FY RICHMOND - ENVIRONMENTAL & COMMUNITY INVESTMENT AGREEMENT (ECIA) COMMUNITY GRANT PROGRAM GUIDELINES & APPLICATION

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1 FY RICHMOND - ENVIRONMENTAL & COMMUNITY INVESTMENT AGREEMENT (ECIA) COMMUNITY GRANT PROGRAM GUIDELINES & APPLICATION REQUEST FOR APPLICATION (RFA) All interested applicants should register on the City s Online Bidding System powered by BidsOnline ( to ensure that they receive any addendums to this RFA, s or special announcements. Application is due on Friday, March 16, 2018 at 5:00 p.m. (NO EXCEPTIONS) Materials must be submitted in printed form in person or via the U.S. Postal Service (no postmarks allowed) to: Richmond City Hall Attn: LaShonda White Richmond - ECIA Community Grant Program 450 Civic Center Plaza Richmond, CA Guidelines -1- FY ECIA Grant

2 RICHMOND - ECIA COMMUNITY GRANT PROGRAM FY GRANT GUIDELINES AND APPLICATION Table of Contents ECIA Background... 3 Eligibility Requirements... 4 Grant Award Amounts and Categories... 5 Eligible Uses of Grant Funds... 6 Ineligible Uses of Grant Funds... 6 Fiscal Sponsorships... 7 Collaborating Organizations... 7 Application Submission Requirements... 8 Application Submission Details... 9 Payment Provisions... 9 Review Criteria Application Review and Selection Process Application Deadline Late Application or Modification to Applications Applicant Assistance Prior to Due Date Schedule Questions or Addendums to the Applications Grantee Requirements City Staff Contact General Terms and Conditions Exhibits Guidelines -2- FY ECIA Grant

3 RICHMOND - ECIA COMMUNITY GRANT PROGRAM FY GRANT APPLICATION GUIDELINES ECIA BACKGROUND On July 29, 2014, the Richmond City Council approved the Chevron Environmental and Community Investment Agreement (ECIA), which will invest $90 million dollars to the Richmond community over 10-years. The ECIA includes investments in community programs, a scholarship program, competitive community grants, community-based greenhouse gas reduction programs, and a photovoltaic solar farm. The ECIA specifies the amount and disbursement timeline of Chevron s funding obligation, as well as funding allocations over a ten-year period for the following programs: Scholarship program - $35 million Electric City and Easy Go - $18 million Roof-top solar, energy retrofit, zoning ordinance update - $6.25 million Job training program - $6 million Competitive grant program - $6 million Transportation and transit programs - $2.75 million Public safety programs - $2 million Urban Forestry - $2 million Free internet access - $1 million Climate Action Plan - $1 million Over the next 10 years, beginning in 2016, $6 million has been allocated from the ECIA to fund the competitive grant program. It is proposed that $650,000 is allocated for the FY grant cycle (a total of $600,000 for grants and $50,000 for city staff costs and capacity building training). It is the goal of the Richmond City Council to provide opportunities for organizations with varying capacities and financial needs to have access to ECIA grant funds. ECIA grant funds are awarded on an annual basis and therefore, organizations should not become reliant on this funding source. All Richmond-serving non-profit organizations are eligible to apply for funding; however, in an attempt to fund a variety of organizations, the City Council would like to allocate the majority of the available grant funding to organizations with smaller annual budgets, that might not have access to other forms of funding, have limited staffing and greater needs for capacity building. Guidelines -3- FY ECIA Grant

4 ELIGIBILITY REQUIREMENTS Organizations must meet the following conditions in order to be eligible to apply for a grant: Provide services focused on the community, youth and/or youth sports to Richmond and North Richmond residents Operate as a non-profit entity with 501(c)(3) tax status (fiscal sponsors can be used) Provide services to Richmond residents (Richmond-serving) 80% of the organizations services must be provided to Richmond residents Did not receive an ECIA grant award of more than $10,000 during the prior ECIA grant cycle (i.e. FY ) Guidelines -4- FY ECIA Grant

5 GRANT AWARD AMOUNTS AND CATEGORIES Grant allocation amount: The amount available for the FY grant cycle (July 1, 2018 June 30, 2019) is $600,000. Minimum and maximum grant awards: The minimum grant award is $2,500. The maximum grant award is $50,000. The number of awards available will be determined based on the amount of each award. Number of applications per grant cycle: Organizations may submit only one application per grant cycle. Award categories: $600,000 available for grants is allocated over four different categories listed below. Categories 1 and 2 are relevant to this Request for Application: Grant Award Options Eligibility Award Decision Made By Award Range Total Award Amount 1 Competitive Grant Awards (Relevant for this Application) 2 Competitive Grant Awards (Relevant for this Application) Non-profit organizations reporting gross receipts of less than $50,000 annually Non-profit organizations reporting gross receipts of more than $50,000 annually City Council $2,500 - $50,000 $500,000 (Recommendations made by ECIA Review Panel) See Special Note Below City Council (Recommendations made by ECIA Review Panel) 3 City Council Approved Awards 4 Community Services Mini- Grant Awards Organizations that applied for the ECIA Grant (categories 1 and 2) but where not recommended for funding Non-profit organizations with 501(c)(3) tax status with programming connected to the Community Services Department City Council Community Services Department Amounts based on Council discretion $ 50,000 $0 - $2,500 $ 50,000 TOTAL $600,000 SPECIAL NOTE: A minimum of $200,000 in grant awards is dedicated to fund projects or programs supporting youth and/or youth sports. A maximum of $150,000 in grant awards is available to organizations with annual budgets over $750,000 (per last completed 990s or audited financials). Guidelines -5- FY ECIA Grant

6 ELIGIBLE USES OF GRANT FUNDS Grants will be awarded to projects or programs in the following areas: Youth programs (through age 21) Youth sports programs (through age 21) Community-focused programs Examples of eligible projects or programs include but are not limited to: Youth enrichment projects Summer camps Youth sports programs Programs that support health and wellness and eliminate health disparities Bike and pedestrian pathway enhancements and construction projects Programs that support students and parents at Richmond schools Service learning programs Gardening and urban greening projects INELIGIBLE USES OF GRANT FUNDS Grant funds may not be used for the following reasons: Repayment of existing debt or pre-existing tax liens or obligations Legal, loan or bank fees Subsidization of existing contracts Political campaigns or lobbying Advancement of certain sectarian, politically partisan, or religious projects (grant funds should be used for specific programs and not to advance the causes of any of the stated groups) Fundraisers or other events not open to the general public A project or program which is clearly intended for commercial gain A project or program that occurs before or after the grant award period Support of individuals For businesses established for personal gain or profit To support annual fund drives To fund an agency s deficit or endowment To repay loans Furniture Cell phones Bonuses For the direct support of religious activities. Secular activities offered to the Richmond community that is provided by religious organizations regardless of congregational membership or statements of belief may be eligible for grant funds. Guidelines -6- FY ECIA Grant

7 FISCAL SPONSORSHIPS What types of organizations should utilize a fiscal sponsor? A non-governmental organization (sponsoree) that does not have 501(c)(3) tax status must utilize a fiscal sponsor in order to apply for this grant. It is the sole responsibility of the sponsoree to find an organization with 501(c)(3) tax status that is willing to serve as a fiscal sponsor. What is a fiscal sponsorship? A fiscal sponsorship allows organizations without 501(c)(3) tax status to apply for the ECIA grant, as well as other grants, that require an organization to have such status. A fiscal sponsorship agreement should be entered into between the sponsoree and an organization that has 501(c)(3) tax status. The fiscal sponsorship agreement allows the sponsoree to raise tax deductible contributions through grants and individual donations. Tax deductible funds are given to the fiscal sponsor and restricted to the use of the sponsoree. How does a fiscal sponsorship work for the ECIA grant process?: The fiscal sponsor will serve as the applicant. Fiscal sponsors will enter into a grant services agreement with the City of Richmond and must meet all requirements and submit all required documents. A signed agreement between the sponsoree and fiscal sponsor must be included in the submitted application. The organization actually implementing the program and performing the services will act as the sponsoree or fiscal sponsor s sub-grantee. Fiscal sponsors can also apply for grants. In addition to requesting funds for its own purposes, organizations may also act as a fiscal agent for other organizations. COLLABORATING ORGANIZATIONS Through this grant program, the City strongly encourages applicants to collaborate with other organizations. Collaboration is a mutually beneficial relationship for the purpose of meeting a common goal. Collaboration can come in many forms, from information sharing to joint programming. It can help organizations reduce redundancy in service sectors, leverage resources, share strengths, and increase efficiencies. For purposes of this grant, when partnering with another organization, the application and budget of the lead organization will be considered for review and determination of funding. Therefore, the partnering organization is free to apply independently for funding for another project or program. Guidelines -7- FY ECIA Grant

8 APPLICATION SUBMISSION REQUIREMENTS The following materials must be submitted as part of a complete application packet by 5:00 p.m. on Friday, March 16, 2018, in order to be considered for funding (feel free to use this section as a check-list). The inability to adhere to the requirements below may impact an organization s overall scores: Completed application o Eight (8) single-sided pages or four (4) double-sided pages o All sections completed and questions answered o Organizational budget o Program budget Proof of 501(c)(3) status (Non-Profit Status Determination letter from the Internal Revenue Service) Proof that the organization has filed its formation document in California and is authorized to carry out its business activities (California Secretary of State print-out identifying the organization s status as Active - Financial statements most recent (current) audited financials or Internal Revenue Service Form 990 or 990-N for tax-exempt organizations whose gross receipts are normally $50,000 or less. Faith-based organizations may submit reviewed or annual financial statements. List of Board of Directors and affiliations Signed agreement between the organization and the fiscal sponsor, if applicable Note: For organizations with 501(c)(3) tax status, City staff may check websites such as the Internal Revenue Service at and GuideStar at to gather additional information about the applicant organization. Guidelines -8- FY ECIA Grant

9 APPLICATION SUBMISSION DETAILS Submit six (6) hard copies of the completed grant application (include budgets and résumés and/or descriptions of work experience with each application) and one (1) set of all additional required documents. The responses to the application questions shall be limited to eight (8) single-sided pages or four (4) double-sided pages. This page limit is not inclusive of budgets, résumés, descriptions of work experience, or documents requested as part of the application. All printed materials should be printed on white 8 ½ x 11 paper in a 12 point font size and Arial font style. Applications must be easily reproducible on a standard copying machine. Please DO NOT staple pages, hole-punch pages, or use spiral or gum bindings. Applications can be submitted using file folders, binder clips or other similar methods. All costs incurred in the preparation of an application are the applicant s responsibility. Applications may be hand delivered or sent via overnight mail, US Mail or Common Carrier. All complete applications received by Friday, March 16, 2018 at 5:00 p.m., will be considered; postmarks, fax and electronic submittals will not be accepted. Applications received after this date and time will not be considered and will not be eligible for review and scoring by the Review Panel. The package must reference the project name Richmond - ECIA Community Grant Program, as well as the submittal date and time. Materials can be submitted in printed form via the U.S. Postal Service or in person to: Richmond City Hall City Manager s Office Attn: LaShonda White Richmond - ECIA Community Grant Program 450 Civic Center Plaza Richmond, CA PAYMENT PROVISIONS Grant payments will be awarded on a reimbursement basis. Funding recipients may request reimbursement on a quarterly basis for the eligible items and amounts specified in the approved grant agreement budget and in a manner consistent with the payment provisions contained in the executed grant agreement. However, an initial advance payment of no more than fifty percent (50%) of the total award amount may be allowed if the need for such advance payment is demonstrated as part of the application process. Approval of any advance payment will be recommended by the Review Panel and ultimately approved by the Richmond City Council. Advance payments may not be allowed to any organization that has not included the need for advance payments in their application. Guidelines -9- FY ECIA Grant

10 REVIEW CRITERIA All submitted applications, which are in compliance with the grant requirements, will be evaluated and rated using the criteria listed below. The maximum score that an application can receive is 110 points. This includes 100 points from criteria areas #1-5 and an extra 10 points if the organization is Richmond-based (10 points) Total Points Available for Criteria Areas #1-5: 100 Points 1. Program/Project Description and Concept (Total 40 points) Applicant adhered to all stated guidelines Application is complete, clear and comprehensible Program/project description and components are clearly stated and specific Timeline is practical and the proposed activities are well defined and technically feasible Management and staff are qualified to implement the project or program, and achieve stated goals Staff has experience working on the project or program and/or similar programs or projects A collaborative initiative is described to deliver the program or project 2. Impact and Goals (Total 40 points) The program or project has the ability to positively contribute to the targeted population Goals are clearly articulated and measurable An evaluation component is included and connected to the program goals The organization has a plan on how to sustain the program or project after grant funds are expended 3. Financial Viability (Total 20 points) Program/project budget and organizational budgets are included, clearly defined, cost effective, accurate and realistic Relationship between grant funds requested and program budget is clearly shown Total Extra Points Available to Richmond-based organizations (10 Points) Richmond-based is defined as maintaining principal offices, studio, or other facility within the boundaries of the City of Richmond. Applicable to organizations providing services (sponsoree), not fiscal sponsors. Guidelines -10- FY ECIA Grant

11 APPLICATION REVIEW AND SELECTION PROCESS The City's overall objective is to award grants to highly qualified organizations that provide needed services to Richmond and North Richmond residents. Within this overall objective, it is also the City s intent that the selection process is fair and transparent. Applications will be evaluated and scored by a City Council-approved ECIA Grant Review Panel (Review Panel) consisting of no more than five (5) individuals residing in or employed in Richmond (not City of Richmond employees). The selection process is divided into the following steps: 1. Applications are received by the due date. 2. All applications are reviewed in depth by City staff for responsiveness, completeness and satisfaction of eligibility requirements. Based on this review, eligible applications will proceed to the application evaluation process. 3. All complete and eligible applications are forwarded to the Review Panel which will review and score the applications using the criteria listed in the guidelines and make an award recommendation to City Council. The inability to adhere to the application requirements may impact an organization s overall scores. It is possible for grant awards to be less than the applicant s original request. 4. The Review Panel s recommendations are forwarded to the City Council for review, discussion and approval. Any party submitting an application shall not contact or lobby any City Council member, ECIA Review Panel member, City official, employee (except those specified for contact) or agent regarding the RFA. Any party attempting to influence or circumvent the RFA, application submittal, and/or review process may have their application rejected for violating this provision of the RFA. All scores are final. There is no grievance process. Copies of Review Panel comments and scoring will be made available upon request. APPLICATION DEADLINE The deadline to submit an application and all relevant attachments is Friday, March 16, 2018 at 5:00 p.m. There are no exceptions for applications postmarked or delivered after the deadline. It is recommended that a Delivery/Mailing Receipt be obtained for those mailing via the U.S. Postal Service to show proof of mailing date. Organizations must be sure to receive an Acknowledgement of Receipt from the City Manager s Office when submitting applications in person. Guidelines -11- FY ECIA Grant

12 LATE APPLICATIONS OR MODIFICATIONS TO APPLICATIONS Applications arriving after the specified date and time will not be considered, nor will late applications be opened. Organizations assume responsibility for timely submission of applications and all required documents. Any applications may be withdrawn or modified by a written request signed by the applicant. APPLICANT ASSISTANCE PRIOR TO DUE DATE Capacity Building Workshops - The City, recognizing the technical, skill-based components of a grant application process, will provide free workshops in 2018 (specific dates are provided below). Additional free capacity building workshops will be available from April 2018, through October The dates and times of all subsequent workshops will be shared via the BidsOnline system and the City s website. Although recommended, organizations are not required to attend any of the capacity building workshops offered by the City. SCHEDULE The schedule associated with the application is below. The City reserves the right to alter this schedule as necessary. TASK DATE Application Release Date February 8, 2018 Grant Writing Workshop and Information Session February 20, 2018 (PM) February 27, 2018 (AM) Applications Due (No exceptions) March 16, 2018, by 5:00 p.m. Application Review and Scoring March 2018 May 2018 Capacity Building Workshops April 2018 October 2018 City Council Review and Approval May or June 2018 Grant Award Notification June 2018 Grant Award Period July 1, June 30, 2019 (start date is dependent upon execution date of grant services agreement) Guidelines -12- FY ECIA Grant

13 QUESTIONS OR ADDENDUMS TO THE APPLICATIONS It is strongly recommended that organizations register on the City s Online Bidding System powered by BidsOnline ( to ensure that they receive any addendums to or notifications regarding this RFA. Any requests for clarification or other questions concerning this RFA should be submitted in writing through the BidsOnline system on the Q&A tab or to City staff via eciagrants@ci.richmond.ca.us. If the City finds it necessary to issue an addendum to the RFA, prospective applicants registered on the City s BidsOnline system will receive notification of the addendum. The addendum will also be posted on the City s website. GRANTEE REQUIREMENTS If awarded a grant, organizations will be required to do the following: Enter into a grant agreement with the City o Grant Services Agreement o Scope of work will be based on the application submitted. Submit progress reports and reimbursement requests (templates will be included as part of the executed grant agreement): o Progress Report - Progress reports will be required. In order to receive a funding allotment, the progress report must provide detailed information about the services provided. Grantees that do not submit the required progress reports run the risk of forfeiting their funding. A final report at the conclusion of the project or program is also required. o Reimbursement Requests Invoices may be submitted on a quarterly basis and must include the necessary documents to substantiate the reimbursement requests (i.e. receipts, time cards, payroll records, etc.). Grantees that do not adhere to the invoicing requirements run the risk of forfeiting their funding. After grant approval, a grant agreement with specific deliverables will be executed. All organizations are expected to initiate projects within three (3) months of execution of the grant agreement. Host City staff and/or members of the Review Panel for one or more site visits. Printed materials shall include the City seal or logo and shall state, Made possible in part by the Richmond-ECIA Community Grant Program. Material must be appropriate, relevant and aligned with the approved project and should be reviewed and approved by City staff prior to release. Complete and submit a W-9 form and Supplemental Vendor Application. Obtain a City of Richmond business license. Organizations are responsible for all associated fees. Information can be found at Guidelines -13- FY ECIA Grant

14 Meet City of Richmond insurance requirements. Fiscal sponsors, serving as the grantee, must have insurance that covers all actions of the non-profit and/or community based organization acting as the sub-grantee. Organizations may use grant awards to cover insurance costs. CITY STAFF CONTACT For inquiries or clarification regarding this program or application, please contact LaShonda White, Senior Management Analyst, City Manager s Office at eciagrants@ci.richmond.ca.us or (510) GENERAL TERMS AND CONDITIONS Background Checks: Organizations that provide services to youth or other vulnerable populations (elderly, people with disabilities, etc.) must require comprehensive background checks and finger printing of all employees and/or volunteers that work directly with youth or such other vulnerable populations. Limitations: All facts and opinions stated herein are based upon available information and no representations or warranties are made with respect to their accuracy or completeness. The application and the selection process shall in no way be deemed to create a binding contract, agreement or offer of any kind between the City and the applicant organization. If the City selects a grantee pursuant to this RFA, any legal rights and obligations between the successful applicant, if any, and the City will come into existence only when a grant agreement is fully executed by the parties, and the legal rights and obligations of each party shall at that time be only those rights and obligations which are set forth in the grant agreement and any other documents specifically referred to in that grant agreement. Each organization submitting applications in response to this RFA agrees that the preparation of all materials for submittal to the City are at the organization s sole cost and expense, and the City shall not, under any circumstances, be responsible for any costs or expenses incurred by any candidate. In addition, each organization agrees that all documentation and materials submitted in response to this RFA shall remain the property of the City and may be used by the City for any reason whatsoever. In accordance with California law relating to access to public records, the City may be required to publicly disclose all submitted information and materials to third parties requesting such information. Award: The City reserves the right to accept or reject any or all applications, to alter the selection process in any way, to postpone the selection process for its own convenience at any time for any reason whatsoever, to waive any defects in any application, to issue a new RFA at any time, or to provide a grant to any organization it deems appropriate in its Guidelines -14- FY ECIA Grant

15 sole and absolute discretion within or outside of the RFA evaluation process. City reserves the right to terminate a grant agreement within sixty (60) days without cause. All materials submitted become the property of the City and will not be returned. Funds awarded are public funds and any information submitted or generated is subject to public disclosure requirements, including the Public Records Act. Federal, State and Local Laws: As part of the RFA process, the selected grantee will be required to comply with all applicable federal, state and local laws, including the City of Richmond s Nondiscrimination Ordinance (Chapter 2.28), Business Opportunity Ordinance (Chapter 2.50), Local Employment Program Ordinance (Chapter 2.56), and Living Wage Ordinance (Chapter 2.60), if applicable. Please contact the City Attorney s office for further information regarding the above requirements. EXHIBITS Exhibit A ECIA Community Grant Program Application Exhibit B City of Richmond Grant Services Agreement Exhibit C City of Richmond Insurance Requirements Exhibit D Sample IRS Form 990 Exhibit E Example of a 501(c)(3) Status Tax Letter from the IRS Exhibit F Sample California Secretary of State status print-out Guidelines -15- FY ECIA Grant

16 ECIA COMMUNITY GRANT PROGRAM APPLICATION APPLICATION DEADLINE: Friday, March 16, 2018, NO LATER THAN 5:00 p.m. SECTION I ORGANIZATION INFORMATION Community Based Organization Information (Applicant Information): Name of Organization: Click here to enter text. Organization Address Click here to enter text. Address: Click here to enter text. Executive Director Name: Click here to enter text. Project Manager Name (main contact for the grant): Click here to enter text. Project Manager Title: Click here to enter text. Phone Number: Click here to enter text. Fiscal Sponsor (Organization with 501(c)(3) tax status: Name of Organization: Click here to enter text. Organization Address: Click here to enter text. Phone Number: Click here to enter text. Executive Director Name: Click here to enter text. Project Manager Name (main contact for the grant): Click here to enter text. Project Manager Title: Click here to enter text. Address: Click here to enter text. Program/Project: Program/Project Title: Click here to enter text. Program Project Summary (50 word limit): Click here to enter text. % of Richmond Residents Served by Your Organization: Click here to enter text. Will Your Program or Project Serve Youth (through age 21)?: Yes No Please check only one (1) category that BEST describes the type of project or program that your organization plans to provide with the requested grant funds: Education & Literacy Arts & Culture Leadership & Development Health & Fitness Technology Finance & Economic Development Re-Entry Services Environment Sports Program/Project Budget: Program/Project Budget: Amount of Grant Funds requested: $ Click here to enter text. $ Click here to enter text. Organizational Budget: Fiscal-Sponsor Budget (If applicable): $ Click here to enter text. $ Click here to enter text. Are you requesting an advance on requested grant award? Yes No FY ECIA Grant Application - 1-

17 ECIA COMMUNITY GRANT PROGRAM APPLICATION SECTION 2 PROGRAM/PROJECT DESCRIPTION a. Provide information about your organization (e.g. number of years in operation, description of services provided and the population served). Click here to enter text. b. Describe in detail the program or project your organization is proposing to implement with the grant funds. Clearly list the major components or aspects of your program or project. Click here to enter text. c. Provide a timeline for project implementation using the template below. Include specific tasks/activities that will be accomplished within each quarter. Task/Activities Month 1 st Quarter (July 1, 2018 September 30, 2018) Click here to list, bullet, or number entries. Click here to list corresponding dates. 2nd Quarter (October 1, 2018 December 31, 2018) Click here to list, bullet, or number enteries. Click here to list corresponding dates. 3rd Quarter (January 1, 2019 March 31, 2019) Click here to list bullet, or number entries. Click here to list corresponding dates 4th Quarter (April 1, 2019 June 30, 2019) Click here to list, bullet, or number entries. Click here to list corresponding dates. d. List the staff members responsible for the implementation of the program or project. Briefly describe staff s experience working on the proposed program/project and/or similar projects. Include résumés or provide descriptions of work experience with each copy of the application. Click here to enter text. e. If you plan to collaborate with other entities (i.e. non-profits, governmental entities, private entities) to implement your program or project, please complete the table below. Partner Ex. West Contra Costa Unified School District Click here to list, bullet, or number entries. Specific Role: Provide access to students and free space to conduct outreach event. Click here to list, bullet, or number entries. FY ECIA Grant Application - 2-

18 ECIA COMMUNITY GRANT PROGRAM APPLICATION SECTION 3 PROJECT IMPACT AND GOALS a. Describe the target population and geographic area that your organization plans to serve with the grant funds and what impact the proposed program or project will have on the target population. Click here to enter text. b. List the number of individuals that will be served as a result of your program or project. Total Number of Individuals Served by Proposed ECIA Funded Program or Project Click here to enter text. Total Number of Richmond Residents Served by Proposed ECIA Funded Program or Project Click here to enter text. c. List the major program or project goal(s) and how your organization will measure if you reach your desired goal. The goal should be measureable and data driven. There should be at least one (1) expected outcome per major program or project component. Program/Project Goal Example: All 3 rd graders at Nystrom Elementary School will be ready to return to school with needed school supplies. Click here to list, bullet or number entries. How will you know or measure if you reach your desired goal? rd graders will receive backpacks with school supplies. Click here to list, bullet or number entries. d. Describe how your organization will assess or gauge the success of your program/project at its completion. Click here to enter text. e. How do you plan to sustain the program or project after the grant funds are expended? Click here to enter text. FY ECIA Grant Application - 3-

19 ECIA COMMUNITY GRANT PROGRAM APPLICATION SECTION 4 FINANCIAL VIABILITY a. Total organization budget (based on prior year s 990 or audited financials): Click here to enter Organizational Budget. b. Attach your organizational budget to each copy of the application. The organizational budget can be submitted in any format as long as it shows revenue and expenditures for your organization s current operating year. c. Complete the program budget table using the provided MS Word or MS Excel template to complete the table. FY ECIA Grant Application - 4-

20 ECIA COMMUNITY GRANT PROGRAM APPLICATION SECTION 4 FINANCIAL VIABILITY a. Total organization budget (based on prior year s 990 or audited financials): Click here to enter Organizational Budget. b. Include your organizational budget to each copy of the application c. Complete the budget template below. If needed, add rows and provide as much detail as possible in the revenue and expenditure sections. Revenue section: List all of the revenue sources that will fund your proposed program (e.g. grants, program fees, in-kind donations) and state those sources are pending and/or approved. Include your organization s ECIA request. Expenditures: List, with as much detail as possible, the expenditure categories (e.g. salaries, benefits, program supplies) The revenue total and the expenditure total in the ECIA Request column should match. The same is true for the Project Budget column. For example, if your organization is requesting a total of $10,000 from the ECIA grant program, that amount should be listed in the Revenue section of the budget table. You would then need to complete the Expenditure section of the budget table, making sure that the total amount of the expenditures is also equal to $10,000 (the total amount of the revenue requested). Use the Budget Narrative section to justify and explain the expenditures outlined in your program budget table. Program Budget Table REVENUE Category (List Funding Sources) ECIA Request Project Budget Revenue Status (Approved/Pending) Revenue Total $ $ EXPENDITURES Category ECIA Request Project Budget Budget Narrative (if applicable) Expenditure Total $ $ FY ECIA Grant Application Budget Table

21 ECIA COMMUNITY GRANT PROGRAM APPLICATION FY ECIA GRANT APPLICATION SUBMISSION ACKNOWLEDGMENT This page should be included in your application packet. It will not count toward your page limit. By submitting this application and the supporting application materials, you are agreeing that: You are an Officer on the Board of Directors of the organization submitting the grant application You have thoroughly read and understand the grant program guidelines and application questions and City of Richmond requirements (business license, insurance and grant agreement) All questions contained in the application have been answered and the following required documents are included as part of our application packet: Completed application (all sections completed and questions answered) Organizational budget Proof of 501(c)(3) status (Non-Profit Status Determination letter from the Internal Revenue Service) Proof that the organization has filed its formation documents in California and is authorized to carry out its business activities (California Secretary of State print-out identifying the organization s status as Active ) Financial statements most recent (current) audited financials or Internal Revenue Service Form 990 or 990-N. Reviewed or compiled annual financial statements are allowable for faith-based organizations. List of Board of Directors and their affiliations Signed agreement between the organization and the fiscal sponsor, if applicable Your organization will obtain comprehensive background checks and/or finger printing of all employees and/or volunteers that work directly with youth or such other vulnerable populations. (For applicable organizations requesting funds to support an existing or new youth program and/or program that works with other vulnerable populations.) To the best of your knowledge the information included as part of this application is true and accurate Name (Print) Officer of the Board Signature Officer of the Board Title Officer of the Board Date Organization Name FY ECIA Grant Application - 5-

22 GRANT SERVICES AGREEMENT CITY OF RICHMOND ENVIRONMENTAL & COMMUNITY INVESTMENT AGREEMENT COMMUNITY GRANT PROGRAM Department: City Manager s Office Project Manager s lashonda_white@ci.richmond.ca.us Vendor No: Term: 7/1/18-6/30/19 Project Manager: LaShonda White Project Manager s Phone Number: (510) P.O./Contract No: Payment Limit: $. Program/Project Title: Program/Project Summary: THIS AGREEMENT is entered on, 2018 (Effective Date) by and between the City of Richmond, a municipal corporation and charter city (City) and, a California nonprofit corporation (Grantee). RECITALS A. On July 29, 2014, the Richmond City Council approved the Chevron Environmental and Community Investment Agreement (ECIA) between Chevron Products Company and City. The ECIA provides for the investment of Ninety Million Dollars ($90,000,000) to the Richmond community over ten (10) years. The ECIA includes investments in community programs, a scholarship program, competitive community grants, community-based greenhouse gas reduction programs, and a photovoltaic solar farm. B. The ECIA in part allocates Six Million Dollars ($6,000,000) over ten years to a competitive grant program (Grant). The amount available for the FY (July 1, 2018 June 30, 2019) Grant cycle is Six Hundred Thousand Dollars ($600,000) (Grant Budget), of which a minimum of $200,000 of the Grant Budget is dedicated to fund programs supporting youth and/or youth sports. C. On, Grantee submitted a complete Grant application that was evaluated and recommended for funding by the ECIA Grant Review Panel and approved by the City Council on Grantee and City now wish to enter into this Agreement for the provision of Grantee s Program (as defined below) as approved by the City Council. NOW, THEREFORE, it is agreed between the parties hereto that: 1

23 ARTILCE I PROVISIONS Section 1.1 Scope of Services. A. Program Delivery. Grantee shall, to the satisfaction of City, perform and provide the program and/or services outlined in the Service Plan attached hereto and made a part hereof as Exhibit A (Program). B. General Administration. Grantee shall provide program management and general administrative services to support the Program. Administrative support includes, but is not limited to the following: data collection and analysis, preparation and submission of quarterly reports and a close-out report, budget preparation and submission of demands for reimbursement, and any other function that will ensure compliance with this Agreement. C. Staffing. For each employee funded by the Grant, Grantee shall provide the name of such employee(s), title, description of job responsibilities, hourly base pay rate or billable rate, and an estimate of time to be spent on the Program by employee per pay period. Such staff information shall be submitted within thirty (30) days of the Effective Date. Grantee shall inform City in writing, within ten (10) working days, of any changes of such staff that occur during the Term. D. Performance Monitoring. City shall have the right to monitor Grantee s compliance with the goals and performance standards established in this Agreement. Substandard performance as determined by City shall constitute noncompliance with this Agreement. If action to correct such substandard performance is not taken by Grantee within thirty (30) days after being notified by City, this Agreement may be suspended or terminated. Substandard performance may be shared with future ECIA Grant Review Panel members, City Council and/or City staff and may impact Grantee s ability to apply for and/or receive future City funds, including Grant funds. E. Mandatory Site Visits and Meetings. City will coordinate at least one (1) site visit of every Grant funded Program during the Term. City will also convene a maximum of two (2) mandatory meetings or training sessions. City will provide Grantee timely notice for each such meeting or training session. Section 1.2 Term. This Agreement shall commence effective July 1, 2018 and shall terminate on June 30, 2019, and thereafter the Agreement shall be null and void and of no further force or effect, except as to those provisions which expressly survive the termination of the Agreement. The Term may be extended up to June 30, 2020, contingent on the availability of Grant funds and Grantee s satisfactory performance of the Program, at City s sole and absolute discretion. Section 1.3 Funding. This Agreement shall be deemed executory to the extent that the monies are appropriated in the current Grant Budget for the purposes of this Agreement and no liability shall be incurred by City, or any 2

24 other department of City, beyond the monies budgeted and available for this purpose. The Agreement is not a general obligation of City. Neither the full faith and credit, nor the taxing power of City is pledged to the payment of any amount due or to become due under this Agreement. It is understood that neither this Agreement nor any representation by any City employee or officer creates any obligation to appropriate or make monies available for the purpose of the Agreement beyond those monies appropriated in the current Grant Budget for the purposes of this Agreement. Section 2.1 Amount. ARTICLE II DISBURSEMENT LIMIT It is expressly agreed and understood that the total amount to be disbursed by the City under this Agreement shall not exceed $ (Disbursement Limit). To the extent practicable, the use of Grant funds shall be used on a pro rata basis with other funds provided to the Program. Section 2.2 Demands. The Project Manager may award up to a fifty percent (50%) advance payment of the Disbursement Limit to Grantee, provided that Grantee requested advance payment through the application and review process. Unless the Project Manager approved advance payment, Grant funds will be disbursed quarterly on a reimbursement basis and only for the eligible costs and amounts specified in the Program Budget, attached hereto and made a part hereof as Exhibit B. Should Grantee fail to use Grant funds in accordance with the Program Budget, the payment of Grant funds may be suspended or terminated. Section 2.3 Non-Liability. City shall not be liable for any cost that (a) has been paid, reimbursed or is subject to payment or reimbursement, from any other source; (b) was incurred prior to the beginning date of this Agreement; (c) is not in accordance with the terms of this Agreement including all attachments; or (d) has not been billed to City within thirty (30) calendar days after the date this Agreement terminates. Section 3.1 Limitations. ARTICLE III LIMITATION ON CITY OBLIGATIONS A. Nothing in this Agreement shall make Grantee or Grantee s employees (a) subject to any of the memoranda of understanding that apply to employees of City, (b) subject to the Personnel Rules that apply to employees of City, (c) subject to any of the benefits received by employees of City, including but not limited to, Medical, Dental, Vision, Retirement, Vacation Sick Leave, and Administrative Leave, (d) covered by City s Workers Compensation Insurance, (e) employees of City for purposes of the Tort Claims Act (Govt. Code Sections 825 et seq). B. Grantee and Grantee s employees shall not be protected by the same immunities and right to indemnification and defense extended by the Tort Claims Act (Govt. Code Sections 825 et seq) to public 3

25 employees. Section 3.2 Termination for Convenience. This Agreement may be terminated by the City, at its sole and absolute discretion, upon thirty (30) days advance written notice thereof to Grantee, or cancelled immediately by written mutual consent. Section 4.1 Financial Management. ARTICLE IV ADMINISTRATIVE REQUIREMENTS A. Accounting Standards. Grantee shall adhere to Generally Accepted Accounting Principles, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred. B. Documentation and Record-Keeping. (1) Records to be Maintained. Grantee shall maintain all records required that are pertinent to the activities to be funded under this Agreement, in a manner satisfactory to the City. (2) Retention. Grantee shall retain all records related to the Program for a period of five (5) years after the termination of all activities funded under this Agreement (3) Client Data. Grantee shall maintain client data demonstrating client eligibility for the Program, including client name, address, basis for determining eligibility, and description of service provided. Such information shall be made available to City monitors or their designees for review upon request. (4) Close-Outs. Grantee s obligation to City shall not end until all close-out requirements are completed, including preparation of a close-out report (Close-Out Report) at the end of the Term. Activities during the Close-Out period shall include, but are not limited to: submission of the Close-Out Report, making final payments, submission of the Final Invoice (as defined below), and the return of unspent cash advances. (5) Audits and Inspections. All Grantee records with respect to any matters covered by this Agreement shall be made available to City at any time during normal business hours, as often as City deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be fully cleared by Grantee within thirty (30) days after receipt of such report by Grantee. Failure by Grantee to comply with any audit requirements shall constitute a breach of this Agreement and may result in the withholding of future payments. C. Reporting and Payment Procedures. (1) Budgets. The Program Budget (Exhibit B) shall include a list of expenditures to be met with 4

26 Grant funds. City and Grantee may agree to revise the Program Budget from time to time in accordance with existing City policies. (2) Payment Procedures. Subject to the Disbursement Limit, City will pay Grant funds available under this Agreement based upon information submitted by Grantee and consistent with the Program Budget and City policies concerning such payments. Payments will be made on a reimbursement basis for eligible expenses actually incurred by Grantee up to the Disbursement Limit. Any funds remaining shall revert back to City. Payments will be adjusted by City in accordance with any advance payments to Grantee. (3) Invoices. Invoices shall contain the following information in sufficient detail and be submitted in a form which adequately demonstrates consistency with the Service Plan and Program Budget (Invoices): a. Number of hours Grantee staff performed work per task; b. Number of hours per staff member being billed for which stipends have been paid; and c. Itemization of any other direct costs (e.g. supplies, travel, operating expenses, etc.) incurred for which reimbursement is being requested within that invoice period. (4) Required Supporting Documentation. The following Required Supporting Documentation must be submitted quarterly with each Invoice, as applicable: a. Every Invoice must be accompanied by a Progress Report, with the exception of the final invoice (Final Invoice) which must be accompanied by a Close-Out Report. Each Invoice and the Final Invoice must contain all of the information specified in the Grant Report Template, attached hereto and made a part hereof as Exhibit C. b. If stipends are included in the Invoice, the Invoice must be accompanied by copies of participant s daily logs or timesheets covering all stipend hours for which reimbursement is being requested. c. If the Invoice is requesting reimbursement of any other direct costs (any costs other than staff time or stipends such as supplies, travel, operating expenses, etc.), the Invoice must be accompanied by copies of actual itemized invoices or receipts for all applicable direct costs. If staff time is included in the Invoice, City may request that the Invoice be accompanied by copies of timesheets covering all staff hours for which reimbursement is being requested. (5) Quarterly Progress Reports. Grantee shall submit quarterly Grant reports (Progress Reports) to the City in the form and content as set forth in Exhibit C (Grant Report Template), with each Invoice covering the period since the last Progress Report and Invoice submitted. Grant Reports are due by no later than: Period to be covered Due Date July 1 through September 30 October 31 5

27 October 1 through December 31 January 31 January 1 through March 31 April 30 (6) Close-Out Report. The Close-Out Report is due no later than thirty (30) days after the end of the Term. Section 5.1 Relationship of Parties. ARTICLE V GENERAL PROVISIONS Nothing contained in this Agreement shall be interpreted or understood by any of the parties, or by any third persons, as creating the relationship of employer and employee, principal and agent, limited or general partnership, or joint venture by and between City and Grantee or their agents, employees, including Grantee s employees, or subcontractors, and Grantee shall at all times be deemed an independent contractor and shall be wholly responsible for the manner in which it or its employees, agents, or both, perform the services required of it by the terms of this Agreement. Grantee has and retains the right to exercise full control of employment, direction, compensation, and discharge of all persons assisting in the performance of the Program under this Agreement. Section 5.2 Compliance with Laws. A. Grantee shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals, with respect to this Agreement, including without limitation environmental laws, disability laws, including the Americans with Disability Act, employment discrimination laws, living wage and prevailing wage laws. Compliance under this provision includes compliance with all provisions of the Municipal Code of the City of Richmond (Municipal Code), including Chapter 2.28 and Chapters 2.50, 2.52, 2.56, 2.60, and 2.65 if applicable, which are herein incorporated by reference. B. Grantee acknowledges that under Section of the Municipal Code (Living Wage Ordinance), Grantee shall promptly provide to City documents and information verifying its compliance with the Living Wage Ordinance. Also as prescribed in Section of the Municipal Code, Grantee shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance. C. Grantee shall comply with Section of the Municipal Code obligating every contractor or subcontractor under a contract or subcontract with City for public work or for goods or for services to refrain from discriminatory employment or subcontracting practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential subcontractor. Section 5.3 Publicity and Acknowledgement of Support. Grantee shall give appropriate credit to City and the ECIA program for its financial support in any and all press releases, publications, annual reports, video credits, dedications and other public 6