Request for Proposals Reentry Employment: Community-Based Agency and Business Partnership May 2013 June 2014 Funding Cycle Oakland Unite is funded by Measure Y I S S UE DATE : DECEMBE R 2 0, 2 0 1 2 FU LL P ROPOS ALS DUE: FE BRU ARY 4, 2013 BI DDE R S CONFE RENCE: J ANU ARY 7, 2013 S UBM I T FU LL P ROPOS AL TO: City of Oakland Department of Human Services 150 Frank H. Ogawa Plaza, Suite 4340 Oakland, CA 94612 www.oaklandunite.org
Table of Contents OVERVIEW... 3 Funding Opportunity 3 ELIGIBILITY INFORMATION... 4 Who Can Apply 4 Guiding Principles for RFP Allocation 5 EMPLOYMENT STRATEGY... 5 Required Program Components 6 REVIEW PROCESS AND CRITERIA..8 SUBMISSION DEADLINES... 9 Appeals 9 Deadlines 10 Grant Requirements 10 Post Award Requirements 11 Questions and Technical Assistance 11 LETTER OF INTENT INSTRUCTIONS... 12 PROPOSAL INSTRUCTIONS... 12 PROPOSAL NARRATIVE 12 Agency History and Capacity (1-2 pages, double spaced) 12 Key Staffing (1 page, double spaced) 13 Program Design (5-6 pages, double spaced) 14 Performance Outcomes and Data Collection (1 page, double spaced) 14 Service Activities (1-2 pages, double spaced) 15 Partnerships (2-3 pages, double spaced) 15 Leveraging and Fiscal Responsibility (1/2 1 page, double spaced) 16 Budget Form 16 PROPOSAL PACKAGE CHECKLIST.....20 Attachment 1- Agency Budget 20 Attachment 2 Financial Audit Cover Letter and or Management Letter Attach 20 Attachment 3-Roster of Board of Directors 20 Attachment 4-Resumes or Job Descriptions 20 Attachment 5 -Organizational Chart 21 Attachment 6- Scope of Work 21 Attachment 7- MOUs/LOAs 21 Attachments 8 and 9 - Required Schedules 21 Attachment 10 - City of Oakland Business Tax Certificate 21 Attachment 11 - IRS Letter of Non-profit Status 21 2
OVERVIEW On November 2, 2004, Oakland voters demonstrated their commitment to the safety and the wellbeing of all City residents, especially youth and young adults, by passing Measure Y, the Violence Prevention and Public Safety Act of 2004. Voters approved a new parcel tax and a surcharge on parking in commercial lots in order to fund community police officers, violence prevention programs, and increased fire and paramedic services. Effective job training programs for individuals reentering our community after incarceration are currently underway in the city of Oakland through the Oakland Unite (Measure Y) initiative. Oakland Unite s reentry component focuses interventions on a specific group of people. Measure Y targets young adults under age 35 most at risk of committing or becoming victims of violence. Research on Oakland demonstrates young people under 35 are more likely to be involved in violence. Interventions with young people under 35 who are on probation or parole are thus most likely to have a measurable impact on reducing community crime and improving quality of life. The Oakland City Council has allocated $150,000 to the Department of Human Services (DHS) to fund a pilot reentry job placement program for Oakland s recently incarcerated individuals. These funds are dedicated to the creation of a Community-Based Agency/Employer Partnership. This pilot program will provide the formerly incarcerated with private sector employment, and with sufficient supports in place to ensure successful job performance and longer term job retention. Funding Opportunity Nationwide, 95% of state prisoners will be released back to their communities at some point. 1 Without assistance to make a successful transition, the majority of released prisoners return to criminal activity. These returning prisoners face a myriad of challenges that contribute to their return to criminal activity, leading to re-arrest and re-incarceration. Employment is at the very core of rehabilitation for most people in that it provides financial security, personal identity, and an opportunity to make a meaningful contribution to the community. The City of Oakland and community-based organizations have long recognized the importance of employment training and job placement for formerly incarcerated individuals as a central component of violence prevention. Legitimate employment can help reduce the economic incentive to commit crimes, and also may connect the formerly incarcerated to more positive social networks and daily routines. Joblessness among ex-prisoners has been broadly linked to recidivism rates. Statistics indicate that even before incarceration, many adult prisoners have had little to no participation in the workforce. Employment rates and earnings history of people in prisons and jails are often low before incarceration as a result of limited education experiences, low skill levels, and the prevalence of physical and mental health problems; incarceration only exacerbates these challenges. 2 Post-incarceration, employment rates only get worse unemployment among ex- 1 Hughes, T. & D.J. Wilson. Reentry Trends in the United States. Washington, D.C.: U.S. Department of Justice, Bureau of Justice Assistance, 2002. bjs.ojp.usdoj.gov/content/pub/pdf/reentry.pdf 2 Uggen, C. & J. Staff, "Work as a Turning Point for Criminal Offenders," in J.L. Krienert& M.S. Fleisher (eds.), Crime & Employment: Critical Issues in Crime Reduction for Corrections. Walnut Creek, CA: AltaMira Press, 2004. 3
offenders has been estimated at between 25 and 40 percent. Prisoners also demonstrate low levels of educational attainment. In order to successfully reintegrate into the community, it is essential that ex-offenders possess the skills and support necessary to enter and compete for jobs in the labor market. Non-profit organizations are uniquely positioned to provide the services needed to assist with the reintegration of these ex-offenders into their communities because they can provide the resources and infrastructure that are necessary to intervene in the lives of ex-offenders and interrupt cycles of crime and incarceration. The City of Oakland understands it is incredibly important to invest in strategies that give the formerly incarcerated opportunities to get stable jobs and get out of the cycle of the criminal justice system. Persons on parole or probation come with varied employment skills. To address this reality Oakland Unite currently funds several employment strategies in FY 12-15: Transitional Employment, Crew-Based Employment, and Intensive Reentry Employment. Oakland Unite is seeking to expand the current employment and training strategies designed for the formerly incarcerated. Oakland Unite is committed to increasing the capacity of nonprofits to work with businesses and the number of local businesses that hire the formerly incarcerated. The purpose of this funding opportunity is to provide the formerly incarcerated with employment with sufficient supports in place to ensure successful job performance and longerterm job retention. Funding may be used for a variety of activities necessary to meet the goal of retention including case management, training, wage subsidies, incentives, etc. Employment provided may be in the private or public sector. Through this RFP Oakland Unite is seeking to connect employers who are willing and able to employ the formerly incarcerated with community-based agencies that provide direct services to this population. For the applicant that is funded, the initial contract will be for fourteen (14) months. The City of Oakland reserves the right to renew or extend the contract for one (1) additional year without conducting another competitive RFP process. To allocate these funds DHS is seeking applicants who have a proven track record of success training, placing, and employing formerly incarcerated individuals. Applicants should also have the capacity to work with individuals in the highest risk categories ELIGIBILITY INFORMATION Who Can Apply Nonprofit organizations and public agencies (including state, county, and local agencies) are eligible for Measure Y Violence Prevention Funds. For the purposes of this application, nonprofit community based organizations can be private or public nonprofit organizations, incorporated in the State of California, and designated as tax-exempt and registered with the California Franchise Tax Board. Applicant must have a partnership with one or more employers (private sector, government, school, hospital, etc.) who are willing to hire the target population over the next two and a half years and work with the applying community-based agency in providing client supports. 4
The text of the Measure Y legislation states that funds are for adding capacity to communitybased nonprofit programs with a demonstrated past success. Measure Y is designed to support existing programs and agencies with a successful track record of serving Measure Y target populations and/or providing the types of violence prevention and intervention service strategies approved by City Council. Oakland Unite is not designed to provide start-up funding for new agencies. However, partnerships between established agencies and new, promising agencies are encouraged. Guiding Principles for RFP Allocation Applicants should be able to demonstrate how they: Focus on the highest risk individuals most likely to be victims or perpetrators of violence (at-risk young adults ages 18-35 on Probation or Parole). Support intensive interventions for these highest risk individuals. Understanding that high-risk individuals often have high needs (including basic needs such as housing, food, education), intensive and comprehensive interventions are often called for. Services must be individualized, by matching needs with appropriate interventions. Prioritize resources for neighborhoods where violence is most prevalent. The RFP prioritizes services to the police beats with the highest stressors, which historically and currently have had the highest incidence of shootings and homicides. See http://oaklandunite.org/about/research-and-reports/ for the stressor map. Emphasize coordination among public and community service systems. Measure Y funded agencies must work in coordination with multiple systems that impact the lives of the young adults they serve. The RFP requires coordination and communication with public systems such as Alameda County Probation and California Department of Corrections and Rehabilitation. Align with other funding sources to complement and build upon other approaches that are already in place. This maximizes impact and reduces the burden on nonprofits receiving money from different funding sources. Utilize a data-driven analysis and outcome-based evaluation. DHS staff regularly analyzes crime data, as well as grantee performance data, to help guide program development, to ensure a focus on highest risk individuals and to monitor program outcomes. Use evidence-based programs and/or best practices. Measure Y funding is allocated toward specific best practice strategies that intervene with target populations most at risk for being perpetrators or victims of violence. Applications must demonstrate evidence-based practices. EMPLOYMENT STRATEGY Oakland Unite is committed to funding through this RFP an Employer/Community-Based Agency partnership. The successful applicant will provide the formerly incarcerated with private sector employment, with sufficient supports in place to ensure successful job performance and longer term job retention. Applicants under this strategy: 5
Must be partnered with an employer(s) committed to providing hiring opportunities for the target population and to working with the applying community-based agency in providing client supports. Partner(s) may be government, school, hospital, or private sector employer. Should clearly describe the roles of each partner, the referral mechanism, and how client information will be appropriately shared across partners. MOU s reflecting the collaboration and commitments for each partner must also include timelines and goal(s). Must describe the evidence-based or promising practices integrated into the service delivery for this program. Funding can be used for a variety of activities necessary to meet the goal of job placement and job retention including case management, wage subsidies, training, incentives, etc. Required Program Components Grantee must provide comprehensive and coordinated services to the formerly incarcerated ages 18 to 35 who are residents of Oakland in each of the three areas described below. 1. Business Partnerships to Support Participant Success This grant will rely heavily on non-profit organizations to bring established relationships with employers and to facilitate employment opportunities for program participants. Applications must include Memorandum of Understanding(s) or Letter of Agreement(s) with local businesses or public agencies willing to interview and consider hiring program participants. In addition to the MOUs/LOAs described above, applicants should also describe how the nonprofit will partner with the employer(s) to addresses their business needs. Among the items to describe: Your organization s business engagement model. Any staff business expertise with private sector (hiring, management, etc.). Strategies for bundling incentives so that employers see them as business opportunities. Any experience (and results) with the direct subsidized employment model. Applications that include direct wage subsidies will be given preference. This employer side incentive helps level the playing field for formerly incarcerated people by providing a way for them to get a foot in the door and prove their value to businesses. The experience also paves the way for hard to employ individuals to obtain full-time, unsubsidized employment. Your organizations experience with paid internships. Retention support for employers. How employer satisfaction will be measured. Partnerships with Chambers of Commerce and/or Neighborhood Business Councils. 6
The successful applicant will have a broad-based, sustainable employer engagement strategy including, for example, providing pre-screened/trained employees, tax credit incentives, employer contacts, etc. 2. Placement and Retention Support (Pre- and Post- Employment) The successful applicant will have placement and retention focused case management and wraparound support services, ensuring that participants are immersed in what it will take to get and hold a job from the beginning. Case managers will focus on: Individualized service plans based upon a comprehensive assessment. Service plans updated that focus on retention and include access to mentoring support, both pre- and post. Job placement Working with both employers and participants to effectively prepare and match participants with jobs. Follow-up services for clients and employers that assist in addressing work-related problems that arise. Career development and further education. Performance tracking of participant outcomes. Required service activities include: Assessment activities (risk assessment, work-readiness, education, and retention strength and challenges assessments) Development of employment plans Soft skills training Education and vocational training Mentoring Case Management Job placement assistance Job retention and advancement support Incentives to participants Grantees should also have relationships with drug and alcohol treatment centers, mental health agencies and community housing programs. 7
3. Mentoring to Support Job Retention While work may be an essential ingredient in a successful return to the community, for most parolees it will not be sufficient in itself. Mentoring is a key element of reentry/employment support. Dependable, supportive relationships are likely to be very critical to the success of program participants. Previous research and programming have shown mentoring to be a promising practice in reducing recidivism and supporting returning offenders. 3 Applicants must demonstrate the ability to provide post-employment mentoring. For the purposes of this grant, mentoring is defined as a relationship, over a prolonged period of time, where a volunteer mentor assists the formerly incarcerated in successfully maintaining a job by providing consistent support as needed. That support will include guidance and encouragement that helps participants in developing positive social relationships and achieve program outcomes, i.e. job retention, family reunification and reduced recidivism. Program participants will be matched with a mentor who will be primarily responsible for offering support and guidance to the program participant in the community and the workplace. Applicants should also describe how they recruit, screen, train, and match their mentors. In particular, the successful applicant will explain how they help mentors avoid co-dependency issues and maintain appropriate boundaries. Also: How will your organization retain mentors? How much contact (type and frequency) with mentees? REVIEW PROCESS AND CRITERIA A successful proposal will include the following critical elements: 1. Strong service track record. For agencies who have received Measure Y funding previously, their past performance will be included in the review process. 2. Proven success in recruiting, training, and retaining qualified staff and/or volunteers who reflect the community served and are committed to reducing violence in the City of Oakland 3. Incorporation of required elements, including best practices, into program design. 4. Clear, specific outcomes linked to violence prevention and consistent with the Guiding Principles for RFP Allocation(see page 5 in this document) 5. Service activities that clearly lead to identified violence prevention outcomes. 6. Geographic location- services provided in high-stressor beats (see http://oaklandunite.org/about/research-and-reports/ for stressor map) 7. Experience and capacity to provide linguistically and culturally appropriate services. 8. Leveraged resources A 20% funding match is required. The required 20% match will be verified by DHS staff during the program year. Requests for funding should not exceed 80% of the proposed program s total cost. The Department of Human Services will work with outside experts, including public partners, where appropriate, to conduct a thorough review of all proposals submitted. Outside panelists will be selected for their expertise in reentry employment and violence prevention. 3 Bauldry, Shawn, Djakovic, DanijelaKorom, McClanahan, Wendy S., McMaken, Jennifer, and Kotloff, Laurie. (2009). Mentoring Formerly Incarcerated Adults: Insights from the Ready4Work Reentry Initiative. Public/Private Ventures, Philadelphia, PA. 8
Panelists will conduct a thorough review of each proposal using a consistent Proposal Scoring Rubric (a sample scoring rubric will be posted on www.oaklandunite.org). City staff will also review recommendations to ensure services are provided to high stressor beats throughout the City. Funding recommendations will then be forwarded to City Council for review and approval. City Council makes all final funding decisions. SUBMISSION DEADLINES Organizations interested in submitting a proposal to Oakland Unite should submit a Letter of Intent (LOI) by January 14, 2013 at 5:00 p.m. This will assist us in planning the review process. See Appendix A for LOI form. Submit an LOI for each expected proposal to dsimmons@oaklandnet.com Six (6) hard copies of proposals must be submitted by February 4, 2013 at 5:00 p.m. Late proposals will not be accepted. Submit to: Department of Human Services 150 Frank Ogawa Plaza, 4 th Floor Oakland, CA 94612-2092 Estimated preliminary notification of the funded proposals will be during the week of February 25, 2013. Applicants will be notified via email. The City anticipates the contract will be finalized (with City Council approval) in April 2013, with services beginning May 1, 2013. Services for the first grant agreement will continue until June 30, 2014. Proposals should reflect the costs and measurable outcomes for a 14 month period (two month planning period included). Upon mutual agreement, the City and the service provider may renew the contract for one (1) additional 12-month period, subject to satisfactory performance, availability of City funds, and City Council approval. Appeals Only the following matter may be appealed: The Department of Human Service s failure to follow any procedure, requirement, or evaluation criterion in this request for proposals. All appeals shall be written, and must specify in detail the grounds of the appeal, the facts and evidence in support thereof and the remedy sought. Written appeals shall be hand delivered to the Director of the Department conducting the protested funding process by March 1, 2013 by 5:00 pm. The Interim Director of the Department will review each appeal and deliver a decision in writing. Ms. Sara Bedford, Interim Director City of Oakland, Department of Human Services 150 Frank H. Ogawa Plaza, 4 th Floor Oakland, CA 94612-2092 9
Deadlines Issue Date: December 20, 2012 Bidders Conference: January 7, 2013 1:00-3:00 P.M. 150 Frank Ogawa Plaza Oakland, CA 94612 2 nd floor, Classroom #4 LETTER OF INTENT DUE: January 14, 2013 before 5:00 P.M. Email to: dsimmons@oaklandnet.com PROPOSALS DUE: February 4, 2013 before 5:00 P.M. No late proposals will be accepted. Six (6) hard copies must be delivered to: Oakland Unite 150 Frank Ogawa Plaza, 4 th Floor Oakland, California 94612-2092 Notification of Funding Recommendations: Estimated week of February 25th via email Appeals Due: Estimated March 1, 2013 Contracts begin: May 1, 2013 (pending City Council Approval) Appeals Grant Requirements Organizations funded by Oakland Unite are required to collect data for an independent evaluation. Organizations will also be required to enter program data, including specific client information and recorded service levels, in an electronic database. Grantees are required to submit quarterly progress reports via the database that include the number of clients that have reached the intended benchmarks. Payment will be contingent upon grantees reaching their benchmarks. 10
Grantees will be required to participate in and support a third party evaluation as required by the legislation. Organizations are also required to attend scheduled information, technical assistance, and service coordination meetings, depending on the program strategy. These meetings are designed to increase organizations chances of success with their program. At any time during or before a grant agreement is issued, City of Oakland staff or members of the review panel may conduct site visits, interviews, and/or undertake other means to verify applicants provision of services before making a final determination of grant awards. Post Award Requirements After grant award announcements have been made, grantees will work with the City of Oakland to develop a grant agreement. Grant Agreements will not be considered complete until the following documents and assurances are submitted (Additional documents are required with the proposal submission (refer to Proposal Package Checklist on page 18): A hard copy of signed Grant Agreement (blue ink only and four original signature pages) Signed MOU between Grantee and CitySpan Technology Revised agreed-upon scope of work and budget with accompanying narratives using correct forms provided by City of Oakland Department of Human Services staff Contact Information Sheet Proposed Proof of Match Fund Schedule C-1 (ADA) Declaration of Compliance with American Disability Act Schedule D Ownership, Ethnicity and Gender Questionnaire Schedule K Pending Disclosure Form Schedule M (Part A) Independent Contractor Questionnaire Schedule O Campaign Contribution Form Schedule P - Nuclear Free Zone Disclosure Schedule V - Affidavit of Non-Disciplinary or Investigatory Action Form Current Insurance Accord Certificate of Liability Insurance Current Commercial General Liability Additional Insurance Endorsement Current Certificate of Workers Compensation Insurance Financial Audit Questions and Technical Assistance Questions regarding the proposal process can be submitted by email to dsimmons@oaklandnet.com. Questions cannot be taken by phone. Responses will be posted within 2 business days on the Oakland Unite website: www.oaklandunite.org. The last day questions will be accepted is February 1, 2013. 11
LETTER OF INTENT INSTRUCTIONS Applicants should submit a Letter of Intent by January 14, 2013, before 5:00 pm, prior to submitting a proposal. Applicants are encouraged to submit their letter in advance of this deadline. The Letter of Intent is not binding; it is designed to assist us in creating an effective and efficient review process. Please review the entire RFP before submitting a Letter of Intent. The Letter of Intent form can be found at the Oakland Unite website: www.oaklandunite.org. Please download it, fill it out, and submit to: dsimmons@oaklandnet.com LOI Components: Name of Applicant Agency Contact Name (First, Last) Contact Person Title Contact Person Email Contact Person Phone Number Project Title Project Goal Please specify area served, neighborhoods, city areas, police beats etc. Target Clients and recruitment strategy How many organizations do you plan to partner with for this grant? Please list partner organization names and types of partnerships. PROPOSAL INSTRUCTIONS A sample scoring rubric will be posted on the Oakland Unite website. PROPOSAL NARRATIVE Proposal narrative should not exceed 16 pages. Additional pages will be discarded and will not be read. Sections of the program narrative are described below with suggested page length for each section. Agency History and Capacity (1-2 pages, double spaced) a. Year Founded b. Does the agency currently receive funds from City of Oakland? (Yes/No) If yes, how much and from what program or department? c. Describe the organization(s) applying for funds, including history, mission, overall size, and types of services provided. How does your mission fit with the goals of the strategy for which you are applying? d. Describe your organization s revenue sources. What resources does your organization use to support itself (donations, government contracts, foundation grants, fee for service, etc.)? What is the duration of current funding sources? 12
Provide as an attachment: Your current agency composite budget showing all programs, administration, and funding sources. Your organization s most recent financial audit cover letter and management letter. Describe: Similar current or past projects, services, and accomplishments that relate to the type of work proposed. What was the size and scope of those efforts? Who were the populations served? Include the results of outside evaluations if applicable. Information on your agency s experience in managing performance-based government grants and contracts. Be specific about your agency s accounting and fiscal reporting procedures. Number of Board members required by your bylaws Total number of current Board members Provide your organization s Board roster as an attachment Describe any business (private sector) experience of Board members Please explain how the organization s Board of Directors, Board Committee, or other Advisory Group provides oversight and fiscal management of the programs offered by the organization. How does your organization ensure that the Board is reflective of the community and/or population you serve? Key Staffing (1 page, double spaced) Identify the key staff in the lead agency that will be funded by this proposal. Include their qualifications, expected roles, estimated percent time spent on the program, languages spoken, cultural competence, length of employment with the agency, experience implementing similar projects. Describe staff s business sector experience and how you will build capacity of current staff that may not have that experience. If this proposal has sub-grantees, describe key staff in the sub-grantee agencies, including their expected roles, language capacity, cultural competence, estimated percent time on the program and their experience implementing similar programs. Identify the person who will have primary responsibility for managing the project and discuss their experience in managing similar projects. Please describe your agency s staff development and retention plan. Explain how the organization supports the well-being of direct service staff that are exposed to violence and trauma. Provide: Resumes of the key staff or job descriptions for unfilled or new position as attachments. 13
Organizational chart that shows how the proposed program fits within your agency s structure Program Design (5-6 pages, double spaced) Successful proposals need to address the required program components, and address the program strategy-specific questions listed below. Describe the program structure: what are the services and activities you will provide, and the number of participants projected over the course of a year. This should correspond to the attached scope of work document. Describe the recruitment strategy you will use to engage Oakland residents who are formerly incarcerated and between the ages of 18 and 35. Explain rationale for the program design, and your theory of change. This is your opportunity to create the story of why your specific agency s history and proposed service activities will lead to the outcomes you have identified with the population specified. Please be explicit about how your program will contribute to violence reduction. Describe the evidence-based or promising practices you will integrate into your service delivery for this program. Performance Outcomes and Data Collection (1 page, double spaced) Performance Outcomes Please list between three (3) and five (5) performance outcomes. Make sure outcomes are specific, measurable, and indicate a time frame. This will be a performance based grant with payments based on the Grantee satisfying the agreed upon deliverables. An example of performance outcomes: 100% of participants will be placed in employment. 90% of participants will retain employment for 30 days after placement. 75% of participants will retain employment 90 days after placement. 60% of participants will retain employment six (6) months after placement. Data Collection Describe your organization s experience with electronic client database or tracking systems. If your organization does not use one, please explain how you will ensure that staff will be able to operate an electronic database if funded. Describe how evaluation and program monitoring inform your program design and implementation. Give an example of how such feedback resulted in a significant change and improvement in the past. 14
Service Activities (1-2 pages, double spaced) Describe the most important activities that will help you achieve your measurable outcomes and for which you will receive payment. Please list up to four (4) of the most important service activities, briefly describing them in 1-3 sentences each. Include frequency, duration, and number served. Example: One (1) job developer will provide 200 hours of pre-employment classes for 40 clients by June 30, 2014. What is the frequency of the proposed activities? How long will individuals participate in the program? How will you determine the intensity of services to provide? Describe how your organization will engage clients in services. How do you plan retaining young adults involved in the criminal justice system to complete the program s goals? Describe in detail your process for intake, initial screening, and assessment for services as appropriate. What strategies, referrals, or services will be offered for those who are not appropriate or eligible for services? Describe how you will connect with and/or involve parents, caregivers, and community members to ensure that clients are successful (if applicable). What are some challenges you currently face or have faced when implementing services? How will you or have you overcome these challenges? Provide a completed Scope of Work form as an attachment. Partnerships (2-3 pages, double spaced) Describe in detail: Your agency s business engagement model. Formal partnership(s) you have with private business(es), schools, government or hospital entities able to provide employment opportunities. Describe how these partnerships enhance the services provided. How do your partnerships create a holistic and comprehensive service system for your clients? For each employment partner, please address: Have you worked with this partner before? If so, what have been the results? Has the partner previously hired from the reentry population? Describe the employers diversity management skills Are there options for upward mobility within the partner s business? How will you resolve issues such as data sharing, identifying clients, and referral protocols? How will you communicate with each partner to ensure a quality partnership? 15
If this an ongoing partnership what have been the challenges in these partnerships? How have you/will you overcome those challenges? Provide MOU s or Letter of Agreement for each partner as attachments. Leveraging and Fiscal Responsibility (1/2 1 page, double spaced) Leveraging of resources is required, with requests for funding not to exceed 80% of the proposed program s cost. Proposals must demonstrate, and if awarded will be held accountable for, raising and documenting the remaining 20% or more of the proposed program s cost. This matching requirement can be met by contributions of cash and/or in-kind services. Matching funds must be secured by the third quarter of the contract at the latest. Provide a list of all matching resources for the project (including in-kind), the duration of the funding and explain how these sources will support or enhance this project. State the start and end date for matching funds. Grantees may NOT use one Oakland Unite (formerly Measure Y) grant as a match for another. For example, if a grantee has a $100,000 grant from Oakland Unite directly and subcontracts on another Oakland Unite grant for $20,000, the subcontractor dollars may not be used as a match for the direct grant. Additionally, agencies may NOT apply the same match for more than one Oakland Unite grant. The 20% match will be verified by DHS staff during the program year. Please indicate if your agency can leverage other funding streams such as Early and Periodic Screening, Diagnosis, and Treatment (EPSDT), Targeted Case Management (TCM), Victims of Crime (VOC), or Medi-Cal Administrative Activities (MAA). Budget Form The budget is an important component of your proposal. This document links the funding requested with specific elements of the project proposed. Therefore, the budget proposed should be an appropriate and accurate projection of the project expenses. Input your budget into the form provided as Appendix B. Please see instructions and examples below. Budget Narrative Provide a separate and complete justification for each line item in the budget. The budget narrative should be based on the first fourteen months. Any proposals that involve more than one agency are required to submit budget narratives for each partner, including the lead agency. In general, each budget narrative statement should describe, in as much detail as possible: Each item for which funding is requested How the specific item relates to the project How the amount shown in the budget was determined What amount is being charged to Oakland Unite The following instructions are for both the budget form and the budget narrative: Part I: Direct Costs A. Personnel 16
Please list the positions that are related to direct service in some way for this project. Also specify the full time yearly salary, the full time equivalent (FTE) spent on the project and the amount of funds covered by Oakland Unite and the amount of funds covered by other sources. The total will be calculated for you by the downloaded budget form. Sample Narrative: The Project Coordinator is responsible for planning, organizing, and directing the implementation and operations of this project. The base salary for the Project Coordinator is $40,000. The Project Coordinator will be working on the project half time for 12 months for a total cost of $20,000. Fringe and Benefits: This line item represents benefits (health, dental, etc.) as well as mandatory employment costs such as FICA, Social Security, SDI, and unemployment taxes. Indicate what benefits will be provided and how the amount was calculated in the budget narrative. B. Other Direct Costs List costs that are directly associated with operating the project. For each line item, describe how estimates were determined in the budget narrative. Please detail how much is being requested from Oakland Unite. Sample text: Total program amount is. Oakland Unite budget request is. Equipment Oakland Unite permits purchase of equipment and capital items for use by program participants. The City retains title to capital expenditures purchased with Oakland Unite funds and reserves the right to exercise its ownership. Capital expenditures are individual items costing $500 or more unless the applicant s policy stipulates a lower amount in determining its capital expenditures. Itemize the equipment requested and include a statement outlining the ways in which the equipment will be used by Oakland Unite clients to fulfill project goals. You should explore the option of purchasing vs. leasing/rental, and explain your choice. Generally, Oakland Unite will support only a portion of high-cost equipment line items. Therefore, you should explore whether other sources of funds can be obtained for equipment. Sample Narrative: A rental copy machine costs $200 per month and will be used 25% for this project. Total cost is $200 x 25% x 12 = $600. Office/Facility/Classroom Rental These are the pro-rated costs of space rental, utilities, building maintenance and other occupancy costs that are directly used to provide the services for this project. Sample Narrative: The organization s cost for space rental, utilities and janitorial services is $3,000, $1,500, and $500 respectively for a total of $5,000 per month or $60,000 per year. Thirty percent of the facility will be used for the proposed program, so the direct occupancy cost is $18,000. General Office Supplies/Software 17
These are the costs of office supplies, copying and software associated with the proposed project. Sample Narrative: The requested supply budget is $1,200. This covers $100 per month in office supplies. Program Materials & Supplies This category should include all items that your program requires in order to operate, such as curriculum costs or training materials. Sample Narrative: All program participants use workbooks and other materials that are part of the parent education curriculum. The cost of the workbooks is $25 per participant. We estimate serving 25 participants so the total cost of the workbooks is $625 per year. Telephone/Internet/Communications This category should include telephone, mobile phone, and Internet services associated with your proposed project. Sample Narrative: Local calls will be made for program related communications and will amount to $100 monthly. The total telephone budget is $1,200. Travel/Transportation/Meeting Costs The projected expenditures for local and non-local travel should be described in this section. The basis for the calculation as well as the purpose for all travel should be provided. Local travel estimates should be based on your organization s current policies, for example, 36.5 cents per mile. Any out of area travel needs should be carefully itemized and justified. Sample Narrative: Three Case Managers will travel daily between the Project Office and the participant homes for supportive services. We have estimated that they will each travel 100 miles/week X $0.365 = $36.50/week. The total travel cost per year (50 weeks) is $5,475. Staff Training This category should include costs related to staff training, including training consultants and training materials. Sample Narrative: Quarterly trainings for staff on private sector hiring and management practices will be held on site. Training costs will include $500 for trainer and $100 for materials per training. The total cost will be $2,400 for four trainings. C. Wages, Stipends, and Flexible Funds This category should include all funds going to clients as wages, stipends or incentives. Please detail how much is being requested from Oakland Unite. Wages If your program is going to offer subsidized wages, indicate how many clients will be served and the subsidy amount. *Note that clients are expected to be making no less than the City of Oakland s living wage after six (6) months of employment.* 18
Sample Narrative: A sliding scale will be used for subsidized wages. 10 clients will be subsidized for 80% of their wages for four weeks, at a cost of $1,280 per client and $10,280 total. After one month, subsidies will decrease to 50% for four weeks, at a cost of $640 per client and $6,400 total. Total wage subsidies will be $16,680. The total amount is being requested from Oakland Unite. Stipends If your program is going to offer stipends for trainings or other purposes, please describe them here. Sample Narrative: Stipends will be paid to participants for meeting attendance and completion of training benchmarks. 20 clients will receive a stipend of up to $200. The total of $4,000 is being requested from Oakland Unite. Incentives If your program is going to offer incentives to clients/participants for attendance or for completing milestones, please indicate the type of incentive (cash, gift certificate, etc.) and the number of participants/clients you anticipate will receive incentives. Sample Narrative: Each family participating will receive a gift certificate of $25 for completing the parent education class (25 families X 25 =$625). Part II: Indirect Costs This line item is intended to cover costs that are necessary to conduct the grant, but which are not readily identified as direct program expenses (e.g. reporting costs, payroll processing, fund development, insurance, evaluation costs, other administrative costs, etc.) This line item does not need to be itemized. However, if your grant is audited by the City of Oakland you must be able to document and justify indirect costs charged to this grant. Indirect costs may be calculated up to 10% of the total grant request. Sample Narrative: Ten percent of a total grant amount of $250,000--$25,000 will be charged as an un-itemized administrative fee. For each sub grantee or partner, provide a separate and complete justification for each line item in the budget. The budget narrative should be based on the first fourteen (14) months, including a two (2) month planning period. 19
PROPOSAL PACKAGE CHECKLIST Please submit the following items. These items must be included in your proposals. Make sure that all attachments are clearly labeled. Only the requested elements will be reviewed; please do not submit additional attachments, as they will not be considered. Incomplete applications will not be considered for funding. Additional forms and documents will be required post award notification. Please review the list of required post-award documents on page ten (10) to ensure that you can meet all requirements. Required Proposal Attachments: Program Narrative Budget Form (Appendix B) Budget Narrative Agency Budget Financial Audit Cover Letter and or Management Letter Roster of Board of Directors Resumes or Job Descriptions of Key Staff Letters of Support or MOU s for Partnerships Scope of Work (Appendix C) Schedule N- Declaration of Compliance Living Wage Ordinance Schedule N1-Equal Benefits Declaration of Nondiscrimination/Equal Access City of Oakland Business Tax Certificate IRS letter of Non-profit Status (Not required for public agencies and sub grantees) Description of Required RFP Documents and Attachments: Attachment 1- Agency Budget Your current agency composite budget showing all programs, administration, and funding sources to Section 1: Agency History and Capacity. Attachment 2 Financial Audit Cover Letter and or Management Letter Attach Your agency s most recent Audit Findings Summary and Audit Opinion Letter from your last audit (not applicable for public agencies) to Section 1: Agency History and Capacity. If you do not have these documents, please explain why in Section 1D. Funded agencies will be required to submit an audit postaward. Attachment 3-Roster of Board of Directors Please provide a current board roster. This should indicate officers, affiliations, and addresses of all members. No board roster is required for public agencies. Attachment 4-Resumes or Job Descriptions Provide resumes of key project staff responsible for project implementation to Section 2: Key Staffing. If staff is not yet hired, attach a job description. 20
Attachment 5 -Organizational Chart Provide an organizational chart of your agency that shows how the proposed program fits within your agency structure. Attachment 6- Scope of Work (Appendix C) Please complete the Scope of Work form. Make sure that the Scope of Work directly follows the narrative section in your proposal. Instructions are as follows: Activities - State ALL the service activities for the proposed program(s) that will help you achieve your measurable outcomes. This includes hiring of staff, training, outreach, planning curriculum, collaborative partnership meetings, and the actual service activities. Include the location of the activity, if applicable. Number Served State the number of participants for the activity. If the activity is not related to the delivery of services to participants but to hiring of staff, planning or managing the collaborative, etc., write N/A. Frequency of Activity and Number of Hours State the number of times the activity will occur in a given week or month and the number of hours that activity will last each time it is offered. If the activity is not related to the delivery of services to participants but to hiring of staff, planning or managing the collaborative, etc., write N/A. Dates of Activity Indicate the dates the activities will commence for the first time and when they will end. Staff Responsible and Name of Organization (if collaborative) Indicate the staff working on that specific activity and, if you are working in a collaborative, than indicate the name of the organization with whom the staff person is associated. Attachment 7- Memos of Understanding/Letters of Agreement Memorandum of Understanding or Letter of Agreement must be submitted between the following parties: Lead agency Sub grantees Partners see strategy descriptions for required partners. Attachments 8 and 9 - Required Schedules The City of Oakland requires all contractors to fill out several forms to ensure they are in compliance with a variety of ordinances and laws. The following forms are required at submission. See the full list of additional forms that will be required post-award. Electronic copies of these documents can be downloaded from the Oakland Unite website at: www.oaklandunite.org Schedule N - Declaration of Compliance-Living Wage Ordinance Schedule N1 - EBO Certificate Equal Benefits, Declaration of Non-Discrimination (PUBLIC AGENCIES DO NOT NEED TO SUBMIT) Attachment 10 - City of Oakland Business Tax Certificate All commercial/industrial and residential rental property owners, retailers, wholesalers, manufacturers, service companies, self-employed persons, independent contractors and businesses conducted within one's home, and non-profit organizations within the City of Oakland are required to file with the City of Oakland Financial Services Agency. Attachment 11 - IRS Letter of Non-profit Status Copy of IRS Letter Certifying Tax Exempt Status 21