General RFP FAQs
Below is a list of frequently asked questions regarding the RFP-process. RFP-specific FAQ's may be found on the project funding page.
Question: What is a developmental disability?
Anwer: DDPC-funded projects are expected to use the federal definition of developmental disabilities found in the 2000 amendments to the Developmental Disabilities Assistance and Bill of Rights Act (PL 106-402). That definition is:
The term “Developmental Disabilities” means a severe, chronic disability of an individual that: (A) is attributable to a mental or physical impairment or combination of mental or physical impairments; (B) is manifested before the individual attains age twenty-two; (C) is likely to continue indefinitely; (D) results in substantial functional limitations in three or more of the following areas of life activity; self-care, receptive and expressive language, learning, mobility, self-direction, capacity for independent living, and economic self-sufficiency; and (E) reflects the individual’s need for a combination and sequence of special, interdisciplinary, or generic services, individualized supports, or other forms of assistance that are of lifelong or extended duration and are individually planned and coordinated”.
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Question: What are the appropriate uses of and contract percentages for consultants and sub-contractors?
Answer: The DDPC has an expectation that the lead applicant orginization will conduct the majority of the work involved in planning, administering and implementing the grant.
Consultants and sub-contractors are appropriate when they can provide specific programmatic expertise not otherwise available, when they can provide a service not traditionally conducted by the grantee (i.e. printing, media services, etc.), or when the use of such contractors and consultants is cost-effective or will lead to maximization of desired contract outcomes.
The lead applicant has the responsibility to select and compensate a consultant or sub-contractor, and to monitor the delivery of results and products that will assist in achieving the overall performance objectives for the project.
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Question: Who owns the products developed by successful applicants under DDPC-funding?
Answer: Rights in Data – The DDPC will remain owner of data and records provided as part of this project and the grantee shall not use the DDPC data, records and reports for any other purpose other than providing services under this project, without the consent of the DDPC.
Ownership of Work Product(s) – Materials and documents produced by the grantee in the fulfillment of its obligations under this DDPC contract become the property of the DDPC, unless prior arrangements have been made with respect to specific documents. All products or reports disseminated must credit the DDPC as source of project work and original funding.
Product Distribution – All curricula, presentations, articles and media products (print, Internet, radio, TV, etc.) developed through DDPC grant resources must be submitted to the DDPC in advance of their public distribution, presentation or submission for publication, including those products developed through DDPC grant resources after the completion of such grant funding. Grantees may set fees to recoup the costs of production and distribution of all grant products.
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Question: Where do I send the letter of intent and funding proposal?
Answer: All letters of intent and funding proposals must be mailed to:
Sheila M. Carey, Executive Director
NYS Developmental Disabilities Planning Council
PO Box 148
99 Washington Ave.
Albany, NY 12210
Letters of intent may be faxed to 518-402-3505
Letters of intent may also be forwarded in PDF format if signed and on agency letterhead. This would be sent to the DDPC Program Planner identified within the RFP.
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Question: What materials must be included in my proposal submission package?
Answer: By the deadline date included in the Request for Proposals, the applicant must deliver an original completed and signed application package (including the requested budget format and any required or requested partnership letters), the number of hard print copies as requested in the RFP, and an electronic copy on CD or Memory Stick. The preferred format is MSWord Document, single spaced.
Use the guidelines included in the Request for Proposals to prepare the application package. Do not send any materials that have not been specifically requested in the Request fro Proposals.
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Question: Must I submit a letter of intent in order to submit a funding proposal?
Answer: The Request for Proposals (RFP) will specify if a letter of intent is required or requested. Read the RFP carefully to see which applies for the funding opportunity you are interested in applying for.
In some instances, a letter of intent is required. This is usually to be sure that all applicants have a certain body of information while preparing their funding proposal. In this instance, applications are not accepted without a letter of intent. Based upon the individual RFP, in some instances additional information may be made available to all potential applicants who have expressed interest in this funding opportunity.
Typically, however, a letter of intent is requested to assist the DDPC in identifying the interest and potential applicant pool for this grant. In this instance, applications are accepted without a letter of intent.
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Question: Will my proposal be accepted if it is postmarked by the due date specific in the RFP?
Answer: The DDPC does not consider postmarks. All final grant applications must be delivered to the DDPC office by close of business (5:00pm) on the due date specified in the Request for Proposals (RFP). No applications will be accepted after this deadline.
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Question: Is the DDPC Project Budget Form available as a MSWORD document?
Answer: Yes, the DDPC Project Budget Form is available as an MSWORD form. Instructions and forms are attached in this FAQ link.
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Question: How do I prove that my project serves a designated poverty area?
Answer: Federal regulations allow a lower 10 percent (10%) match if the majority of persons with disabilities (at least 50% or more) and/or their families served by the project are in one or more local poverty areas. A poverty area is defined as a census tract (a portion of a city or town, or of a rural county) where more than 20 percent (20%) of the individuals have poverty-level incomes. It is the responsibility of the applicant to request a 10 percent match and to document the justification for that request. Federal funds may not be used for any matching funds purpose.
Information about poverty levels by census tract can also be found on the Internet at www.factfinder.census.gov
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Question: What is the matching funds requirement?
Answer: Applicant agencies must supply at least thirty percent (30%) of the total cost of the project. The matching funds may be derived from state, local, agency, and/or private sources in the form of cash or in-kind contributions, such as project staffing, rent, indirect costs, or other project related expenses. Federal funds cannot be used to meet the matching funds requirement, nor may they be used for any lobbying related activity.
To calculate the matching funds requirement:
1. Determine the total cost of the project that is being proposed.
2. Calculate 70% of that total - DDPC funds can be used for up to 70% of the total cost or for the maximum amount of award specified in the Request for Proposals (RFP), whichever is lowest.
3. The remaining amount must come from other non-federal sources.
There are two exceptions to the 30% match requirement:
1) If the total annual budget of the organization is less than $4 million per year, the required minimum match may only be 25%.
2) In addition, if the project is providing services within a federally designated poverty area, the match may be reduced to ten percent (10%).
It will be the responsibility of the applicant to document either type of request for a reduced grantee match. Information about federally designated poverty levels by census tract can be located at www.factfinder.census.gov. For additional information on DDPC Matching Requirements, as well as technical assistance in using the www.factfinder.census.gov web-page, go to the FAQ section "Designated Poverty Areas".
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