Department Resources

Related Resources

Consolidated Community Funding Pool — Funding Process

RFP and Award Process

Developing Proposal Evaluation Criteria
Proposal Solicitation
Project Selection
Project Contracts
Contract Monitoring
Quarterly Reports
Funding Cycle Evaluation

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. To receive electronic notifications of the Consolidated Community Funding Pool Application Package release, please register in eVA, the state's procurement platform, and check commodity codes 95215, 95230, 95236, 95237, 95255, 95259, 95278, 95284, 95292. Applicants must also register in Bonfire, Fairfax County's third-party procurement software. Proposals are received by the Department of Procurement and Material 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 Procurement and Material 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.

Project Contracts

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 and Resource Manual (including the CCFP Special Provisions, Fairfax County General Conditions and Instructions to Bidders) 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 County's on-line reporting system, Euna Grants. Program managers from the Department of Neighborhood and Community Services and the Department of Housing and Community Development (for projects with CDBG funding) 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. Quarterly, projects funded through Community Services Block Grant funds are reviewed by the Community Action Advisory Board.

Note —

The Program 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, Program Managers also spend time reviewing the projected program outcomes for the contracts in relation to the information provided in the monthly and/or quarterly reports.

Quarterly Reports

The quarterly reports consist of a Demographic Report, which provides statistical information on clients served under the program; a Leveraging Report on leveraging progress, a Performance Report on the program’s services and outcomes, a Narrative Report on program activities and indicators, and a Statement of Expenditures Report, which lists expenses charged to the contract during the reporting period.

In addition to reviewing project and financial reports, Program Managers may conduct on-site monitoring visits as well.

Prevention Unit

Alert:

Department Resources

Related Resources

Consolidated Community Funding Pool — Funding Process

RFP and Award Process

Developing Proposal Evaluation Criteria

Proposal Solicitation

Project Selection

Project Contracts

Contract Monitoring

Note —

Quarterly Reports

Funding Cycle Evaluation

Recent Interactions

Ask Fairfax

Related Resources