General Information


The General Information page gives a brief overview of the Consolidated Community Funding Pool, its history, and the Request for Proposal (RFP) process.

CCFP Overview - Describes the CCFP and what it does.

RFP Process - Describes the seven steps in the funding cycle process.

CCFP Background and History - Find out how the CCFP came into being.

  

CCFP Overview

The Consolidated Community Funding Pool (CCFP) funds projects that provide for:

  1. Human services
  2. Affordable housing development administration and construction
  3. Acquisition and/or rehabilitation of affordable housing in Fairfax County

Projects address no more than two of the four funding priorities, that the Consolidated Community Funding Advisory Committee establishes each funding cycle.

Awards are made every two years for a two-year term based on funding availability. While serving the needs of Fairfax County citizens, funded projects may also serve residents of the Cities of Fairfax and Falls Church. Eligible applicants are 501 (c) 3 tax-exempt organizations or the cooperating jurisdictions of the City of Fairfax and Towns of Clifton, Herndon and Vienna. The Consolidated Community Funding Advisory Committee (CCFAC) oversees all aspects of the policy, priorities and proposal evaluation criteria planning and development.

The CCFAC is comprised of representatives from Fairfax County Human Services Boards and Commissions and citizens representing specific community sectors. An additional group of Fairfax County citizens are selected by the County Executive to serve on the Selection Advisory Committee (SAC). The SAC reviews and rates proposals based on set criteria as established by the CCFAC. SAC recommendations are forwarded to the Fairfax County Board of Supervisors for final award approval.

The CCFP is funded through the County General Fund, the Community Services Block Grant and the Community Development Block Grant. It is jointly staffed by five County Departments:

  1. Department of Administration for Human Services
  2. Department of Housing and Community Development
  3. Department of Family Services
  4. Department of Neighborhood and Community Services
  5. Department of Purchasing and Supply Management

Contracts are issued by the Department of Purchasing and Supply Management.

 

RFP Process - Funding Cycle

  • Developing Proposal Evaluation Criteria:  The CCFAC reviews applicant, selection advisory committee, and technical advisory committee assessments of past CCFP proposal solicitation processes for strengths and weaknesses. Current CCFP policy and guidelines are reviewed for continuance and/or modification based on solicitation assessments and outcome area funding priority decisions.
  • Proposal Solicitation:  The CCFP Request for Proposals(RFP) is released in early Fall. Proposals are received by the Department of Purchasing and Supply Management in December.. A Pre-Proposal Conference is held in October to brief potential applicants and answer questions. Pre-Proposal Conference questions and answers are mailed to all organizations and jurisdictions having received the RFP. Potential applicants may call the Department of Purchasing and Supply Management Contract Administrator with any additional questions during the process.
  • Project Selection:  The County Executive appoints a Selection Advisory Committee comprised of Fairfax County residents to review, rate and recommend proposals for awards based on the evaluation criteria, outcome area funding priorities and target percentages as established by the CCFAC. A Technical Advisory Committee, comprised of Fairfax County staff with expertise in human service and housing development disciplines, reviews the proposals for technical requirement compliance. SAC recommendations are forwarded to the Fairfax County Board of Supervisors for final approval in April.
  • Project Contracts:  Following Board of Supervisor approval of SAC recommendations, County staff negotiate final contract awards. A Memorandum of Negotiations is approved by both the applicant and the County. The Memorandum of Negotiations along with the RFP, RFP Technical Workbook (including the Fairfax County General Conditions and Instructions to Bidders and CCFP Special Provisions) and the Project Proposal comprise the final contract. Contracts awards begin on July 1st of the funding cycle and end two years later on June 30th . Second year funding is based on contract performance and funding availability.
  • Contract Monitoring:  Awardees are to submit monthly and quarterly reports on project performance and expenditures to the County. These reports are submitted via the Internet on the County's on-line reporting system, WeBR. Contract managers from both the Department of Administration for Human Services and Department of Housing and Community Development review the reports for accuracy, contract compliance and progress. Project site visits are conducted to confirm reported data, provide reporting technical assistance, identify and clarify contract performance issues and correction measures and observe project implementation. Resulting monitoring reports are forwarded to the awardees. Quarterly, projects funded through Community Services Block Grant funds are reviewed by the Community Action Advisory Board. A year-end report is prepared for the Board of Supervisors.

    The monthly reports consist of a Demographic Report, which provides statistical information on clients served under the program; a Monthly statement of Expenditures Report, which lists expenses charged to the contract during the reporting month.

    A Quarterly Progress Report is also required. This provides the County with information on the activities and outcomes of the project, as well as progress in meeting volunteer and leveraging goals.

    In addition to reviewing project and financial reports, Contract Managers conduct on-site monitoring visits as well. The Contract Manager is to have access to:

    • The observation of service delivery as identified in the contract scope of services
    • Client records
    • Activity records
    • Assessment data
    • Financial records, receipts, vouchers, books, audits, tax reports and documents
    • Personnel records (e.g., time sheets for employees paid with Consolidated Community Funding Pool funds and documentation of time provided by volunteers)
    • Organizational records (e.g., minutes of Board of Directors meetings).

    In addition, Contract Managers also spend time reviewing the projected program outcomes for the contracts in relation to the information provided in the monthly and quarterly reports.

  • Evaluating the Funding Cycle:  Following the awarding of Consolidated Community Funding Pool (CCFP) funds to the non-profit organizations, County staff gathers information on the proposal solicitation process. The responses assist in the development of the Request for Proposal for the next cycle.

CCFP Background and History

In 1997, Fairfax County, Virginia developed and implemented a new competitive grant process, the Community Funding Pool, for funding human services offered through non-profit agencies. The FY 2000 funding year (which began on July 1, 1999) will be the third successful year of implementation of this community-driven process. The  FY 2000 funding year ushered in significant changes and innovations to the process, most notably the consolidation of the original Community Funding Pool process with the County's Consolidated Plan / CDBG funding process.

This article describes the inception and initial implementation of the Community Funding Pool, culminating in the consolidation and achievements of the recently completed planning cycle (Summer 1998 to April 1999) for the FY2000 Funding Year.

The Need for a New Funding Relationship with Community-Based Human Service Providers
Establishing Goals, Policies, and Implementation Guidelines
Setting Priorities and Building the Community's Capacity for Success
FY2000: Merging the County's Two Major Community Funding Processes
Staffing and Financing
Success of the Program
Lessons Learned

Download PDF version of CCFP History


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