PROPOSALS DUE: NOVEMBER 8, 12:00 PM

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1 REQUEST FOR SERVICE PROPOSALS PUBLIC SERVICE ACTIVITIES COMMUNITY SERVICES DEPARTMENT CITY OF SAGINAW 1315 S. WASHINGTON AVENUE, Room 208 SAGINAW, MICHIGAN (989) PROPOSALS DUE: NOVEMBER 8, 12:00 PM SUBMITTALS MUST BE RECEIVED IN THE INSPECTIONS OFFICE PRIOR TO 12:00 P.M. ON THE BID OPENING DATE. LATE PROPOSALS WILL NOT BE ACCEPTED. The bidder hereby offers to furnish the goods and/or services described and for the prices named, as follows: THE CITY OF SAGINAW IS SOLICITING PROPOSALS FOR COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)-PUBLIC SERVICE ACTIVITIES WITH SPECIFICATIONS AS FOLLOWS: THE CITY OF SAGINAW WILL HAVE APPROXIMATELY $375,000 TO ALLOCATE TO PUBLIC SERVICE PROJECTS. THE CITY OF SAGINAW IS SEEKING QUALIFIED AGENCIES TO SUBMIT SERVICE PROPOSALS FOR PUBLIC SERVICE ACTIVITIES. THESE PROGRAMS/PROJECTS MAY INCLUDE, BUT ARE NOT LIMITED TO SENIOR ACTIVITIES SUCH AS CHORE CARE SERVICES, YOUTH ACTIVITIES, AND CRIME PREVENTION ACTIVITIES. PROGRAMS/PROJECTS THAT PROVIDE SERVICES OR AID TO THE COMMUNITY THAT ARE NOT CURRENTLY BEING FUNDED ARE ENCOURAGED TO SUBMIT PROPOSALS. NOTE: WE DO NOT ACCEPT PROPOSALS VIA FAX OR . A HARD COPY OF THIS DOCUMENT IS AVAILABLE ON THE CITY OF SAGINAW WEB SITE, CLICK ON QUICK LINKS, THEN DEPARTMENTS, COMMUNITY AND ECONOMIC DEVELOPMENT AND COMMUNITY DEVELOPMENT BLOCK GRANT. ALSO: IT IS VERY IMPORTANT THAT YOU PROVIDE AN ADDRESS AS THIS IS HOW YOU WILL BE NOTIFIED OF FUTURE DEVELOPMENTS REGARDING THIS PROPOSAL. Page 1 of 9

2 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PUBLIC SERVICES Purpose of Request for Proposals (RFP) The City of Saginaw annually receives Community Development Block Grant (CDBG) funds from the U.S. Department of Housing and Urban Development (HUD). The City maximizes the benefits of these funds by partnering with local non-profit organizations to conduct eligible Public Service activities. This Request for Proposals (RFP) contains information on CDBG, eligible activities, and directions for submitting a proposal for CDBG Public Service Grants. The City is seeking to maximize the impact of these funds through the use of the RFP process. The City will be looking to fund innovative programs that reach out to targeted populations within the City. Agencies with new programs and/or different targeted population bases are encouraged to submit proposals. CDBG National Objectives The primary objective of the CDBG program is the development of viable urban communities by providing decent housing and suitable living environments and through expanding economic opportunities, principally, for person of low-and moderate-income. Proposals for CDBG Public Service funding must meet one of the following HUD national objectives. A proposal that fails to meet one of these objectives is ineligible. 1. Direct benefit to low-and moderate-income persons: The program must benefit at least 51% low- and moderate-income persons. Public service activities will qualify under this category in most circumstances. 2. Aid in the prevention or elimination of slum and blight. These activities are eligible under economic development activities and require a CDBG application. 3. Meet an urgent need: the activity provides a remedy to a serious and immediate health or welfare problem, such as a natural disaster; and there no other funds available; and the problem is of a recent origin. (Note: This category is used only in extremely rare circumstances.) Available Funds The City of Saginaw anticipates receiving a CDBG allocation from HUD and program income totaling approximately $2,500,000. The City of Saginaw is allowed by regulation to use no more than 15 percent of this total allocation for public services. The total estimated amount for public services is $375,000. Notices The City of Saginaw reserves the right to reject all proposals. Contract awards based on submitted proposals shall further be subject to receipt by the City of Saginaw of sufficient CDBG funds from HUD. Should the availability of CDBG funds for this RFP be reduced, the City can modify and reduce or eliminate the subrecipient s award. In the event of such action, the recipient will be notified in advance of such action. If the applicant makes a false statement or misrepresentation in this Proposal to obtain federal funds and funds are awarded, the funds and the contract will be in default and the City may declare all or any part of the funds paid out immediately due and payable to the City, and the contract voided. Page 2 of 9

3 Funding Timeline Organizations applying for Public Service funds through the City of Saginaw must complete the following proposal and include all applicable documentation. Read the proposal carefully. Incomplete applications will not be considered for funding. CDBG PUBLIC SERVICE PROPOSAL Each proposal must include the following information: 1. Legal Name of the Sponsoring Organization: Address: Contact Person: Phone Number: Fax Number: Address: DUNS Number: Federal I.D. Tax Number 2. Identify the funding category for which you are seeking funds. Senior Activities After School Youth Activities Crime Prevention Other NOTE: Separate proposals and budgets are required for each activity for which you are applying. Combined proposals will not be accepted and will be declared ineligible. 3. Briefly Describe Your Project (limit of 500 words). 4. Describe the target population to be served, including special needs populations, if applicable. 5. Are there other agencies or organizations providing this or similar activities and services in your project area? If yes, how will this program be different? 6. Will the program collaborate with other similar programs in this or other neighborhoods in the city? Why or why not? 7. How will your agency inform the target population of your program? 8. Include a program budget for fiscal year beginning in July 2016, including all personnel costs and sources of funding. Identify the CDBG portion, and the non- CDBG portion and the source for the non-cdbg portion. 9. Organization s 501(c)(3) documents. 10. List of Board of Directors and organizational chart. 11. Respond to the CDBG Program FY Questionnaire (attached). 12. Complete the Performance Outcome Measures (attached). Page 3 of 9

4 REQUIRED DOCUMENTS FOR SUBMISSION: 1. Project Request Summary. 2. Program Budget 3. Organization s 501(c)(3) Documents 4. List of Board of Directors and organizational chart 5. Program Questionnaire. 6. Performance Outcome Measures Form. Please be advised, failure to complete any section or part of the application or provide required documentation will result in your organization being ineligible for funding opportunities. If you have any questions concerning the application process you can contact Leticia Trevino at (989) or by at DEADLINE FOR APPLICATION SUBMISSION: All proposals for the CDBG Public Services Grant MUST BE RECEIVED in the Inspections Division, Room 208, 1315 S. Washington Avenue, Saginaw, Michigan on or before 12:00 p.m., November 8, WARNING: Proposals received after specified deadline will not be accepted for the CDBG program year NO EXCEPTIONS. Page 4 of 9

5 CDBG FY PUBLIC SERVICE QUESTIONNAIRE 1. Describe in detail your organizational goals or measures that specifically relate to this project that you are requesting funding? 2. Is your organization faith based? 3. Is the sponsoring organization current on all outstanding taxes? 4. Has this organization ever received funding from the CDBG program? If so, when? What activity was funded? How long did you receive funding? Is this project or program operational without CDBG program assistance? 5. Who is responsible for maintaining your financial records? Describe your organization s fiscal management system? (i.e. disbursement/payment procedures, financial reporting, record keeping, accounting procedures, and audit requirements). Where are the financial records kept? 6. Does your organization receive an audit or review of financial records on an annual basis? 7. Who will be responsible for oversight of this project, if funded? (List their name, job title and their experience/qualifications) keep in mind this individual will be responsible for compliance with federal and/or multiple funding sources, monitoring, and report monthly on the progress of the program? Do they have prior work experience with federal regulations? If so, explain. Also what additional staffing will you maintain to work in the program? 8. Submit a copy of your organization s bylaws with your application. 9. Performance Measures; Please explain how a participant in your project will benefit? How many participants do you estimate to complete your program or services? Give the criteria that will be used to measure the outcomes of your project? 10. Submit a copy of the most recent annual report submitted by your organization to the State of Michigan DLEG Corporation Bureau. 11. Submit a copy of your organization s General Business License issued by the City of Saginaw Clerk s Office. 12. List the program locations for your organization, all of your organizations business locations that will utilize funding. Page 5 of 9

6 CDBG PROGRAM FY PERFORMANCE OUTCOME MEASURES As of 2006, the U.S. Department of Housing and Urban Development (HUD) has instituted required performance measures to gather information and determine the effectiveness of programs funded with CDBG, ESG, HOME and HOPWA. Information obtained at the local level will be reported to HUD, which will enable HUD to describe performance results at the National Level. HUD s outcome performance measurement system has three objectives and three outcomes, which are listed below. 1. Select ONE of the following that best fits your project objective (mark with an X ): Suitable Living Environment: This objective relates to activities that are designed to benefit communities, families, or individuals by addressing issues in their living environment (such as poor quality infrastructure) or social issues, such as crime prevention, child care, literacy, or elderly health services. It includes improving the safety and livability of neighborhoods, increasing access to quality facilities and services, and revitalizing deteriorating residential neighborhoods. Decent Housing: This objective focuses on housing programs possible under CDBG where the purpose of the program is to meet individual, family, or community needs and it does not include programs where housing is an element of a larger effort, since such programs would be more appropriately reported under the Suitable Living Environmental objective. Creating/Expanding Economic Opportunity: This objective applies to the types of activities related to economic development, commercial revitalization or job creation. 2. Select ONE of the following that best describes the outcome your project will achieve (mark with an X ): New or Improved Availability/Accessibility: This objective relates to activities that are designed to benefit communities, families, or individuals by addressing issues in their living environment ( such as poor quality infrastructure) or social issues, such as crime prevention, child care, literacy, or elderly health services. It includes improving the safety and livability of neighborhoods, increasing access to quality facilities and services, and revitalizing deteriorating residential neighborhoods. Affordability: This outcome applies to activities that provide affordability in a variety of ways in the lives of low/moderate income persons. It can include the creation or maintenance of affordable housing or basic infrastructure hook-ups, or services such as transportation or day care. Sustainability: This outcome applies to projects where the activity or activities are aimed at improving communities or neighborhoods, helping to make them livable or viable by providing benefit to low/moderate income persons. Page 6 of 9

7 EVALUATION CRITERIA AND SELECTION PROCESS The criteria used in this evaluation process are drawn from the description of project requirements outlined in this document. Each proposal will be evaluated based on the following criteria and on its own merits for content, responsiveness, conciseness, clarity, relevance and strict adherence to the instructions in this RFP. Incomplete proposals will not be considered. Please note that there will be NO opportunity to submit missing documentation. All incomplete proposals will be deemed ineligible. EVALUATION CRITERIA A total of 100 points can be awarded to a proposal. Proposals are reviewed by staff and presented to the Human Planning Commission. Complete Proposal (0 points) This is a review of the proposal for completeness. No points are awarded for this item, incomplete proposals are declared ineligible and the proposal will not be provided to the Human Planning Commission (HPC). Project Goals (20 points) This criterion will assess how clear and concise the project is described. This will also determine eligibility of the project, per HUD guidelines. If the goals are clearly identified all 10 points will be awarded. Failure to clearly identify goals will result in 0 points and the project being declared ineligible and the proposal will not be provided to the HPC. Client Population This item will evaluate the target population and its related components. Also being evaluated will be the low- and moderate-income verification process, if required. Projects in Public Service must benefit at least 51% low- to moderate-income persons. If the proposal fails to show that 51% is not being met the project will be deemed ineligible and will not be provided to the HPC. Projects that show 51-70% benefit to low- and moderate-income persons will receive 5 points. Projects that benefit 71%+ low- and moderate income persons will receive the maximum 10 points. Unmet Needs and Program Development (15 points) This measure will evaluate the proposal and assess other programs to determine if an unmet need is addressed, or if this is a duplication of services. This will also evaluate the program development of the proposal. Unmet needs that are identified and justified by staff will receive 5 points. Proposals that clearly define the scope of work will be given 5 points. Collaboration with Other Agencies This standard will assess the proposal to determine if any collaboration efforts with existing programs are identified or can be made. Proof of a contract with another agency for this proposal will earn all 10 points. Page 7 of 9

8 Outreach This item will consider the various methods used to notify potential clients of the Program. Proposals that do not identify any form of outreach (only word of mouth) will receive 0 points. Proposals that identify 1-2 forms of outreach will receive 5 points. Proposals that identify 3+ forms of outreach will receive the full 10 points. Budget This criterion will assess the proposed budget to determine if all items are included, the clarity in which they are presented and the sustainability of the project. Matching Funds This criterion will evaluate the other sources of funds that have been identified as matching funds. Proposals that identify no matching funds will receive 0 points. Proposals that identify up to 50% of the total project costs will receive 5 points. Proposals that identify more than 50% of the total project costs will receive 10 points. Agency Capacity/Staff Experience This measurement will evaluate the administrative capacity of the organization and the staff experience to operate the project. Proposals with proven agency capacity or staff experience will be awarded 5 points. Proposals that identify both will be awarded 10 points. Accomplishments (5 points) This criterion will assess the accomplishments of the program in the previous two years, if applicable. If this is a new program, it will be evaluated on its readiness to begin. Proposals for existing programs that have shown recent success will receive 5 points, as will new proposals that can show they will be ready to begin on July 1. Projects with recent poor performance will receive 0 points. Human Planning Commission Interview (Mandatory) The Human Planning Commission conducts oral interviews with all agencies to discuss the proposals. The oral interview is mandatory and failure to appear for the interview will result in immediate disqualification from the process. Page 8 of 9

9 SELECTION PROCESS The review process for proposals requesting CDBG Public Service funds consists of reviews by City staff and the Human Planning Commission, interviews by the Human Planning Commission, a public hearing, 30 day comment period, City Council review and approval, and HUD review and approval. 1. Staff review verifies that the proposal is complete and contains all required information. Staff also verifies that the proposal is an eligible CDBG activity as determined by HUD guidelines. If a proposal is determined to be either incomplete or ineligible, the applicant will be notified and the proposal will be withdrawn from consideration. Staff will provide a preliminary score of the application, based on the information provided in the application. 2. The Human Planning Commission reviews the proposals and staff scores. The Human Planning Commission will conduct interviews of all petitioners. Additional points can be awarded by the Human Planning Commission, based on the oral interviews. The Human Planning Commission presents their recommendations to the City Council. 3. The City Council hosts a public hearing for input on the Human Planning Commission recommendations. The City Council reviews the proposals and recommendation by the Human Planning Commission. The City Council then approves the proposals for input into the Annual Action Plan. 4. An Annual Action Plan is completed based on the approvals by City Council. The Annual Action Plan is available for review and comments for a 30-day comment period. The City Council approves the Annual Action Plan, which is then submitted to HUD. Final approval of the Annual Action Plan is granted by HUD, and the funds are released for projects. Page 9 of 9

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