KCDD Grants

Council Grants & Contracts Policies:

Announcement of Funding 8.1

The Council announces the availability of Federal Funds to be invested in State Plan activities. We call these announcements Calls for Investment, and they are typically published the first week of May. Announcements are published in the Kansas Register and disseminated broadly through the Council email list, Council members, and other collaborators, posted on the KCDD website and through social media outlets.

Announcements can be made at any time throughout the year but proposals are typically due the first week of July, with review by Council members and staff during the month of July. Personal interviews take place at the annual Council retreat in early August, with verifications in August. The typical grant cycle is one year beginning October 1st and ending September 30th.

Adopted: _____________                 Last revised: _____________

  1.  Applicants must submit typed responses to the Request for Information Questions, Face Sheet & Grant Application Budget forms at least 30 days in advance of the event.
  2. The Council will review the information and notify applicant regarding their decision.
  3. A Final Report on how Council funds were spent is required after the training/event.
  4. Payment will be authorized after the Final Report has been received and approved unless other arrangements have  been negotiated.

 Request for Information Questions

Grant Face Sheet 

Grant Application Budget/Form

KCDD Grant Final Report

Calls for Investment Development and Review 8.2

The Council uses a funding process that focuses on outcomes and involves a change in thinking from a funder to an investor.  It emphasizes partnerships and shared success. Both the Council and grantees must work together to clearly define results, sustainability, and measures of success including systemic change.  Projects may be funded up to a 3-year period.

The 5-year state plan drives the Calls for Investments.  All Council members are expected to participate in the development of our Calls for Investment, review of proposals and final determination to select projects for funding. Exceptions are granted for those who have declared a conflict of interest.

Adopted: ______________                 Last revised: ______________

Technical Assistance During the Application Process 8.11

After the Council has published a Call For Investment, every reasonable effort will be made to post questions and answers posed by potential applicants on the Council website in a timely manner.

Amendments to Grants or Contracts 8.8

A no-cost extension is an amendment to increase the period of time to complete grant or contract activities.  There is no change in funding or scope of the grant.  A no-cost extension for up to 12 months may be approved by the grants manager after a determination that the request contributes to meeting state plan objectives.  The no-cost extension must be requested in writing by the grantee.

Amendments that result in an increase in funding or change in the scope of the original grant proposal must be approved by the full Council.  However, requests up to $1,000 may be approved by the Executive Committee.

Adopted: ______________                 Last revised: ______________

Appeals Process 8.7

The Council’s funding decisions are decided by consensus vote and are final.  Applicants may contact the grants manager to request copies of their review scores, as well as copies of proposals and scores of other applicants.

Applicants should contact the grants manager with additional questions or concerns.  If unsatisfied with their interaction with the grants manager, they may request to meet with the executive director.  Please see policies on complaints 2.32 thru 2.32F.

Adopted: ______________                 Last revised: ______________

 

Sole Source Contracts 8.10

Sole source contracts are used to assist staff with the administration of in-house projects that contribute to state plan goals.  The only sole source contractor used by KCDD is the Self Advocate Coalition of Kansas (SACK) per our Federal mandate to support statewide self-advocacy organizations.  KCDD pays 8% of the total contract award directly to SACK for administration costs.

Under Kansas Law (KSA 74-5505) the Council has control over how it conducts its operations, lets its contracts, including sole source contracts, and how it establishes fiscal controls and fund accounting procedures.  Federal law states that the State of Kansas will not interfere with the operations of the Council.  Additionally, KSA 74-5505 dictates that the Council decides all fiscal controls and fund accounting procedures, such as contracts (sole source or otherwise).  KSA 74-5505 states that “the state plan for developmental disabilities shall provide for such fiscal control and fund accounting procedures as may be necessary to assure the proper disbursement of and accounting for funds paid to the state under such act.”  Federal law grants the Council the power to control and approve the state plan for developmental disabilities.  State law conforms to federal law by stating that the powers of the Council includes control of the state plan for developmental disabilities (KSA 74-5502).  The issue of what procedure the Council must follow regarding sole source contracts is clearly a fiscal control or fund accounting procedure.

In general, the Council follows the fiscal controls and fund accounting procedures of the State of Kansas.  However, the Council, by this policy and through its control of the state plan for developmental disabilities, has decided that its staff will engage in sole source contracting outside of the State of Kansas process.  All such sole source contracts must be approved by the Council.

Adopted: ______________                 Last revised: ______________

Solicited Proposals 8.3

Solicited Proposals refer to funding requests that are in direct response to a Call for Investment published by the Council.  The Council utilizes a four-step review process for solicited proposals:  (1) The process begins with a cursory review by the grants manager to check for required elements.  (2) The proposal is then forwarded to a Council review committee that performs a telephone interview with the applicant. This committee determines if the applicant will be forwarded to the personal interview.  The top 2-3 candidates are forwarded to the next level. (3) A larger committee will conduct a personal interview and make a recommendation for funding by the full Council.  (4) The full Council will vote to: disapprove, approve or approve with conditions.  Conditions must be within the scope of the Call for Investment.

If the proposal is disapproved, the grants manager will notify the applicant in writing.

If the proposal is approved with conditions, the grants manager will notify the applicant in writing of the conditions and work through each item until the applicant has satisfactorily met all conditions.  If conditions cannot be negotiated between the applicant and the grants manager, the proposal will be brought back to the full Council for further discussion and decision at their next regularly scheduled meeting.

Once the Council approves the proposal for funding, the grants manager proceeds with the notification of award process prescribed by the Designated State Agency’s Administrative Procedures Manual.

Adopted: ______________                 Last revised: ______________

Unsolicited Proposals 8.4

If the Council receives a funding request that is not in direct response to a published Call for Investment, then it will be deemed an unsolicited proposal.   Unsolicited proposals may request funding for up to one year.  All unsolicited proposals will be reviewed by the Executive Committee to determine if they contribute to objectives outlined in the Five Year State Plan and should be considered for funding by the full Council.

If determined that the proposal does not meet Council goals and activities, the grants manager will notify the applicant in writing.

If the Executive Committee determines the unsolicited proposal should be considered for funding, the grants manager will assign the proposal to a review committee to complete the phone interview and make a recommendation to the full Council for funding at their next scheduled meeting.  The committee may recommend the proposal be disapproved, approved, approved with conditions or request further review.

Adopted: ______________                 Last revised: ______________

Unsolicited Funding Proposal up to $1,000

The Kansas Council on Developmental Disabilities will review requests for funding to support conferences and other training activities that address State Plan Goals and directly benefit individuals with developmental disabilities or their family members. Organizations are eligible to submit one request annually for up to $1,000. The following process will be used:

  1.  Applicants must submit typed responses to the Request for Information Questions, Face Sheet & Grant Application Budget forms at least 30 days in advance of the event.
  2. The Council will review the information and notify applicant regarding their decision.
  3. A Final Report on how Council funds were spent is required after the training/event.
  4. Payment will be authorized after the Final Report has been received and approved unless other arrangements have  been negotiated.

 Request for Information Questions

Grant Face Sheet 

Grant Application Budget/Form

KCDD Grant Final Report

Proposals up to $1,000 8.5

The grants manager will perform a cursory review of proposals up to $1,000 and forward them to the Executive Committee for review and approval.  The Council Chairperson will provide an update to the full Council at their next scheduled meeting regarding any funding requests received by the Executive Committee.

Adopted: ______________                 Last revised: ______________

Conference Funding Requests 8.6

A limited amount of funds are set aside by the Council to support conferences and training events that benefit individuals with developmental disabilities or their immediate family members.  Up to $1,000 may be requested annually by an organization to support their conference/training activities.  Funding requests must be received in the Council office at least 90 days in advance of the event.  The grants manager will perform a cursory review of the proposal and forward to the Executive Committee for review according to the policy for proposals up to $1,000.

In house projects and solicited proposals are exempt from the $1,000 limit.

Adopted: ______________                 Last revised: ______________

Conference Funding Requests 8.6F

Conference Funding Support

The Kansas Council on Developmental Disabilities will review requests for funding to support conferences and other training activities that address state plan goals and directly benefit individuals with developmental disabilities or their family members.  Organizations are eligible to submit one request annually for up to $1,000.  The following process will be used:

  • Applicants must submit typed responses to the Request for Information questions, Face Sheet and Grant Application Budget forms at least 90 days in advance of the event.
  • The Council will review the information and notify applicant regarding their decision.
  • A final report including information on how Council funds were spent is required.  Report forms will be provided by the Council office.
  • Payment will be authorized after the final report has been received and approved unless other arrangements have been negotiated.

Request for Information

1) Please explain purpose of the conference/training event.

2) Who is your intended audience?  How will they be informed of your event?

3) What are the expected outcomes of this training?  How will you document what participants learned and      how     they used what they learned.  How will that information be shared with the Council?

4) What fees, if any, are being charged to attendees?

5) KCDD grants require a 25% match of funds from non-federal sources.  Please list the amount, source (i.e. state, federal, etc.) and entity providing additional support for this training.

6) If you are requesting financial support for one or more speakers, please provide information on this person or persons’ background and qualifications.

7)Please list any other information that would assist the Council in making their decision.

Maintenance of Grant Records 8.9

The grants manager will maintain all funded grants and contracts records for a period of five years after grant or contract cycle has ended.

Unfunded proposals will be maintained for a period of one year.

Adopted: ______________                 Last revised: ______________

2012 Grant Projects