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FY 26 Non-Operating and Capital Projects RFA

The Juvenile Welfare Board of Pinellas County (JWB) is seeking applications from 501(c)(3) agencies that currently receive program funding from JWB for Non-Operating and Capital Projects. The purpose of this RFA is to make one-time-only investments for capital projects that increase the ability of 501©(3) agencies that currently receive program funding from JWB to make property improvements and improve operations over the long-term. More specifically, these funds can be used to support capital projects that allow for a new acquisition or the replacement or renovation of a deteriorated capital asset. 

 

To access the Training Videos, first complete your registration by following the "Access and Registering Video" located under Resources on the Grant Detail Page. After registering, go to the Home screen, click on the Help Desk module, select Knowledge Base, and then choose Procurement to find the Training Videos.
 


For any technical issues, please contact flex@jwbpinellas.org

 

Timeline

USA (Eastern Time)
Open Date 9/24/2025
Optional Funding Workshop at JWB 10/2/2025 2:00 PM
Deadline for Receipt of Questions 10/8/2025 5:00 PM
Final Responses to Questions Released 10/10/2025 6:00 PM
Application Submission Deadline 10/30/2025 12:00 PM
Evaluation Committee Meeting at JWB 12/11/2025 9:30 AM
Evaluation Committee Meeting at JWB 12/16/2025 9:30 AM
Notice of Intent to Award 12/18/2025 5:00 PM
Board Action to Award 1/22/2026 9:00 AM
Post Award Notice 1/23/2026 6:00 PM
Execute Amendments on or before 2/1/2026 5:00 PM

Q & A

1. We are applying for a roof replacement project. When replacing the roof we also need to replace the gutters, a pipe on the roof that has caused some leakage into the interior, and the a/c which is on the roof. Would that all fall under one project, or would it be considered more than one because it will likely require at least two contractors?
October 6, 2025
These item replacements may be grouped as a single building property improvement project, but it is up to your agency to clearly justify why they should be considered one project in the Application. See examples of eligible capital project requests in section 1.3. The connection of how these different replaced items are related must be clear in the project description. Any items that are clearly not one project, as described in Section 1.3, would result in the agency having to split their Application into separate projects, and then one of those projects would be disqualified. The number of contractors used is not important in determining if this is one project, though selecting one contractor for the whole project can sometimes reduce costs.
2. Our IT company is getting our quotes from three different companies, but it typically presents it to us in one document with each choice available. Is that permitted or should they each be in separate documents?
October 3, 2025
The requirement is three current written quotations. Your IT company can pull those three quotes for your agency. However, you will still be required to upload the quotes which should include a comprehensive list of what is included in each quote from each vendor. The quotes are also to be uploaded separately by vendor in the Flex system.
3. We have several sites that need the same technology upgrades. Would that fall into one project, or would it need to be separated by site?
October 3, 2025
Based on the information provided, this would appear to be one project. An eligible capital project shall include only related items that are purchased to acquire or improve a long-term asset such as equipment or buildings, are non-recurring, and have a useful life greater than one (1) year. The items do not necessarily have to be at the same location, but it is up to your agency to clearly justify why they should be considered one project in the Application.
4. Flex System—Does the Authorized signer need to access Flex to sign the Application Signature Form?
October 3, 2025
The authorized signer must have access to Flex to sign the Application. If the authorized signer is not registered in Flex, registration is required. The agency staff member who created the Application must go into the Flex system and add the authorized signer as an Authorized User for that Application. Once the authorized signer is added as an Authorized user, they can access that Application in order to go in and sign. For any technical issues regarding flex, please contact flex@jwbpinellas.
5. Flex System- Do you recommend using notepad or other app to remove word formatting before pasting into Flex?
October 3, 2025
This is certainly a viable option. Alternatively, after copying the content, you can right-click and select the option to paste as plain text, then proceed to format the material within Flex as needed. For any technical issues regarding flex, please contact flex@jwbpinellas.org
6. Quotes — Our project is a participant management system. It is a technical process that has started over many months. We have narrowed selection to a final vendor. However, all quotes were prior to 9/24/2025. Should we get a new quote after 9/24/2025 or explain selection process and sole source vendor? We do have three quotes.
October 6, 2025
JWB requires three current written quotations. The scenario described does not qualify as a sole source situation. If the agency opts not to obtain updated quotes for the participant management system, it must follow the procedures for cases where three current quotes are not available and provide justification for the absence of three current quotes. Whether the agency decides to acquire updated quotes or submit previous quotes with justification is at the agency's discretion, based on what they feel may be accepted by the Evaluation Committee.
7. Vendor Contract- Can we execute contract with vendor prior to JWB award decision?
October 3, 2025
Per section 2.10, Receipt of the fully executed agreement with JWB will serve as Applicant’s notice to proceed with services. There is no guarantee of award until the contract amendment with JWB is signed.
8. Project Duration- We anticipate the project being completed by September 30th. However, if needed, can we request extension?
October 3, 2025
The RFA allows JWB to consider extension through FY27 for construction projects based on a submitted Construction Spend Rate Schedule, cannot complete their projects prior to September 30, 2026. This is not the case for other project types and projects must be completed by September 30, 2026.
9. How is a sole source vendor different than a regular vendor? Please offer an example of each.
October 6, 2025
Sole source is when only one vendor is known to exist or can fulfill the specific requirements of the request, often due to unique characteristics like patents, exclusive rights, or the need for compatibility with existing equipment. This method requires documented justification because it bypasses the standard competitive bidding process. An example of a sole source would be Proprietary Software or Technology. In most cases, there are multiple vendors that can provide similar goods or services. Computers are an example of an item that should have multiple vendors to procure quotes from.
10. Please explain providing an example of what it means that an “advance is allowable but limited to the highest monthly schedule”. Explain / provide an example of how you define a “monthly schedule”.
October 6, 2025
Advances may considered through the Advance Request Form in Flex. A detailed project draw (funding) schedule for the project amount requested from JWB must be uploaded in the Application that identifies expected monthly expenditures. The request amount is limited to the highest expected monthly expenditure of the project amount requested from JWB. Approval of the advance request is subject to the agency's compliance with the JWB Board policy on Non-Operating and Capital Projects Request for Applications (RFA) Advances. An example would be a request to purchase software in the amount of $46,300: Project Draw Schedule: 1/31-Contract Finalized and Payment for Platform: $43,200; 3/20-Completion of all customization and launching of platform: $3,100; The highest monthly expenditure was $43,200 so that is the most the agency could request for the advance from JWB.
11. Are online shopping cart screen captures acceptable as quotes? Quote 1: Contracted vendor Quote 2: Amazon shopping cart Quote 3: Another website shopping cart
October 3, 2025
Yes, screen shots from online vendors could be considered for written quotes. Please ensure that the screenshots includes the details/specifications of the items to ensure all items are comparable between vendors, cost, date the quote is pulled, and other relevant information requested in the Application is available and captured in the screenshots.
12. Please expand on “number of projects”.
October 6, 2025
You can request one project per Application, and each Agency can submit up to two Applications. Ultimately, each Agency can request up to two projects. See examples of eligible capital project requests and ineligible project requests in section 1.3. The connection of how these different items are related must be clear in the project description. Any items that are clearly not one project, as described in Section 1.3, would result in the agency having to split their Application into separate projects, and then one of those projects would be disqualified.
13. Specific to technology requests—How would we separate the projects?
October 6, 2025
See examples of eligible capital project requests and ineligible project requests in section 1.3. The connection of how these different items are related must be clear in the project description. Any items that are clearly not one project, as described in Section 1.3, would result in the agency having to split their Application into separate projects, and then one of those projects would be disqualified. An example includes a computer lab for participants with projectors as one project while a server replacement that ensures network security for the agency might be a second IT project.
14. Would the following capital purchases be considered one project for camp health and safety improvements? - Commercial refrigerator (food safety) - AEDs (emergency first aid) - Mini-split ACs (decrease heat-related illness) - Camp-wide emergency weather notification (emergency notifications safety)
October 3, 2025
It is up to your agency to clearly justify why they should be considered one project in the Application. See examples of eligible capital project requests in section 1.3. The connection of how these different items are related must be clear in the project description. Any items that are clearly not one project, as described in Section 1.3, would result in the agency having to split their Application into separate projects, and then one of those projects would be disqualified.
15. Will a bus be considered for funding? Did not see it on the list of examples.
October 3, 2025
Yes, purchasing a bus is an eligible project under this RFA.
16. We are considering applying for renovation costs associated with a new facility. If we select a specific project within the broader renovation (i.e., walk-in cooler/freezer) we can get three quotes for the cooler/freezer. However, once we select a construction company for the overall project, they will use their own subcontractors to complete the projects which may differ from the three quotes we provide. Is that okay?
October 6, 2025
Items with a total cost of over $5,000 must be based upon three, current (quoted on or after 09/24/25), written quotations. The three written quotations must be uploaded in the appropriate fields below. If a different vendor is selected after award, that is allowable, JWB will only reimburse up to the lesser of the awarded amount or actual cost for the item. Note that "JWB’s obligation to reimburse the Provider for the project awarded shall not exceed the project award amount specified in this Amendment. The Provider shall be solely responsible for any and all costs or expenses incurred for the project awarded that exceed the award amount, regardless of the cause of such additional costs."
17. For the detailed project budget, if we are still in the beginning stages and have not yet selected a construction company to contract with, our budget is subject to change when a contractor is selected and may not be as detailed at this phase. Is it okay if the final version differs? Could we provide a higher level budget at this phase and then a very detailed budget if awarded?
October 6, 2025
All costs must be included in your budget based on the available information. You will need to rely on vendors to ensure that all items/expenses are included in the quotes. Note that "JWB’s obligation to reimburse the Provider for the project awarded shall not exceed the project award amount specified in this Amendment. The Provider shall be solely responsible for any and all costs or expenses incurred for the project awarded that exceed the award amount, regardless of the cause of such additional costs."
18. Can the vendor we select change from what we submit in the application if needed?
October 3, 2025
If a different vendor is selected after award, that is allowable, JWB will only reimburse up to the lesser of the awarded amount or actual cost for the item. Note that "JWB’s obligation to reimburse the Provider for the project awarded shall not exceed the project award amount specified in this Amendment. The Provider shall be solely responsible for any and all costs or expenses incurred for the project awarded that exceed the award amount, regardless of the cause of such additional costs."
19. Can you speak more about projects being related?
October 6, 2025
It is up to your agency to clearly justify why items within a project are related and considered one project in the Application. See examples of eligible capital project requests in section 1.3. The connection of how these different items are related must be clear in the project description. Any items that are clearly not one project, as described in Section 1.3, would result in the agency having to split their Application into separate projects, and then one of those projects would be disqualified.
20. Will there be opportunities for technical review as in past years (meet with Lorrayne)?
October 3, 2025
No, technical assistance review was provided to ensure all of the critical elements of the Application were complete. Now that Application submission is through Flex, it should be much easier for the agency to ensure that all critical elements are met.
21. Would laptops and a database be considered related for the purpose of using one grant request?
October 6, 2025
It is up to your agency to clearly justify why items within a project are related and considered one project in the Application. See examples of eligible capital project requests in section 1.3. The connection of how these different items are related must be clear in the project description. Any items that are clearly not one project, as described in Section 1.3, would result in the agency having to split their Application into separate projects, and then one of those projects would be disqualified.
22. Can we commence with purchases for project (using SORs) and include costs in their request? (i.e, need x number of laptops but purchase two in October because urgent need. Will costs incurred before date of award be allowed to be included?
October 6, 2025
See Section 1.6 of the RFA which references a listing of ineligible expenses in JWB’s Board Policy. In JWB’s Board Policy III-4. w., JWB will not consider funding for expenses budgeted to be paid for by other available sources of revenue. Additionally, per section 2.10, Receipt of the fully executed agreement will serve as Applicant’s notice to proceed with services. Agreements for this RFA will not be executed until 2/1/2026 and since purchase would have already been completed, the project would not be eligible if it is being performed prior to award and agreement.
23. Are cell phones related to laptops and database / software in terms of applying? To clarify, most staff, participants, and families are deaf/HH, and FCD only uses cells for work communications text/facetime/VRS.
October 6, 2025
It is up to your agency to clearly justify why items within a project are related and considered one project in the Application. See examples of eligible capital project requests in section 1.3. The connection of how these different items are related must be clear in the project description. Any items that are clearly not one project, as described in Section 1.3, would result in the agency having to split their Application into separate projects, and then one of those projects would be disqualified.
24. What is the average award allotted last year and anticipated this year?
October 3, 2025
The Evaluation Committee does not take the average project amount into account during evaluation. Although last year's average award per project was approximately $100,000, this figure does not influence the Committee's decision-making process.
25. What are some of the database systems used or purchased for this grant?
October 3, 2025
An award for a database through WebAuthor was approved in the last Non-Operating and Capital Projects RFA. However, JWB does not track the types of databases that were awarded throughout the years for this Grant.
26. If a van is purchased to replace a deteriorating asset, could we also request additional insurance costs?
October 3, 2025
Insurance is an operating expense and cannot be included in your JWB request. However, you must account for and plan to cover these costs as part of your project or purchase.
27. Would the purchase of warranties for new vehicles be considered?
October 3, 2025
All new vehicles come with a standard warranty. JWB classifies separately purchased extended warranties as operating costs.
28. Monthly Expenditures/draw-for project or for contract monthly average?
October 6, 2025
Advances may considered through the Advance Request Form in Flex. A detailed project draw (funding) schedule for the project amount requested from JWB must be uploaded in the Application that identifies expected monthly expenditures. The request amount is limited to the highest expected monthly expenditure of the project amount requested from JWB. Approval of the advance request is subject to the agency's compliance with the JWB Board policy on Non-Operating and Capital Projects Request for Applications (RFA) Advances.
29. Committee Evaluation Process—Provide clarification on the application evaluation process, specifically as it pertains to geographic distribution.
October 3, 2025
A high evaluation score does not guarantee that an Application will be funded. The geographic distribution of funding across north-, mid-, and south-county will be considered during the ranking. This is to ensure equitable funding has been considered across the county based on what applications have been submitted.
30. Committee Evaluation Process- Provide more clarity on the pointing system. There is a percentage total of 100% available with a minimum of 65% needed with the criteria of 40/30/30 split in addition 1 through 5, where 1 does not meet and 5 fully meets or exceeds.
October 6, 2025
Statement of Need - 40%: 1 point - 5 points x 8 = % Project Description - 30% : 1 point - 5 points x 6 = % Return on Investment - 30%: 1 point - 5 points x 6=% An example is if an Application received a 3 for all three criteria, the calculations would be: Statement of Need: 3 x 8 = 24% Project Description: 3 x 6 = 18% Return on Investment: 3 x 6=18% Total score would be (24% + 16%+ 16%): 60% The Committee will award points on a scale of 1 - 5 to each of the Evaluation Criteria, using the Definitions found in section 2.9 Evaluation Process in the Non-Operating and Capital Projects RFA document under Resources on the Grant Detail Page.
31. If an agency is awarded, will it be added to the FY26 agency budget?
October 3, 2025
Yes, there will be a budget amendment to the program budget for the awarded funds. This will occur by February 1, 2026.
32. What happens if a construction project cannot be completed by 9/30/26?
October 3, 2025
Extensions may be granted through FY27 based on the response to question 6 and 6a and an uploaded Construction Spend Rate Schedule in the Application showing the project cannot be completed by 09/30/26. Extensions are subject to fund availability and Board approval.
33. Is there a character/word count in the FLEX system.?
October 3, 2025
Yes, the majority of the questions have a maximum number of words. Each box will tell you the maximum number of words and words remaining. For any technical issues regarding flex, please contact flex@jwbpinellas.org
34. When working with a team, it is helpful to print out a version of everything in FLEX. Is it possible to download and export it into Word or Excel?
October 3, 2025
No, everything that is downloaded from FLEX is in PDF format, including the Budget. For any technical issues regarding flex, please contact flex@jwbpinellas.org
35. Can we download every possible question within the application?
October 3, 2025
The Application questions downloaded from the Grant Detail page will include every question in the Application. For any technical issues regarding flex, please contact flex@jwbpinellas.org
36. Can we include subscriptions of Adobe Pro which will provide the opportunity to export documents from FLEX into Word or Excel?
October 3, 2025
Yes, if it is related to your project.
37. We have a capital project already in progress but have encountered unanticipated costs that hinder completion. Would the costs that exceed the original project estimate(s) be eligible for capital funding?
October 7, 2025
JWB does not have enough information to fully respond to the above question. To ensure we provide a comprehensive answer, it would be helpful if the inquirer could submit a follow-up question prior to the deadline for questions, providing more details for us to consider. Based on the limited information currently available, JWB would not consider funding expenses exceeding the original cost of a current capital project. However, if the additional costs were for a separate, standalone project, this could be acceptable. For instance, if the original project involved replacing a broken A/C unit in the attic, and during the replacement, it was discovered that the previous A/C had leaked and caused water damage in the attic that required repairs and replacement of wood framing and insulation, the A/C replacement would be the original project, and the attic repair would be considered another project. Please also note, per section 2.10, “Receipt of the fully executed agreement will serve as Applicant’s notice to proceed with services.” Agreements for this RFA will not be executed until 2/1/2026 therefore your Agency would have to wait until after award and an executed contract agreement.
38. Would a bus be considered an eligible expense under this grant?
October 6, 2025
Yes, purchasing a bus is an eligible project under this RFA.
39. On page 8 of the workshop presentation the second bullet says, "Each application may only for one project request each". What does this mean?
October 9, 2025
Please see section 2.9, under Minimum Criteria, 4. "The Applicant may only submit up to two applications for one capital project per Application per Agency." Ultimately, a total of two projects per Agency.
40. Page 8 -third bullet says, "Requests can include up to two projects per agency". Does this mean that there can be only two projects per application? Or how many projects can be in one application?
October 9, 2025
Please see section 2.9, under Minimum Criteria, 4. "The Applicant may only submit up to two applications for one capital project per Application per Agency." Ultimately, a total of two projects per Agency.
41. Can the registered agent on Sun Biz sign the contract? Our bylaws also say the Executive Director can sign the contract. Do we need the passage that refers to this detail?
October 9, 2025
JWB is assuming that this question is in reference to the Application Signature Form, or any other form in the Application requiring signature versus a contract. Per the Application Signature Form: "This form must be signed by the Principal or Director as indicated by the Florida Department of State, Division of Corporations (https://dos.fl.gov/sunbiz/). Proof of corporate signer must be uploaded below. Use Sunbiz screen shot or copy of Corporate Resolution." The Screen Shot from Sunbiz showing that the signer is an authorized signer is acceptable. A copy of the By Laws showing who is authorized and that the person signing the Application is authorized is acceptable as well.
42. Does a signed land use agreement need to be submitted with the application or is it completed after the project is selected?
October 9, 2025
If required, a land use agreement would be executed after the project was selected for award.
43. Are there any documents that need to be uploaded? If so, how do you upload them?
October 9, 2025
There are several areas in the Application where documents may need to be uploaded or an Agency may want to upload documents. An example would be the Additional Documents section of the Application. Where a file may need to be uploaded, there will be a "Choose File" button. You will click the button and choose the file that you wish to upload. For any technical issues regarding flex, please contact flex@jwbpinellas.org
44. If you are unsure if projects should be submitted as one application, can you submit both projects as separate applications?
October 9, 2025
Each agency may submit two separate applications, for one project each. Ultimately, a total of two projects per Agency. It is up to your agency to clearly justify why items within a project are related and considered one project in the Application. See examples of eligible capital project requests in section 1.3. The connection of how these different items are related must be clear in the project description. Any items that are clearly not one project, as described in Section 1.3, would result in the agency having to split their Application into separate projects, and then one of those projects would be disqualified.
45. Are professional fees an allowable expense for implementation of a non-operating and capital improvement project that builds the capacity of our entire agency?
October 9, 2025
It depends on what the consulting expenses/professional fees are for. We would need to have more information to respond to whether or not the consulting services/professional fees are an allowable expense. Allowable consulting services/professional fees can include a variety of professional services that support the capital project. Here are some examples: 1. Project Management: Hiring a consultant to oversee the planning, execution, and completion of the capital project. This can include coordinating with contractors, managing timelines, and ensuring that the project stays within budget and scope. 2. Architectural and Engineering Services: Engaging architects or engineers to design and plan building renovations or new constructions. This can also include structural assessments and compliance with building codes. 3. IT and Data Management: Consulting services for implementing or upgrading IT systems, such as participant management software, data consolidation, disaster recovery systems, and network enhancements. 4. Financial and Legal Advisory: Consultants who provide financial planning, budgeting, and legal advice related to the capital project. This can include ensuring compliance with regulations and managing contracts. 5. Training and Development: Consultants who provide training related to new systems or equipment purchased as part of the capital project. This ensures that staff are well-equipped to use the new resources effectively.
46. In the budget and vendor section, there is no place to upload vendor quotes. Can you help with this, please?
October 9, 2025
Vendor quotes are to be uploaded in the Budget and Vendor Quotes form, if applicable. Once a potential applicant completes the Item Quantity and Unit Price, the Total Item Cost will be calculated. If the Total Cost of the Item exceeds $5,000, this will trigger additional questions associated with the Item, including uploading the vendor quotes. For any technical issues regarding flex, please contact flex@jwbpinellas.org
47. I encountered an issue while working on Question #3 Technology. Initially, I selected "Technology," but then I changed my mind and selected "None of the Above." However, it seems that the waterfall questions that follow from selecting "Technology" still appear. Could you please advise on how to correct this?
October 10, 2025
If you initially selected "Technology" and began answering the subsequent waterfall questions but later changed your selection to "None of the Above," the waterfall questions will not disappear automatically. To resolve this, you need to go back and reselect "Technology." Then, remove all the responses you had entered and ensure that all toggle questions are set to "no." Once you have completed this step, you can select "None of the Above" again, and the waterfall questions should disappear accordingly. For any technical issues regarding flex, please contact flex@jwbpinellas.org

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