# Presentation: 534197

## Albuquerque, NMCFC Workshop

- March 30 - April 2, 2003

## PCFO Selection and Application Guidance

**  ****Selection of PCFO most critical role of the LFCC     **
**    **
**  ****Purpose of Guidance:  Promote open, efficient, fair   **
**    ****and competitive selection process**
**  ****Guidance includes: **** **
**  ****PCFO Solicitation Template  **** **
**  ****Model Memorandum of Understanding**

## Selection Process Schedule

**Objective:  Provide sufficient time for prospective applicants**
**	****to prepare a competitive proposal and resolve issues**
**	****during the evaluation process.**
**CFC regulations require PCFO selection no later than March**
**	****15th.  **
**NLT January 15, public notice of request for proposal should **
**	****be given.   **
**The deadline for proposal receipt NLT February 15. **

## Request for Proposals 

**Minimum timeframes: **
**Thirty-days notice  **
**Three-week evaluation period **
**Dissemination:**
**Offer an opportunity to the largest possible audience. **
**Use combination of newspaper advertisements or web site highlights. **
**Notify all local organizations that participated in the prior campaign either through a letter or email.**

## Review Process - Highlights

**Determine evaluation factors, timing, and resolve other administrative requirements.**
**Document all results of the evaluation process.  **
**Evaluate proposals against documented criteria before comparisons between proposals for final selection. **
**Document evaluation results in writing. **

## PCFO Proposal Requirements - Highlights

**Financial Accountability:**
**Disbursement process to charities, including the system for reconciliation of the original pledge amounts with the final distribution.**
**Approaches to and degree of checks and balances to ensure transparency, accountability, and integrity of the system****. **
**Past audit reports for trends of satisfactory or unsatisfactory performance, fiscal integrity, and financial management controls**.

## PCFO Proposal Requirements – Highlights (cont.)

**Organizational Capacity and Capability:**
**Experience;  ability to meet pledge processing and fund distribution requirements; staffing plan; organization’s structure and PCFO program fit into the structure.**
**Overall Campaign Plan:****   **
**Methods, activities, projected outcomes, and timing for performing the tasks.**

## PCFO Proposal Requirements – Highlights (cont.)

**Pledge Support System (New)**:
**Ensure donor privacy and integrity of the solicitation process;  support government electronic pledge processes including production of electronic brochure file.**
**CFC Applications Processing Support (New):**
**Plans for the integration of web based charity lists.**
**Support to LFCC in processing charitable organization applications including plans for dissemination of information about the application process.**

## PCFO Proposal Requirements – Highlights (cont.)

**Campaign Management Support:****   **
**Proactive customer service and system for handling inquiries; quality controls for production of CFC brochure; feasibility of plans for network of CFC volunteers and campaign workers; maintenance of records; facilitate LFCC review of campaign materials. **
**Campaign Marketing: **
**Ability to design, develop, and submit CFC training, promotional, and web based marketing for CFC.**

## PCFO Proposal Requirements – Highlights (cont.)

**Reporting:**
**Describe how reporting requirements will be met;  maintenance of records  (three campaign years); compliance assessments; PCFO notice to federations of amounts designated.**

## Mergers/Expansions

- 	**Encouraged by OPM**
** ****	****Mergers often increase participation/revenues and ****	****decrease campaign costs**
**  ****	****Requests must be made *****in writing***** by the **
**	****	****LFCC**
** ****	****Requirements outlined in CFC Memorandum 2001-9**

## Recent Guidance

***CFC Memorandum 2002-7***
***Brochure Compliance***
**     ****Rotation of Categories**
**      ****Review of campaign materials by LFCC and participating **
**        ****charities**

## Recent Guidance

***CFC Memorandum 2002-10***
***Eligibility and Appeal Guidance***
** ****	****Local vs. National Information**
** ****	****Adjacency Rule**
** ****	****Statewide Presence**

## Recent Guidance

***CFC Memorandum 2002-11***
***Solicitation of Deployed Troops***
** ****	****DoD Directive 5035-5: Combatant Commands   **
**         ****serving overseas are solicited by Overseas CFC**

## Recent Guidance

***Integrity of the Process***
** ****	****LFCC members may not serve on PCFO Board**
**	****	****(18 U.S.C. §  208(a))**

## Recent Guidance

***CFC Memorandum 2002-13 and 2002-14***
**Federations MUST disclose member dues/fees in their annual report**
**Excludes PCFO cost of administering campaign**

## Recent Guidance

***CFC Memorandum 2003-1***
***Reconciliation of the IRS Form 990 and Audited Financial Statements***
-  **Applicant may clarify reconciliation if audit categories total   **
**      ****amounts reported on the IRS Form 990**

## Recent Guidance

***CFC Memorandum 2003-2***
***Release of Donor Lists***
**Reminder of March 15 Deadline**
**It is impermissible for any entity to share donor information *****even free of charge***
**Federations may not retain donor information for pledges to its members**

## Recent Guidance

***CFC Memorandum 2003-4***
***PCFO Procedures for Tracking Receipts***
**PCFOs should track campaign reports**
**Campaigns should follow outlined procedures to reconciling pledges to verify accurate disbursements from Federal agencies**

## Common CFC Questions

**Can a CFC announce/set an annual financial goal?**
**Local goals may be set by the LFCC**
**There is no national CFC goal**

## Common CFC Questions

**Are local federations required to have 15 members to participate?**
**Yes, Note that it must have been 15 members, which does not include the federation itself.**

## Common CFC Questions

**How often does a federation have to recertify its members?**
**Every year.  Federations must keep complete annual applications on file for three campaign years. **

## Common CFC Questions

**Can campaigns notify applicants of eligibility decisions via email?**
**Admission notifications may be sent via email.  Denial letters must be sent via certified mail.**

## Common CFC Questions

**A locally-participating organization is no longer in **
**      ****business.  What happens to its pledges?**
**Determine if it is still accepting funds**
**If not, pledges are considered “undesignated”**

## Common CFC Questions

**Can I add LFCC members and PCFO staff to OPM’s**
**	****email distribution list?**
**Absolutely!  Send an email request to cfc@opm.gov**

## Common CFC Questions

**Who do I contact for guidance on CFC rules and**
**    ****regulations?**
**       ****	****The Office of CFC Operations at OPM/Tel  202/606-****	****	****2564/cfc@opm.gov**