Volunteer Generation Fund
#13VG153400
Volunteer Florida’s
FY2013
Build – Engage – Sustain - & - Transform (BEST)
Skills-Based Volunteers Grants
Proposal Guidance & Forms
December 15, 2013 – September 30, 2014
Release Date: October 21, 2013
PROPOSALS DUE:
Friday, January 3, 2014 5:00 PM EST
THIS DOCUMENT IS AVAILABLE IN ALTERNATIVE FORMATS (BRAILLE, LARGE PRINT) UPON REQUEST.
PLEASE CONTACT US AT (850) 414-7400 (VOICE/TTY) WITH YOUR REQUEST.
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WHAT IS SKILLS-BASED VOLUNTEERING?
Skills-based volunteering (SBV) is an innovative approach that is rapidly gaining recognition as a powerful
driver of both social impact and business value. SBV is a strategic type of volunteerism that exponentially
expands the impact of nonprofits by incorporating a whole range of skills that strengthen the operations and
services of nonprofit organizations. Skills based volunteerism utilizes the skills, experience, talents and
education of volunteers and matches them with the needs of nonprofits. There are several models that
effectively engage skills-based volunteers, such as, mentoring or tutoring at all educational levels, as well as
leadership and business mentoring at the Executive levels. There are opportunities for volunteers to touch a
particular cause, or bring skills and knowledge to affect change in their communities through a greater
commitment of time, and done-in-a-day projects. Volunteers can choose to use their personal or professional
talents, work individually or in teams and take on long or short term projects. And, skills-based volunteerism
can be a pathway to employment by maintaining skills or learning new skills. Volunteers may provide services
for local, national or international organizations, and assist with planned projects or respond to immediate
critical needs, such as disaster response. Individual skilled volunteers may offer their particular expertise to a
nonprofit agency, while corporate skills-based volunteering may involve employee volunteers working on
projects for a nonprofit organization through a structured program developed and managed by their
employer. Skills-based volunteering is about matching the right person with the right skills and knowledge, at
the right time, to the right project in order to achieve greater impact. By leveraging all types of knowledge and
expertise, skills-based volunteers help to build and sustain nonprofits’ capacity to achieve their missions
successfully and can serve to enhance and enrich the lives of the volunteers. Volunteer Florida will focus on
training volunteer connector organizations* to work with a wide range of skills-based volunteers, including
corporate groups, veterans, the under-employed and unemployed individuals seeking to maintain current
skills or learn new skills. (*Volunteer Connector organizations = Community, faith-based and government
organizations connecting volunteers with the needs in their communities. Volunteer connectors help individuals, groups,
families and corporate partners become effectively engaged in service to their communities.)
PROPOSAL ASSISTANCE
Two (2) Technical Assistance Conference calls to assist Applicants in their preparation of a complete and
competitive proposal have been scheduled:
Thursday, October 24, 2013 at 1:00 PM EDT
Monday, October 28, 2013 at 3:00 PM EDT
Call-in information is: (888) 670-3525 Participant pass code: 3822432866#
Following the Technical Assistance Conference Call, a Frequently Asked Questions (FAQs) listing will be posted on the
BEST Skills-Based Volunteers web site at: www.volunteerflorida.org/bestvolunteers
APPLICANT ELIGIBILITY
ONE proposal per Applicant
Applicants may be any community or faith-based organization that maintains a 501(c) (3) nonprofit status, or
government entity in Florida. The applicant must be an organization that mobilizes people and resources to
deliver creative solutions to community problems by offering programs and services that:
 Recognizes that all volunteers have skills and talents to share.
 Connect people with opportunities to serve.
 Promotes volunteering at all levels and ages.
 Builds or establishes partnerships and collaboration among organizations in the community.
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Volunteer Florida encourages all Applicants to make every effort to include volunteers of diverse backgrounds
and ages and to recruit military veterans, disadvantaged youth and persons with disabilities. Reasonable
accommodations must be made to allow persons with disabilities access to volunteer opportunities. Grantees
are urged to find opportunities to partner with existing AmeriCorps and other national service programs
where possible.
PURPOSE
Volunteer Florida proposes to strengthen the capacity of volunteer connector organizations to recruit,
manage, support and retain skills-based volunteers to serve in high quality volunteer assignments. The BEST
Skills-Based Volunteers Program (SBV) will use evidence-based principles of service as a strategy and
volunteering-as-a-pathway-to-work research to help meet escalating needs and affect change in the lives of
those who serve, as well as those being served. BEST Skills-Based Volunteers program will target skills-based
volunteers, including veterans and military families, unemployed and under-employed individuals and baby
boomers. The benefits to this approach are three-fold: (1) service organizations, which are especially
stretched in this recovering economy, will have increased capacity; (2) skills-based volunteers will utilize
existing skills and garner new skills, which may also be a pathway to employment; and (3) critical community
needs will be met. The BEST SBV program will provide sub-grants and conduct relevant, comprehensive
training, with emphasis on increasing the number of skills-based volunteers, service hours, and types of
activities. The BEST Skills-Based Volunteers program will strengthen the capacity of volunteer connector
organizations receiving sub-grants by providing an in-depth strength-based assessment to identify resources,
challenges and areas of need. Sub-grantees will receive a comprehensive, multi-phased training curriculum,
funding for program enhancements, ongoing technical assistance and coaching to establish a Skills-Based
Volunteer program. Volunteer Florida will make available up to $315,000, to a maximum of twenty-one (21)
sub-grants of $10,000 in grant funds and $5,000 in training support for the Volunteer Generation Fund (VGF)
initiative, Build-Engage-Sustain-and-Transform (BEST) Skills-Based Volunteer Program. The FY2013 Volunteer
Generation Fund grant is a ONE year grant.
THE GRANT PERIOD
Proposals are due by
Friday, January 3, 2014 5:00 PM EST
to:
BESTvolunteers@volunteerflorida.org
Proposals received after 5:00PM EST may not be considered.
This proposal is for a nine-month period, beginning on December 15, 2013 and ending on September 30,
2014. The program period will begin upon execution of the BEST Skills-Based Volunteer grant contract and
terminate on September 30, 2014. Volunteer Florida reserves the right to allocate funds based on Reviewers’
recommendations and funding availability.
Grants should be designed:
1. To establish measurable outcomes, including the numbers of both new and retained skills-based
volunteers and hours of service for volunteers recruited, managed and supported by these grants, as
well as the types and amounts of activities carried out by skills-based volunteers.
2. To increase the number of veterans engaged in service opportunities as skills-based volunteers.
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3. To build capacity of the organization by implementing three or more effective volunteer management
practices. (As defined by the Corporation for National and Community Service (CNCS) Guidelines)
4. To expand the capacity of volunteer connector organizations to recruit and manage new and retained
skills-based volunteers to serve in measurable volunteer assignments, including those aligned with
special days of service such as ML King Day of Service, Earth Day, and the 9/11 Day of Service and
Remembrance.
FUNDING AMOUNTS & MATCH REQUIREMENTS
Volunteer Florida will award up to 21 sub-grants of $15,000 each, as follows:
 $5,000 will be used to provide lodging, meals during the training and a comprehensive, four (4) part
training program in Orlando for two (2) participants from each sub-grantee. The training is designed to help
sub-grantees build capacity by developing a skills-based volunteer program. Note: Sub-grantees will be
responsible for transportation costs to and from Orlando for all four (4) trainings. Transportation costs are
eligible for reimbursement through grant funds (as part of the $10,000 listed below) or may be used as part
of the required match.
 $10,000 will be awarded to sub-grantees to be used as seed money to develop a skills-based volunteer
program. Sub-grantees may use their grant award for one of the following options:
1. For capacity building, cash may be used to hire new or support existing personnel to develop or
augment a skills-based volunteer program. Eligible program activities include recruiting and training
skills-based volunteers, leveraging partnerships, writing grants, and related activities.
2. To build capacity through infrastructure, grant funds may be used for equipment, technology and
software which are directly related to the recruitment, support, management and retention of skillsbased volunteers and tracking volunteer hours and activities.
3. Transportation costs (airfare, car rental, mileage, tolls, meals enroute) for the four (4) training
sessions for two (2) participants in Orlando.
4. The grant funds may be split between items 1 through 3 (personnel, infrastructure needs, and/or
transportation costs to the required trainings).
 Grantees are required to provide a 50% ($7,500) in-kind and/or cash match*. Examples of
in-kind match include personnel, training, office space, supplies, transportation costs to attend the required
training sessions (if not paid from the $10,000), etc. Grantees will be required to provide documentation of
match utilized with each request for reimbursement. *Cash match may NOT be from Federal sources and
volunteer service hours are NOT eligible.*
 Volunteer Florida will encourage geographic diversity by actively seeking proposals from all seven
(7) regions of the state, as defined by the Florida Division of Emergency Management
(http://www.floridadisaster.org/county_em/county_list.htm), granting approximately three (3) awards
in each region (maximum of 21 grants statewide).
 All sub-grants will be paid on a cost reimbursements basis, based on timely submission of reports
and verification of match funds. Sub-grantees will be required to provide proper documentation of
expenditures for each month. Volunteer Florida will have the final approval of all expenses.
FUNDING AVAILABILITY AND SOURCE
Volunteer Florida, the Governor’s Commission on Community Service, was established in 1994 by the Florida
Legislature to administer grants under the National and Community Service Trust Act of 1993. The
Commission is administratively housed in the Executive Office of the Governor and guided by a bipartisan
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board of Commissioners who are appointed by the Governor and confirmed by the Senate. Volunteer Florida
strengthens Florida’s communities through national service, fostering volunteerism and leveraging resources.
In carrying out its mission, Volunteer Florida partners with community and faith-based organizations, nonprofits, businesses, government entities, school boards, colleges and universities.
Each year, Volunteer Florida awards and administers AmeriCorps funding that is received from the
Corporation for National & Community Service. The Corporation for National and Community Service is a
federal government agency that encourages Americans of all ages and backgrounds to engage in communitybased service to meet the nation’s educational, public safety, environmental and other human needs. In
doing so, the Corporation fosters civic responsibility, strengthens the ties that bind us together as a people,
and provides educational opportunities for those who make a substantial commitment to service.
Volunteer Florida’s BEST Skills-Based Volunteers grant is funded as a FY2013 Volunteer Generation Fund grant
through Grant #13VG153400, from the Corporation for National and Community Service. All grant awards are
contingent upon the availability of funding from the Corporation for National and Community Service.
SUCCESSFUL PROGRAM OUTCOMES AND MEASURES: PROGRAM DELIVERABLES
Successful grantees must accomplish all of the following:
 Complete an in-depth Pre-training Strength-Based Assessment and self-evaluation to assess the
strengths, resources, barriers and challenges of the agency or organization. (December)
 Two (2) Staff members from each sub-grantee will be required to participate in the comprehensive, indepth, BEST Skills-Based Volunteers training program, based on the California Volunteers Service
Enterprise Initiatives (CVSEI), funded by the Volunteer Generation Fund in FY 2010-2012, and
combined with other evidence-based models. The training design includes four (2) day modules, to be
presented over a four month period. The grant award includes training, lodging and meals (at per diem
rates) for two (2) Staff members. Sub-grantees will be responsible for all transportation-related costs,
to and from each training. All trainings will be held in Orlando. The (tentative) dates* for the four (4)
trainings will be:
January 20 - 22, 2014
February 10 – 12, 2014
March 10 – 12, 2014
April 7 – 9, 2014
*The location will be announced at a later date.
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Use $10,000 provided by the sub-grant to establish a Skills-Based Volunteers program to build
organizational capacity.
Develop a Business Plan to include a Skills-Based Volunteers Program.
Develop and produce a Volunteer Manual to include: Organization’s Mission and Vision statements,
Policies and Procedures, agency orientation, training policies, volunteer position descriptions, with
measurable volunteer roles, based on the strength-based assessment outcomes, to attract and retain
skills-based volunteers.
Develop strategies for recruiting, training, and retaining new and current skills-based volunteers,
including veterans, unemployed and under-employed individuals.
Host activities targeting skills-based volunteers on at least one special day of service, such as,
ML King Jr. Day of Service (January 2014), Earth Day (April 2014), Global Youth Services Day (April
2014), 9/11 Day of Service and Remembrance or participate in a Volunteer Florida 20/20 (Anniversary)
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activity.
Each sub-grantee will recruit, manage, and support a minimum of 100 skills-based volunteers,
including veterans, unemployed and under-employed individuals, serving at least 800 hours.
Maintain a minimum volunteer retention rate of 30%, (based on pre-training measurements.)
Implement three (3) or more effective volunteer management practices, as defined by the Corporation
for National and Community Service (CNCS) guidelines.
Participate in a Site Visit and Program Evaluation conducted by Volunteer Florida.
Create a Skills-Based Volunteers recognition award program to recognize volunteers.
REPORTING REQUIREMENTS
Grantees are required to report volunteer census data and progress toward completion of program objectives
twice during the grant period and submit monthly Periodic Expense Reports (PER) to document program
expenses and request reimbursements. Reports dates are:
Period Covering
Post training Program Report December 2013 –April 2014
Periodic Expense Report (PER) December 2013 – August 2014
Final PER
Thru September 15, 2014
Final Program Report
Thru September 30, 2014
Due Date*
April 15, 2014
15th of following month
October 15, 2014
October 15, 2014
*Failure to file timely reports may result in delayed reimbursements.
PROPOSAL CRITERIA AND INSTRUCTIONS
Volunteer Florida will select proposals using skills-based volunteer experts, volunteer peer reviewers, and
Volunteer Florida staff. Volunteer Florida will review proposals for adherence to federal and state contractual
funding requirements. Volunteer Florida may conduct clarifying interviews in person or through conference
calls prior to final approval.
 Grant proposals should be single-spaced, 12-point font, with 1-inch margins and a maximum of 9
pages. Proposals must be submitted electronically, in one PDF file. ***Failure to follow these
instructions may disqualify your proposal***
 Budget must include a cost match totaling at minimum of 50% of the sub-grant amount ($7,500).
***Cash match may NOT be from any other Federal sources and volunteer service hours are NOT
eligible***
 Proposals will be scored on a 100-point scale. A total of ten (10) additional points will be awarded to
applicants who demonstrate 100% cash and/or in-kind match.
 Application must include the applicant’s region (1 to 7) using the Florida Division of Emergency
Management’s regional map, (http://www.floridadisaster.org/county_em/county_list.htm).
 The proposal must be signed by an authorized representative of the applicant organization.
 The proposal must include all of the following components:
Cover Sheet & Executive Summary (100 words maximum) (0 points – 1 page)
Provide an overview of your proposal and summarize the key points of what your program will accomplish. If
your proposal is successful, the Executive Summary will be used on the Volunteer Florida web site.
Organizational Capacity (10 points – 1 page)
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Describe your capacity to implement and manage the proposed program, including fiscal oversight and
experience. To receive all points, the ideal proposal will demonstrate plans to use a technology-based tracking
system to collect and report data that demonstrates measurable results, a clearly defined internal operation
process for the organization, and a financial management system that will provide organizational
sustainability.
Proposal Narrative (50 points – 1-3 pages)
Use the proposal narrative to explain how your organization will benefit from an in-depth self-assessment, a
comprehensive training program and a skills-based volunteer program. Describe how you will meet the
objectives listed in the Successful Outcomes/Program Deliverables and discuss your organization’s ability to
partner with other nonprofit groups, including faith-based groups and community efforts to develop and
implement a skills-based volunteers plan targeting veterans, boomers, unemployed and underemployed
individuals to connect them with meaningful volunteer opportunities. To receive all points, the proposal will
articulate the benefits of an in-depth self-assessment to the organization and what a skills-based volunteer
program will bring to the organization and community. The ideal proposal will succinctly state how a skillsbased volunteer program will strengthen the applicant’s organization and build sustainable solutions to
address local challenges faced by nonprofit organizations, increase opportunities for service-as- a-pathway-toemployment and recognize the individual skills and talents of volunteers as valuable resources.
Required Letters of Support (10 points – 2 pages)
All proposals are required to include two (2) letters of support and commitment (not more than 1-page
each), printed and signed on letterhead, from supporting organizations, faith-based groups, the Executive
Director of a partnering organization or local government official(s) with whom you plan to partner or engage
during this grant period. These letters should include a general description of the type(s) of support your
organization will receive, including a description of any cash or in-kind match to be provided, such as use of
space, expertise, equipment and materials, or training. To receive all points, the ideal proposal will
demonstrate collaboration and partnership and will not be a general form letter or a letter from a partnership
outside of the current proposal. Letters of Reference will be disqualified.
Budget Worksheet & Narrative (30 points – 2 pages)
Discuss the adequacy of your budget to support your program design, including how it is sufficient to support
your program activities and desired outputs and outcomes. Your proposed budget should be sufficient to
allow you to perform the tasks described in your narrative.
As you prepare your budget:
1. All the amounts you request must be defined for a particular purpose. Do not include
miscellaneous, contingency, or other undefined budget amounts.
2. Itemize each cost and present the basis for all calculations in the form of an equation in the
narrative section.
3. Do not include unallowable expenses, e.g., entertainment costs (which include food and
beverage costs) unless they are justified as an essential component of an activity.
4. Do not include fractional amounts (cents).
5. Please explain how the cost of the required criminal history checks and FBI checks are
covered if they are not included in the budget.
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Please refer to the relevant OMB Circulars on allowable costs for further guidance. The OMB circulars
are online at www.whitehouse.gov/OMB/circulars .
 A-21 - Cost Principles for Educational Institutions, 2 CFR 220
 A-87 - Cost Principles for State, Local, and Indian Tribal Governments, 2 CFR 225
 A-122 - Cost Principles for Non Profit Organizations, 2 CFR 230
Source of Match
In the “Match Funds” field that appears at the end of the Budget Section, enter the name of
agency/organization providing the match, a brief description of the Match, the amount, the match
classification (Cash, In-kind, or Not Available) and Match Source (State/Local, Federal, Private, Other or
Not Available) for your entire match. Define any acronyms the first time they are used.
The Budget Narrative (up to 1 ½ pages) should provide a detailed explanation of costs in each line
item including budgeted match. Matching funds are required. Grantees must provide 50% in-kind
and/or cash match. Grantees will be required to provide documentation of budgeted match with their
requests for reimbursement. To receive all points, the ideal proposal will demonstrate community
sustainability and investment through cash and in-kind match.
***Cash match may NOT be from any other Federal sources and volunteer service hours are NOT
eligible.***
Budget Worksheet & Narrative instructions: Grant Funds (see pages 10-11 for Match Funds
instructions)
1a. Personnel: Include expense for employees whose activities directly relate to the
program. List each staff position separately and provide position description, salary, FTE of
each employee and percentage of effort devoted to this award. Each staff person’s role
listed in the budget must be described in the narrative.
1b. Fringe Benefits. Identify the types of fringe benefits to be covered and the costs of
benefit(s) for each staff position. Unless exempt by the IRS with accompanying
documentation (note in the narrative and provide documentation with application), all
projects must pay FICA for all personnel, even when the organization does not supply the
personnel expense. Other allowable fringe benefits typically include Worker’s
Compensation, Retirement, State Unemployment Tax (SUTA), Health and Life Insurance.
List each benefit as a separate item. Holidays, leave, and other similar vacation benefits are
not included in the fringe benefit rates but are absorbed into the personnel expenses
(salary) budget line item.
2a. Training Sessions in Orlando. Please do not make any changes to the grant funds within
this line item. This is the total cost of four (4) trainings, lodging and meals during trainings
for two (2) individuals within your organization.
2b. Transportation to Training Session in Orlando: Provide a calculation to include itemized
costs for airfare, transportation, lodging, per diem, and other travel-related expenses
multiplied by the number of trips per staff. Applicants must adhere to the State of Florida
mileage per diem and meal rates. State mileage reimbursement rate is $0.445 per mile.
These transportation costs to and from the training will be the responsibility of the subgrantee. These costs may be reimbursed through grant funds, or may be included as
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match.
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All costs must be itemized. [EXAMPLE: Two staff members will attend the
Mandatory Training Meeting. Rental Car, Gas, and tolls: $150 per meeting;
Hotel: $175 per staff/per meeting; Meals $72 (per diem rate) per staff/per
meeting = $644 per staff. Grand Total is $1,288 for Travel to Volunteer Florida
Sponsored Meetings.]
3. Equipment: Equipment is defined as tangible, non-expendable personal property having
a useful life of more than one year AND an acquisition cost of $1,000 or more per unit
(including accessories, attachments, and modifications). Any items that do not meet this
definition should be entered in supplies below. Purchases of equipment are limited to 10%
of the total federal funds requested. If applicable, show the unit cost and number of units
you are requesting. Provide a brief justification for the purchase of the equipment under
Item/Purpose. Equipment purchases require prior approval by Volunteer Florida.
4. Supplies: Include expenses for supplies, equipment (less than $1,000) and materials
needed to operate the program. Single items over $100 should be listed individually in the
budget narrative. Please be very detailed in this section and describe who the supplies are
purchased for and what the supplies are and their intended use.
5. Other Operating Costs: Expenses included in this section should be listed and justified in
the budget narrative. Allowable costs in this budget category should include when
applicable:
 National background checks through the Federal Bureau of Investigation (FBI), State
Repository background checks, and checks through the National Sex Offender Public
Website (NSOPW) are required for ALL grant-funded staff. This includes any individual
who receives a salary or hourly payment from the grant.
 Office space rental for projects operating without an approved indirect cost rate
agreement that covers office space. For national office space, rental may be
unallowable; check relevant OMB Circulars. If space is budgeted and it is shared with
other projects or activities, the costs must be equitably pro-rated and allocated
between the activities or projects.
 Utilities, telephone, Internet and similar expenses that are specifically used for BEST,
and are not part of the organizations indirect cost/admin cost allocation pool.
6. Total: Total for grant funds should equal $15,000. Please check your numbers for accuracy,
reasonableness and ensure all requested items are allowable under state and federal
guidelines.
General Grant Reimbursement Guidance for Food and Beverage Purchases:
Staff Travel
1. State of Florida per diem rates must be followed, please refer to Section 112.061, F.S.
2. If the meal is provided at the training or meeting, the traveler cannot claim that meal for
reimbursement.
3. If the traveler does not eat the meal provided and purchases a meal, they cannot request
reimbursement for the purchased meal.
NOTE: Overnight travel is required to claim meals. No meals for same day travel will be reimbursed.
To be eligible for reimbursement, the training and/or meeting must provide the following:
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The training and/or meeting must be a minimum of 6 hours in order to request
reimbursement for any meal.
 There must be a transfer of knowledge.
 The training must be reasonable and necessary.
 There must be a necessity to keep attendees in the training continuously for the 6 hours
with no break for the lunch period.
 Maximum meal allowances:
 Breakfast – cannot exceed $6 per person
 Lunch – cannot exceed $11 per person
 Dinner – cannot exceed $19 per person
 Snacks are not an allowable purchase.
The following supporting documentation is required in order for meals to be reimbursed:
 There must be a sign-in sheet that identifies all participants (including staff and trainers)
that were in attendance.
 There must be a detailed agenda that outlines the start time and end time of each
session and activities that were covered in the meeting. This agenda should include the
meal time.
 There must be a cost per person for each meal provided. The cost per person cannot
exceed the State of Florida Guidelines ($6 breakfast, $11 lunch, and $19 dinner).
Please note that meals, food and beverages may be purchased by your program. However, if the
appropriate rules are not adhered to, Volunteer Florida will not reimburse the program, nor will we
allow the program to claim these costs within match funds. The program will be required to account
for these purchases and allocate the costs to another part of the organization’s budget.
Budget Worksheet & Narrative instructions: Match Funds (see pages 8-9 for Grant Funds
instructions)
1a. Personnel Match Funds: Include expense for employees whose activities directly relate
to the program. List each staff position separately and provide position description, salary,
FTE of each employee and percentage of effort devoted to this award. Each staff person’s
role listed in the budget must be described in the narrative.
1b. Fringe Benefits Match Funds: Identify the types of fringe benefits to be covered and the
costs of benefit(s) for each staff position. Unless exempt by the IRS with accompanying
documentation (note in the narrative and provide documentation with application), all
projects must pay FICA for all personnel, even when the organization does not supply the
personnel expense. Other allowable fringe benefits typically include Worker’s
Compensation, Retirement, State Unemployment Tax (SUTA), Health and Life Insurance.
List each benefit as a separate item. Holidays, leave, and other similar vacation benefits are
not included in the fringe benefit rates but are absorbed into the personnel expenses
(salary) budget line item.
2a. Training Sessions in Orlando: Not applicable.
2b. Transportation to Training Session in Orlando Match Funds: Provide a calculation to
include itemized costs for airfare, transportation, lodging, per diem, and other travelrelated expenses multiplied by the number of trips per staff. Applicants must adhere to the
State of Florida mileage per diem and meal rates. State mileage reimbursement rate is
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$0.445 per mile.
These transportation costs to and from the training will be the
responsibility of the sub-grantee. These costs may be reimbursed through grant funds, or
may be included as match.
 All costs must be itemized. [EXAMPLE: Two staff members will attend the
Mandatory Training Meeting. Rental Car, Gas, and tolls: $150 per meeting;
Hotel: $175 per staff/per meeting; Meals $72 (per diem rate) per staff/per
meeting = $644 per staff. Grand Total is $1,288 for Travel to Volunteer Florida
Sponsored Meetings.]
3. Equipment Match Funds: Equipment is defined as tangible, non-expendable personal
property having a useful life of more than one year AND an acquisition cost of $1,000 or
more per unit (including accessories, attachments, and modifications). Any items that do
not meet this definition should be entered in supplies below. Purchases of equipment are
limited to 10% of the total federal funds requested. If applicable, show the unit cost and
number of units you are requesting. Provide a brief justification for the purchase of the
equipment under Item/Purpose. Equipment purchases require prior approval by Volunteer
Florida.
4. Supplies Match Funds: Include expenses for supplies, equipment (less than $1,000) and
materials needed to operate the program. Single items over $100 should be listed
individually in the budget narrative. Please be very detailed in this section and describe
who the supplies are purchased for and what the supplies are and their intended use.
5. Other Operating Costs Match Funds: Expenses included in this section should be listed
and justified in the budget narrative. Allowable costs in this budget category should include
when applicable:
 National background checks through the Federal Bureau of Investigation (FBI), State
Repository background checks, and checks through the National Sex Offender Public
Website (NSOPW) are required for ALL grant-funded staff. This includes any individual
who receives a salary or hourly payment from the grant.
 Office space rental for projects operating without an approved indirect cost rate
agreement that covers office space. For national office space, rental may be
unallowable; check relevant OMB Circulars. If space is budgeted and it is shared with
other projects or activities, the costs must be equitably pro-rated and allocated
between the activities or projects.
 Utilities, telephone, Internet and similar expenses that are specifically used for BEST,
and are not part of the organizations indirect cost/admin cost allocation pool.
6. Total Match Funds: Total for match funds should equal at minimum $7,500. Please check
your numbers for accuracy, reasonableness and ensure all requested items are
allowable under state and federal guidelines.
General Match Guidance:
 Match Funds can include expenses paid by the Grantee or a partner agency.
Documentation for cash expenditures includes invoices, cancelled checks and actual
receipts (not credit card statements). Cash match may NOT be from any other Federal
sources. In-kind match includes expenses other than cash provided by Grantee or a partner
organization. In-kind match commonly includes training, office space and donated items
with a verifiable value.
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Total each expense type.
 For each row: Grant Funds + Match Funds = Total
 For each Column for Grant Funds, Match Funds and Total.
 The organization’s total should equal $22,500.
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SUBMISSION DEADLINE
Proposals must be submitted electronically, in one pdf file, by 5:00 PM EDT,
Friday, January 3, 2014
to: BESTVolunteers@volunteerflorida.org
Proposals received after 5:00PM EST may not be considered.
CONTACT INFORMATION
All correspondence, questions and other communications regarding these proposal instructions or the review of proposals should
be directed to:
Mary Register, Program Manager
BESTvolunteers@volunteerflorida.org
850-414-7400 ext. 118
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Volunteer Florida’s
BEST Skills-Based Volunteer Program
Volunteer Generation Fund #13VG153400
COVER SHEET & EXECUTIVE SUMMARY
Proposal No (office use):
WEBSITE:
ORGANIZATION:
FEID NO:
REGION #
DIRECTOR AND/OR PRESIDENT (Name and Title):
Applicant CONTACT PERSON (Name and Title):
Applicant CONTACT EMAIL:
PHONE:(
)
ADDRESS:
FAX:(
)
CITY, COUNTY, & ZIP:
Project Name:
FL City & County to be served:
Match Amount: $
Total Project Budget: $
Name of Authorized Respresentative:
Title:
Signature:
Phone Number:(
)
E-mail:
To the best of my knowledge and belief, all data in this proposal is true and correct. The governing body of this organization
has duly authorized this proposal and we will comply with all applicable state and federal laws and regulations, and hold the
Corporation for National & Community Service and Volunteer Florida harmless against all claims of whatever nature arising
out of our performance of work under this proposal to the extent allowed and required by law.
Executive Summary (100 words maximum) Provide an overview of your proposal and summarize the key points of what
your proposal will accomplish.
BUDGET WORKSHEET & NARRATIVE
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GRANT
FUNDS
1a. Personnel (if applicable)
1b. Fringe Benefits (if applicable)
2a. Training Sessions in Orlando (4 sessions for 2 personnel –
lodging, meals during training, training and supplies)
2b. Transportation to Training Sessions in Orlando (airfare, car
rental, mileage, tolls, meals enroute)
3. Equipment (office equipment, machinery required for
project(s))
4. Supplies (brooms, shovels, office supplies, etc. required for
project(s))
5. Other Operating Costs (as described in budget narrative)
6. Total
BUDGET NARRATIVE (Narrative may continue to page 2, if needed)
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$5,000
MATCH
FUNDS
TOTAL
Volunteer Florida’s
BEST Skills-Based Volunteer Program
Volunteer Generation Fund #13VG153400
PROPOSAL CHECKLIST
This checklist is for your convenience. You are encouraged to read all of the
instructions carefully. The checklist is provided for your convenience.
It should NOT be included as part of your proposal.
(9 Pages Maximum in pdf file)
____ Cover Sheet & Executive Summary (100 word maximum, 1 page, Use the Template Provided)
____ Organizational Capacity (1 page)
____ Proposal Narrative (1-3 pages)
____ Required Letters of Support (2 pages)
____ Budget Worksheet and Narrative (Up to 2 pages, Use the Template Provided)
For more information, visit www.volunteerflorida.org/BESTvolunteers
Submission Details
Single-spaced, 1” margins and 12-point font
10 Pages Maximum in PDF file
Proposals must be submitted electronically, in one PDF file,
Monday, December 2, 2013 by 12:00 (noon) PM EST to:
BESTVolunteers@volunteerflorida.org
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