c) (3) Designation or proof of public nonprofit status. Copy of most recent financial audit or financial statements Copy of most recent annual report (If no official agency report, then a one

page summary of services provided in the previous year) Copy of the most recent IRS filing (Form 990 or similar)



Copy of state of Florida Charitable Solicitation Registration Contact list of current Board of Director members (addresses and phone

numbers)

This request must be for a project that benefits Floridians with bilateral visual impairments, who are eligible for services through the Division of Blind Services

o Two letters of support for the project under consideration must be included with the application package.

Project Specific Eligibility Requirements:

At least one of the below statements must be true to be eligible for consideration for funding under the Innovative Project Program. Please type an X before each true statement.

This request is for services to help correct blindness or visual impairment.

This request proposes special services to provide non-visual access to information for individuals who are blind or visually impaired.

This request relates to the provision of eyeglasses and other visual aids.

This request relates to the provision of services and equipment to assist an individual who is blind or visually impaired to become more mobile and more self-sufficient.

This request relates to the testing of technology that could be used by individuals who are blind or visually impaired.

This request relates to special services and benefits for individuals who are blind or visually impaired for developing their social life through community activities and recreational facilities.

This request relates to services that promise to contribute substantially to the rehabilitation of a group of individuals who are blind or visually impaired but are not related directly to the plan for any one individual.

This request establishes, develops, or improves a public or other nonprofit community rehabilitation program that is used to provide vocational or other rehabilitation services to individuals who are blind or visually impaired that promotes full community integration.

This proposal is likely to increase public awareness of the abilities and competence of individuals who are blind or visually impaired.



This request is related to the establishment of a new program serving individuals who are blind or visually impaired.

This request is related to an innovation/expansion of services that will benefit individuals who are blind or visually impaired.

This request is related to providing training for staff who work directly with consumers who are blind or visually impaired.

This request is related to performing research which will benefit individuals who are blind and visually impaired.

V. NARRATIVE COMPONENTS AND SCORING CRITERIA

Criteria are based on a 100 point scale, with a minimum score of 70 points required for an application to be considered eligible for funding.

1. Support for Strategic Plan: Describe how the proposed project will address one or more of the DBS’ Strategic Goals and Objectives:

Goal 1: Create an environment that provides job opportunities for visually-impaired and blind Floridians.

Goal 2: Create a service delivery system that provides comprehensive services to visually-impaired and blind Floridians.

Goal 3: Create an environment that fosters an exemplary division workforce.

Goal 4: Create a well-managed and accountable organization that ensures high quality.

URL: http://dbs.fldoe.org/About%20Blind%20Services/strategic-plan.html

Criteria The applicant has included effective methods for addressing one or

more of the Goals and/or Objectives from the DBS’ Strategic Plan.

MANDATORYREQUIREMENT


2.Project Summary: Provide a brief summary of the proposed project including:

MANDATORYREQUIREMENT



General purpose Specific goals Brief program design Significance (how this project contributes to improving services to

Florida’s blind or visually-impaired population).

Criteria The proposed project is described in a brief summary, including

general purpose, specific goals, brief program design and significance (contribution and rationale).

It is clear that the proposed project aligns with the intended funding purpose/priorities.


3. Project Need: Describe the need for the proposed project:

Provide supporting data as evidence. Expected outcomes should directly address the need. Specify the blind or visually-impaired population(s) you propose to

serve (include geographic area or county served). Indicate any past successes of positive performance outcomes for

similar populations or similar programs conducted by the applicant.

Criteria The magnitude or severity of the problem is evident, compelling,

and clearly linked to the outcome(s) of the proposed project. The magnitude of the need for the services to be provided or the

activities to be carried out is apparent. The proposed project focuses on service or otherwise addresses

the identified needs of the population(s) to be served. It is evident that the proposed project is focused on those with

greatest needs. The need for the proposed project is strongly justified through

supportive data. The service area(s) and justification for choosing it/them are

identified Other similar programs conducted by the applicant are identified. Evidence is provided that the proposed project addresses the

unmet regional needs of varying communities (unserved or under-served populations).

Available Points: 20




4. Project Design and Implementation: Describe the measurable objectives, activities, and timeline for the proposed project:

Proposals must present a detailed “Project Plan and Description” for how the project or program will benefit individuals who are blind or visually impaired.

Ensure that the timeline clearly shows the beginning and ending dates for activities.

Provide the number of blind or visually-impaired Floridians that are expected to participate in an activity or benefit from this project.

Explain how the project employs innovative approaches. Based on stated goals, identify measurable objectives to be met

by project methods/activities. Match outcomes with corresponding activities and objectives. List

the activities to be used to reach the proposed project objectives. If applicable, list any other institutions cooperating in the project

and describe the plans for collaboration.

Criteria The goals, objectives, and outcomes are clearly specified and

measurable. The design of the proposed project aligns with, and will

successfully address, the needs of the target population or other identified needs.

The objectives are measurable, qualitative, challenging, yet achievable, and address all expected outcomes of the proposed project.

It is evident that activities/methods are comprehensive, likely to be effective, and result in achievement of the objectives.

The proposed project employs innovative approaches. The timelines are specific, realistic, and consistent with measurable

objectives and outcomes. Adequate detail is provided to show that resources involved in

project development and implementation are contributed by institutions and/or the local community.



5. Evaluation: Describe the instruments and method(s) for evaluating the proposed project:




Explain how the project will collect, maintain, retrieve, and analyze project data to measure accomplishments and evaluate the effectiveness or achievement of program goals and objectives. Please attach copies of proposed evaluation instruments.

Criteria The methods are thorough, feasible and appropriate to the goals,

objectives, and outcomes of the proposed project. The evaluation process is comprehensive, likely to result in a

successful project, and includes an effective approach for using evaluation results to guide necessary adjustments to the proposed project.

The evaluation instruments are designed to effectively measure program progress and success.


6. Innovation: Describe how this project is innovative in nature:

Explain how the project is unlike previously established projects or programs. Discuss what distinguishes this project from similar or related work in this area. If this project is not innovative please enter N/A in the text section below.

Criteria Applicant must be able to effectively articulate what makes this

project different from work that has already been done. The project should work to implement new services or provide

services to new populations

Available Points:15


7.Dissemination Plan: Describe the methods and strategies that will be used to disseminate and share information about the proposed project to appropriate populations.

Criteria The applicant’s dissemination plan will use effective and realistic

means to reach the appropriate audiences, including potential customer population(s), the local community, and other organized




entities, if/when indicated. The dissemination plan reflects a thorough grasp of the proposed

project and the positive impact on potential project beneficiaries.


8. Budget: Present a budget that reflects objectives and proposed costs of the project:

Proposals must present a line item budget to implement the program goals under consideration.

All proposed budget expenditures must be reasonable Administration cost is limited to 10 percent of the total program

costs demonstrated on the line item budget. Proposals with multiple sources of financial support are

encouraged. Proposals must present a thoughtful “Plan for Future Funding”

that addresses the sustainability of the proposed program and project objectives when the project support period is complete.

Competitive cost quotes are required for: Purchases under $2,499 require one quote. Purchases ranging from $2,500 - $14,999 require two quotes. Purchases ranging from $15,000-$24,999 require three written

quotes.

Exception: If the item or service is of such a specialized or unique nature for serving the blind or visually-impaired community, and is manufactured or provided by a sole source, the bid quote requirements will be waived. However, there must still be a quote from the vendor providing the services or equipment. Please include the statement on the quote that this is the sole source for this services/equipment.

CriteriaProcurement requirements shall be consistent with Chapter

287.057, Florida Statutes A line item budget to implement the program goals is presented.Administration cost is limited to 10 percent of the total program

costs.Multiple sources of funding for the project are included.The budget is thorough, specific and supports the proposed

project.The proposed project budget presents expenses that are




allowable, realistic, accurate, and clearly relate to and reflect project activities, objectives and outcomes.

The costs are reasonable in relation to the objectives, design, and potential significance of the proposed project.

The costs are reasonable in relation to the number of persons to be served and to the anticipated results and benefits.

The required personnel, professional and technical services, and/or travel for the proposed project are clearly and adequately explained.

The justifications for expenditures are reasonable and clearly explained.

The sustainability of the proposed program is addressed.


Total Available Points 100

Signature: Executive Director Date

Section VI: General Assurances General Assurances, Terms, and Conditions for Participation in the Division of Blind

Services Innovative Projects Program

The Division of Blind Services has developed a "General Assurances" document that must be signed by all agencies and organizations that receive project support from the Innovative Projects Program.



Return to:

Florida Division of Blind ServicesLauren Williams325 West Gaines StreetSuite 1114Tallahassee, FL 32399-0400

Community-based organizations, faith-based organizations, independent colleges, and other non-governmental agencies are required to submit the certification page of the General Assurances with an original signature along with each application submitted to the Division.

Florida Department of Education

General Assurances, Terms, and Conditions for Participation in the Division of Blind Services Innovative Projects Program

Instructions: The application shall cover the participation by organizations participating in the Division of Blind Services Innovative Projects Program. These assurances are set forth below in the “General Assurances” section. These general assurances will be in effect for the duration of the project to which they pertain. The organization’s authorized representative must sign the certification and return it to the address specified below. No payment for project support will be made by the Division of Blind Services without a current signed General Assurances form on file. For further information, contact the Division of Blind Services, Chief of External Affairs, at (850) 245-0390.

Certification:I, the undersigned authorized representative for the named organization, hereby apply for participation in the Division of Blind Services Innovative Projects Program on behalf of the named organization below. I certify that the organization will adhere to and comply with the General Assurances and all applicable requirements outlined in the Innovative Projects Program Application and Guide.

Typed Name of Organization:

Typed Name and Title of Authorized Representative:



I certify that the organization will adhere to each of the assurances contained in this set of General Assurances, Terms, and Conditions for Participation in the Innovative Projects Program as applicable to the project(s) for which this organization is responsible.

Signature (must be original): _______________________

Date: ____________________

Telephone Number: ________________________

Return original to: Florida Division of Blind Services

Lauren Williams 325 West Gaines Street

Suite 1114 Tallahassee, FL 32399-0400

Community-based organizations, faith-based organizations, independent colleges, and other non-governmental entities are required to submit the certification page of the General Assurances with an original signature along with each application submitted to the Division.

General Assurances

Assurance is hereby given that, to the extent applicable:

The recipient has the legal authority to apply for funding, and the instructional, managerial, and financial capability to ensure proper planning, management, and completion of the project described in this/all applications submitted.



The recipient will administer each program covered by the application in accordance with all applicable laws, regulations, statutes, rules, policies, procedures, and program requirements.

The recipient will have/establish a proper accounting system in accordance with generally accepted accounting standards.

The recipient will use fiscal control and fund accounting procedures that will ensure proper disbursement of, and accounting for, funds paid to the recipient under the approved program. Access to such records shall be made available to authorized representatives of the Florida Department of Education, or the Division of Blind Services for the purpose of program and fiscal auditing and monitoring.

The recipient will submit such reports to the Division of Blind Services as may reasonably be required to enable the Division of Blind Services to perform its duties. The recipient will maintain such fiscal and programmatic records and provide access to those records, as necessary, for the Division of Blind Services to perform its duties.

The recipient has adopted effective procedures for acquiring and disseminating to program participants, significant information from educational research, demonstrations, and similar projects, and for adopting, where appropriate, promising educational practices developed through such projects. Such procedures shall ensure compliance with applicable federal laws and requirements.

The recipient will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest or personal gain.

The recipient will initiate and complete the work within the applicable time frame after receipt of approval from the Division of Blind Services.

The recipient will comply with all federal statutes relating to nondiscrimination. (These include but are not limited to Title VI of the Civil Rights Act of 1964 [P.L. 88-352], which prohibits discrimination on the basis of race, color, or national origin; Title IX of the Education Amendments of 1972, as amended [20 U.S.C. 1681-1683 and 1685-1686], which prohibits discrimination on the basis of sex; Section 504 of the Rehabilitation Act of 1973, as amended [29 U.S.C. 794], which prohibits discrimination on the basis of handicaps; and the Age Discrimination Act of 1975, as amended [42 U.S.C. 6101-6107], which prohibits discrimination on the basis of age.)



The recipient will comply with all applicable requirements of all other federal and state laws, executive orders, regulations, and policies governing each program funded.

Failure to comply with the General Assurances or any aspect of the Project Application and Innovative Projects Guide may result in more restrictive conditions or project termination.

Terms

Applicant - An entity seeking project support from the Division of Blind Services.

Budget - The applicant's financial plan, in terms of accounts and amounts, showing use of funds for carrying out project objectives, services, or activities as found on the budget narrative section of the application and on other budget documents required by the Division of Blind Services.

Budget Period - The interval of time into which a project period is divided for budgetary purposes.

Disbursement - Payment made in cash, by check, or via other electronic means.

Equipment – A material item of a non-expendable nature, such as a built-in facility, a movable or fixed unit of furniture or furnishings, an instrument or apparatus, a machine (including attachments), instructional skill-training device, or a set of small articles whose parts are replaceable or repairable, the whole retaining its identity and utility over a period of time which is characteristic for items of its class, with a useful life of more than one year.

Monitoring – Actions, activities, and practices used by the Division of Blind Services to determine that funds are used and programs are operated in accordance with applicable federal and state statutes, rules, and regulations.



More Restrictive Conditions - Special requirements or restrictions imposed on a project recipient as a condition of project approval by the Division of Blind Services.

Obligations - The amounts for orders placed, contracts awarded, services received, or for similar transactions during the stipulated project period, which will require payment during the same or a future period.

Private, Non-profit Organization - An agency, organization, or institution not under federal or public supervision or control, which is owned by one or more corporations or associations whose net earnings do not benefit and cannot lawfully benefit any private shareholder or entity.

Public, Non-profit Organization (public charity) – An agency such as: churches, hospitals, qualified medical research organizations affiliated with hospitals, schools, colleges and universities, who have an active program of fundraising and receive contributions from many sources, including the general public, governmental agencies, corporations, private foundations or other public charities, who receive income from the conduct of activities in furtherance of the organization’s exempt purposes, or actively function in a supporting relationship to one or more existing public charities.

Project - The services, activities, or program that an entity agrees to provide for a specified period of time using state funds awarded to a project recipient.

Project Application - An entity's request for project support under state education programs administered by the Division of Blind Services.

Project Award - The approval of a project application as stated in the project award notification sent to project recipients that specifies the amount of funds awarded, the project period, and any special requirements or restrictions to be imposed by the Division of Blind Services.

Project Period - The length of time for which a project has been authorized/awarded.



Project Recipient - The public agency [including faith-based organizations (FBOs) and community-based organizations (CBOs)], or non-public agency that has been awarded a project to provide services or activities described in a project application approved by the Division of Blind Services.

Supplies - All personal property (excluding equipment, intangible property, and debt instruments) items of expendable nature that are consumed, worn out, or deteriorated in use or that lose their identity through fabrication or incorporation into a different or more complex unit or substance.

Explanation of Management Requirements

The following section elaborates on certain requirements included in legislation or regulations referred to in the "General Assurances" section.

Accounts and RecordsThe recipient shall maintain all accounts, records, and other supporting documentation pertaining to all costs incurred and revenues or other applicable credits acquired under each approved project for a minimum of five years.

Allowable CostsIn accounting for and expending project/grant funds, a recipient and/or sub-recipient may only charge expenditures to the project award if they are: (a) in payment of obligations incurred during the approved project period; (b) in conformance with the approved project; (c) in compliance with all applicable statutes and regulatory provisions; (d) costs that are allocable to a particular cost objective; (e) spent only for reasonable and necessary costs of the program; and (f) not used for general expenses required to carry out other responsibilities of the recipient and/or sub-recipient.

Audits The Division of Blind Services reserves the right to arrange for audits of project support awards. In such an event, the division must arrange for funding the full cost of such additional audits.



Reports to be submittedCopies of any required reporting shall be submitted by or on behalf of the recipient directly to each of the following, as applicable:

Florida Division of Blind Services Lauren Williams 325 West Gaines Street

Suite 1114 Tallahassee, FL 32399-0400

Any reports, management letters, or other information required to be submitted to the Department pursuant to this agreement shall be submitted timely.

Recipients, when submitting financial reporting packages to the Department for audits completed in accordance with Chapters 10.550 (local governmental entities) or 10.650 (non-profit and for-profit organizations), Rules of the Auditor General, should indicate the date that the reporting package was delivered to the recipient in correspondence accompanying the reporting package.

Restrictions on Funds for Administration Restrictions on the amount or percentage that can be charged to a project's administration (which includes indirect cost) will be reflected in the Innovative Projects Program Guide and/or in the approved Project Award notification or amendment, where applicable.

Interest IncomeProject/grant recipients shall promptly (at least quarterly) remit all interest earned on cash advanced by the Division.

Lobbying

The disbursement of funds from the Innovative Projects Program for lobbying is prohibited. The Division may not authorize or make any disbursement of project support pursuant to a contract or grant to any person or organization unless the terms of the grant or contract prohibit the expenditure of funds for the purpose of lobbying the Legislature, the judicial branch, or a state agency.



MonitoringMonitoring procedures may include, but not be limited to, on-site visits by Division staff and/or other procedures. By entering into this agreement, the recipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the Division. In the event the Division determines that a limited scope audit of the recipient is appropriate, the recipient agrees to comply with any additional instructions provided by Division staff to the recipient regarding such audit. The recipient further agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary.

More Restrictive ConditionsProject recipients found to be in noncompliance with fund source requirements or determined to be “high risk” shall be subject to the imposition of more restrictive conditions or termination of agreement.

Ownership of Products—Intellectual PropertyThe ownership of products resulting from a project, which are subject to intellectual property rights , shall remain with the Division unless such ownership is explicitly waived. The following terms and conditions apply to all grants and project recipients, unless explicitly waived:

With respect to all products created by the grantee for this project, said materials will be the property of the Division.

To the extent that any product constitutes a “work” within the meaning of U.S. copyright laws, 17 U.S.C.S. 101, et seq., it shall be a “work for hire.” In the event that a court of competent jurisdiction determines that a product or material is not a work for hire as a matter of law , the contractor shall assign and convey to the Division all right, title, and interest in the product or material and require its employees and subcontractors to do the same.

The awardee agrees that its employees will not assert any ownership of the product produced under the project. The grantee shall be responsible for acquiring necessary releases or establishing appropriate contract provisions in its dealings with employees and subcontractors in order to secure the Division’s rights.

Any claim by the awardee of ownership of pre-existing copyrights should be explicitly stated in the project documentation.



The awardee agrees that if it hires any third party to perform any work on the project, the work shall be on a “work for hire” basis and shall not in any way infringe upon the Division’s ownership of the product.

The awardee agrees not to convey any rights in the product to a third party.

If the awardee hires a third party to perform any work that involves the use of pre-existing intellectual content owned by the third party, the third party shall expressly assert its ownership of the content and shall grant the grantee and the Division the non-exclusive license to use the product.

A licensing agreement or other agreement regarding the use of intellectual property developed under the project may be developed between the Division and awardee in order to further the use of the products in the educational community.

Project Effective DatesAll project award notifications reflect the beginning and ending dates of the project period and the date for submission of the final expenditure report. All conditions stated in the award notification are considered binding on the project recipient.

Disposition of Equipment When original or replacement equipment acquired under a project support agreement is no longer needed for the original project or program, disposition of the equipment will be made as follows:

Items of equipment with an acquisition cost of less than $1,000 may be retained, sold, or otherwise disposed of with no further obligation to the awarding agency. Income received from these sales will not be reported to the Division.

Items of equipment with an acquisition cost in excess of $1,000 and a useful life of one year or more may be retained or sold and the awarding agency shall have a right to an amount calculated by multiplying the current market value or proceeds from sale by the awarding agency's share of the equipment.

In cases where a grantee or sub grantee fails to take appropriate disposition actions, the



awarding agency may direct the grantee or sub grantee to take excess and disposition actions.

Retention and Access to RecordsThe recipient must retain project records for five years after the completion of the project and make those records available to the Division upon request.

Completed applications (including supplemental materials) must be submitted in electronic format (flash drive, email, CD/DVD) along with an original signed copy to:

Division of Blind ServicesFlorida Department of EducationAttention: Lauren WilliamsSenior Advisor & Chief of External Affairs325 W. Gaines Street, Suite 1114Tallahassee, Florida [email protected](850) 245-0390

Electronic text documents must be in MS Word format and financial or statistical spreadsheets must be in MS Excel format. Electronic documents must not be protected, locked or require a password to be viewed by DBS.

Note: The ranking of the proposals indicates the perceived overall benefits of the application, but the Division retains the discretion to fund or deny funding to any project, as the Division deems appropriate.





Documents

Innovative Projects - Florida Division of Blind Servicesdbs.myflorida.com/Information/News/Imgs/Innovative Proj… · Web viewAdministrative costs for the project are limited to