ALAMEDA COUNTY PROBATION DEPARTMENT

Transcription

1 ALAMEDA COUNTY PROBATION DEPARTMENT ADDENDUM No. 2 Request for Application (RFA) CCF-R2P Community Capacity Fund Round 2: PHASE I Planning Grants Specification Clarification/Modification and Recap of the Networking/Bidders Conferences Held on March 21 and 23, 2015 The following Sections have been modified to read as shown below. Changes made to the original RFP document are in bold print and highlighted, and deletions made have a strike through. This Alameda County Probation Department, RFA Addendum 2 has been electronically issued to potential bidders via and is posted on the Alameda County Probation Department website If you have questions concerning this Addendum, please contact probationgrantprogram@acgov.org **BIDDERS MUST USE THE REVISED EXHIBIT A BID RESPOSE PACKET, INCLUDED IN THIS ADDENDUM, WHEN RESPONDING AND SUBMITTING THEIR BID VIA TO probationgrantprogram@acgov.org ** Alameda County is committed to reducing environmental impacts across our entire supply chain. If printing this document, please print only what you need, print double-sided, and use recycledcontent paper.

2 Request for Application (RFA) CCF-R2P Community Capacity Fund Round 2: PHASE I Planning Grants RESPONSE DUE: THURDAY April 14, 2016 by 2:00 p.m. Please submit any questions about the GRANT PROGRAM and completed applications to: probationgrantprogram@acgov.org Contact Person: Kareta Williams, Specialist Clerk I Phone Number: (510) Thank you for your interest! Submit via at: probationgrantprogram@acgov.org Please read the Applicant Response Packet carefully, INCOMPLETE APPLICATIONS MAYBE REJECTED. The Alameda County Probation Department will not accept submissions or documentation after the applicant response due date. Alameda County is committed to reducing environmental impacts across our entire supply chain. If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

3 Table of Contents ALAMEDA COUNTY PROBATION DEPARTMENT REQUEST FOR APPLICATION No., CCF-R2P Community Capacity Fund ROUND 2: PHASE I Planning Grants I. PLANNING GRANTS CALENDAR OF EVENTS... 4 II. STATEMENT OF WORK... 5 A. INTENT... 5 B. ELIGIBILITY... 6 C. BACKGROUND... 7 D. APPLICANT QUALIFICATIONS... 8 E. SPECIFIC REQUIREMENTS F. DELIVERABLES / REPORTS H. EVALUATION CRITERIA / SELECTION COMMITTEE I. NOTICE OF RECOMMENDATION TO AWARD J. AWARD III. INSTRUCTIONS TO APPLICANTS A. APPLICATION CONTACT INFORMATION B. SUBMITTAL OF APPLICATIONS C. RESPONSE FORMAT EXHIBIT A APPLICANT RESPONSE PACKET...1 APPLICATION CHECKLIST and INSTRUCTIONS... 2 APPLICANT COVER SHEET... 3 APPLICANT COVER SHEET... 4 CURRENT REFERENCES... 5 APPLICANT PARTICIPATION AGREEMENT P a g e

4 I. PLANNING GRANTS CALENDAR OF EVENTS PHASE I: Planning Grants Round 2 EVENT DATE/LOCATION Request Issued Round 2 Planning Grants: March 9, 2016 Written Questions Due by 5:00 p.m. on March 14, 2016 Bidder s Conference #1 (Planning Grants only) March 21, am 12 pm Juvenile Justice Center (JJC) 2500 Fairmount Drive San Leandro, CA Bidder s Conference #2 (Planning Grants only) March 23, pm Alameda County Probation Department (New location!) 1111 Jackson Street, 8 th Floor Oakland, CA Addendum 1 and Addendum 2 Issued Response Due March 8, 2016 and March 30, 2016 April 14, 2016 by 2:00 p.m. Evaluation Period April 14-April 16, 2016 Board Letter Recommending Award Issued April 18, 2016 Board Consideration Award April 26, 2016 Date Contract Start Date April 27, 2016 If you will be attending a Bidder s Conference, please let us know (for planning purposes). probationgrantprogram@acgov.org and provide your name/organization name and number of people attending. Please RSVP for the bidder s conference at: probationgrantprogram@acgov.org Note: Award and start dates are approximate. 4 P a g e

5 II. STATEMENT OF WORK A. INTENT The intent of these specifications, terms, and conditions is to describe the funding opportunities available through the Community Capacity Fund, a funding category under the Alameda County Probation Department s Community Corrections Partnership Grant Program. The Community Capacity Fund is intended to improve the capacity of community organizations to contract with the Alameda County Probation Department and other county agencies to deliver effective programs and services to the realigned population living in Alameda County. Specifically, for the purposes of this RFA the realigned population is defined as: 1. Post-Release Community Supervision (PRCS). Individuals released from state prison for non-serious and non-violent offenses, and are not classified as high risk sex-offenders, will no longer be supervised by state parole but will instead be supervised by the local probation agency under PRCS. 2. Individuals charged and/or resolved with an 1170(h)-eligible offense (in county jail or on mandatory supervision). 1 If probation is denied, individuals with an 1170(h) eligible offense will be sentenced to serve their time in county jail or local prison. If sentenced to county jail or local prison, an individual will receive no supervision after their custody term concludes or they may be placed on mandatory supervision (commencing upon release from physical custody) to be supervised by the probation department (also known as a split sentence). 3. Parole Violators. Individuals who violate their state parole will no longer be adjudicated by state authorities but will instead be adjudicated in local courts. The primary goal of the Community Capacity Fund is To expand the number and diversity of community-based organizations that have the demonstrated capacity to effectively contract with Alameda County to improve outcomes for the realigned population. To achieve this goal, the Community Capacity Fund intends to award Planning Grants and Implementation Grants with grant periods beginning January, 2016 and ending September, Individuals not eligible under 1170(h) must be committed to state prison if probation is denied. Upon release from state prison, they may be supervised by the probation department under traditional probation. 5 P a g e

6 B. ELIGIBILITY This Request For Application (RFA) provides information, tools and materials to apply for Phase I Planning Grants and to learn about competing for PHASE II Implementation Grants. For PHASE I Planning Grants Eligible applicants will be located in Alameda County, will provide services in Alameda County, and shall have been regularly and continuously engaged in the business of providing services or programs to Alameda County s realignment (or similar e.g. re-entry) population for the past 18 months. Applicants must utilize or otherwise attempt to incorporate evidence-based correctional practice(s) that are widely accepted as strategies to reduce future criminal behavior. To be eligible for a PHASE II Implementation Grant, prospective applicants must be awarded and successfully complete a PHASE I Planning Grant. The successful completion of a Planning Grant is defined by the applicant s documented Capacity Building Plan which is a required output of their Planning Grant, provision of a final report (to be developed), and participation in the program s evaluation (to be developed). The Capacity Building Plan must be included in the applicant s Implementation Grant application. While this RFA provides information relevant to both the Planning and Implementation grant programs, this RFA is soliciting applications for Round 2 Planning Grants only. Community Capacity Funds are specifically intended to foster measurable improvements in organization capacity in one or more of seven areas: (1) Mission, Vision, Strategy; (2) Governance and Leadership; (3) Organization Structure; (4) Partnerships, External Relations and Networking; (5) Management Systems and Operational Ability; (6) Fundraising, Revenue Generation, Fiscal Sustainability; and (7) Sector-Specific Knowledge. Successful Planning Grant applicants will affirm their commitment and ability to track and record data relevant to reporting on the impact of CCF in building capacity within their organization and will affirm their willingness to participate in the CCF evaluation. Planning Grants will be awarded to the selected applicants whose responses conform to the RFA and meet the County s procurement requirements as further described in this RFA. PHASE I: Planning (3-month grant period) Grantees will participate in an all-day orientation and training session that will include a process to selfassess their current organizational capacity and to identify opportunities for improvement in a range of areas. Throughout this phase, organizations will work with the CCF Technical Assistance (TA) provider to create a Capacity Building Plan that will outline a comprehensive approach to strengthening their organization. The applicant s Capacity Building Plan will serve as the foundation for any future Implementation Grant proposal that they may submit. In addition to gaining support from the TA provider, grantees will receive a one-time $5,000 cash grant to offset costs and support their organization s participation in this planning process. 6 P a g e

7 PHASE II: Implementation (6-12-month grant period) In responding to the Implementation Request for Proposal (RFP), applicants will select one or more of the seven priority areas in their Capacity Building Plan for implementation efforts, with emphasis on strengthening their ability to win and implement County contracts. Throughout the Implementation Phase, grantees will implement one or more selected elements of their Capacity Building Plan with the support of TA providers as needed. Successful Planning Grant recipients who, through the Phase I self-assessment and technical assistance process, identify a need to develop their capacity in one or more of the priority areas, may apply for Implementation funds. The seven priority areas are: 1) Mission, Vision, Strategy; 2) Governance and Leadership; Organization Structure; 3) Partnerships, External Relations and Networking; 4) Management Systems; 5) Operational Ability; 6) Fundraising, Revenue Generation, Fiscal Sustainability; and 7) Sector-Specific Knowledge. Organizations will be eligible for Implementation Grant funding in one of the following categories based on their most recent annual operating budget size, current capacity level, and the reasonableness of their proposed budget in relation to the need defined in their Capacity Building Plan. Tier 1: Annual Operating Budget up to $100,000 (eligible for up to $70,000 Implementation Grant) Tier 2: Annual Operating Budget of $100,000 or greater up to $500,000 (eligible for up to $125,000 Implementation Grant) Tier 3: Annual Operating Budget $500,000 or greater (eligible for up to $250,000 Implementation Grant) Note: Tiered funding levels are subject to change based on the availability of funds and the total number of awards. C. BACKGROUND The Public Safety Realignment Act (Realignment or Act) took effect October 1, 2011 and mandated extensive changes to California s criminal justice systems. Realignment shifted the responsibility for supervising specific low-level inmates and parolees from the California Department of Corrections and Rehabilitation to each of the 58 counties. This Act tasked local government at the county level with developing a new approach to reducing recidivism and applies to three major groups within the criminal justice system: 1. Post-Release Community Supervision (PRCS). Individuals released from state prison for non-serious and non-violent offenses, and are not classified as high risk sex-offenders, will no longer be supervised by state parole but will instead be supervised by the local probation agency under PRCS. 2. Individuals charged and/or resolved with an 1170(h)-eligible offense (in county jail or on mandatory supervision). If probation is denied, individuals with an 1170(h) eligible offense will be sentenced 7 P a g e

8 to serve their time in county jail or local prison. If sentenced to county jail or local prison, an individual will receive no supervision after their custody term concludes or they may be placed on mandatory supervision (commencing upon release from physical custody) to be supervised by the probation department (also known as a split sentence). 3. Parole Violators. Individuals who violate their state parole will no longer be adjudicated by state authorities but will instead be adjudicated in local courts. The Act required each county to expand the membership and duties of their existing Community Corrections Partnerships (CCP) to develop and recommend to the county Board of Supervisors a county implementation plan for 2011 Public Safety Realignment. The Alameda County Board of Supervisors adopted the initial Implementation Plan (2011), its Year Two Plan (2012), and the Year Three Public Safety Realignment Plan (2013). The Act also established an Executive Committee of the CCP members. In March 2013, the CCP Executive Committee (CCP-EC) expanded the definition of the realigned population to include all persons charged with/convicted of low-level felony offenses, who were previously eligible to be supervised, incarcerated, or adjudicated by the state, who are now supervised, incarcerated or adjudicated by local authorities. On June 25, 2014, the Alameda County Board of Supervisors (BOS) approved the development of a Community Capacity Fund (CFF). The sprit and expressed language of the BOS letter authorizing the establishment of the CCF was that it be designed to: 1. Support the development of a capacity-building program based on evidence-based practices to serve the realignment population. 2. Utilize best practice models and data analysis to inform and evaluate community programs. 3. Provide financial support to build strong community-based programs for realigned individuals. D. APPLICANT QUALIFICATIONS APPLICANT Minimum Qualifications PHASE I: PLANNING GRANTS Applicants may be a formalized organization or an individual. All applicants will be located in Alameda County, will provide services in Alameda County, and shall have been regularly and continuously engaged in the business of providing services or programs to Alameda County s realignment (or similar e.g. re-entry) population for the past 18 months. These services or programs must report in the application that they utilize or otherwise attempt to incorporate evidence-based correctional practice(s) that are widely accepted as strategies to reduce future criminal behavior. Descriptions and examples of what are considered best practices in reentry can be found through the Counsel of State Governments Justice Center in the What Works in Reentry Clearinghouse which can be found at Below is the federal Department of Justice s description of the Fundamental Principles of Evidence-Based Correctional Practice. These guidelines will be used to establish if your intervention, program, or service qualifies as a best practice. 8 P a g e

9 Fundamental Principles of Evidence-Based Correctional Practice: The following principles of Evidence Based Correctional Practices are established by the Office of Justice Programs and provide an outline for best practices in the field. 2 Based upon reliable research findings, there are six fundamental principles of evidencebased correctional practice that are widely accepted as strategies to reduce future criminal behavior. 1. Objectively Assess Criminogenic Risks and Needs: Maintain a comprehensive system to establish risk screening and needs assessment. The actuarial assessment of offenders in a reliable and valid manner is essential for the effective supervision and treatment of people returning from prisons, jails, and juvenile facilities. The levels of supervision and services for individual offenders must be matched to individual risk and need. 2. Enhance Intrinsic Motivation: Staff must be able to relate to offenders in interpersonally sensitive and constructive ways in order to enhance intrinsic motivation in offenders. Research findings suggest that motivational interviewing or other cognitive-behavioral communication techniques can effectively enhance the offender s desire to initiate and maintain behavior changes Target Higher-Risk Offenders: Prioritize primary supervision and treatment resources for offenders who are at higher risk to re-offend. Consistent findings from a wide variety of recidivism studies show that supervision and treatment resources focused on lower-risk offenders produce little if any positive effect on the rates of subsequent criminal behavior 4 and can at times increase the risk level of low-risk offenders. Maximum benefit is gained only when intervention resources are directed to moderate- and high-risk offenders. 4. Address Offenders Greatest Criminogenic Needs: The greatest emphasis must be placed on addressing those needs which are most closely associated with criminal behavior. When the factors that lead the offender to commit crimes are effectively addressed, that person is less likely to commit crime Use Cognitive-Behavioral Interventions: These strategies are focused on changing the offender s thinking patterns in order to change future behavior. The most effective interventions provide opportunities for participants to practice new behavior patterns and skills with feedback from program staff Determine Dosage and Intensity of Services: Higher-risk offenders require significantly more structure and services than lower-risk offenders. High-risk offenders should receive a minimum of 300 hours of cognitivebased interventions, moderate-risk offenders should receive a minimum of 200 hours, and low-risk offenders should receive a minimum of 100 hours of cognitive-based interventions. Additionally, during the initial three to nine-month post-release, 40% 70% of high-risk offenders free time needs to be occupied with delineated routine and appropriate services. 2 Andrews and Bonta, Miller and Rollnick, 2002; Miller and Mount, McGuire, 2001, Elliot, Andrews and Bonta, P a g e

10 E. SPECIFIC REQUIREMENTS PHASE I: PLANNING GRANTS 1. Applicant will send at least 2 organization representatives to a full-day (6-8 hours) orientation/training/self-assessment session. Representatives must be directly involved in intervention efforts or be in leadership positions with decision-making authority (e.g.: executive director, founder or board member). 2. Applicant agrees to develop a Capacity Building Plan, within the three-month planning period, intended to increase its organizational capacity to deliver interventions more effectively to the focused population and to better compete for and manage County contracts. 3. Applicant agrees to work with a CCF TA provider to develop their Capacity Building Plan throughout the 3-month Planning Phase. 4. Applicants agree to participate in the CCF Program Evaluation (to be developed), which will assess both the individual organization and collective impact of this TA effort. The time commitment to participate in this process will be limited in balance with the limited time and scope of the effort. F. DELIVERABLES / REPORTS Awardees of Planning and Implementation Grants will be required to submit a report upon completion of each grant, using an outcomes-based performance format that will be provided by the Probation Department s CCF Evaluation. For the Planning Phase, emphasis will be placed on describing the process employed to achieve the Capacity Building Plan, and a summary of the key elements in that Plan. For the Implementation Phase, emphasis will be placed on progress toward achieving the capacity building objectives stated in the proposal. Both measurable and anecdotal outcomes will be required, including an account of who participated in the effort, and what was achieved and/or produced in that effort. A budget of actual expenditures and any deviation from the original proposal must be included. Participation in the Program Evaluation is required for both Planning and Implementation grantees. This Evaluation, to be designed, will describe efforts and outcomes, and will assess the individual organization and collective impact of the effort at each Phase. The time commitment to participate in the evaluation at each Phase will be designed to achieve balance with the scope of the effort. G. BIDDERS CONFERENCES (Sections G through J pertain to Planning Grants ONLY) Refer to item I. Calendar of Events in this application package for time and location of each Bidders Conference. Updates to this information will be posted on the UPDATES link of the RFA home page: 10 P a g e

11 Bidders Conferences will be held to: a. Provide an opportunity for applicants to ask specific questions about the CCF Grant-making process and request clarification regarding the RFA. b. Provide applicants an opportunity to receive documents, etc. necessary to respond to the RFA. c. Provide the County with an opportunity to receive feedback regarding the RFA. d. Provide the applicants with tutorials on how to apply online. 2. All questions will be addressed and listed in UPDATES, along with a list of attendees in an RFA Addendum following each Bidders Conference. (UPDATES link on CCF web page: Potential applicants are strongly encouraged to attend a Bidders Conference to learn more about the grant program and this RFA process and clarify questions related to the submission of an application. Attendance at a Bidder s Conference is highly recommended but is not mandatory. H. EVALUATION CRITERIA / SELECTION COMMITTEE All applications will be reviewed to determine, on a pass/fail basis, whether they meet ALL of the following criteria: a. Completeness of application package. b. No history of Debarment or Suspension c. Applicant reports that they have been regularly and continuously engaged in the business of providing services or programs to the realignment (or similar e.g. re-entry) population in Alameda County for the past 18 months utilizing or otherwise attempting to incorporate evidence-based correctional practice(s) that are widely accepted as strategies to reduce future criminal behavior. d. Applicant reports that they incorporate or attempt to incorporate best practices in serving the realignment (or similar e.g. reentry) population into their efforts. In the event that more than 75 Applicants meet these requirements (in the two rounds combined), the County Selection Committee will assess the applications using the following, non-scored criteria: 1. With a goal of geographic equity, reviewers will select applicants that support representation throughout Alameda County. 2. After assessing parity in geographic distribution, priority will be given to organizations that originated and are operating in Alameda County to serve Alameda County residents. 3. After assessing geographic distribution, and the place of origination, priority will be given to organizations that operate in Alameda County and serve Alameda County residents. 11 P a g e

12 4. Priority will also be given to those organizations providing the services of employment, education, and case management. I. NOTICE OF RECOMMENDATION TO AWARD At the conclusion of the proposal evaluation process, all applicants will be notified in writing by e- mail, or US Postal Service mail, of the contract award recommendation, if any, by the Probation Department. The document providing this notification is the Notice of Recommendation to Award. The Notice of Recommendation to Award will provide the following information: a. The name of the applicant(s) being recommended for grant award; and b. The names of all other parties that submitted applications. J. AWARD Up to 75 Planning Grants may be awarded to applicants who meet the requirement of having been regularly and continuously engaged in the business of providing services or programs to the realignment (or similar e.g. re-entry) population in Alameda County for the past 18 months utilizing or otherwise attempting to incorporate evidence-based correctional practice(s) that are widely accepted as strategies to reduce future criminal behavior. 12 P a g e

13 III. INSTRUCTIONS TO APPLICANTS A. APPLICATION CONTACT INFORMATION The Alameda County Probation Department is managing the application process for Round 2 Planning Grant solicitations for the Community Capacity Fund on behalf of the Alameda County Probation Department. All contact regarding the RFA during this process must be through the Alameda County Probation Department by to Kareta Williams, Adult Services Specialist Clerk at probationgrantprogram@acgov.org. B. SUBMITTAL OF APPLICATIONS All Round 2 Planning Grant applications must be completed and received by the Alameda County Probation Department by 2:00 p.m. on April 14, 2016 regardless of mode of submission. submission of applications is strongly encouraged. Please Round 2 Planning Grant Applications via to probationgrantprogram@acgov.org or otherwise received by 2:00 p.m. on April 14, If applicant cannot submit via , five hard copies of the packet may be submitted via certified mail or hand delivery to: Alameda County Probation Department Attn: Cynthia Burnett, Probation Grant Programs 1111 Jackson Street, 8 th Floor Oakland, CA Applicants must submit Exhibit A Applicant Response Packet. 2. No facsimile applications will be considered. 3. All costs required for the preparation and submission of an application shall be borne by the applicant. 4. Only one applicant response will be accepted from any one person, partnership, corporation, or other entity. 5. In the subject line of the application , please put Round 2 Planning Grant and the Name of Applicant. 6. Applications must include all required attachments. For a list of attachments, refer to the checklist on Page 15 of this RFA. 7. All questions related to the RFA and application must be submitted in writing to Kareta Williams, Adult Services Specialist Clerk at probationgrantprogram@acgov.org no later than March 14, 2016 by 13 P a g e

14 5:00PM. Answers to these questions and those asked at Bidders Conferences will be posted under the UPDATES link on the CCF page: 8. Any notice or report of technical difficulties with the submission system should be reported to as soon as they are experienced for prompt resolution. However, technical difficulties in ing the documents will not extend the due date and time. 9. All parties submitting applications, either qualified or unqualified, will receive a written notification to recommend award/non-award, which will include the name of the applicant(s) to be recommended for award of this grant. 10. In the submission of an application, the applicant expressly acknowledges awareness that if a false claim is knowingly submitted (as the terms claim and knowingly are defined in the California False Claims Act, Cal. Gov. Code, et seq.), Alameda County will be entitled to civil remedies set forth in the California False Claim Act. It may also be considered fraud and the Contractor may be subject to criminal prosecution. 11. The undersigned applicant must certify that, at the time of application, it is regularly engaged in the general class and type of work called for in the Applicant Documents. 12. It is understood that the County reserves the right to reject any application. C. RESPONSE FORMAT 1. We highly urge application responses be submitted via to the Alameda County Probation Department at probationgrantprogram@acgov.org. If applicant cannot submit by , 5 hard copies of the application may be submitted by certified mail or in-person. 2. Round 2 Planning Grant Applications must be submitted via or otherwise received by 2:00 p.m. on April 14, If submitting by mail or hand delivering, the submission (5 hard copies) must be sent by certified mail to: Alameda County Probation Department Attn: Cynthia Burnett, Probation Grant Programs 1111 Jackson Street, 8 th Floor Oakland, CA Applicant responses are to be straightforward, clear, concise, and specific to the information requested. 5. In order for applications to be considered complete, applicant must provide responses to all information requested. See Exhibit A Applicant Response Packet. 6. Applicant responses, in whole or in part, are NOT to be marked confidential or proprietary. The County may refuse to consider any applicant response or part thereof so marked. Applicant responses 14 P a g e

15 submitted in response to this RFA may be subject to public disclosure. The County shall not be liable in any way for the disclosure of any such records. Please refer to the County s website at: for more information regarding Proprietary and Confidential Information policies. 7. The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFA or from any Exhibits attached hereto, to waive informalities and minor irregularities in responses received, and to provide an opportunity for bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity shall be made solely at the discretion of the County. 15 P a g e

16 EXHIBIT A APPLICANT RESPONSE PACKET Round 2 Planning Grant Application ONLY CCF Grant Application Online Application Submission Process The applicant response packet (Exhibit A) must be submitted by (or by certified mail or hand delivered when submission is not possible) to the Alameda County Probation Department at probationgrantprogram@acgov.org with ROUND 2: Phase 1 Planning Grant and the Name of the Applicant in the subject line and all required documents attached thereto; all information requested must be supplied; any pages of Exhibit A (or items therein) not applicable to the applicant must still be submitted as part of a complete applicant response, with such pages or items clearly marked n/a. Electronic submission is required unless doing so would cause undue hardship. a) If unable to submit online due to hardship, applicant response packet must be sent by certified mail or hand delivered in-person to: Alameda County Probation Department Attn: Cynthia Burnett, Probation Grant Programs 1111 Jackson Street, 8 th Floor Oakland, CA b) Applicants shall not submit to the County a re-typed, word-processed, or otherwise recreated version of Exhibit A applicant response packet or any other county-provided document. c) All notations must be printed in ink or typewritten. d) Applicants that do not comply with the requirements, and/or submit incomplete applicant packages, may forfeit the application review process. Page 1 of 6

17 APPLICATION CHECKLIST and INSTRUCTIONS: APPLICATION REQUIRED DOCUMENTATION AND SUBMITTALS ROUND 2: PHASE I Planning Grants ONLY All of the specific documents listed below are required to be submitted with the Exhibit A Applicant Response Packet in order for an application to be deemed complete. Applicants shall submit all materials in the order listed below. and clearly label each section with the appropriate title (i.e. Table of Contents, Letter of Transmittal, Key Personnel, etc.), and attached them as a single or individual PDF file to their submission through to the Alameda County Probation Department at: probationgrantprogram@acgov.org. Application Cover Sheet: Applicant responses shall include a completed Applicant Cover Sheet (template included/provided). Applicant Participation Agreement: CCF intends to improve the capacity of community organizations to contract with Alameda County to deliver effective programs and services to the realigned population living in Alameda County. Grantee are required to accept and agree to abide by the following provisions: To send at least two representatives to the full-day (6-8 hour) orientation/training. Representatives must be directly involved in intervention efforts or be in leadership positions with decision-making authority (e.g.: executive director, founder, or board member); To develop an organizational Capacity Building Plan within the three-month planning period; To work with the CCF Technical Assistance Provider to create a capacity building plan for their organization or intervention; and To participate in the CCF Program Evaluation (to be developed), which will describe the effort and will assess individual organization and collective impact of this TA effort. Professional References: Applicants must use the templates in this Exhibit A Applicant Response Packet to provide three professional references. References should be able to speak to the applicant organization s character and more specifically the applicant s experience or knowledge of work with the reentry population. Applicants must verify that the contact information for references is current and valid. Applicants are strongly encouraged to notify all references that the County may be contacting them to obtain a reference. The County reserves the right to contact references other than those provided in the Response and to use the information gained from them in the evaluation process. Resumes or Bios: Applicant responses shall include a Resume or Biographical Summary for the two individuals (ideally, Executive Director and a Board Member) who will attend the one-day training. Page 2 of 6

18 APPLICANT COVER SHEET (Cover Page 1 of 2) Legal/Official Name of Applicant: Street Address Line 1: Street Address Line 2: City: State: Zip Code: Webpage: Type of Entity/Organizational Structure (circle one): Corporation Limited Liability Partnership Joint Venture Partnership Limited Liability Corporation Nonprofit 501 (C) 3 Church not incorporated Other: (Please state). Church incorporated Geographic Service Area: Please check all applicable boxes and list corresponding city/neighborhood(s): North County South County East County Federal Tax Identification Number*: *(Individuals: use SSN) Primary Contact Information: Name / Title: Telephone Number: Fax Number: Address: SIGNATURE: Name and Title of Signer: Date Page 3 of 6

19 APPLICANT COVER SHEET (Cover Page 2 of 2) Please provide a brief response to the following questions. If you need additional space, you may include up to 2 additional single-spaced pages using 8 1/2 x11 inch size paper and 12 pitch font. a. Provide a history of the organization or effort including when and how it began. Who are its leaders? b. Describe the services that have been provided by the applicant in the past 18 months. Specify which services have been for the realigned population or similar (e.g.: re-entry population). Estimate the number of people who have received these services. c. Do you utilize or attempt to incorporate best practices in reentry into your services/programs? Describe briefly here. d. Describe any key partners the applicant organization has worked with to provide services to the realigned (or similar) population. e. Describe your current overall, annual operating budget and funding sources. f. Describe any current data collection or feedback on the impact/effectiveness of your interventions targeting the realignment or similar (e.g.: reentry) population to-date. g. Describe what you currently know about your organizational strengths and limits and what you think (prior to formal assessment) are your key capacity building goals and needs. Page 4 of 6

20 CURRENT REFERENCES CCF Planning Grant Application Applicant Name: Company Name: Address: City, State, Zip: Services Provided / Date(s) of Service: Contact Person: Telephone Number: Address: Company Name: Address: City, State, Zip: Services Provided / Date(s) of Service: Contact Person: Telephone Number: Address: Company Name: Address: City, State, Zip: Services Provided / Date(s) of Service: Contact Person: Telephone Number: Address: Optional Company Name: Address: City, State, Zip: Services Provided / Date(s) of Service: Contact Person: Telephone Number: Address: Company Name: Address: City, State, Zip: Services Provided / Date(s) of Service: Contact Person: Telephone Number: Address: Page 5 of 6

21 APPLICANT PARTICIPATION AGREEMENT 1. The undersigned declares that the Applicant Documents, including, the RFA, Addenda, and Exhibits have been read. 2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the specifications, terms and conditions of the Applicant Documents for RFA No. CCF-R2P CCF Planning Grant Application. 3. The undersigned has reviewed the Applicant Documents and fully understands the requirements in this application. 4. The undersigned acknowledges receipt and acceptance of all addenda. 5. The undersigned agrees to the following terms, conditions, certifications, and requirements as applicable that can be found on the County s website: Debarment / Suspension Policy [ General Environmental Requirements [ General Requirements [ Proprietary and Confidential Information [ Organization Name (if applies) Applicant Name Title Signature of Applicant Date Page 6 of 6

22 CCF Round 2: Phase I Planning Grants Q&A from Bidder s Conferences Bidder s Conferences 1: March 21, 2016 at pm Q1. Does everything in this packet also apply to planning round 1, both phases, do they have the same process? A1. Yes the tenants and the requirements of the RFA are the same. The Round 2 RFA is refined in terms of trying to make it easier to read. We had much more information about the implementation phase of the Community Capacity Fund (CCF) in the Round 1 RFA. In the Round 2 RFA we took out a lot of the Implementation grant language because it seemed to be more confusing than helpful with regards to readability. Q2. Do the plans [this RFA] apply to both minors and adults or is it primarily focused on adult realignment? A2. All funds allocated through the CCF are focused on adult realignment efforts. The source of CCF funding is AB109 realignment dollars that are intended for efforts that serve adults ages 18 and older. As such, this RFA is targeting building the capacity of organizations that provide programs/interventions that serve adults. Q3. Can you give me just a little bit more clarity on the references? Are they more like letters of support or literally just this form? A3. It s literally just this form. Regarding providing requested references, we do not need letters of support or MOU s[memorandum of understanding]. We just need you to complete the form located on page 5 of EXHIBIT A APPLICANT RESPONSE PACKET: Round 2 Planning Grant Application ONLY. Q4. So upon you checking these references you will have a verbal conversation with the people and say hey, what do you think about these folks? A4. Yes, if there is any clarification needed by the reviewers regarding the applicant s engagement in work with or service to the target population as defined in this RFA. We have a protocol for those inquiries so that when we follow up with references everyone is asked the same questions and the responses are documented. Q5. Regarding Letter B (Application Cover Sheet Page 4): Describe the services you have provided over the last 18 months. When you say describe, do you want us to just list the services or do you want us to go into detail as far as like a description specifically what those services provide or just say like we do mental health services or to explain it in detail? A5. Between question b and question c on Applicant Cover Sheet located on pages 3-4 of EXHIBIT A APPLICANT RESPONSE PACKET: Round 2 Planning Grant Application ONLY, give us a real sense of what it is that you are doing as an intervention and/or in service to support successful reentry. We are looking to see that you have an intervention that is providing services to this population over the specified period of time, that the intervention serves approximately how many people, that you provided this intervention (service) for at least 18 months Briefly define the intervention so that the reviewers have a clear picture of what it is that you do. This cover sheet is limited to two pages, so we know that the details will be limited. Page 7 of 6

23 Q6. Is there a carve out between probationers and parolees? Can you speak of the whole group or do you have to just deal with probationers? A6. We are looking for people who have been formerly incarcerated. So if they were on parole and now they are in the community, then for the purposes of this application, that is the population you serve, and that is applicable. Q7. Do you happen to know when the Direct Services plan will come out? I forgot what you said in the beginning. A7. The Round 1 RFP for Direct Services Grants (DSG) for Education and Employment was posted on March 4, 2016 and the bidders conferences for this competition were held last week. Applications are due April 14. Please refer to the Alameda County Probation Department website or contact us at probationgrantprogram@acgov.org for more information. Q8. So the Direct Services bids have already happened? A8. No, the RFP for DSG Round 1 for Education and Employment has been released. Applications are due April 14, 2016 unless otherwise extended. There will be three more competitions, one for Case Management, one for Pre-trial Services and one for For Us By Us, that will be issued over the next 60 days. The Round 1 Education and Employment DSG competition closes April 14 at 2pm unless this due date is extended. Information regarding this competition is available on the GSA website. Q9. Can you get a grant here and a grant there, a Direct Services Grant and Capacity grant? A9. Yes. You can apply for both grants. Q10. For the application cover sheet, are we able to copy and paste essential word documents because we will have answers that will longer that will require more than just one page? A10.You can attach up to two more pages. Please reference the question you are responding to if you use an additional two pages. Q11. So like A (See Application Cover Sheet Page 4) continued answer? A11. Since this is a fillable page you can insert answers and allow your responses to flow into a total of three pages i.e. the two additional pages plus the original cover sheet containing the questions. Q12. So basically you want us to focus more on how specifically we are servicing the realignment population? A12. Yes. Q13. Can you represent more than one agency? The reason why I am asking is because I have another agency but I am over the coalition and I want the coalition to go through this application process so I need to make a pick I can t represent both agencies. Page 8 of 6

24 A13. You personally will need to select the organization that you will represent as a participant in the full day Orientation and Training session. You may work with multiple organizations that receive planning grants but you as an individual may only represent one organization as an awarded grantee Q14.You said you will not be looking at any audio visual supporting references even if the service or paying service has to do with multi-media education? A14.Yes. Just tell us about it. We do this in fairness to everybody so that the reviewers are receiving similar the same information from every applicant. Q15.What was the decision to include for profit sectors and individuals, how did that decision come about in giving these grants? A15. Alameda County recognizes that we do have for profit entities serving this population and they are serving them well, and that we have a number of individuals who are well known throughout Alameda County that have been working with this population and not necessarily affiliated with any formal organization. Alameda County would like to look at what these entities are currently doing, allow them to improve on the services that they are providing, and to grow so that people who need these services have access to it. Q16. What will be covered in when we come to the all-day session, what will it be in more detail? What kind of support will we be given? A16. Information concerning this will be provided to awardees once candidates are selected, this information will be provided to awardees. Please refer to page 5. Q17. Just want to follow-up on a question that was asked. I m a manager at one agency and the CEO of another and both agencies want to apply, so when would that response back go out or how would I find that information out, if that s allowed, or how is that supposed to go? A17. If you can me your question, I will respond to your question today. Page 9 of 6

25 CCF Round 2: Phase I Planning Grants Q&A from Bidder s Conferences Bidder s Conferences 2: March 23, 2016 at 2:00-4:00 pm Q18.Do you have to already have a county contract to apply for this service? A18. No you do not need to have a county contract to apply for funding under this RFP. Q19. How many contracts are you envisioning going into phase two after phase one. Is it the same entire group will move forward and apply for phase two? A19. Upon completion of the three month Planning Grant period Probation will release the Implementation RFP. It is our expectation is that every entity that participated in the planning phase will seek to participate in the Implementation phase and will therefore apply for an implementation grant. The number of Implementation grants that will be made (funded) will be determined in part by the amount of funds available, the number of applications received, and amount requested by successful applicants. Q20. I look at those 7 questions really insistently and for the last five or six years we have all those things. Can we without applying for the Community Capacity Building apply for the implementation phase or do we have to have this one first? A20. You may only apply for Implementation funding if you have successfully completed a Planning grant phase. You must complete PHASE I Planning first. Participation in the Community Capacity Fund (CCF) requires participates to complete PHASE I and then PHASE II in this order -- first the planning grant and then the Implementation grant. Q21. As far as the implementation portion of this, are they looking for support for residential treatment or outpatient or what is that looking like? A21. This is not a service grant. We are not trying to purchase services through the CCF grant program. The CCF offers capacity building for your organization to work with Technical Assistance providers to assess your organization s infrastructure needs (PHASE I Planning grants) and to begin to address those needs (PHASE II Implementation grants). CCF does not provide service grants. Q22. The level of funding you said is $5000 only for the capacity building or is it the maximum of what you can receive? A22. Yes, $5000 is the maximum Planning grant award that you can receive under PHASE I Planning Grants. Q23. Where can we go to for more of the specific details on the program requirements? Will there be a forum online somewhere? Page 10 of 6

26 A23. All the information you need should be in the RFA packet. In the RFA we discuss the seven areas that will be the focus of your capacity building plan, the fact that you will work with a TA provider, and the orientation that you will attend. The details should be encompassed in this document. Q24. So once we get selected you will identify the TA provider? A24. We have already hired and contracted with two TA providers. Specific to this Round 2 Planning Grant RFA, you will get to decide which one of the two you want to work with if you are awarded a Round 2 Planning grant. Q25. Are you looking at larger organizations or all sizes? A25. We are looking at applications from organizations of all sizes. We have also made this competition open to individuals, as long as those individuals are known to the community and have been doing this work in Alameda County for 18 months, and meet all other requirements in the RFA. Q 26.So how does that work if you are a one-man show, [are you required to send two representatives to participate in the Orientation and Training day]? A26. If you are an individual providing services and have no formal organization formed such that there is no Board of Directors, you are not expected to bring a board member. However, if you are a business that is very small, with maybe two or three individuals, you haven t formally organized but you have been doing this work together as a unit then you are expected to have representation of two people in attendance at the full day Orientation and Training session. This expectation assumes that if you are a single person holding all the work then there is probably some team or other individuals helping you to provide the service. We want to ensure that the decision-making regarding the development of your capacity building plan is reflective of input from people who make a significant contribution to the delivery of the service(s). Q27.The dates of the training that were mentioned are they six to eight hour training sessions? A27. The Orientation and Training sessions are eight hour sessions. The April 18 and April 21 sessions are only for Round 1 Planning grantees. Dates for the Round two Orientation and Training sessions will be scheduled following the award of Round 2 grants. Q28. When you move to the implementation piece, for some of us who haven t been directly involved in a primary way with this re-entry population, will there be, or are you anticipating learning circles for the grantees, in terms of, the person sitting next to me who says that she is a housing developer and given the challenges with housing and then particularly with this population, how will we go about that? A28. The TA providers will offer networking opportunities as part of their one day Orientation and Training day. Additionally, throughout the 3-month planning phase participants will have an opportunity to share information and knowledge. Again there is no focus on networking to expand the delivery of direct services through CCF grant funding. Page 11 of 6