MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
PRESENT DAY CONDITIONS
OISHI HOUSE c.1920 (moved & raised 1925,
remodeled 1957-58)
HISTORIC PHOTOS
Significance:
• Cont. resource to the Oishi
N
ursery
• Association w/ Japanese
Am
erican history in
Richmond and history of SF
Bay Area cut-flower nursery
business.
• Japanese language school
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
OISHI HOUSE
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
OISHI HOUSE
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022 SAKAI HOUSE 1922
PRESENT DAY CONDITIONSHISTORIC PHOTOS
Significance:
• Cont. resource to
t
he Sakai Nursery
• Association w/
J
apanese American
history in Richmond
and history of SF
Bay Area cut-flower
nursery business.
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
SAKAI HOUSE
NORTH WEST
SOUTH EAST
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
SAKAI NURSERY, TANK HOUSE (PUMP HOUSE) AND WATER TANK
PRESENT DAY CONDITIONSHISTORIC PHOTO
HABS PHOTOS
Significance:
• Cont. resource to the
S
akai Nursery
• Association w/ Japanese
Am
erican history in
Richmond and history of
SF Bay Area cut-flower
nursery business.
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
SAKAI NURSERY, TANK HOUSE (PUMP HOUSE) AND WATER TANK
SOUTH EAST
NORTH WEST WEST
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
SAKAI NURSERY, TANK HOUSE (PUMP HOUSE) AND WATER TANK
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
INTERPRETIVE
PROGRAM
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022 GREEN
HOUSES
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022 INSPIRATION – Impressions of
objects and carnations, roses. And
barbed wire in walls and walkways
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
ARRIVAL - DOOR FRAME STRUCTURE
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
ARRIVAL - DOOR FRAME STRUCTURE
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
ARRIVAL - DOOR FRAME STRUCTURE
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
ARRIVAL - DOOR FRAME STRUCTURE
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022 BUILDING COMMUNITY – DOOR FRAME STRUCTURE
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022 BUILDING COMMUNITY – DOOR FRAME STRUCTURE
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
LIFE IN WARTIME - GREENHOUSE CORNER MARKER KIOSK
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
MAKING A LIVING - GREENHOUSE STRUCTURE KIOSK
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022
MAKING A LIVING - GREENHOUSE STRUCTURE SITE PLAN
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022 MAKING A LIVING – INTERPRETIVE PANELS
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022 MAKING A LIVING – INTERPRETIVE PANELS
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022 MAKING A LIVING – INTERPRETIVE PANELS
MIRAFLORES SUSTAINABLE GREENBELT
Public Park & Creek Restoration in Richmond’s Miraflores Development Historic Interpretation Presentation, Richmond Rotary Centennial Project April 2022 MAKING A LIVING – INTERPRETIVE PANELS
June 7, 2022
City Council
DATE: June 7, 2022
TO: Mayor Butt and Members of the City Council
FROM:
Councilmember Nathaniel Bates
Subject:
The Contra Costa County is Increasing the Per Capita
Cost for Animal Services in the County Cities
FINANCIAL IMPACT: The City’s per capita rate will increase which will equate to approximately $100k more than the current annual
cost of $755k.
PREVIOUS COUNCIL
ACTION:
The City Council annually approves an agreement with
Contra Costa for Animal Services.
STATEMENT OF THE
ISSUE:
The Contra Costa County Animal Services Department is
providing presentations to cities in Contra Costa County on the proposed new agreements and increases in fees
for service.
RECOMMENDED ACTION:
RECEIVE a presentation from the Contra Costa County
Animal Control Department on the proposed new
agreement and increase in fees for service –
Councilmember Bates (510-620-6743). This item was
continued from the May 24, 2022, meeting.
DISCUSSION:
The Contra Costa County Animal Services Department will present the proposed new agreement to the Richmond City Council and answer questions regarding services.
DOCUMENTS ATTACHED:
AGENDA
REPORT
June 7, 2022
None
June 28, 2022
City Council
DATE: June 28, 2022
TO: Mayor Butt and Members of the City Council
FROM:
Vice Mayor Eduardo Martinez
Subject:
Expand The Terms of Appropriated ARPA Flex Funds for
Rydin Road Residents
FINANCIAL IMPACT: No further financial impact to the City. These funds were appropriated on December 21, 2021.
PREVIOUS COUNCIL
ACTION:
December 7, 2021 (Item M-4)
December 21, 2021 (Item K-4)
January 25, 2022 (Item U-5)
STATEMENT OF THE
ISSUE:
To assist in relocation efforts, the unhoused communities at Rydin Road were allocated $50,000 in City funds for
vehicle repair and other vehicle-related expenditures.
After consultation with City staff, service providers, and unhoused residents, it is clear that the terms of this
monetary distribution must be made more flexible. By
way of approving this item, the City Council is expanding the terms by which these funds can be allocated by the
City to unhoused residents at Rydin Road.
RECOMMENDED ACTION:
AMEND direction provided by City Council on December
21, 2021, which appropriated $50,000 for flex funds for vehicle repair and servicing, to expand the terms under which these funds can be spent, to be overseen by the
Community Development Department - Vice
Mayor Eduardo Martinez (510-620-6593). This item was
continued from the June 7, 2022, and June 21, 2022,
meetings.
AGENDA
REPORT
June 28, 2022
DISCUSSION:
In accordance with the needs of unhoused residents at Rydin Road, community wishes, and prior direction from City Council, the encampment at Rydin Road should have a clear and timely path toward relocation.
Meanwhile, the critical needs of our unhoused community must be addressed.
Councilmember McLaughlin brought forward an item (Item K-4) to the City Council on December 21, 2021, to allocate some basic resources to the communities at Rydin Road without anyone forced out until and unless a viable relocation has been offered.
In addition, City Council approved a motion from Councilmember McLaughlin after receiving a presentation from City Staff on January 25, 2022, (Item U-5) to authorize staff to consider cash for cars.
City staff has explored multiple avenues for using these funds as previously directed by Council, ultimately finding that one strategy cannot apply wholesale for these funds.
In expanding the scope of these ARPA funds, the City can more directly and efficiently address vehicular, safety, and other basic amenity needs, in service of relocating Rydin Road residents in a timely and humane fashion.
Next steps will include a thorough needs assessment of each resident at Rydin Road, in service of providing relocation needs in a targeted and long-lasting fashion.
This item also reemphasizes that no residents at Rydin Road will be evicted until viable relocation sites are available.
This amended endows the City Community Development Department discretion in the allocation of previously allocated funds to Rydin Road unhoused residents, acknowledging the numerous efforts made by City Staff to secure a cohesive plan for vehicle servicing at Rydin Road.
Extract from the 12/21/21 City Council Meeting Minutes:
K-4. The matter to adopt a resolution in support of an independent Community Advisory Committee (CAC) of housed and unhoused residents, along with community leaders; and approve and appropriate $50,000 of flex funds for repair, preparation for transfer or removal, registration, storage and towing for Recreational Vehicles and vehicles, and for temporary storage of personal belongings, to assist in relocation at Rydin and Castro was presented by Councilmembers McLaughlin and Martinez. Discussion ensued. Interim City Manager Shasa Curl suggested that a fiscal sponsor City assist with the allocation of funds. Staff would proceed with the initial direction and return to a City Council meeting in January to present a report on the process of the distribution of funds. The following individuals gave comments via teleconference: Terry Dunn, Jessi Turan, Lea Murray, Brenda Hector, Maeve Bergman, Linda, Deborah, Ramon Quintana, Naomi Williams,
June 28, 2022
Darin Lounds, Payton Silket, and Amanda Jenkins. Further discussion ensued. A motion was made by Councilmember Jimenez, seconded by Councilmember McLaughlin to allow time for a study and homeless road map plan and that the committee that was created at the last City Council meeting included the unhoused residents in the discussions as part of the decision-making body. Councilmember McLaughlin offered a friendly amendment to include the $50,000 for vehicle needs. The friendly amendment was accepted. Councilmember Martinez offered a friendly amendment that an audit of HCEB was performed by city staff. The friendly amendment was accepted.
Councilmember McLaughlin offered another friendly amendment that the mayor’s new ad-hoc committee work with city staff and the City Attorney’s Office to clarify the roles of the two different ad-hoc committees. The friendly amendment was accepted. The motion passed by the following vote: Ayes: Councilmembers Jimenez, Martinez, McLaughlin, and Willis. Noes: Councilmember Bates and Mayor Butt. Absent: Vice Mayor Johnson III. Abstain: None.
DOCUMENTS ATTACHED:
None.
June 28, 2022
Library and Community Services
DATE: June 28, 2022
TO: Mayor Butt and Members of the City Council
FROM:
LaShonda White, Interim Director of Community Services
Guadalupe Morales, Assistant Administrative Analyst
Patrick Seals, Senior Management Analyst
Subject:
FY 2022-2023 Richmond Department and Fund for
Children and Youth Grant Awardee Recommendation
FINANCIAL IMPACT: The Charter requires the City to allocate one, two, and three percent of the City’s General Fund (GF) in FYs
2021-2022, FY 2022-2023, and FY 2023-2024,
respectively, and three percent each fiscal year thereafter through FY 2027-2028.
Based on early FY 2022-2023 GF revenue estimates,
approximately $3.6 million (2% of the General Fund) was allocated to fund grants and support the Department of
Children and Youth. Per the Charter, 90 percent or $3.24 million of the 2 percent allocation is available to fund grants in FY 2022-2023. $1.62 million is set aside to
renew grants for FY 2021-2022 grantees, and the
remaining $1.62 million is available for new FY 2022-
2023 grantees (13371018-400201).
PREVIOUS COUNCIL
ACTION:
December 21, 2021
STATEMENT OF THE
ISSUE:
On June 5, 2018, Richmond voters approved Measures
E and K, known as the Richmond Kids First Initiative,
which approved a City of Richmond charter amendment
to create a Department and Fund for Children and Youth
(RFCY) and require that a portion of the General Fund be set aside to fund youth programs and services. Per
AGENDA
REPORT
June 28, 2022
Article 15 of the Richmond Charter, City staff is bringing forth approximately $1.43 million in FY 2022-2023 grant funding recommendations from the RFCY Oversight
Board for final review and approval by the City Council.
RECOMMENDED ACTION:
APPROVE a recommendation from the Richmond Fund
for Children and Youth (RFCY) Oversight Board for
Fiscal Year 2022-2023 to award 19 grants in an amount
not to exceed $1,434,317; ADOPT a resolution; and
AUTHORIZE the City Manager to negotiate and execute
Grant Service Agreements with the approved grantees –
Richmond Department of Children & Youth (LaShonda
White/Patrick Seals 620-6512). This item was
continued from the June 21, 2022, meeting.
DISCUSSION:
Financial Impact
The Kids First Amendment of the City of Richmond charter (Article 15 Section 2) requires the City to allocate one, two, and three percent of the City’s General Fund (GF) in FYs 2021-2022, FY 2022-2023, and FY 2023-2024, respectively, and three percent each fiscal year thereafter through FY 2027-2028. These funds are to be set aside as annual revenues and appropriated to the Richmond Department of Children (RDCY) and Youth Fund. Based on revenue projections during the FY 2022-2023 budget development process, a total of $3.6 million (2% of the GF) was allocated in the RDCY FY 2022-2023 budget, with 10 percent (~$360,000) allocated to cover administrative and evaluation costs and 90 percent (~$3.24 million) allocated to fund grants to eligible nonprofits and public agencies providing programs and services to children and youth.
The 90 percent allocation (~$3.24 million) includes fund to cover grantees from FY 2021-2022 eligible for award renewal for FY 2022-2023 (~$1.62 million), and the new grantees being recommended for funding for FY 2022-2023 (~$1.62 million).
For FY 2022-2023, the grant awards set forth for the RFCY’s final funding recommendation total $1,434,317. The total amount being recommended for funding is slightly less than the budgeted amount of $1.62 million and represents a difference of approximately $185,000. After the FY 2021-2023 budget year ends, City staff intends to come back to the Oversight Board at a subsequent meeting to discuss updating the budget allocations for FY 2021-2022 and FY 2022-2023, and options for appropriating any remaining balance.
Background
On December 21, 2021, the City Council approved the Richmond Fund for Children and Youth FY 2022-2023 Request for Proposals (RFP) (See Attachment 1 – RFCY FY 2022- 2023 Request for Proposal). The RFP was released on December 27, 2021, and closed
June 28, 2022
on February 7, 2022. In alignment with the six Priority Areas of the 2021-2024 Strategic Investment Plan, the funding allocations based on an estimated $1.62 million in total available grant funding for FY 2022-2023 are as follows:
Priority Area % of Total Funds
Mental Health and Wellness 20% = $320,000
Education Support and Employment Training/Support 20% = $320,000 Out of School Time, Afterschool Sports, and Enrichment
Programming 20% = $320,000
Information, Guidance, and Case Management 20% = $320,000 Violence Prevention 10% = $170,000
Basic Needs 10% = $170,000
Total 100% = $1.62 M
Organizations who receive an RFCY grant will be awarded for an initial one-year period, July 1, 2022, to June 30, 2023, (FY 2022-2023), which can be renewed up to one (1) additional one-year period between July 1, 2023 – June 30, 2024, contingent on past year’s grant performance and availability of funds. The available funds for grants, from both renewing and new applicants, in year three will increase based on the funding allocations outlined in the Charter.
Funding parameters were based on the agency applicant type consisting of the following:
Small and Emerging Applicants (grant request range of $30,000 up to $100,000)
Single Agency Applicant (grant request range of $40,000 up to $200,000) Collaborative Applicant (grant request range of $50,000 up to $150,000)
Applicants were eligible to submit up to three (3) proposals both as a Single Agency applicant, Small and Emerging, or Collaborative applicant, as long as the proposals were substantially different.
Outreach and Technical Support
Information about the FY 2022-2023 RFCY grant cycle was posted to the City’s website, presented in the City Manager’s Weekly Report, posted on the Department’s social media platforms, and emailed through various list serves to inform as many organizations as possible of the Children and Youth grant.
June 28, 2022
In addition, the City hosted two (2) pre-proposal conferences that focused on reviewing the grant guidelines and completing the application included in the RFP. All grant- related materials and video-recorded training sessions were posted on the City’s RFCY grant webpage.
Evaluation Process
A total of 23 grant applications were received, and all applications were submitted to the RFP Grant Review Committee (Committee) for evaluation and scoring during April and May 2022. The 23 applications equated to approximately $1.74 million in award requests. All applications were evaluated and rated independently by each Committee member using the criteria listed below.
Narrative Element Points
Program Summary (no points)
Agency History and Capacity 20
Program Design 35
Outcomes and Impact 25
Required Resources and
Budget Request
20 TOTAL 100
The eligible applications were organized into six (6) groups based on the six (6) priority areas. Each group consisted of five (5) reviewers, with each applicant receiving a minimum of three (3) reviews utilizing a standard scoresheet to score/rate each narrative element. All reviewers signed conflict of interest forms prior to reviewing applications and City staff took additional steps to ensure no reviewers scored proposals where they may have such a conflict.
Applications were scored from one to five in individual sections and then given a multiplier that rendered scores up to a total of 100 points. Agencies located in Richmond received an extra five (5) bonus points per the City’s Business Opportunity Ordinance. Committee members submitted their final scores and evaluations to City staff in May 2022. City staff then totaled and averaged the scores for each application and generated rankings in each priority area (a ranking of 1 denoting the highest average score overall, a ranking of 2 denoting the second-highest average score overall, etc.). Subsequently, each Committee met following their initial review and score submission and discussed their scores, overall rankings, and proposed funding recommendations.
During those meetings, the reviewers agreed that a scoring floor or threshold of approximately ~75 points should be the minimum score eligible for funding recommendation. The intent behind this choice was to preserve and allow for funding to those organizations’ program applications that represented the highest quality and standards of service offerings for Richmond youth and their families.
June 28, 2022
FY 2022-2023 RFCY Grant Award Recommendations
The RFCY Oversight Board’s subsequently approved the following grant recommendations at a Special Meeting held on May 18, 2022. The information in the tables below represents awards to public and/or nonprofit organizations (19 programs overall) in an amount not to exceed $1,434,317.
Priority Area
Total
Recommended
Grant Award
Behavioral Health: Mental Health and Wellness $309,588 Education Support and Employment Training/Support $170,000 Out of School Time, Afterschool Sports, and Enrichment
Programming $671,250
Violence Prevention $65,475
Information, Guidance, and Case Management $118,004
Basic Needs $100,000
TOTAL PROPOSED ALLOCATION $1,434,317
Grant award recommendations are listed below at the “Grant Award Recommendation” level based on the six priority areas. Brief program descriptions for each organization recommended for funding, as well as all applicants, are included in Attachment 2 – FY 2021-2022 Children and Youth Grant Program Evaluation Matrix and Ranking.
Determinations for full or partial funding were based on notes and recommendations from the reviewers, as well as the RDCY staff’s analysis of the application and budget components.
Mental Health and Wellness Recommendations
Organization Name Requested Amount Grant Award
Recommendation
Mindful Life Project (Single Agency) $60,000 $60,000
New Life Movement (Single Agency) $150,000 $100,000
Bay Area Community Resources (Single
Agency) $149,588 $149,588
TOTAL $359,588 $309,588
June 28, 2022
Education Support and Employment Training/Support Recommendations Organization Name Requested Amount RFP Committee
Recommendation
Richmond Art Center $40,000 $40,000
The Watershed Project $100,000 $100,000
Things That Creep $30,000 $30,000
TOTAL $170,000 $170,000
Out of School Time, Afterschool Sports, and Enrichment Programming Recommendations
Organization Name Requested Amount RFP Committee
Recommendation
The Watershed Project $50,000 $50,000
Scientific Adventures for Girls $65,000 $65,000
The Practice Space $100,000 $100,000
Pogo Park $150,000 $150,000
Aim High for High School $150,000 $150,000
Rosie the Riveter Trust (Collaboration:
National Park Service) $86,250 $86,250
D.R.E.A.M. Financial Academy
(Collaboration: Just Imagine Kidz) $40,000 $40,000
Oshiana Unique Thompkins Foundation
(Small and Emerging) $30,000 $30,000
TOTAL $671,250 $671,250
Violence Prevention Recommendations
Organization Name Requested Amount RFP Committee
Recommendation
Fresh Lifelines for Youth, Inc. $65,475 $65,475
TOTAL $65,475 $65,475
June 28, 2022
Information, Guidance, and Case Management Recommendations Organization Name Requested Amount RFP Committee
Recommendation
Fresh Approach $68,004 $68,004.00
Greater Richmond Interfaith Program $50,000 $50,000
TOTAL $118,004 $118,004
Basic Needs Recommendations
Organization Name Requested Amount RFP Committee
Recommendation
Contra Costa Youth Service Bureau $100,000 $80,000
Greater Richmond Interfaith Program $50,000 $20,000
TOTAL $150,000 $100,000
Next Steps
After approval of the grant award recommendations by City Council, City staff will enter into grant agreements with awardees. City staff will manage the contract processes which include, but are not limited to, entering into contracts with grantees, contract administration, serving as a point of contact for all grantees, conducting site visits, reviewing progress reports, and reviewing and approving invoices.
City staff, reviewers, and the Board agreed that organizations that were not recommended for funding would most benefit from technical assistance or capacity building. Such supports (i.e., strategic planning, budgeting/financial, executive director coaching, grant writing, etc.) would provide the types of support that would allow for improved operations and grant awards in subsequent years. It is the intent of City staff to provide such support in FY 22-23 and we are working on an RFP to solicit those services and provide access to organizations that could best utilize the assistance.
ATTACHMENTS:
Attachment 1 – FY 2022-2023 RFP Grant Guidelines and Application Attachment 2 – FY 2022-2023 Children and Youth Grant Program Evaluation Matrix and Ranking
Attachment 3 – Resolution Authorizing the City Manager to enter into Grant Service
June 28, 2022
Agreements with the FY 2022-2023 Children and Youth Grant Awardee
FY 2022‐23
REQUEST FOR PROPOSALS (RFP)
For Direct Services in the Following Priority Areas:
BEHAVIORAL HEALTH: MENTAL HEALTH AND WELLNESS
EDUCATION SUPPORT AND EMPLOYMENT/TRAINING SUPPORT
OUT OF SCHOOL, AFTER‐SCHOOL, SPORTS AND ENRICHMENT
YOUTH VIOLENCE PREVENTION
ACCESS TO BASIC NEEDS
INFORMATION, GUIDANCE AND CASE MANAGEMENT
RFP ISSUED: MONDAY, DECEMBER 27, 2021
PRE-PROPOSAL CONFERENCES:
MONDAY, JANUARY 10, 2022, FROM 6:00 P.M. - 7:30 P.M.
TUESDAY, JANUARY 11, 2022, FROM 2:00 P.M. – 3:30 P.M.
PROPOSAL DUE DATE: MONDAY, FEBRUARY 7, 2022, BY 2:00 P.M.
Richmond Fund for Children and Youth
450 Civic Center Plaza, Suite 300
Richmond, CA 94804
Phone 510.620.6523 www.richmondyouth.org
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 2 TABLE OF CONTENTS
I. Introduction ................................................................................................................. ............. 4 Request for Proposals Overview ...................................................................................................................... 4 II. Richmond Fund for Children and Youth (RFCY) Introduction ............................................. 5 The Richmond Fund for Children and Youth .............................................................................................. 5 Goals of the Richmond Fund for Children and Youth ............................................................................. 6 Richmond Department of Children and Youth (RDCY) ........................................................................... 7 Community Needs Assessment (CNA) Guiding Principles ........... ........................................................ 8 Learning Questions ............................................................................................................................................... 8 Funding Allocations Available by RFCY 2021-2024 Strategies............................................................. 9 II. Application Process .......................................................................................................... .... 10 Eligibility ................................................................................................................................................................. 10 Funding Amounts................................................................................................................................................ 15 Applying for Funding ......................................................................................................................................... 18 Pre-Proposal Meetings, Training, & Technical Assistance ................................................................... 19 Important Dates ................................................................................................................................................... 20 Additional RFCY Resources ............................................................................................................................. 20 III. Funding Priority Areas for FY 2021-2024 .......................................................................... 21 Priority 1: Support Behavioral Health: Mental Health and Wellness for Children and Youth 23 Priority 2: Provide Education Support and Employment/Training Support so that Youth Can Move to College and Career ..................................................................................................... 25 Priority 3: Support Out-of-School Time, After-school, Sports and Enrichment ........................... 27 Priority 4: Expand Youth Violence Prevention Efforts ............................................................................ 29 Priority 5: Strengthen Access to Basic Needs ........................................................................................... 31 Priority 6: Strengthen Access to Guidance and Information about Resources Available for Children and Youth ...................................................................................................................................... 33 IV. Proposal Instructions ........................................................................................................ .. 35 Step 1: Agency and Proposal Information ................................................................................................. 36 Step 2: Proposal Narrative ............................................................................................................................... 37 Step 3: Budget ...................................................................................................................................................... 40 Step 4: Required Documents .......................................................................................................................... 43 Step 5: Proposal Submission & Acknowledgement ............................................................................... 45 V. Funding Recommendations and Contract Negotiation .................................................... 47 Rejection of Proposal Elements .................................................................................................................... 47 Proposal Review Process ................................................................................................................................. 47 Evaluation of Proposals .................................................................................................................................... 49 Contract Negotiations ....................................................................................................................................... 50 Contract Award .................................................................................................................................................... 51
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 3 Appendix A: Proposal Template ................................................................................................ 53 SECTION 1 – AGENCY AND PROPOSAL INFORMATION ...................................................................... 53 SECTION 2 –NARRATIVE ..................................................................................................................... 54 Appendix B: Demographic Projections Table(s) ...................................................................... 58 Appendix C: Activity and Operations Projection Table(s) ....................................................... 59 Appendix D: Budget Template ............................................................... .................................... 63 Appendix E: Letter of Agreement (LOA) Sample ..................................................................... 64 Appendix F: Compliance with City Council Policies and Applicable Laws ............................. 65
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 4 I. Introduction
REQUEST FOR PROPOSALS OVERVIEW
This Request for Proposals (RFP) is being issued by the City of Richmond, Department of Children and Youth (RDCY) for the Richmond Fund for Children and Youth (RFCY). This RFP aims to solicit program proposals from non-profit organizations and public agencies to provide services to children and youth from birth to 24 years old in Richmond and Unincorporated North Richmond.
Voluntary Pre-Proposal (Bidders Conference) Meeting Date and Time:
In order to provide information regarding the RFP, the RDCY will host two virtual pre-proposal conferences for interested applicants. A video of the pre-proposal meeting will be available on the RFCY grants webpage at www.ci.richmond.ca.us/RFCYGrants by January 21, 2022. Monday, January 10, 2022, from 6:00 p.m. to 7:30 p.m. Tuesday, January 11, 2022, from 2:00 p.m. to 3:30 p.m. Deadline for Questions: Friday, January 21, by 5:00 p.m., by email to the Project Manager, Patrick Seals at [email protected].
Proposal Submittal Deadline Date and Time: Monday, February 7, 2022, by 2:00 p.m.
Proposal Submission: Proposals must be submitted online at www.ci.richmond.ca.us/RFCYGrants
The Grantee shall be required to comply with all applicable City programs and policies. Details are presented in this RFP and will be discussed at the pre-proposal meeting. Applicants who wish to participate in the RFP process are recommended to register, visit, and review the:
1. Richmond Fund for Children and Youth (RFCY) Grant Program Listserv
2. BidsOnline System
3. RDCY webpage
The links above will allow interested applicants to receive addenda, updates, announcements, and notifications relevant to the RFP and other contracting opportunities. If you have any questions, please email [email protected].
Contact Information: The following City staff are available to answer questions regarding this RFP: Patrick Seals at (510) 620-6523 or [email protected] (email preferred) and Guadalupe Morales at [email protected] (email preferred)
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 5 II. Richmond Fund for Children and Youth (RFCY) Introduction The Richmond Fund for Children and Youth (RFCY) is pleased to release the 2021-2024 Request for Proposals (RFP) to solicit program proposals from non-profit organizations and public agencies to provide services to children and youth in Richmond and North Richmond, California.
We look forward to the opportunity to collaborate with strong community agencies to best serve the needs of Richmond’s children and youth.
This RFP covers the six priority areas outlined in the 2021-2024 Strategic Investment Plan, which was developed through an extensive community engagement process and can be found on RFCY’s grant webpage (http://www.ci.richmond.ca.us/RFCYGrants). All applicants are strongly encouraged to read the 2021-2024 Strategic Investment Plan in addition to this RFP before starting the application process.
Grants awarded through this RFP process will be for an initial one-year period, July 1, 2022 to June 30, 2023 (FY 2021-2022), and may have the ability of renewal for up to one additional one- year periods between July 1, 2023 to June 30, 2024, contingent on past year’s grant performance and availability of funds. The total projected amount available for FY2022-2023 grant awards through this RFP is approximately $1.62 million. The available funds for grants in years two and three will increase based on the funding allocations outlined in Article 15, Section 2 of the Richmond Charter.
The Richmond Fund for Children and Youth
On June 5, 2018, Richmond voters approved Measures E and K, known as the Richmond Kids First Initiative, which approved a City of Richmond charter amendment (Article 15) to:
Create a Richmond Department of Children and Youth (RDCY), Establish the Richmond Fund for Children and Youth (Fund) which requires that a portion of the City’s General Fund be set aside to fund youth programs and services, Establish a 15-member Oversight Board,
Conduct a Community Needs Assessment (CNA), and
Develop a three-year Strategic Investment Plan (SIP) which guides a 3-year grant-making process.
Per the ballot measure’s Statement of Purpose, “Children, youth and young adults under the age of 24 comprise approximately 35% of the City of Richmond’s overall population, and young people i n R i c h m o n d e x p e r i e n c e e x t r e m e l y h i g h r a t e s o f v i o l e n c e , t r a u m a, poor health and social outcomes, and stress.”
Richmond and North Richmond’s children and young people demand consistent and equitable access to healthy, safe, supportiv e, and inspiring environments a t home a nd i n co mmuni t y to foster their learning, growth, empowerment, and fulfillment.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 6 The Fund was set up to provide a dedicated funding source to help address some of the issues facing Richmond’s young people and will be maintained separate and apart from all other City funds. At the time of the City’s budget adoption, the City is required to set aside a portion of the annual actual unrestricted general purpose revenues to be transferred in the amounts specified below:
For Fiscal Year 2021-2022, set aside for the Fund is an amount equal to one percent (1%) of the City’s annual actual unrestricted general purpose revenues For Fiscal Year 2022-2023, set aside for the Fund is an amount equal to two percent (2%) of the City’s annual actual unrestricted general purpose revenues For Fiscal Year 2023-2024, and each fiscal year thereafter through Fiscal Year 2027-2028, set aside for the Fund is an amount equal to three percent (3%) of the City’s annual actual unrestricted general purpose revenues
The Fund aims to support programs that focus on community-based initiatives and interventions that improve the community institutions and environments that our children and young people interact with and navigate daily.
Goals of the Richmond Fund for Children and Youth
Per the Charter, the Fund will support services for young people that fulfill the following goals:
To ensure that Richmond’s children, youth, and young adults are physically, emotionally, mentally, and socially healthy, educated, successful in school, and live in stable safe and supported families and communities
To increase safety for children, youth, young adults, their par ents/guardians, families and the communities in which they live by preventing problems and e nhancing the strengths of children, youth, young adults and their families
To ensure young people are provided with gender responsive, tra uma-informed, population specific and culturally competent services
To strengthen collaboration among public agencies and community -based organizations around shared outcomes among all service providers for children, youth, young adults and their parents/guardians
T o e n s u r e a n e q u i t a b l e d i s t r i b u t i o n o f r e s o u r c e s t o a l l o f R i c hmond’s young people in recognition of the importance of investment in their futures fr om birth through young adulthood
To fill gaps in services and leverage other resources whenever feasible
More information is available online from the Richmond Fund for Children and Youth website at www.richmondyouth.org.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 7 Richmond Department of Children and Youth (RDCY)
The purpose of the Department is to facilitate the allocation of funds for youth-serving organizations by administering an open and fair application process that is in compliance with the policies adopted by the RFCY Oversight Board. Furthermore, RDCY supports the Oversight Board in the development of a Strategic Investment Plan and conducts a community needs assessment.
RDCY roles and responsibilities include but are not limited to:
Administrator: Administering the grant program in alignment wit h Measures E & K and Oversight Board direction
Advocate: Working to advocate for services and adequate funding for children and youth supported by this Fund
Collaborator: Collaborating with v a r i o u s g o v e r n m e n t a l , f a i t h - b ased, community-based organizations, and philanthropy t o s u p p o r t w o r k i n t h e c o m m u n i ty and ensure that children and youth needs are met
Convener: Holding space for City interdepartmental meetings, as w e l l a s c r o s s - e n t i t y meetings to discuss service delivery, opportunities for collaboration, etc. Evaluator: Developing and implementing a process to evaluate an d / o r s u p p o r t t h e evaluation of grantees, the gran t process, collaborative work w ith other entities, and the p r o g r a m . R D C Y w i l l h e l p c o l l e c t a n d a n a l y z e m e a n i n g f u l d a t a a n d u s e t h e e v a l u a t i o n process to document the collective impact of the Fund. Funder: Developing and administering the grant program in align ment with the Community Needs Assessment and Strategic Investment Plan Supporter: Providing support to the Oversight Board (e.g., assi st with recruitment, retention, development, training, agenda setting, meeting facilitation, etc.)
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 8 Community Needs Assessment (CNA) Guiding Principles
RDCY staff initiated a needs assessment and strategic planning process in 2020 that sought to honor community voice, and include a diverse range of youth and adults in order to develop a comprehensive, equitable investment plan that reflects community vision. The City committed to guiding principles for creating both the Community Needs Assessment (CNA) and the Strategic Investment Plan (SIP) as follows:
LEARNING QUESTIONS
The following guiding learning questions were developed to focus the CNA effort:
What is working? What are the key assets for children, youth, a nd their families in Richmond and North Richmond?
How are resources and services that support youth currently dis persed? What are the gaps?
What are the barriers to accessing current and future services? What resources do families in Richmond and North Richmond need to thrive? Which families need these resources the most?
What are the needs of the most hard-to-reach groups?
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 9 Funding Allocations Available by RFCY 2021‐2024 Strategies The following chart provides a summary of projected allocations for all priority areas, based on an estimated $1.6 million in total available grant funding for FY 2022-2023. For more comprehensive strategy summaries and guidelines, please refer to the Priority Areas for FY2021-2024 section of the RFP and the 2021-2024 Strategic Investment Plan, which can be found on RFCY’s website (www.richmondyouth.org).
Estimated % of
Total Funds
Priority Area 1: 20%
Behavioral Health: Mental Health and Wellness ($320,000)
Priority Area 2: 20%
Education Support and Employment/Training Support ($320,000)
Priority Area 3: 20%
Out of School, After‐School, Sports and Enrichment ($320,000)
Priority Area 4: 20%
Youth Violence Prevention ($320,000)
Priority Area 5: 10%
Access to Basic Needs ($170,000)
Priority Area 6: 10%
Information, Guidance, and Case Management ($170,000)
Total Estimated Funding in FY 2022‐2023: $1.62
Million
Once grant award decisions are finalized, the allocation amounts, as shown above, may vary slightly depending upon the type and number of grant applications submitted and grants awarded in each priority area. Also, it is important to note that per the Charter, any change in an approved SIP, which could include the priority areas and allocations, shall be based on the community needs assessment and input from the community.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 10 II. Application Process
Eligibility
Entities eligible to receive funding shall be public agencies and non-profit community-based organizations, including organizations with a non-profit fiscal agent, that serve children, youth and disconnected transitional-aged young adults. For-profit agencies are not eligible for funding. An applicant that is a community-based organization must be tax-exempt under section 501(c)(3) of the Internal Revenue Code.
Location: Entities eligible to receive funding include those (1) located outside but in close proximity (approximately 15 mile radius) to Richmond to the extent that those entities serve children, youth and disconnected transitional-aged young adults who reside in Richmond or unincorporated North Richmond, and (2) located in Richmond or unincorporated North Richmond that serve children, youth, and disconnected transitional-aged young adults in Richmond or unincorporated North Richmond, regardless of the residence of the children or youth.
Collaboration: Article 15, Section 5b of the Charter states that the Fund shall not fund the following services or types of expenditures: services provided by the West Contra Costa Unified School District, Richmond libraries, Office of Neighborhood Safety, Richmond Promise College Scholarship Program, Richmond Housing Authority and Youth Works, except for collaborations between the above mentioned entities and community-based organizations and programs that meet the goals and eligible uses of the Fund.
Collaboration Definition:
For the purposes of this RFP, collaboration between the entities listed in Article 15, Section 5b of the Charter (entities)1 and a community-based organization (CBO) is defined as cooperation between the entity and the CBO that includes at least one of the following activities: (1) seeking input from the CBO on how services provided can best respond to community needs (e.g. needs of children, youth, and young adults) OR (2) working together to plan or coordinate services. Collaboration can include, but does not require the joint delivery of services or a formalized agreement. The nature of the collaboration can be described in the entity’s application for funding and does not require a joint application between the entity and the CBO.
Youth Voice: It is expected that eligible organizations that apply for funding will clearly demonstrate how youth voice, perspective, and input is central in the proposed program design, development, outreach, and/or implementation.
1 Entities included in Article 15, Section 5b include West Contra Costa Unified School District, Richmond libraries, Office of Neighborhood Safety, Richmond Promise College Scholarship Program, Richmond Housing Authority and Richmond YouthWORKS.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 11 FISCAL SPONSORS
Organizations (other than public agencies) that do not have 501(c)(3) status must apply using a fiscal sponsor. In this case, the fiscal sponsor is the applicant and, if a grant is awarded, would be the organization that contracts with the City of Richmond and is legally liable for all aspects of the contract including program implementation, fiscal management, and communication with the City regarding subgrantee or fiscal partner activities.
The fiscal sponsor would be expected and authorized to oversee and manage all aspects of the contract including finances and to monitor and ensure implementation of program activities of contracted or collaborating agencies. An eligible public agency must apply on its own behalf and may not use a fiscal sponsor.
USE OF FUNDS
The City shall only use monies from the Fund for services provi ded to:
Children (birth to 12) and youth (ages 13 to 17) and their care givers, Disconnected transitional-aged young adults (ages 18 to 24 year s) who are most impacted by harm, inequity and lack of access to support and se rvices and, when relevant, their caregivers, or
As part of programs that predominantly serve children, youth an d disconnected transitional-aged young adults within those ages and their caregivers.
The populations that are prioritized by the Fund included but a re not limited to:
System-involved young people;
Young people who have been pushed out of school;
Young people who themselves or whose families are homeless or t hreatened by homelessness;
Young people living in poverty;
Immigrant and undocumented children, youth and families; Lesbian, Gay, Bisexual, Transgender and Queer (LGBTQ) children, youth and families; Teen parents and families, including single mothers;
Young people with poor physical, mental, emotional and behavior al health outcomes and disabilities;
Families with children and youth who are impacted by the crimin al justice system and/or who have family members who are incarcerated; and/or Families with children and youth who are involved in or transit ioning from the foster care, juvenile justice, criminal justice or special education s ystems.
Funds may NOT be used for:
a. Services provided by the Police Department, Sheriff, other law enforcement agencies, Courts, District Attorney, Public Defender, City Attorney or Fi re Department; detention or probation services mandated by state or federal law; or publ ic transportation, except to the extent that transportation may be needed to access eligi ble services supported by the Fund;
b. Services provided by the West Contra Costa Unified School Distr ict, Richmond libraries,
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 12 Office of Neighborhood Safety, Richmond Promise College Scholar ship Program, Richmond Housing Authority and YouthWORKS, except for collaborations between the above-mentioned entities and community-based organizations and programs that meet the goals and eligible uses of the Fund (see Eligibility section for definition of collaboration – entities listed in this section can apply as a collaborative or single entity as long as the definition of collaboration is met);
c. Any service that primarily benefits adults over 24 years; d. Any service for which a fixed or minimum level of expenditure i s mandated by state or federal law, to the extent of the fixed or minimum level of exp enditure; e. Acquisition of any capital item not for primary and direct use by children or youth; acquisition, other than by lease for a term of ten years or les s, of any real property; or maintenance, utilities or any similar operating costs of any fa cility not used primarily and directly by children or youth, or of any recreation or park facility, library, or hospital;
f. Capital expenditures for housing, or rent subsidies; g. Primary and specialized medical and direct mental health services; however, prevention, education, and other behavioral and mental health s upport services are eligible for funding;
h. Income supports that supplant state or federal benefits or post -secondary tuition assistance;
i. Political campaigning or lobbying;
j. Subsidization of existing contracts;
k. Repayment of existing debt or pre-existing tax liens or obligations; l. Advancement of certain sectarian, politically partisan, or religious projects (grant funds should be used for specific programs and not to advance the causes of any of the stated group);
m. Legal, loan, or bank fees;
n. A project or program which is clearly intended for commercial gain; o. A project or program that occurs before or after the grant award period; or p. For businesses established for personal benefit or profit.
TYPE OF APPLICANTS
Small and Emerging Applicants
The Small and Emerging designation focuses on smaller organizations and assists grass root organizations to be funded by RFCY. Organizations in this category may have recently received their 501(c)(3) status, after having been fiscally sponsored. If the organization does not have 501(c)(3) status, it must apply using a fiscal sponsor. If the organization has 501(c)(3) status, it may still choose to use a fiscal sponsor.
If the organizational budget is under $250,000 in the current or most recent fiscal/calendar year, not including the RFCY grant request, an organization must identify/apply as a Small and Emerging Applicant. RFCY staff will utilize audited or reviewed financials, 990s and/or 990Ns, and/or income statements to confirm the applicant’s budget for placement in this category. If an organization utilizes a fiscal sponsor, the fiscal sponsor budget will not be used to determine the
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 13 proper designation. However, the City will still enter into the grant agreement with the fiscal sponsor in the event a grant is awarded.
Entities listed in Article 15, Section 5b of the Charter may apply as a single entity in this category as long as they demonstrate that they have met the definition o f collaboration as defined in this RFP (see Eligibility section, page 10).
Single Agency Applicant
A Single Agency Applicant is one agency applying for RFCY funding. This applicant is also referred to as the lead agency and will be the agency that contracts with the City of Richmond.
Applicants in this category have an organizational budget over $250,000, not including the RFCY grant request. RFCY staff will utilize financial documents to confirm the applicant’s budget for placement in this category.
Entities listed in Article 15, Section 5b of the Charter may apply as a single entity in this category as long as they demonstrate that they have met the definition o f collaboration as defined in this RFP (see Eligibility section, page 10).
Collaborative Applicants
Through this grant program, the City strongly encourages applicants to collaborate with other organizations. Collaboration is a mutually beneficial relationship to meet a common goal.
Collaboration can come in many forms, from information sharing to joint programming. It can help organizations reduce redundancy in service sectors, leverage resources, share strengths, and increase efficiencies. RFCY strongly encourages collaboration between nonprofit and public entities to create and sustain collaborations that maximize the cost-effectiveness and quality of service delivery.
A Collaborative Applicant must consist of two or more agencies, each contributing substantially toward a mutual goal, where at least two of the agencies are proposing to receive RFCY funds.
Substantial participation includes providing direct services, and/or planning and coordinating services, and/or having equal collaboration in decision making around program design and/or implementation. No one agency should receive more than eighty percent (80%) of the funding.
When completing budget documents, please make clear how funding will be allocated between collaborating organizations.
The lead agency of a Collaborative will be the agency that contracts with the City of Richmond.
Collaboratives must choose a lead agency that has the fiscal and management capacity to support the other collaborating organization by issuing payments in a timely and professional manner. All collaborative organizations of a collaborative must have the capacity to provide services as presented in the proposal.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 14 The Collaborative should examine how the involvement of other collaborating organizations will be best coordinated within the model. RFCY will not consider lead agencies that act simply as a fiscal pass through. All agencies, schools, and/or program sites must be active parts of program implementation.
Entities listed in Article 15, Section 5b of the Charter may apply as part of a Collaborative applicant in this category.
NUMBER OF APPLICATIONS
Understanding that entities are diverse in their program offerings, an entity can submit more than one (1) but no more than three (3) proposals as a lead agency requesting funding, as long as the proposals are requesting funding for programming that is substantially different.
Substantially different programming is defined as having a different priority area OR program design OR staffing OR program location OR target population receiving services.
Applicants may submit separate proposals for their own program and be part of a Collaborative proposal as long as the proposals are substantially different. Applicants may not receive funds as a single agency and as part of a Collaborative for the same program. Applicants may submit substantially different proposals within the same priority area.
Applicants may not submit the same proposal more than one time to different RFCY priority areas. Select the most appropriate priority area that best aligns to your program, and submit only one request proposal for the proposed program.
Please note that the reviewers will look closely at and/or take into consideration the ratio between your organization’s total requests and your organization’s overall current year budget when determining grant awards. It is STRONGLY recommended that organizations do not submit grant requests that equate to more than 40% of their overall organizational budget.
Public agencies are able to submit separate proposals per depar tment and/or division, as long as the departments and/or divisions are substantially different in the services that they provide to the community and have separate and distinct budgets.
Special Note: Entities listed in Article 15, Section 5b of the Charter may apply as a Collaborative Applicant with a formalized agreement AND may also apply as a single agency in which they demonstrate collaboration between their organization and a community-based organization (no formalized agreement required).
These entities include West Contra Costa Unified School District, Richmond libraries, Office of Neighborhood Safety, Richmond Promise College Scholarship Program, Richmond Housing Authority, Richmond YouthWORKS.
Special Note: If City Richmond Department(s) and/or Division(s) are awarded grants, the proposed program and funding award must meet the requirements as set forth in Article 15 of Section 5(J) and Section 6 of the City of Richmond Charter.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 15 Funding Amounts
FUNDING PARAMETERS
Each grant award amount will depend on the frequency of service, the amount of service, the number of service sites, the number of children and families served, the proposed staffing, and the range and depth of expertise provided. Please use the following funding parameters as a guide to determine how much funding is appropriate and allowed.
Small and Emerging Applicants
A Small and Emerging applicant may apply for between $30,000 and $100,000. No more than 20% may be allocated to indirect costs, calculated as a percentage of the total grant request.
Agencies may submit more than one grant request. However, Small and Emerging Applicants are advised to limit their total and/or combined RFCY requests to no more than 40% of their current year overall organizational budget excluding current RFCY funding request(s).
Single Agency Applicant
Single agency applicants may apply for between $40,000 and $150,000. No more than 20% may be allocated to indirect costs, calculated as a percentage of the total grant request.
Agencies may submit more than one grant request. However, Single Agency Applicants are advised to limit their total and/or combined RFCY request(s) to no more than 40% of their current year overall organizational budget excluding current RFCY funding request(s).
Collaborative Applicant
Collaboratives may apply for between $50,000 and $200,000. No more than 20% may be allocated to indirect costs, calculated as a percentage of the total grant request.
Agencies may submit more than one grant request. However, Collaboratives are advised to limit their total and/or combined RFCY request(s) to no more than 40% of the lead agency’s current year overall organizational budgets excluding current RFCY funding request(s).
Example: A Small and Emerging organization with an annual budget of $200,000 could request one or more grants for a maximum RFCY award of $80,000.
Example: A Single Agency organization with an annual budget of $420,000 or more could request one or more grants for a maximum RFCY award of $168,000.
Example: A lead agency in a Collaborative with an annual budget of $570,000 or more could request one of more grants for a maximum RFCY award of $228,000.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 16 SUMMARY TABLE BY APPLICATION TYPE
Small and Emerging
(Budgets under $250,000)
Single Agency
(Budgets over $250,000) Collaboratives
Minimum
Grant
Request
$30,000 $40,000 $50,000
Maximum
Grant
Request
$100,000 $150,000 $200,000
Maximum Award per
Organizational
across all application
areas2
$100,000
$150,000
Maximum
Indirect
Rate
20% 20% 20%
Minimum
Match
Requirement
15%
of RFCY grant request
15%
of RFCY grant request
15%
of RFCY grant request
Financial Statements See Information and Requirements Below
Financial Statements
All financial statements (i.e., audited/reviewed financials or 990s/990Ns or income statements) must be from no later than 2018. If an applicant is a public agency, other than the City of Richmond, the applicant must submit proof of the existence of an independent audit. If applying with a fiscal sponsor, the applicant must submit the fiscal sponsor’s financial statements.
If your agency is in the process of obtaining your audited OR reviewed financial statements, but the audit and financial statements will not be complete before the grant deadline, you will be able to submit proof of a contract with a Certified Public Accountant as part of your application submission. In the Agency and Proposal Information section of the proposal, provide a copy of your contract or engagement letter with a CPA as proof that an audit of your agency will be conducted, and include the expected date of completion as part of proof. All audited financial statements must be completed and delivered to RDCY by June 30, 2022 (electronic copy via email to [email protected]).
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 17 2This is a recommended amount and the Review Committee may consider the amount of funding received by organizations across priority areas.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 18 MATCHING FUNDS
1) Matching Funds refers to all program funding above the RFCY award that are necessary to provide the services at the proposed levels. Proposals must demonstrate, and if awarded will be held accountable for, raising and documenting funding that equals at least 15% of the RFCY grant award as a program match. This 15% match of RFCY program funding must be a cash or in-kind match that supports the proposed program.
2) Grantees may NOT use one RFCY grant as a match for another.
FUNDING PERIOD
This RFP represents a three-year grant cycle. The initial contract is for a one year period (July 1, 2021, through June 30, 2022) with the option to renew for two additional one-year periods based on available grant funds, satisfactory evaluation, grant monitoring reports, and overall grant performance. The second and third grant period will run from July 1, 2022, through June 30, 2023; and from July 1, 2023, through June 30, 2024. Selected applicants will not receive their first disbursement of funds until they submit all required contract documents. After all contract documents are received it takes approximately 6-8 weeks before the contract is executed.
Example: An organization is seeking $100,000 from RFCY to run a youth program. If awarded a $100,000 grant from RFCY, the organization would be held accountable for raising and documenting a minimum of 15% match of the grant award amount, which is $15,000.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 19 Applying for Funding
COMPLETING YOUR PROPOSAL
The RFCY application process is entirely online and must be completed and submitted through the online application system to be considered for funding. The online application will consist of the following elements:
1) Agency and Proposal Information
2) Proposal Narrative
3) Budget
4) Required Documents
5) Proposal Submission and Acknowledgement
The Proposal Instructions section will provide detailed instructions on completing the application, and the additional submission of forms required by the City of Richmond – Richmond Fund for Children and Youth. Be sure to read these instructions carefully.
Contact RDCY staff at [email protected] for all technical issues and questions regarding the online application system.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 20 Pre‐Proposal Meetings, Training, & Technical Assistance
PRE-PROPOSAL MEETINGS (BIDDERS CONFERENCES)
To provide general information and guidance to all potential applicants, RFCY will hold two virtual Pre-Proposal Meetings (Bidders’ Conferences). All potential applicants are strongly encouraged to attend one of the two pre-proposal meetings. A video of the pre-proposal meeting will be available on the RFCY grants webpage at www.ci.richmond.ca.us/RFCYGrants. The current dates and times are:
Monday, January 10, 2022, from 6:00 p.m. to 7:30 p.m. Tuesday, January 11, 2022, from 2:00 p.m. to 3:30 p.m.
OPPORTUNITY TO SUBMIT QUESTIONS AND GENERAL TECHNICAL ASSISTANC E BY EMAIL
General Technical Assistance (TA) and/or submission of general questions by e-mail begins January 1, 2022, and concludes January 21, 2022, at 5:00 p.m. E-mail TA and/or general questions to RDCY staff at [email protected]. Staff will answer questions about eligibility, funding parameters, and required information and documents for online submission. The assistance is not intended to provide professional advice on program design, feasibility, or other program development and implementation issues.
This TA is provided by email only. Frequently Asked Questions will be publicly posted to the RFCY webpage by 5:00 p.m. on January 31, 2022. No phone or in-person technical assistance will be provided. RDCY staff will aim to provide a response to the TA Request within two (2) business days.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 21 Important Dates
These dates are tentative and subject to change:
Date
Request for Proposals (RFP) Released December 27, 2021
Pre-Proposal Meetings
Virtual/Video Conferencing
Monday, January 10, 2022
6:00 p.m. to 7:30 a.m.
Tuesday, January 11, 2022
2:00 p.m. to 3:30 p.m.
Questions Due by E-mail January 21, 2022, 5:00 p.m.
Frequently Asked Questions Published January 31, 2022, 5:00 p.m.
Online Proposals Due
Monday, February 7, 2022, by 2:00 p.m.
An online receipt will be produced in the
form of an email upon submission.
Proposals submitted after the deadline will
not be considered for review.
Oversight Board and City Council Approves
Recommendations for Funding May 2022
Contracting and Negotiations Begins June 2022
Program Year July 1, 2022 – June 30, 2023
Additional RFCY Resources
The following documents can be found on the RFCY website at www.ci.richmond.ca.us/RFCYGrants
RFCY 2020 Community Needs Assessment
RFCY 2021-2024 Strategic Investment Plan
RFCY Contract Documents
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 22 III. Funding Priority Areas for FY 2021‐2024
The Community Needs Assessment (CNA) process provided an overview of current data and findings related to children, youth, and their families in Richmond, and North Richmond, California – specifically as related to the focus of the Richmond Fund for Children and Youth.
Community input was gathered through focus groups and interviews with youth, parents/guardians and providers, surveys, forums, and the review of multiple reports and secondary data resources. The CNA, which guided the development of the Strategic Investment Plan (SIP), identified six priority areas for investment. Priorities were identified by synthesizing these data sources and surfacing issues that were raised across multiple groups and subgroups and within the framework of the legislation informing the Richmond Kids First Initiative.
The six priority areas were then assigned a percentage allocation based on considerations of the urgency of the need and potential for equity impact. The priority areas, not listed in order of importance, are as follows:
PRIORITY AREAS Estimated % of
Total Funds
1. Behavioral Health: Mental Health and Wellness 20% = $320,000
2. Education Support and Employment/Training Support 20% = $320 ,000
3. Out of School Time, After-School, Sports, and Enrichment 20% = $320,000
4. Youth Violence Prevention 20% = $320,000
5. Access to Basic Needs 10% = $170,000
6. Information, Guidance and Case Management 10% = $170,000 Total Estimated Funding in FY 2022-23 100% = $1.62M
The approved SIP will guide RDCY’s three-year grant cycle between 2021 and 2024. The second round of grant funding for Fiscal Year 2022-2022 (July 1, 2022 – June 30, 2023) is estimated to total approximately $1.62 million (based on the City’s Fiscal Year 2021-22 revenue amounts). Estimated funding is approximate for the priority areas. The available funds for grant awards in years two and three of the SIP will increase based on the funding allocations outlined in the Charter.
Cross-Strategy Approaches
The SIP provides further information related to these priorities and begins to detail options regarding programming, approaches and populations that will benefit from investment. There were also several approaches identified related to programming that could cross several of the six inter-related priority areas identified above. These cross-cutting approaches include but are not limited to:
Trauma informed programming
Healing
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 23 Caring adults participating in the lives of youth Trusting relationships with providers
Meeting children and youth where they are (e.g., school or neighborhood) “Push in” supports rather than “opt in” supports for those hard to reach (e.g. reaching out to our most marginalized students)
Valuing and recognizing identity while building belonging Staffing programs with individuals with lived experience or cultural fluency who can effectively engage youth – “Have staff who can not only represent a culture but can be restorative and beneficial to the culture”
Providing culturally competent programming and services which reflect the diversity of Richmond and North Richmond
Improving translation and language equity
Improving access by robustly sharing information out to the community Equity in place
Including and valuing youth voice in the design and implementation of programming There are numerous options for programmatic strategies identified under each priority, and it is likely that not all of them will be proposed or funded in this initial year of the Fund. RDCY is committed to using an equity perspective in its grant programs to ensure that the Fund fills gaps in services, provides resources to those populations that have been identified as under- resourced, and strategically contributes to meaningful results for children and youth.
Tip: The six priority areas that will be funded through this RFP process are listed in detail in the following section and additional information can be found in the RFCY Strategic Investment Plan at www.richmondyouth.org.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 24 Mental Health and wellness for Richmond and North Richmond children and youth clearly stood out in the Community Needs Assessment. The community has identified stress and trauma as an issue for children and youth in the community. Given the many health stressors in the community, there are children at risk of mental health and developmental impact given their exposure to “adverse childhood experiences.” At the same time, youth expressed that they have experienced depression. Programs that support mental health and wellness and that address mental health needs will help Richmond and North Richmond children and youth to thrive.
Included in this priority is mental health education which will be targeted toward reducing stigma and increasing understanding of mental health and wellness issues.
The issue of mental health and well-being was a concern across all of the focus groups that were conducted. This is particularly true for Black and Latinx residents who are disproportionately exposed to violence leading to long-term impacts on health and well-being. Trauma-informed programming, as well as behavioral and mental health programs, emerged as a significant need for children, youth, and families along with the need for that programming to consider the rich diversity of residents, many of whom have are experiencing the trauma of the constant threat of family deportation, violence in the community, discrimination and more. Also, the need for culturally fluent approaches is central to filling this gap as many of Richmond and North Richmond’s children, youth, and families come from non-western cultures where there may be barriers and stigma attached to western approaches to mental health and wellness programming.
Options for Supported Programming
Integrate behavioral health strategies into programming that support mental health and wellness
Provide a “safe space” and support mental health along with social and emotional well- being for young children and youth
Provide supportive relationships, including counseling and support for children and youth
Strengthen school-based and group programming (e.g., anxiety or anger management) Diversify access (e.g., by opening access to short-term needs and those not being served)
Address trauma and support healing skills
Behavioral and mental health education for children, youth, and families; build access and openness to receiving support
Priority 1: Support Behavioral Health: Mental Health and Wellness for Children and Youth
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 25 Priority Populations
Disconnected youth
Young people who themselves are homeless, or whose families are homeless or threatened by homelessness
Young people living in poverty
Immigrant and undocumented children and youth
LGBTQ+ children, youth, and families
Youth who have experienced trauma
Young people with poor physical, mental, emotional, and behavioral health outcomes
Desired Results
Increased access to mental or beh avioral health programs and se rvices (Indicator:
number of unique and new participants)
Decreased stigma about receiving mental health services Reduced reliance on substances to deal with mental and behavioral health issues Increased awareness of available mental or behavioral health services
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 26 Richmond and North Richmond youth participating in the Community Needs Assessment consistently expressed the desire to be successful in school and go on to college or employment. In the 2019 Richmond Community Survey, residents were asked what areas the City should prioritize in order to best support young people in Richmond. Education and Job Training received the highest response rate with 82% of respondents (308 responses) selecting this as a priority1.
In the Community Needs Assessment, participants also identified the need for programs that support children and youth along their journey toward educational success, college, career, and employment. These needs emerged across surveys, focus groups, forums, and other sources.
Richmond and North Richmond children and youth want the chance to excel in school and career. There was a strong desire for more tutoring, broader college access programs, and extra support for those who may be struggling with a range of barriers such as transitional age youth (TAY) or new immigrants arriving as unaccompanied minor children. The latter is also an example of a group that needs accelerated or intensive language learning support.
Many older youth participants wanted support in moving toward employment and identified the need to learn more about employment requirements and career options via mentoring, internships, and, in some cases, job skills training as key to their success.
It is also notable that reliable access to resources such as high-speed internet and computer equipment, such as tablets, has become even more important in the current distance learning environment. Participants often pointed to disparities between nearby, wealthier districts outside of Richmond and North Richmond that are better resourced and have programs, tools, and infrastructure that allow for students to excel.
Options for Supported Programming
Programs that improve educational outcomes for high-need young children Targeted educational support (e.g., tutoring, language, homework assistance) for children and youth facing multiple challenges in moving forward to post-secondary education and employment (e.g., populations such as unaccompanied minor immigrants, system involved youth, or very low-income students) Career and college exposure at earlier ages (e.g., middle school programs) Internships to provide experience, skill building and exposure for youth
1 National Research Center and ICMA, The National Community Survey, Richmond, CA Technical Appendices, 2019 Priority 2: Provide Education Support and Employment/Training Support so that Youth Can Move to College and Career
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 27 Outreach and strategies directed to disconnected youth and systems-impacted youth who are not engaged in community programming
Expand access to West Contra Costa Unified School District (WCCUSD) career readiness resources to students not in pathways
Priority populations
Youth of color
System involved young people and transitional-age youth (TAY) Disconnected youth
Young people who themselves are homeless, or whose families are homeless or threatened by homelessness
Socioeconomically disadvantaged children and young people Immigrant and undocumented children and youth
Students with disabilities
Youth from under-resourced neighborhoods (e.g., North Richmond, Iron Triangle) Desired Results
Education Support
Increased access to early learning
Kindergarten readiness
Improved third grade reading levels
Improved school attendance
Improved High School graduation rates
College entry and success rates
Reduction in chronic absenteeism
Black and Latinx college enrollment and persistence
Employment
Increased numbers of youth with work experience opportunities Increased numbers of youth accessing career and college Increased knowledge of programs
Increase in earnings/income for youth and young adults
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 28 This strategy builds on and expands available out-of-school and afterschool programming.
Participation in afterschool and out-of-school programs is linked to better academic outcomes.
For Richmond and North Richmond’s priority populations, targeted afterschool programming could improve their chances of completion and success in school as well as their connection to caring adults. Programs must be provided in a safe space with safe access for students.
Low-cost or no-cost out-of-school and after-school sports and enrichment programming scored high as both desired and needed for youth to thrive across groups. Sports were a popular suggestion as were outdoor activities such as gardening and hiking. The arts (music, dance, visual arts were all mentioned) were very often mixed in with responses to sports but were also often singled out as highly desirable. This is in addition to culturally relevant arts and other programming to help them to build awareness, strengthen self-esteem, and create a sense of belonging. Some groups stated there were few or no respectful and safe spaces to be with others like them. Existing after-school resources should be leveraged so that funding from the Fund could bring in those not participating and engage students who have barriers to participation.
Options for Supported Programming
● Programming that meets specific needs of children and youth at their age and stage ● Support youth voice to support diverse programming for students in later grades to develop their strengths and interests
● Free or very low-cost programming
● Funding to also engage parents to understand barriers to participation ● Enrichment programming (e.g., music & arts, science & technology, sports & recreation) ● Culturally relevant and fluent programming
● Academic support such as tutoring, homework support, etc. ● Outdoor programming
● Accessible programming for students with disabilities ● Youth development and leadership opportunities for positive youth engagement
Priority Populations
This could include all of the priority populations and programs should be targeted toward including these hard to reach/underserved groups:
● Young people living in poverty
● Immigrant and undocumented children and youth
● Young people with poor physical, mental, emotional, and behavioral health outcomes Priority 3: Support Out‐of‐School Time, After‐school, Sports and Enrichment
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 29 ● Children with disabilities
● Students experiencing homelessness
● Students who are not engaged in out-of-school extracurricular activities ● Students at schools with high levels of free and reduced lunch ● Students in very high need locations
Desired Results
Expanded access to out-of-school, after-school, sports, and enrichment programming (Indicator: number and demographics of unique participants) Increased learning opportunities year round
Increased and more diverse offerings of culturally relevant programming Increase in caring adult relationships
Increased number of hours of academic support provided Increased number of no-cost or low-cost/fully subsidized programs Improved attendance
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 30 Priority 4: Expand Youth Violence Prevention Efforts
Violence in the community came up as a barrier to participation and even as a significant barrier to everyday activity for priority populations. Violence manifests itself in many forms including gun violence, domestic violence, and more. In the focus groups, youth stated they could not go to many places in Richmond and North Richmond out of fear and that they were frequently uncomfortable to go out with groups of friends when one of them did not feel safe in a particular neighborhood. Others participating in the needs assessment spoke of witnessing violence or dangerous spots in their neighborhood. Bullying is also a concern for children. In addition, some participants also reported the fear of gender-based violence as a barrier to movement and participation in the community.
The 2019 Richmond Community Survey asked residents what areas the City should prioritize in order to best support young people in Richmond. Violence prevention and response received the second highest response rate with 73% of respondents (275 responses) selecting this as a priority2. Other plans and reports including the 2019 Kaiser Community Health Needs Assessment and the North Richmond Quality of Life Plan also identified community safety as a priority.
Options for Supported programming
Programs supporting healthy development for children Mentorship and other programs for youth that feature a caring adult Programs that support connection to after-school activities and reduce exposure to community risks
Programs outside of school
Peer-to-peer groups
Whole family/parent support
Anti-bullying programs
Programs focusing on African American and Latino/Latinx youth Youth skills programs: non-violent coping and communication skills Street outreach and community norm changes
Support for families experiencing domestic violence
Access to programs that are “close to home” or that provide safety support or community travel support that reduces risk of violence for youth (e.g., transportation vouchers or programs located next to public transportation) Priority populations
African American youth
Latino/Latinx youth
2 National Research Center and ICMA, The National Community Survey, Richmond, CA Technical Appendices, 2019
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 31 System-involved young people
Young people who have been pushed out-of-school
Young people living in poverty
Children and youth who are impacted by the criminal justice system and/or who have family members who are incarcerated
Desired Results
Reduction in the number of youths involved in criminal activity Reduction in the numbers of youth homicides for those under 24 years of age Reduction in the numbers of youth that perpetrate violence Increase in the number of students who feel safe at school Reduction in bullying
Reduction in the number of children and youth that witness violence Increase in services that support whole-family violence prevention
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 32 Priority 5: Strengthen Access to Basic Needs
The Community Needs Assessment identified that many Richmond and North Richmond children, youth, and their families were struggling and needed support with meeting one or more of their basic needs (e.g., housing, food, medicine, utilities, and transportation) for their families. For homeless participants, housing and wraparound support was identified. For transitional age youth, the need for assistance in supporting their own household after they turned 18 was mentioned. For immigrant children, the need for financial support for families who were often barred from working full-time was mentioned. Justice-involved youth suggested that they needed access to support that they said was often contingent on having been in Juvenile Hall. For some parents and youth who wanted to access particular programs, transportation was identified as a barrier.
Given that this planning work was conducted during the COVID-19 pandemic, basic needs issues were heightened beyond the norm. It is widely expected that many families will face ongoing economic hardship as the pandemic wanes and the economy moves toward recovery.
Options for Supported Programming
Childcare support including childcare to provide relief to youth caring for siblings or parenting youth
Meal and nutrition support
Rental support
Navigation of available basic needs resources
Support for family resource centers
Support for families with barriers to access
Expanded homelessness prevention resources to identify and support children and youth at risk of homelessness in Richmond and North Richmond Support for children and youth experiencing homelessness including coordination between outreach workers, after-school providers, schools, and shelter/housing resources
Priority Populations
Young people who themselves are homeless, or whose families are homeless or threatened by homelessness
Young people living in poverty
Immigrant and undocumented children and youth
Teen parents and families, including single mothers
Families with children and youth who are involved in or transitioning from the foster care, juvenile justice, criminal justice, or special education systems
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 33 Desired Results
Fewer children, youth and their families will experience homele ssness in Richmond and North Richmond
Increased housing security
Increased access to childcare
Increased food security
Increased access to services by mitigating financial or resource barriers Improved transportation to service locations
Increased access to high-speed internet and Wi-Fi
Decreased rates of poverty in Richmond and North Richmond, part icularly for households of color
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 34 For children, youth, and families, there were a number of voices across the spectrum of youth residents that reported on how difficult it is to navigate the Richmond and North Richmond environment of youth services. Almost all community engagement activities during the Community Needs Assessment identified the need for support that would assist community members in understanding what resources were out there and whether they qualified to access them. Many of those surveyed said they did not access services because they did not know about them.
Young people expressed the need for help, including coaching or case management, in navigating the turn toward independence or the journey to college success. Case management, or at the very least, guidance from a caring adult, is needed so that children, youth, and their families can understand and access the services available. Parents and guardians need more support with understanding what was offered and how to make the best use of these programs and services for their children. Information and case management was also mentioned as critical to individuals experiencing homelessness that were in need of successfully regaining housing.
This information needs to be in multiple languages with extra effort to reach marginalized children, youth, and their families.
Options for Supported programming
Fund the creation and hosting of an inclusive web resource that can provide robust information on children and youth programming in multiple languages Fund navigation support or case management for children, youth and their families who face complex challenges
Support mentorship and guidance that helps disadvantaged children and youth with understanding and accessing resources that will move them forward on their path toward college and/or employment
Social media strategies and outreach
Provide resources and capacity for guidance and case management in programming for those who most need it
Make sure that staff providing guidance and case management reflects the diversity of the clients
Priority 6: Strengthen Access to Guidance and Information about Resources Available for Children and Youth
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 35 Priority populations
This priority will support children and youth across Richmond and North Richmond inclusive of all priority populations.
System-involved young people
Young people who have been pushed out-of-school
Young people who themselves are homeless, or whose families are homeless or threatened by homelessness
Young people living in poverty
Immigrant and undocumented children, youth, and families LGBTQ+ children, youth, and families
Teen parents and families, including single mothers; young people with poor physical, mental, emotional, and behavioral health outcomes, and children with disabilities Families with children and youth who are impacted by the criminal justice system and/or who have family members who are incarcerated; and/or are involved in or transitioning from the foster care, juvenile justice, criminal justice, or special education systems. Desired Results
Information
Increased access to information: (Indicators: Number of inquiries and posts on one stop shop platform)
Increased access to information in multiple languages other than English (Indicator:
Increased number of requests for information that are made in other languages) Increase in the number of children and youth and their families that are aware of programming and know how to access information needed to participate Increased access to Wi-Fi connectivity
Navigation Support, Guidance, and Case Management
Increase in number of case management spots available for high need youth or those with complex situations
Increase in number of mentors available for high-need youth Increased navigation support for youth who want to access post-secondary education or who are transitional aged youth moving to independence Increased numbers of youth that have connection to caring adults Increased number of programs or collaborations that offer wraparound services/programming targeted at high need youth
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 36 IV. Proposal Instructions
The RFCY application process is entirely online through the RFCY Forms CivicPlus website at www.ci.richmond.ca.us/RFCYGrants. All proposals must be completed and submitted through the online application system to be considered for funding.
To review the Proposal Narrative Template, Demographic Table, Activity and Operations Projections Table, and Budget Template sections of the RFP go to Appendices A, B, C, and D, or to access those documents, please go to www.ci.richmond.ca.us/RFCYGrants. The following outlines the steps necessary to submit a proposal:
Step 1 – Agency and Proposal Information - Provide information specific to your agency and to the program your organization is requesting funding for, including the RFCY priority area aligned to the proposed program
Step 2 – Proposal Narrative – Upload your proposal responses completed on the Proposal Narrative Template
o Demographics – Upload your Demographic Table that estimates the individuals projected to be served annually by your program
o Activity and Operations Projections – Upload your Activity and Operations Projection Table that summarizes the proposed programming by projecting the types of activities to be delivered by the program your organization is requesting funding for, and the hours and location of operations
Step 3 – Budget – Upload a detailed program budget based on the Budget Template showing the RFCY funding requested and total program budget costs Step 4 – Required Documents Upload
Step 5 – Proposal Submission and Acknowledgements – Verify that the information is complete, all forms have been submitted, and submit the online proposal.
You may enter your application over multiple sessions. Remember to save often and log out when you have finished a session. Please review the elements of your application including all uploads before submitting. It is recommended that you wait until the entire application is complete before submitting each form. Once you submit, you will not be able to edit any of your work.
More information is provided on each of these steps on the following pages. Be sure to read these instructions carefully.
Questions about the content of the RFP can be directed by email to [email protected] . Questions by phone or in person will not be taken.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 37 Step 1: Agency and Proposal Information
Begin your application by completing the Agency and Proposal Information section.
Organizations may submit more than one (1) but not more than three (3) grant applications. If submitting more than one (1) application, organizations may apply for the same or different priority areas. Each application must be submitted separately. Please review the Application Process section of this RFP for additional information.
To complete the Agency and Proposal Information, provide the requested information via the online portal at www.ci.richmond.ca.us/RFCYGrants:
Name of Organization or Lead Agency/Organization
Fiscal Sponsor Information (if Applicable)
Project Manager Information
Program/Project Budget
Type of Applicant
RFCY Priority Areas
TYPE OF APPLICANT
Select whether the organization is applying as a “Small and Emerging Applicant”, “Single Agency“ or “Collaborative.” For collaborations, list the agency name for all collaborative organizations for the proposed program. For more information on types of applicants, please refer to the Eligibility section of this RFP.
RFCY PRIORITY AREA
Select the appropriate strategy under which the proposal is being submitted for funding consideration. You must select ONE priority area.
When you have finished with the Agency and Proposal Information section, move on to upload the Proposal Narrative, Demographics Table and Activities and Operations Projections Table, and Budget sections of the RFP.
Example: Organization ABC would like to apply as a Single Agency for the Access to Basic Needs priority area and as a Collaborative for the Youth Violence Prevention priority area.
Organization ABC must submit two separate applications for each and list the preferred priority area for each application.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 38 Step 2: Proposal Narrative
The Proposal Narrative must include the following elements, presented in the order listed below.
Reviewers will score the Proposa l Narratives based upon the ade quacy and thoroughness of the response to the RFP requirements and according to the following point system3:
Narrative Element Points
Program Summary (no points)
Agency History and Capacity 20
Program Design 35
Outcomes and Impact 25
Required Resources and Budget Request 20
TOTAL 100
Including the responses in Section 1 and Section 2, the Proposal Narrative form shall be limited to ten (10) pages. This page limit is not inclusive of budgets, resumes, descriptions of work experience, or documents requested as part of the application, including Appendices B, C, and D.
All submitted materials should be typed in a 12-point font size and a Serif or Sans Serif font style (e.g., Times New Roman or Arial). Applications must be easily r eproducible on a standard copying machine.
All costs incurred in the preparation of an application are the applicant’s responsibility.
Applications must be completed and submitted electronically at www.ci.richmond.ca.us/RFCYGrants by Monday, February 7, 2022, at 2:00 p.m.
Applications received after this date and time will not be considered and will not be eligible for review and scoring by the Review Committee.
For more information regarding scoring of the application, see the Evaluation of Proposals section.
3 This point system applies only to the scoring of the narrative section. The scoring committee will use this score along with other criteria, including but not limited to service location, service to priority populations, strategic alignment, past performance, and reasonableness of budget and activities, when making funding recommendations.
Tip: RDCY recommends that organizations first draft their responses to the Proposal Narrative section in the template provided. Be sure to review your submis sions for accuracy, formatting, clarity and completeness prior to uploading your Proposal Narrative template.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 39 Proposal Narrative
PROGRAM SUMMARY (NOT SCORED)
Provide a clear and concise summary of your program. The summary should describe the program in terms of who will be served, numbers to be served, types of services, location and frequency of services, and the purpose of your program and outcomes to be achieved. This Program Summary will be used to describe the proposed program throughout the review process (100 word limit).
AGENCY HISTORY AND CAPACITY (20 POINTS)
1) Briefly describe your agency.
2) Describe your agency's experience providing the services proposed in your application.
Include information on years of service in the community being served, experience working with diverse communities and youth, and any collaboration with other organizations or systems of care.
3) Describe the staffing plan for your proposed program. Identify the person who will have primary responsibility for managing the program and discuss their experience managing similar projects and in similar communities. Provide information on how many people will be directly working on the project and their qualifications to work effectively with your target population. Resumes or other relevant work history documents that can substantiate experience can be uploaded online via the portal and will not count toward the page limit.
PROGRAM DESIGN (35 POINTS)
4) Identify the population that will be served in your program. How do you plan to recruit, engage, and retain children, youth, and/or caregivers in your services to reach your program’s goals?
a. In addition to responding to the prompt(s), also complete the Demographics Table found in Appendix B.
5) Describe the program and proposed services. Provide information on the program design, type of services, average length of participation, location of services (include the defined boundaries for each targeted neighborhood/geographical area), and how services will be delivered.
a. In addition to responding to the prompt(s), also complete the Activity and Operations Table found in Appendix C.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 40 6) What role will youth have in program design, implementation and/or evaluation, if any? For example, how will youth inform, consult, or collaborate with staff? 7) Who are the other organizations that will support the program? Identify the roles, responsibilities and functions of each organization. For Section 5b organizations only: How does your proposal demonstrate collaboration as required per the definition listed on page 10 of the RFP? 8) Please discuss how your proposed program that you are requesting funding for through this RFP has been or will be impacted by COVID-19. What have been the implications for the services you provide? How has or will your organization add ress those issues so that the program can continue to be offered?
OUTCOMES AND IMPACT (25 POINTS)
9) What are the needs that your proposed program is designed to address (provide data)? How will your program’s target population directly benefit from the proposed services? 10) Describe how your program will measure its performance impact and achievement of outcomes. What are the short-term outcomes, and what do you anticipate as the long- term impacts? What are the performance targets that will be met? How will you know that your program is successful?
11) List your program’s annual outcomes and performance for the past one to three years.
Explain any fluctuations in outcome and performance year-to-year.
REQUIRED RESOURCES AND BUDGET REQUEST (20 POINTS)
12) What are the total proposed annual program expenses for the 2021-2022 fiscal year? What were the total program expenses in the most recently completed calendar or fiscal year? What is changing?
13) Describe the proposed program expenses and explain how funds requested are reasonable to support the proposed numbers of participants to be served, hours of service to be provided, and overall program design.
14) Provide information on the other sources of revenue supporting the program. Include the name of the funding entity, amount of funds, duration of funds, and whether the funds have been received, are committed, are pending, or will be requested. State whether your program will collect fees for participation or if it will be free of charge to all participants. If collecting fees, describe your fee structure, estimated annual revenue, and estimated percent of students participating for free compared to students paying a fee. 15) In addition to responding to all the prompt(s), also complete the Budget Template as referenced in Step 3 found in Appendix D.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 41 Step 3: Budget
The program budget is an important component of your proposal that should be clearly linked to support the proposed program, with reasonable and justifiable expenses for staffing and program costs. The budget proposed should be an appropriate and accurate projection of the program expenses for one program year: FY 2022-2023 (July 1, 2022 to June 30, 2023).
This section also allows you to show the cost effectiveness of your program and demonstrate how you will leverage other funds for the programs you are proposing. The proposed budget should be reflective of what was written in the Proposal Narrat ive section and your proposed Activities.
The budget section is organized in two sections:
REVENUES
Category
o All revenue sources that will fund your proposed program (e.g., grants, program fees, in-kind donations).
Total RFCY Funding Request
o The total amount of RFCY funding requested in the application. Total Project/Program Budget
o The total budget that supports the entire program or project pr oposed for funding.
Revenue Status
o The status of revenue sources sought by the applicant (e.g., pending and/or approved) including the current organization’s RFCY request.
EXPENDITURES
Funding Category
o The expenditure allocations for which requested funds are being requested (e.g., salaries and position, benefits, program supplies, insurance, transportation, etc.). RFCY Funds Requested
o The portion of the total program cost for which you are requesting RFCY funds. Program Budget
o The total cost of funding a line item to operate the proposed program. Budget Narrative
o Provide a narrative justification for each line item in the budget and describe what the specific item is and how the amount shown in the budget was calculated.
Reminder: Proposals must demonstrate, and if awarded a grant will be held accountable for, raising and documenting funding that equals at least 15% of the RFCY grant award as a program match.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 42 DIRECT COSTS
PERSONNEL
Please list all direct service staff including line staff, supervisory staff that supervises line staff, and support/clerical staff that work directly on the proposed program. Create a separate line item for EACH individual staff working directly on the program including Lead Agency Positions.
FRINGE AND BENEFITS
This line item represents benefits (health, dental, retirement, etc.) as well as mandatory employment costs such as FICA, Social Security, SDI, and unemployment taxes. Enter in a numerical total for all fringe benefit costs paid by RFCY and by your match. The total fringe amount is only for those personnel receiving benefits from your agency. In the Budget Narrative provide a clear response of how your agency is calculating the Fringe and Benefits.
OTHER DIRECT COSTS
All other direct costs included in the program budget must directly benefit and support the operation of the proposed program. Examples include but are not limited to:
Equipment/Furniture: Durable goods such as computers and furniture.
Facility Rental: Pro-rated costs of space rental, utilities, building maintenance and other occupancy costs.
Food: Meals, snacks and food for regular programming and special events.
General Office Supplies: Paper, pens, toner, and other reasonable office supply expenses.
Participant Incentives: Monies or other non-cash incentives, such as gift certificates, provided to a program participant as a reward for completing a program or achieving a programmatic milestone. Detail how many participants are projected to receive incentives, amount of incentive, and the reason for receiving the incentive.
Professional Development: Please justify how you intend to use this amount in the narrative text box to support the professional development and training of your direct service staff.
Program Supplies: Art supplies, workbooks, sports equipment, and other reasonable program supply expenses that are required for the proposed program.
Travel/Transportation: This item includes expenses for field trips and access to programs. The basis for the calculation as well as the purpose for all travel should be provided. Travel expenses for staff are allowed when directly benefiting children and youth. Funds cannot be used for travel to trainings or professional development conferences. Local travel estimates should be based on your organization’s current policies, for example, 55.5 cents per mile or for AC Transit or BART. Any non-local travel needs to be carefully itemized and justified.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 43 YOUTH WAGES AND STIPENDS
Youth Wages and Fringe Benefits
This line item is for programs that offer youth an hourly wage for internships or employment experiences. Please enter a separate line item for each unique hourly wage. Do NOT enter a range for wages. Provide a description of what the employment is and how the cost was calculated.
Enter the total amount of fringe benefits associated with employing youth including any benefits youth may receive and mandatory employment costs such as FICA, SDI, and UI.
Youth Stipends
Stipends are used to support youth participants enrolled in your program in limited duration work experiences and internships (not as employees of your organization). Please enter a separate line item for each unique stipend profile and stipend amount. Do NOT enter a stipend range. Provide a description of what the stipend is and how the cost was calculated.
NOTE: Do NOT include incentives for program participation in this line item. These should be included in the line item Participant Incentives under Other Direct Costs.
ADMINISTRATIVE/INDIRECT COSTS
Eligible administrative/indirect costs by applicant designation are:
Single Agency: Up to a total of 20% of total grant request may be requested. Collaborative Applicants: Up to a total of 20% of total grant request may be requested. Small & Emerging: Up to a total of 20% of total grant request may be requested.
Administrative/indirect costs cannot exceed the limits stated above.
Examples of allowable expenses in the administrative/indirect line item include but are not limited to: audit, bookkeeping, payroll/finance, facilities maintenance, fiscal sponsor costs, insurance, rent, storage, utilities, and allocated personnel costs (Executive Director’s time or any other staff who works minimally on the funded program).
Some of the items listed under Direct Costs might also be appli cable to Indirect Costs if those costs do not DIRECTLY benefit the proposed program.
Example: Indirect Costs are calculated as a percentage of the total RFCY Funds requested. A Single Agency applicant can request up to 20% of the total grant as Indirect Costs. If the agency applies for a grant requesting $100,000 from RFCY, the maximum indirect costs that can be requested is $20,000.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 44 Step 4: Required Documents
In the Required Documents section you will upload the following attachments:
Copy of IRS Letter Certifying Tax Exempt Status.
Applicants must upload an IRS statement certifying their organization’s nonprofit status under section 501(c)(3). To obtain this letter, call IRS at 1-877-829-5500 (Note: in some cases, it can take over two weeks to obtain this form). For Public Agencies, submit a blank document as an attachment.
Financial Statements
Provide a copy of your agency’s most recent (current) audited financials or Internal Revenue Service Form 990 or 990N or Income Statements (no later than 2018).
Reviewed or compiled annual financial statements are allowable for faith-based organizations
Organizational Budget
Provide the lead agency’s current year organizational budget for the current fiscal (FY 2021-2022) or calendar year. The organizational budget must clearly list sources of income/revenue, and detail personnel, direct, and indirect expenses. If applying with a fiscal sponsor, the organizational budgets of the lead agency and fiscal sponsor are required.
List of Board of Directors
Upload the current active board roster indicating officers and affiliations. If applying with a fiscal sponsor, the lead agency’s list of Board of the Directors indicating officers and affiliations is required.
If applying as part of a collaborative, the Board of Directors indicating officers and affiliations is required for all collaborative organizations.
Fiscal Sponsorship Letter of Agreement (LOA)
If applying with a fiscal sponsor, provide a letter of agreement between the fiscal sponsor and the sponsored organization. Among other responsibilities, the LOA must state that the Fiscal Sponsor or grantee is aware of their responsibility both fiscally and programmatically for all grant requirements if funds are awarded. The Fiscal Sponsor will be the applicant and will be the responsible party for the contract if the application is successful.
Collaborative Applicant Letter of Agreement (LOA)
For Collaborative Applicants:
o LOAs authorizing the collaborative relationship must be provided by all collaborative organizations and accompany your grant application. For Small & Emerging Applicants or Single Agency Applicants:
o If the successful implementation of your proposed RFCY grant-funded program is dependent on the collaboration with a governmental entity (i.e., state, county, city, school district, etc.) then a communication (e.g., email, letter) indicating the nature of that collaboration should be included in the application.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 45 Each LOA document can be uploaded in any format (e.g., word, pdf, excel, etc.). See Appendix E for a sample LOA.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 46 Step 5: Proposal Submission & Acknowledgement
The final step to complete your online proposal is to click “Submit”. Please review the elements of your application including all uploads. RDCY recommends that you wait until the entire application is complete before submitting the form. Once you submit, you will not be able to edit any of your work.
After all the forms are uploaded, review and confirm your agreement of the information in the Proposal Submission & Acknowledgement for the final confirmation of submission for your proposal. The form requires the applicant to verify the following:
(1) You are an Officer on the Board of Directors of the organization or have been authorized to submit the grant application,
(2) You have thoroughly read and understand the grant program guidelines and application questions and City of Richmond requirements (business license, insurance, and grant agreement),
(3) All questions contained in the application have been answered and the required documents are included as part of our application,
(4) Your organization will obtain comprehensive background checks and/or fingerprinting of all employees and/or volunteers that work directly with youth or such other vulnerable populations, and
(5) To the best of your knowledge, the information included as part of this application is true and accurate.
Following your agreement and completion of the Electronic Signature Agreement, click “Submit” to submit your application to RDCY. CivicPlus will generate and e-mail a Receipt of Submission to verify proof of submission. Save the e-mail of your receipt as a confirmation of your submission. Please note that all future communication regarding the submitted grant application will be sent to the Project Manager listed on the application.
ONLINE PROPOSAL DUE: MONDAY, FEBRUARY 7, 2022, BY 2:00 P.M. (PST) You must have completed and submitted all forms and uploads by 2:00 p.m., on Monday, February 7, 2022. All proposals submitted after 2:00 p.m. on Mo nday, February 7, 2022, will be deemed ineligible. This will be strictly enforced. RDCY strongly encourages organizations NOT TO WAIT until the last minute to submit your proposal to avoid any unforeseen technical issues.
All proposals must be submitted online through the RFCY CivicPlus system. Proposals that are mailed, e-mailed, or faxed will not be accepted.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 47 CITY OF RICHMOND/ RICHMOND DEPARTMENT FOR CHILDREN AND YOUTH RIGHTS
AND RESERVATIONS
By submitting a proposal, an applicant authorizes RDCY to verify any information the proposal contains. At any time before a contract is issued, RDCY may conduct site visits, interviews, and/or undertake other means to verify applicants’ provision of services before making a final determination of grant awards. RDCY has the right to disqualify applicants whose proposals present false, inaccurate, or incorrect information or are incomplete in any fashion.
Once a final award is made, all RFP responses, except financial and proprietary information, become a matter of public record and shall be regarded by the City as public records. To withhold financial and proprietary information, please label each page as "confidential" or "proprietary". Although a document may be labeled "confidential" or "proprietary", information is still subject to disclosure under the Public Records Act and is, at the City's discretion, based on the potential impact of the public’s interests whether or not to disclose "confidential" or "proprietary" information. The City shall not in any way be liable or responsible for the disclosure of any such records or portions thereof if the disclosure is made pursuant to a request under the Public Records Act.
If an inadequate number of proposals is received or the proposals received are deemed nonresponsive, not qualified, or not cost effective, the City may at its sole discretion reissue the RFP.
ADDITIONAL PREFERENCE POINTS
Applicants will receive preference points from the City of Rich mond for being an organization that is a Richmond business. (see Richmond Business Opportunity Ordinance, Richmond Municipal Code 2.50).
Richmond Business Opportunity Ordinance is incorporated into the Richmond Municipal Code (RMC) linked here: RMC Section 2.50. Be sure to review Section 2.50.040 for Definitions of the “Richmond business”, “Richmond nonprofit business”, and all other applicable sections, terms, and/or stipulations set forth within the RMC Section 2.50.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 48 V. Funding Recommendations and Contract Negotiation
Rejection of Proposal Elements
The City reserves the right to reject any or all proposals, whether or not minimum qualifications are met, and to modify, postpone, or cancel the RFP without liability, obligation, or commitment to any party, firm, or organization. In addition, the City reserves the right to request and obtain additional information from any candidate submitting a proposal. A proposal may be rejected for any of the following reasons:
Proposal received after designated time and date
Proposal not containing the required elements, exhibits, nor organized in the required format
Proposal considered not fully responsive to this RFP
Proposal not in compliance with the City of Richmond with contracting procurement policies, city ordinances, and legal requirements
Proposal Review Process
The City's overall objective is to award grants to highly qualified organizations that provide needed services to young people in Richmond and North Richmond. Within this overall objective, it is also the City’s intent that the selection process is fair and transparent.
All proposals will be evaluated and scored by a RFCY Review Committee (Committee).
Committee members may consist of but are not limited to RFCY Oversight Board members, employees from internal and external organizations, and community members.
The selection process is divided into the following steps:
1. All applications that are received by the submission deadline are reviewed in depth by RFCY staff for responsiveness, completeness, and satisfaction of eligibility requirements.
Based on this review, eligible proposals will proceed to the application evaluation process.
2. All complete and eligible applications are forwarded to the Committee, which will review and score the proposals, based on priority areas, using the criteria listed in the guidelines.
3. Individual Committee members will provide scoring to RFCY staff and the average of reviewer scores will be used to provide a ranking of proposals by priority area.
4. RFCY staff will provide the Committee with the average scores and ranking of proposals within each priority area. Committee members will utilize this information to help make recommendations to the RFCY Oversight Board.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 49 5. The RFCY Oversight Board will review Committee recommendations and will convene to approve funding decisions at their public monthly meeting in Summer of 2021. Award recommendations will align with the strategic objectives as detailed in the 2021-2024 RFCY Strategic Investment Plan.
The RFCY Oversight Board regular meetings are held monthly on the first Monday of the month, and depending on the status of COVID-19, are hosted in Richmond City Hall, located at 440 Civic Center Plaza, Richmond, CA 94804 or video conference platform.
6. The RFCY Oversight Board will then present their funding recommendations to Richmond City Council for approval and adoption.
Any party applying for funding through this RFP shall not contact or lobby any City Council member, RFCY Oversight Board member, Review Panel member, City employee (except those specified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, application submittal, and/or review process may have their application rejected for violating this provision of the RFP.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 50 The City has allocated up to eight weeks for review of the proposals. The following specific criteria and the points for each criterion, for a total of 100 points, will be used in evaluating and rating the proposals:
1) AGENCY HISTORY AND CAPACITY................................. ...............................20 POINTS Past, recently completed, or on-going projects to substantiate experience. Demonstration of ability and experience in working with diverse communities and youth. Agency has achieved success and accomplishments demonstrate capacity for effective delivery of proposed services.
Professional background and qualifications of team members prop osed to deliver direct services and manage the program are included and relevant and show that members are qualified.
Racial, ethnic, cultural, linguistic characteristics and or lived experience of staff reflect communities proposed to be served.
2) PROGRAM DESIGN............................................ ................................................35 POINTS A clear and specific outline of the proposed services, including frequency of programming, average number of clients to be served daily and over the course of the year, location of services, and extent of proposed services to be delivered. Outreach and engagement strategies that are effective and culturally relevant. Clearly demonstrated how youth voice, perspective, and input is included in the program development, design, outreach, and/or implementation.
Responses show an awareness of the community and target population. Special resources and capacities the team offers that are relevant to the successful completion of the project, including collaborations and subgrantees. The organization has a plan on how the program or project will be sustained and thrive in a COVID-19-impacted environment.
3) OUTCOMES AND IMPACT….............................................................................. 25 POINTS Applicant describes how program will contribute to equity among children, youth and their families in Richmond and North Richmond.
Applicant clearly describes the intended participants that the program is designed to address and their needs, providing accurate, current, and specific data where possible to demonstrate need.
Applicant identifies outcomes that have been achieved through the proposed services before and is able to link projected outcomes to intended impacts identified in the priority areas/funding strategies.
Applicant demonstrate the ability to reasonably account for/track outcomes.
Evaluation of Proposals
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 51 4) REQUIRED RESOURCES AND BUDGET REQUEST....................... .................20 POINTS Program provides a clear budget that describes staffing and associated direct costs required for successful program implementation.
Expenses are reasonable and commensurate with the scale of services proposed. Additional resources are identified to support the program, with reasonable plan for securing matching funds.
Total program budget of RFCY funding and additional matching funding is realistic and reasonable for proposed level of services.
The ratio between the organization’s total grant requests and their organization’s overall current year budget is appropriate based on program design and other factors.
The Board will base funding recommendations upon the ranking of proposals according to the p o i n t s y s t e m d e s c r i b e d a b o v e f o r t h e P r o p o s a l N a r r a t i v e s e c t i o n of the proposal, along with additional considerations and cr iteria, including but not limit ed to service location, service to priority populations, strategic alignment, past program perform ance and agency capacity, and reasonableness of budget and scope of services.
Contract Negotiations
During contract negotiation, RFCY staff will work with organizations to develop and/or update scopes of work, program outcomes, timelines, demographics and activity reports, and budgets.
Staff will ensure that contracts meet the goals, objectives and policies of RFCY and the Oversight Board.
With prior notification, during or before a grant agreement is issued, City of Richmond staff may conduct site visits, interviews, and/or undertake other means to better understand applicants’ provision of services.
Should the City and the applicant not be able to reach an agreement as to the contract terms within a reasonable timeframe, the City may terminate the negotiations and begin negotiations with the next most qualified applicant within the priority area, as identified and selected by the Oversight Board and approved by City Council, and proceed down the list of qualified applicants as necessary until an agreement is reached or the list is exhausted.
Once awarded, all grantees must use the CivicPlus online reporting system to report scope of work activities, demographics, budget, program activities, enrollment, attendance, and invoices.
Grantees are also required to submit quarterly progress reports in a timely manner.
All grantees must participate fully in the RFCY independent evaluation process so that meaningful data may be gathered to report to all parties interested in RFCY. Participation may include attending trainings and workshops, collection of participant survey data, gathering adequate data on effort and results at the evaluator’s request, and hosting site visits.
Organizations are also required to attend RFCY grantee convenings and other RFCY informational, technical assistance, training and service coordination meetings.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 52 Contract Award
1) Upon successful completion of the negotiations, staff will transmit the agreement to the City Manager/City Council (as applicable) for review and approval. 2) The contract amount (including reimbursements) shall be a not to exceed amount, to be established based upon a mutually agreeable Scope of Services and fee schedule. 3) After contract execution, an initial advance payment of twenty-five percent (25%) of the total award amount MAY be advanced to all grantees as part of the application award process. Grantees receiving an advance payment may be eligible for an additional advance of twenty-five percent (25%) of the award amount, contingent upon the submission of complete and adequate reporting and invoicing documentation. A final advance of twenty-five percent (25%) of the award amount may be made contingent upon submission of the complete and adequate reporting and invoicing documentation.
Payments will only be made for the eligible items and amounts specified in the approved grant agreement budget and a manner consistent with the payment provisions contained in the executed grant agreement.
4) The City will withhold the final twenty-five percent (25%) of the contract amount pending successful completion of work and final submittal of all required documentation.
5) The selected grantee will be required to enter into a grant services agreement that contains similar terms and conditions as in the City’s standard agreement. Please note that the City Attorney’s Office is typically not inclined to make any modifications to the standard agreement terms and provisions.
6) The selected grantee and their members will be required to maintain auditable records, documents, and papers for inspection by authorized local, state and federal representatives. Therefore, the grantee and their members may be required to undergo an evaluation to demonstrate that the grantee uses recognized accounting and financial procedures.
7) Reports will be required and must provide detailed information about the services provided. Grantees that do not submit the required reports run the risk of forfeiting their funding. A final report at the conclusion of the project or program is also required. 8) Invoicing or Funding Requests for reimbursement must include the necessary documents to substantiate the disbursement (e.g., receipts, time cards, payroll records, etc.).
Grantees that do not adhere to the invoicing requirements run the risk of forfeiting their funding.
9) Published program materials shall include the City seal or logo and shall state, “Made possible in part by the Richmond Fund for Children and Youth.” The material must be appropriate, relevant, and aligned with the approved project an d should be reviewed and approved by City staff before release.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 53 CONTRACT AND COMPLIANCE
Please review Appendix F: Compliance with City Council Policies and Applicable Laws for details on the City policies that are required of funded agencies.
1. Grantees must provide the services projected in the proposal and Scope of Work, subject to contract negotiations. Failure to provide these services may result in reduced payments or suspension of payment.
2. Grantees must provide evidence of in-kind and cash matches at the end of the third quarter, (e.g., through letters, copies of checks, grants, or records of volunteer or donated services.)
3. After a contract is awarded, RDCY and the City reserve the right to amend it as needed throughout the term of the grant agreement to best meet the needs of all parties.
4. RDCY staff and/or other appropriate City staff or affiliates shall have the right to audit the grant agreement and all books, documents and records relating thereto.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 54 Appendix A: Proposal Template
SECTION 1 – AGENCY AND PROPOSAL INFORMATION
Including the responses in Section 1 and Section 2, this Proposal Narrative form shall be limited to ten (10) pages.
Community-Based Organization Information (Applicant Information):
Name of Organization or Lead Agency/Organization:
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Organization Address:
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Executive Director Name:
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Project Manager Name (primary contact for the grant):
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Project Manager Phone Number:
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Project Manager Email Address:
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Program Summary:
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Fiscal Sponsor Information (Organization with 501(c)(3) tax status):
Name of Organization:
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Executive Director Name:
Click here to enter text.
Organization Address:
Click here to enter text.
Project Manager Name (primary contact for the grant):
Click here to enter text.
Project Manager Phone Number:
Click here to enter text.
Project Manager Email Address:
Click here to enter text.
Program/Project Budget:
Program/Project Budget:
$ Click here to enter text.
Amount of Grant Funds Requested:
$ Click here to enter text.
Annual Organizational Budget:
$ Click here to enter text.
Fiscal-Sponsor Budget (if applicable):
$ Click here to enter text.
Type of Applicant:
Choose whether the organization is applying as a Small and Emerging, Single Agency, or Collaborative Applicant and enter than information in the field below.
Click here to enter text.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 55 For Collaborative Applicants and organizations listed in Article 15, Section 5b, list the information below for all collaborating orga nizations for the proposed program.
Agency Name Contact Name Major Responsibilities
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RFCY Priority Area:
Choose one (1) appropriate strategy under which the proposal is being submitted for funding consideration and enter that information below:
Priority Area 1: Behavioral Health: Mental Health & Wellness Priority Area 2: Education Support and Employment/Training Support Priority Area 3: Out-of-School Time, After-School, Sports, and Enrichment Priority Area 4: Youth violence Prevention
Priority Area 5: Access to Basic Needs
Priority Area 6: Information, Guidance and Case Management
SECTION 2 –PROPOSAL NARRATIVE
Including the responses in Section 1 (above) and Section 2, this Proposal Narrative shall be limited to ten (10) pages.
PROGRAM SUMMARY (NOT SCORED)
Provide a clear and concise summary of your program. The summary should describe the program in terms of who will be served, numbers to be served, types of services, location and frequency of services, and the purpose of your program and outcomes to be achieved. This Program Summary will be used to describe the proposed program throughout the review process. There is a 100 word limit to this response.
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AGENCY HISTORY AND CAPACITY (20 POINTS)
1) Briefly describe your agency.
2) Describe your agency's experience providing the services proposed in your application.
Include information on years of service in the community being served, experience working with diverse communities and youth, and any collaboration with other organizations or systems of care.
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3) Describe the staffing plan for your proposed program. Identify the person who will have primary responsibility for managing the program and discuss their experience managing
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 56 similar projects and in similar communities. Provide information on how many people will be directly working on the project and their qualifications to work effectively with your target population. Resumes or other relevant work history documents that can substantiate experience can be uploaded online via the grant application and will not count toward the page limit.
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Staff Name Roles and Responsibilities
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PROGRAM DESIGN (35 POINTS)
4) Identify the population that will be served in your program. How do you plan to recruit, engage, and retain children, youth, and/or caregivers in your services to reach your program’s goals?
a. In addition to responding to the prompt(s), also complete the Demographics Table found on www.ci.richmond.ca.us/RFCYGrants.
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5) Describe the program and proposed services. Provide information on the program design, type of services, average length of participation, location of services (include the defined boundaries for each targeted neighborhood/geographical area), and how services will be delivered.
a. In addition to responding to the prompt(s), also complete the Activity and Operations Table found on www.ci.richmond.ca.us/RFCYGrants.
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6) What role will youth have in program design, implementation and/or evaluation, if any? For example, how will they inform, consult, or collaborate with staff? Click here to enter text.
7) Who are the other organizations that will support the program? Identify the roles, responsibilities and functions of each organization. For Section 5b organizations only:
How does your proposal demonstrate collaboration as required per the definition listed on page 10 of the RFP?
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 57 Click here to enter text.
Collaborating
Organization
Roles and Responsibilities
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8) Please discuss how your proposed program that you are requesting funding for through this RFP has been impacted by COVID-19. What have been the implications for the services you provide? How has or will your organization address those issues so that the program can continue to be offered?
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OUTCOMES AND IMPACT (25 POINTS)
9) What are the needs that your program is designed to address (provide data)? How will your program’s target population directly benefit from the proposed services? Click here to enter text.
10) Describe how your program will measure its performance impact and achievement of outcomes. What are the short-term outcomes, and what do you anticipate as the long-term impacts? What are the performance targets that will be met? How will you know that your program is successful?
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11) List your program’s annual outcomes and performances for the past one to three years.
Explain any fluctuations in outcome and performance year-to-year.
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REQUIRED RESOURCES AND BUDGET REQUEST (20 POINTS)
12) What are the total proposed annual program expenses for the 2022-2023 fiscal year? What were the total program expenses in the most recently completed calendar or fiscal year? What is changing?
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13) Describe the proposed program expenses and explain how funds requested are reasonable to support the proposed numbers of participants to be served, hours of service to be provided, and overall program design.
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14) Provide information on the other sources of revenue supporting the program. Include the name of the funding entity, amount of funds, duration of funds, and whether the funds have
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 58 been received, are committed, are pending, or will be planned to be requested. State whether your program will collect fees for participation or if it will be free of charge to all participants. If collecting fees, describe your fee structure, estimated annual revenue, and estimated percent of students participating for free compared to students paying a fee.
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15) In addition to responding to all the prompts(s), also complete the Budget Table as referenced in Step 3 and found on www.ci.richmond.ca.us/RFCYGrants.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 59 Appendix B: Demographic Projections Table(s)
Please estimate the total number of unique clients your program projects to enroll and serve during the period July 1, 2022, and June 30, 2023, if funded by RFCY. Do not include in your projections participants that only receive ancillary services such as sitting through a one-time workshop. Do not include projected number of participants reached in outreach efforts. Space is included in the fillable template to provide a narrative response.
NOTE: If awarded RFCY funding, organizations will provide First Name, Last Name, Date of Birth, Gender Identity, Race/Ethnicity, and residential Zip Code for all participants (unless otherwise legally prohibited). Enrolled clients (and their parent, guardian, or other legally authorized representative if a minor) are required to provide a Release of Information Form giving consent to being entered and their participation tracked and agreeing to participate in an annual evaluation of the funded program by the RFCY and/or its evaluation consultant. Youth participants (birth – 24) must be Richmond or unincorporated North Richmond residents.
OVERALL TOTAL NUMBER OF UNDUPLICATED PARTICIPANTS:
Ages
Race/Ethnicity Birth-5 6-12 13-17 18-24 TOTALS
Asian
Black/African American
Latinx
Native American/Indigenous
White
Pacific Islander
Mixed Race
Prefer not to state
Other
TOTALS
Gender Number of Participants TOTALS
Male
Female
Non-Binary
Other Gender Not Listed
TOTALS
Residential Zip Codes Number of Participants TOTALS
94801
94803
94804
94805
94806
TOTALS
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 60 Appendix C: Activity and Operations Projection Table(s) Provide an overview of the total expected activities to be supported during the first year of funding support. Provide an estimate on the overall activities in this section that correspond to the detailed activities you will provide throughout the year. Do not provide a detailed list of each and every expected activity that would constitute a completed Scope of Work. If selected for funding, applicants will be required to translate their Activity Projections into a detailed Scope of Work and set of specific activities prior to entering into contract with the City of Richmond.
ACTIVITY PROJECTIONS TABLE
The activity types that are available are dependent upon the RFCY priority area selected. There are four activity types that are available:
Individual Activities
Group Activities
Consultation Hours
Internships and Employment
Select the appropriate type of activity based on your services. For each activity category, you will be able to enter one or more activities.
For Individual and Group Activities, you will be required to provide the following information:
Activity Name
Activity Category
o Select the most appropriate activity category from the drop-down list # of Sessions by Quarter
o Enter the number of sessions that this activity is projected to occur by quarter o The quarters follow the City of Richmond’s fiscal year July 1st – June 30th Average # of Participants per Session
o Project the number of youth expected to be present per session on average Average Length of Session (hours)
o Project the average length of each activity session. Make sure to project out in hours, not minutes. For example, a 30-minute session should be entered as 0.5 Service Description
o Provide a short summary of the activity to provide information on the type of activity proposed
Example: A program proposes to provide summer camp for four weeks for 100 students. Each day the program provides youth with three hours of arts and enrichment, and three hours of academic programming. Select “Group Activities” and complete one activity to capture the arts and enrichment programming, and a second activity to capture the academic programming.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 61 PROGRAM ACTIVITIES CATEGORY
Select the most appropriate category for each of your Individual and Group activities. Examples include:
Academics – includes literacy, math, STEM and STEAM programming Arts, Dance, Music and Culture
College and Career Readiness
Community Building
Early Learning
Family Engagement and Parent Education
Field Trips
Health Education and Wellness – includes gardening, cooking and nutrition Internships and Employment
Leadership and Civic Engagement – includes community service Sports and Recreation
Supportive Services – includes mental health services, case management, mentoring, resource referrals, legal services, housing support, restorative justice Other
PROGRAM OPERATIONS TABLE
Provide information on the months that the program will be active, projected number of weeks the program will be active over the course of one year, and the projected days and hours of operation.
LOCATIONS OF PROGRAM ACTIVITIES
Provide information on the service site location. If your program is operating at multiple locations, provide information for each program site location. Do not include service site locations where only brief activities will take place, such as field trips or showcase event locations.
For each Service Location, provide the following information:
Location Name: Provide a clear name for the site (do not use acronyms). Address: Including Street Address, City, and Zip Code. o Note: RFCY uses this information to inform the Oversight Board and Richmond City Council of potential program locations and it is helpful during the review process to determine geographic diversity of programs. Please be sure to include accurate information in this section to be able to map potential service locations. Location Type: Select from the drop-down list the most appropriate category for the proposed service site location.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 62 ACTIVITY PROJECTIONS TABLE:
Name of
Program
Activities
Category
No.
Sessions
per
Quarter
Avg. No.
Participants
Avg.
Length
per
Session
(hours)
Activity
Description
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 63 PROGRAM OPERATIONS TABLE:
Number of Weeks
Operating
Days of Week
Operating
Grant Program Hours of
Operation
June 0
July 0
August 0
September 0
October 0
November 0
December 0
January 0
February 0
March 0
April 0
May 0
TOTAL Weeks Days Hours
Location(s) of Program Activities:
Location Name Address Location Type
Choose an item.
Choose an item.
Choose an item.
Choose an item.
Choose an item.
Choose an item.
Choose an item.
Choose an item.
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 64 Appendix D: Budget Template
a. Total organization budget (based on prior year’s 990, audite d/reviewed financials, or income statement):$
b. Complete the budget template below for your proposed program . If needed, add rows and provide as much detail as possible in the revenue and expenditure sections. Revenue section: List all of the revenue sources that will fun d your proposed program (e.g., grants, program fees, in-kind donations) and state wheth er those sources are pending and/or approved. Include, the Total Project Budget as w ell as your organization’s RFCY request.
Expenditures: List, with as much detail as possible, the expen diture categories (e.g. salaries, benefits, program supplies)
The revenue total and the expenditure total in the “RFCY Reque st” column should match. The same is true for the “Project Budget” column.
For example, if your organization is requesting a total of $50,000 from the RFCY grant program, that amount should be listed in the “Revenue” section of the budget table. You would then need to complete the “Expenditure” section of the budget table, making sure that the total amount of the expenditures is also equal to $50,000 (the total amount of the revenue requested).
Use the “Budget Narrative” section to justify and explain the expenditures outlined in your program budget table.
Program Budget Table
REVENUE
Category
(List Funding Sources)
RFCY Request
(FY 22-23)
Total Project
Budget
Revenue Status
(Approved/Pending)
Revenue Total $ $
EXPENDITURES
Funding Category RFCY Request
(FY 22-23)
Total Project
Budget
Budget Narrative
(if applicable)
Expenditure Total $ $
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 65 Appendix E: Letter of Agreement (LOA) Sample
This template is provided as a general guideline. If your organization has its own template, feel free to use it as long as it contains the key features of the LOA template. The LOA must include:
Description of the nature, history and extent of the collaborat ion including past successes and accomplishments of the collaboration.
Responsibilities of each party detailing administrative and operational duties including staffing, service delivery specifics, facility space, data management, evaluation, etc. Any funds being exchanged.
Signature of director level person or someone who has the organ izational authority to enter their respective organizations into an agreement.
Letter of Agreement (LOA) for Richmond Fund for Children and Youth This Letter of Agreement establishes the intention of [ORGANIZATION 1] and [ORGANIZATION 2] to work together if RFCY funds are awarded for [Program Name]. [Give a brief description of program and any past collaboration history and successes]. [ORGANIZATION 1] will fulfill the following responsibilities:
List out responsibilities detailing administrative and operational duties including staffing, facility space, targeted numbers of priority populations to be served, type of services, frequency of services, average length of participation, location of services, and how services will be delivered.
Provide information on data management and evaluation practices. [ORGANIZATION 2] will fulfill the following responsibilities:
List out responsibilities detailing administrative and operational duties including staffing, facility space, targeted numbers of priority populations to be served, type of services, frequency of services, average length of participation, location of services, and how services will be delivered.
Provide information on data management and evaluation practices.
JOINT RESPONSIBILITIES
List out any joint responsibilities including regular meetings to align, coordinate and review services and collaboration.
COMPENSATION AND TERM
Detail any funds being exchanged. Specify the length of time for the agreement.
NOTE: It is RFCY’s expectation that all collaborating organizat ions written into the proposal and b u d g e t w i l l r e m a i n i n t h e c o l l a b o r a t i o n f o r t h e d u r a t i o n o f t h e 2021-2024 grant cycle period because your grant was reviewed and awarded based on these coll aborations. If there needs to be any potential changes in the scope of work and budget, these need to be brought to RFCY’s attention for approval of modification in the scope of work prior to implementation.
[ORGANIZATION 1] Date
[ORGANIZATION 2] Date
Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 66 Appendix F: Compliance with City Council Policies and Applicable Laws
1. The successful applicants selected shall obtain or provide proof of having a current City of Richmond Business Tax Certificate.
2. The City reserves the right to reject any and all bids.
3. Federal, State and Local Laws: The selected applicants will be required to comply with all applicable federal, state and local laws, including the City of Richmond’s Nondiscrimination Ordinance (Chapter 2.28), Business Opportunity Ordinance (Chapter
2.50), Local Employment Program Ordinance (Chapter 2.56), and Living Wage Ordinance (Chapter 2.60), if applicable. Please contact the City or RDCY staff for further information regarding the above requirements.
4. The successful applicants must complete and submit a W-9 and Supplemental Vendor forms.
5. The successful applicants must meet the applicable City of Richmond insurance requirements.
Priority Area 1 Behavioral Health: Mental Health and Wellness Rank Organization Project Description Requested
Amount
Recommended
Amount
Average Score
(105 Total)
# of
Richmond
Youth Served
Ethnic Groups Served
Age Groups
served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender
Identity
Area
(Zip Code(s))
1 Mindful Life Project Mindful Life Project (MLP) provides transformative direct service social‐emotional learning rooted in
mindfulness to South Richmond students, aiding in the
mental and emotional wellness of students. Through two
direct service programs, MLP serves every student in our partner schools across Richmond, instilling valuable mental health and emotional support tools and resources to each student. Dedicated MLP mindfulness coaches directly teach youth life‐long skills of self‐awareness, emotional
regulation, self‐control, empathy, and decision‐making
using innovative mindfulness techniques.
$60,000 $60,000 88.75 1857
Asian
Black
Latinx
White
Mixed Race
Native American
Pacific Islander
Prefer Not to State
6 ‐ 12
13 ‐ 17
Male
Female
94804
94805
2 New Life Movement New Life Movement’s Reactions program promotes positive interactions between at‐risk youth ages
12‐24 and their peers, teachers, and/or other authority figures, with a focus on identifying and
addressing conditions that motivate youth to display
disruptive and/or harmful behavioral patterns.
New Life mentors meet with 15‐20 participants 2‐3 times per week for 12 weeks at their WCCUSD
schools, or at the New Life Resource Center in the Iron Triangle, where they engage in activities that
promote conflict resolution, emotional resilience, and
informed decision‐making skills, with the goal
of providing participants with the tools needed to mitigate future volatile interactions.
$150,000 $100,000 88.75 95
Black
Latinx
White
6 ‐ 12
13 ‐ 17
Male
Female
94801
94804
94805
(C*) = Collaborative Applicatants
(E*) = Small and Emerging Applicants 1 of 14Page 741 of 1065 Priority Area 1 Behavioral Health: Mental Health and Wellness Rank Organization Project Description Requested
Amount
Recommended
Amount
Average Score
(105 Total)
# of
Richmond
Youth Served
Ethnic Groups Served
Age Groups
served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender
Identity
Area
(Zip Code(s))
3 Bay Area Community
Resources
Bay Area Community Resources proposes to implement
mental health and wellness services to 80
students and 50 family members at DeJean Middle and
Coronado Elementary schools in Richmond.
The program will combine trauma‐informed individual and group therapy, classroom and school‐wide
education on relevant social‐emotional topics, and violence prevention activities focused on mental
health and wellness. In addition to the core target group, the program will engage 120 students
through classroom and school‐wide social‐
emotional/violence prevention activities. Staff will support teachers by disseminating social‐emotional learning tools for use in classrooms.
$149,588 $149,588 85.25 140
Asian
Black/African American
Latinx
White
Mixed Race
6‐12
13‐17
Male
Female
94801
94804
94805
Total Requested/ Awarded $359,588 $309,588
(C*) = Collaborative Applicatants
(E*) = Small and Emerging Applicants 2 of 14Page 742 of 1065 Priority Area 2 Education Support and Employment/Training Support Rank Organization Project Description Requested
Amount
Recommended
Amount
Average
Score
(105 Total)
# of
Richmond
Youth
Served
Ethnic Groups
Served
Age Groups served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender
Identity
Area
(Zip
Code(s))
1 Richmond Art Center
The SPOTS Mural Program for Youth is a series of
two summer intensive classes that combine in‐
depth arts education, practical job training and
experience in commissioned mural work.
Through working together to create a mural, two
cohorts of twelve young artists (ages 16‐24) will
experience mentorship from professional artists,
while learning practical skills in proposal
development, project management, and public
speaking, in addition to developing soft skills
such as problem solving, critical thinking, public
speaking, and leadership skills. The program will
be run at Richmond Art Center. Each class will
run for 6‐8 weeks, meeting 2 times a week for 3
hours, mid‐June through early August 2022
$40,000 $40,000 99.67 8
Asian
Black/African
American
Latinx
Native
American/indigeno
us
Pacific Islander
Mixed Race
13 ‐ 17
18 ‐ 24
Male
Female
Non‐Binary
94801
94803
94804
94805
94806
3 of 14Page 743 of 1065
Priority Area 2 Education Support and Employment/Training Support Rank Organization Project Description Requested
Amount
Recommended
Amount
Average
Score
(105 Total)
# of
Richmond
Youth
Served
Ethnic Groups
Served
Age Groups served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender
Identity
Area
(Zip
Code(s))
2 The Watershed Project Our Green Collar Corps (GCC) youth employment program unleashes the power of local youth to
become future leaders through multi‐disciplinary
skills training and work experience side‐by‐side
with our staff of environmental professionals.
TWP will employ 4‐5 GCC members that will help
mentor an additional 100 young people from
Richmond during the 2022‐2023 school year. The
intensive program consists of three components:
team‐building field trips, a year‐long career
development academy including training and
project based work experience, and a
Community Day. Young people will leave
equipped with new skills, confidence, and
maturity so they are competitive as they enter
the job market.
$100,000 $100,000 91.00 5
Black/African
American
Latinx
White
Mixed Race
13 ‐ 17
18 ‐ 24
Male
Female
Non‐Binary
94801
94804
94806
4 of 14Page 744 of 1065
Priority Area 2 Education Support and Employment/Training Support Rank Organization Project Description Requested
Amount
Recommended
Amount
Average
Score
(105 Total)
# of
Richmond
Youth
Served
Ethnic Groups
Served
Age Groups served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender
Identity
Area
(Zip
Code(s))
3 Things That Creep (E) Focusing on Bay Area common snakes and ecosystems, the Neighborhood Snakes (NS)
program engages K‐3rd Richmond students
with interactive science education. Teachers
receive multimedia, grade‐specific curriculum
which meets NGSS (national) and Common
Core (state) science standards. After
reviewing the week‐long curriculum,
students participate in one 30‐minute
interactive presentation with our bilingual
educators and safe‐to‐handle snake
ambassadors. The 2022‐2023 NS program
will serve 1,000 Richmond K‐3rd grade
students at their schools. Outcomes will be
measured by the number of students served
and whether they meet educational
benchmarks as measured by post‐program
questionnaires.
$30,000 $30,000 89.50 1000
Asian
Black/African
American
Latinx
White
Native
American/indigeno
us
Pacific Islander
12‐Jun Male
Female
94801
94803
94804
94805
5 of 14Page 745 of 1065
Priority Area 2 Education Support and Employment/Training Support Rank Organization Project Description Requested
Amount
Recommended
Amount
Average
Score
(105 Total)
# of
Richmond
Youth
Served
Ethnic Groups
Served
Age Groups served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender
Identity
Area
(Zip
Code(s))
4 Social Progress, Inc The mission of Social Progress Inc., a North Richmond‐based organization, is to keep
young men and women safe from the streets
of violence, by providing them a safe place to
go after school. We assist, with home work,
after school tutoring, Penn Foster online High
School Diploma program. Funding would
allow Social Progress Inc. to continue our
Diploma and other programs. We are
respecting the Pandemic and we are during
virtual and working with the online Diploma
program.
$30,000 $0 68.00 40
Black/African
American
Latinx
White
Native
American/Indigeno
us
6 ‐12
13 ‐ 17
Male
Female
94801
94805
94806
Total Requested/
Awarded $200,000 $170,000
6 of 14Page 746 of 1065
Priority Area 3 Out of School, After School, Sports and Enrichment Rank Organization Project Description Requested
Amount
Recommended
Amount
Average Score
(105 Total)
# Richmond
Youth Served Ethnic Groups Served
Age Groups served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender
Identity
Area
(Zip Code(s))
1 The Watershed Project During the 2022‐2023 school year, The Watershed Project will partner with teachers in the West Contra
Costa Unified School District to deliver high‐quality,
interactive educational programs to 500 K‐12 students in Richmond. We’ll engage them with curricula that build
learning in science, English Language Arts, and health
education. TWP will also introduce them to a number of
fun outdoor learning experiences (COVID‐19 public
health guidelines allowing), with field trips to a local par k
that involve both contemplative and physical activities.
Our program will strengthen students’ mental health
and resilience by building social‐emotional skills and
competency.
$50,000 $50,000 96.84 500
Asian
Black/African American
Latinx
White
Native American/Indigenous
Pacific Islander
Mixed Race
Prefer Not to State
6 ‐ 12
13 ‐ 17
Male
Female
Non‐Binary
Other
Gender Not
Listed
94801
94803
94804
94806
2 Scientific Adventures for
Girls
SAfG will offer 540 hands‐on after‐school STEM classes
at 10 Richmond elementary schools, serving 300 girls in K‐6th grades from September 2022‐May 2023 for an
hour, once a week, for 27 weeks. SAfG specifically
engages young BIPOC girls in long‐term, hands‐on STEM
education to bolster their STEM interests and skills, and to eventually close the STEM gender gap. Since 2014,
our surveys consistently show 75% or more of our girls
want to return for more SAfG sessions. Part of our
success is that families participate in their girls' STEM journey through teacher communication & virtual Family
STEAM Nights too.
$65,000 $65,000 95.50 300
Asian
Black/African American
Latinx
White
Mixed Race
Prefer Not to State
Other
6 ‐12. Female
94801
94803
94804
94805
94806
7 of 14Page 747 of 1065
Priority Area 3 Out of School, After School, Sports and Enrichment Rank Organization Project Description Requested
Amount
Recommended
Amount
Average Score
(105 Total)
# Richmond
Youth Served Ethnic Groups Served
Age Groups served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender
Identity
Area
(Zip Code(s))
3 The Practice Space This program makes it possible for WCCUSD elementary students to develop their voice, engage in decision‐
making, and succeed as leaders. By offering our year‐
round, after‐school elementary program, “Speak
Together Be Together”, at 8 WCCUSD elementary
schools, The Practice Space and the Expanded Learning
Program Office will collaborate to create welcoming
spaces with high‐quality programming to teach young
people to believe their voice matters and know how to
use their voices to express themselves.
$100,000 $100,000 95.48 250
Asian
Black/African American
Latinx
White
Native American/Indigenous
Pacific Islander
Mixed Race
Prefer Not to State
Other
6 ‐ 12.
Male
Female
Non ‐ Binary
94801
94804
94805
94806
4 Pogo Park Pogo Park will provide collaborative, high‐quality enrichment programs at Elm Playlot (Pogo Park #1,
located in the center of the underserved Iron Triangle
neighborhood) to neighborhood children and youth.
$150,000 $150,000 95.10 1500
Asian
Black/African American
Latinx
White
Native American/Indigenous
Pacific Islander
Mixed Race
Prefer Not to State
Other
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Male
Female 94801
5 Aim High for High School Aim High’s free multi‐year middle‐scho ol summer learning program provides students with 25 days of
academic and enrichment opportunities Monday
through Friday. We run a five‐week program and we are
requesting support for the four weeks that fall within th e
RFCY’s grant period. Our program is designed to mitigate the summer slide, encourage academic gains and build
confidence so that students are prepared to succeed in
school. In summer 2022, we will serve 100 Richmond
students. After attending our program, these students
will be better prepared for high school and more likely t o
graduate on time eligible and ready for college.
$150,000 $150,000 94.90 80
Asian
Black/African American
Latinx
White
Asian/Pacific Islander
Mixed Race
Other
6 ‐ 12
13 ‐ 17
Male
Female
94801
94803
94804
94805
94806
8 of 14Page 748 of 1065
Priority Area 3 Out of School, After School, Sports and Enrichment Rank Organization Project Description Requested
Amount
Recommended
Amount
Average Score
(105 Total)
# Richmond
Youth Served Ethnic Groups Served
Age Groups served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender
Identity
Area
(Zip Code(s))
6 Rosie the Riveter Trust
(C*)
Rosie the Riveter Trust and the Rosie the Riveter
National Park have partnered on educational enrichment
and success‐oriented programs for underserved
elementary, middle and high school youth for more than
ten years. Park programs have included Every Kid
Outdoors, Rosie’s Girls, and now Open Outdoors for
Kids (OOK), providing rangers, films, bus transportation, history and environmental curricula and more. Programs
are focused on culturally‐relevant history, career track education, and outdoor exploration and education. The
position funded by this request would enhance teacher
and parent access, and classroom, outdoor and in‐class
enrichment for youth from fourth grade through high
school.
$86,250 $86,250 92.14 960
Asian
Black/African American
Latinx
White
Pacific Islander
Mixed Race
6 ‐ 12
13 ‐ 17
Male
Female
Non‐Binary
94801
94803
94804
94805
94806
7 D.R.E.A.M. Financial
Academy (C*)
D.R.E.A.M. Financial Academy and Just Imagine KidZ
Literacy Project is a 10‐week collaboration project for students grades 3 through 8 living in underserved
Richmond communities. We will serve 120 youth
annually, 50 in our 10‐week summer program. Our
literacy project combines core English Language Arts
skills, and STEM activities. The collaborative program
delivers instruction on
Black inventors, entrepreneurs, and scientists and a
financial component that equips them with knowledge
and life skills. The summer program takes place three
days a week from 1p‐ 3p at Richmond Police Activities
League. Subsequent workshops take place virtually and
at various locations
$40,000 $40,000 88.42 100
Black/African American
Latinx
Prefer Not to State
6 ‐12
13 ‐ 17
Male
Female
94801
94803
94804
94805
94806
9 of 14Page 749 of 1065
Priority Area 3 Out of School, After School, Sports and Enrichment Rank Organization Project Description Requested
Amount
Recommended
Amount
Average Score
(105 Total)
# Richmond
Youth Served Ethnic Groups Served
Age Groups served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender
Identity
Area
(Zip Code(s))
8 YMCA of the East Bay Our ELP team aims to serve students K ‐ 6t h grade at six elementary schools and 7th‐8th grade students at one
middle school in the Richmond area for 38 weeks,
Monday through Friday from school dismissal until 6pm.
Our student population includes students who identify
themselves as Latinx, African Americans, English
Learners, students who have recently arrived in the
country, students in foster care, students whose families are in transition, homeless students, and students who
qualify for free or reduced‐price lunch.
$75,000 $0 74.60 711
Asian
Black/African American
Latinx
White
Native American/Indigenous
Prefer Not to State
6 ‐12
13 ‐ 17
Male
Female
94803
94804
94805
94806
10 of 14Page 750 of 1065
Priority Area 3 Out of School, After School, Sports and Enrichment Rank Organization Project Description Requested
Amount
Recommended
Amount
Average Score
(105 Total)
# Richmond
Youth Served Ethnic Groups Served
Age Groups served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender
Identity
Area
(Zip Code(s))
9 City of Richmond Sports and Leadership program creates a supportive environment for youth by allowing the youth to be
active agents that develop self‐advocacy and problem‐
solving skills that will prepare them to manage life's
different challenges through a sports leadership
program.
$120,000 $0 59.90 140
Asian
Black/African American
Latinx
Native American/Indigenous
Mixed Race
6 ‐ 12
13 ‐ 17
Male
Female
94801
94803
10 Oshiana Unique Thompkins
Foundation (E*)
The OUT foundation is creating an avenue for the youth
ages 12‐19 (focused on Richmond/North Richmond) to
become future business leaders. We are providing a
place for them to be creative outward thinkers, creating options to their future. They will learn what it takes to become an entrepreneur and or a small business owner.
Through online and in person education from
entrepreneurs and business owners actively practicing in their craft. The program has potential to serve 140 youth in business development and resources to help them
explore their dreams before graduating high school.
$30,000 $30,000 58.30 140
Asian
Black/African American
Latinx
White
Native American/Indigenous
Pacific Islander
Mixed Race
13 ‐ 17 Male
Female
94801
100
11 Motivated 2 Help Others
(E*)
Lego Robotics Program will teach the underserved and
at‐risk youth how to build and program robots and also
allow them an opportunity to compete in competitions
that they would not normally have
access to $24,088 $0 53.30 78
Asian
Black/African American
Latinx
White
Native American/Indigenous
Pacific Islander
Mixed Race
Prefer Not to State
Other
6 ‐ 12
13 ‐ 17
Male
Female
Non‐Binary
Other
Gender Not
Listed
94801
94803
94804
94805
94806
Total Requested/
Awarded $890,338 $671,250
11 of 14Page 751 of 1065
Priority Area 4 Youth Violence Prevention
Rank Organization Project Description Requested
Amount
Recommended
Amount
Average Score
(105 Total)
# of
Richmond
Youth Served
Ethnic Groups Served
Age Groups served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender
Identity
Area
(Zip Code(s))
1 Fresh Lifelines for
Youth, Inc.
In FY22‐23, FLY will reach at least 25 Richmond/North Richmond youth ages 14‐24 years with law‐related education and
mentoring. This will lay the foundation to expand services in the following year. To reduce system involvement and increase community safety, FLY’s program equips youth with knowledge about their rights and responsibilities under the law and helps them build skills for success
$65,475 $65,475 92.00 25
Black/African American
Latinx
White
Mixed Race
Other
13 ‐ 17
18 ‐ 24
Male
Female
Other
94801
94803
94804
94805
94806
Total Requested/
Awarded $65,475 $65,475
12 of 14Page 752 of 1065
Priority Area 5 Access to Basic Needs
Rank Organization Project Description Requested
Amount
Recommended
Amount
Average Score
(105 Total)
# of Richmond
Youth Served Ethnic Groups Served
Age Groups served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender Identity Area
(Zip Code(s))
1 Fresh Approach The program is designed to connect children and their caregivers who are current or past beneficiaries of the Special Supplemental Nutrition Program for Women,
Infants, and Children (WIC) with complementary
nutrition education and resources. 40 youth and
caregivers are engaged in 2 series of 16‐week online
nutrition workshops. Class participants receive
“prescription” vouchers to spend on produce at local
farmers’ markets. Six youth are hired to assist with the program.
$68,004 $68,004 100.00 46
Asian
Black/African American
Latinx
White
Mixed Race
Prefer Not to State
Birth ‐ 5
6 12
Male
Female
94801
94803
94804
94805
94806
2 Greater Richmond
Interfaith Program
GRIP seeks funding for our dedicated family homeless
shelter in Richmond for roughly 120 clients a year while also providing them roughly 50,000 meals. We operate
24/7, 365 days a year. We not only shelter 120 clients
per year but find them permanent housing. Our meals
keep clients fed and healthy while they look for jobs
and housing opportunities.
$50,000 $50,000 86.00 120
Black/African American
Latinx
White
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Male
Female Unknown
Total Requested/
Awarded $118,004 $118,004
13 of 14Page 753 of 1065
Priority Area 6 Information, Guidance, and Case Management Rank Organization Project Description Requested
Amount
Recommended
Amount
Average Score
(105 Total)
# of Richmond
Youth Served Ethnic Groups Served
Age Groups served
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Gender Identity Area
(Zip Code(s))
1 Contra Costa Youth Service
Bureau
Contra Costa Youth Service Bureau (CCYSB) provide
Wraparound services to an additional 100 non‐Medi‐Cal
children, youth, and their families primarily in Richmond living in marginalized communities to ages 5 to 21in our Richmond office with emphasis on Bi‐lingual assistance to immigrant and undocumented families that struggle with
accessing services and resources due to language barriers.
CCYSB has a cadre of trained and culturally competent
Richmond rooted staff with lived experiences to effectively lead Wraparound services, outcome driven, increase
systems of collaboration for education, employment, and connecting children and youth to caring adults/peers, and provide developmental activities weekly
$100,000 $80,000 100.67 100 Black/African American
Latinx
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Male
Female
94801
94803
94805
2 Greater Richmond
Interfaith Program
GRIP is requesting funding for our case management
program located at our family homeless shelter in Richmond California. We have two full‐time case workers who help homeless and low‐income families navigate a multitude of social services. Our case workers handle over 500 unique clients a year. $50,000 $20,000 76.50 574
Asian
Black/African American
Latinx
White
Native American/Indigenous
Pacific Islander
Mixed Race
Prefer Not to Stat
(Birth ‐ 5)
(6 ‐ 12)
(13 ‐ 17)
(18 ‐ 24)
Male
Female
94801
94803
94804
94805
94806
Total Requested/ Awarded
$150,000 $100,000
14 of 14Page 754 of 1065
1 RESOLUTION OF THE COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA
AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE GRANT SERVICE
AGREEMENTS WITH NONPROFIT ORGANIZATIONS THAT RECEIVED GRANT AWARDS FROM THE FY 2021 -2022 RICHMOND FUND FOR CHI LDREN AND YOUTH OVERSIGHT
BOARD (RFCY) FOR AN AMOUNT NOT TO EXCEED ONE MILLION FOUR-HUNDRED THIRTY-FOUR THOUSAND THREE HUNDRED SEVENTEEN DOLLARS ($1,434,317)
WHEREAS, On June 5, 2018, Richmond voters approved Measures E and K, known as the Richmond Kids First Initiative, which approved a City of Richmond Charter Amendment (Article 15); and
WHEREAS, the Charter Amendment required (1) the creation of a Department of Children and Youth (Department), (2) provided for increased and dedicated funding for youth programs and services through the establishment of the Richmond Fund for Children and Youth (Fund), (3) established a 15 -member Oversight Board to oversee the Fund, and (4) required the development of a community needs assessment that would inform a three -year Strategic Investment Plan which will guide a “fair and open” grant-making process; and
WHEREAS, the Department facilitates the allocation of funds for youth-serving organizations by administering an open and fair application process that is in compliance with the policies adopted by the Oversight Board; and.
WHEREAS, the Richmond Fund for Children and Youth (Oversight Board) is responsible for overseeing the annual grant-making process of the Fund, monitoring the Department to ensure it operates in the best interests of the community, developing a Strategic Investment Plan every three (3) years, and facilitating an annual evaluation of the Fund and funded programs; and
WHEREAS, the Oversight Board help s guide funding for youth -serving organizations b y developing policies, monitoring, and ensuring that the Fund is managed in a manner accountable to the community; and.
WHEREAS, Article 15 Section 2 of the City of Richmond Charter of the requires -, the Fund be maintained separate and apart from all other City funds and shall be appropriated annually at the time of the City’s budget adoption; and
WHEREAS, the City of Richmond is required to set aside a portion of the annual actual unrestricted general purpose revenues of the City to be transferred in the amounts specified below:
For Fiscal Year 2021 -2022, set aside for the Fund is an amount equal to one percent (1%) of the City’s annual actual unrestricted general purpose revenues For Fiscal Year 2022-2023, set aside for the Fund is an amount equal to two percent (2%) of the City’s annual actual unrestricted general purpose revenues For Fiscal Year 2023 -2024, and each fiscal year thereafter through Fiscal Year 2027 - 2028, set aside for the Fund is an amount equal to three percent (3%) of the City’s annual actual unrestricted general purpose revenues
WHEREAS, the Community Needs Assessment provided an overview of current data and
2 findings related to children, youth, and their families in Richmon d; and priorities were identified by synthesizing these data sources and surfacing issues that were raised across multiple groups and subgroups and within the framework of the legislation informing the Richmond Kids First Initiative; and
WHEREAS, the priority areas are:
1. Behavioral Health: Mental Health and Wellness
2. Education Support and Employment/Training Support
3. Out-of-school Time, After-school, Sports, and Enrichment
4. Youth Violence Prevention
5. Access to Basic Needs
6. Information, Guidance, and Case Management; and
WHEREAS, the Strategic Investment Plan builds on the priority areas identified through the Community Needs Assessment and guides the Department’s grant cycle between 2021 and 2024; and
WHEREAS, the second round of grant funding for Fiscal Year 2022-2023 (July 1, 2022 – June 30, 2023) is estimated to total approximately $1.6 million; and
WHEREAS, on December 10, 2020, the Oversight Board (Board) approved the Strategic Investment Plan (SIP), and the City Council subsequently approved the SIP at its regular meeting held on December 15, 2020.; and
WHEREAS, the eligible organizations were required to have 501(c)(3) tax status and provide services to Richmond and/or North Richmond residents; and
WHEREAS, the application for the second round of funding was released on December 21, 2021; and
WHEREAS, applications were due on February 7, 2022, and twenty-three (23) organizations submitted applications totaling more than $1.7 million in funding requests; and
WHEREAS, after review by City staff for completeness, twenty-three (23) applications were forwarded for review and scoring by the Oversight Board Grant Review Committee; and
WHEREAS, the Board recommends to the City Council that grants be awarded to the following nineteen (19) programs, for a total award amount not to exceed $1,434,317; and
Priority Area 1
Organization
Recommended
Award Amount
Mindful Life Project $60,000
New Life Movement $100,000
Bay Area Community Resources $149,588
TOTAL $309,588
3 Priority Area 2
Organization
Recommended
Award Amount
Richmond Art Center $40,000
The Watershed Project $100,000
Things That Creep (Small and Emerging) $30,000
TOTAL $170,000
Priority Area 3
Organization
Recommended
Award Amount
The Watershed Project $50,000
Scientific Adventures for Girls $65,000
The Practice Space $100,000
Pogo Park $150,000
Aim High for High School $150,000
Rosie the Riveter Trust (Collaboration: National Park Service) $86,250 D.R.E.A.M. Financial Academy (Collaboration: Just Imagine Kidz) $40,000 Oshiana Unique Thompkins Foundation (Small and Emerging) $30,000 TOTAL $671,250
Priority
Area 4
Organization
Recommended
Award Amount
Fresh Lifelines for Youth, Inc. $65,475
TOTAL $65,475
Priority
Area 5 Organization
Recommended
Award Amount
Fresh Approach $68,004.00
Greater Richmond Interfaith Program $50,000
TOTAL $118,004
Priority
Area 6 Organization
Recommended
Award Amount
Contra Costa Youth Service Bureau $80,000
Greater Richmond Interfaith Program $20,000
TOTAL $100,000
WHEREAS, the Richmond City Council authorizes City Manager’s staff to negotiate and enter into grant service agreements with the recipient organizations and to provide oversight to assure that deliverables are met and that activities and expenses are consistent with the intent of each agreement; and
NOW, THEREFORE BE IT RESOLVED, that the Council of the City of Richmond, California, adopts the Resolution to allocate FY 202 2-2023 Richmond Fund for Children and Youth (Kids First) funds to the grantees in the amounts specified above, and authorizes the City Manager’s Office to negotiate and execute grant service agreements with award recipients.
4 ------------------------------------------------------
I certify that the foregoing Resolution was passed and adopted by the Members of the City Council of the City of Richmond, California at a regular meeting held on June ___, 2022, by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
______________________________
Clerk of the City of Richmond
Approved:
_______________________________________
Mayor
Approved as to form:
________________________________________
City Attorney
June 28, 2022
Library and Community Services
DATE: June 28, 2022
TO: Mayor Butt and Members of the City Council
FROM:
LaShonda White, Interim Director of Library and
Community Services
Ranjana Maharaj, Deputy Director for Community
Services-Recreation
Troy Porter, Recreation Supervisor
Subject:
Contract With Ed Fund to Provide Youth Programs to
Camp Achieve Youth In Partnership With Community
Services-Recreation
FINANCIAL IMPACT: The total contract amount is $54,000 over a three-year period. The contract payment will be made through funds received from the Richmond Kids First Initiative from the account number 01253551-400201.
PREVIOUS COUNCIL
ACTION:
7/27/2021
STATEMENT OF THE
ISSUE:
The Community Services Department, Recreation
Division is requesting approval of a three-year contract with West Contra Costa Public Education Fund to provide free youth programs to 6th, 7th, and 8th graders through Camp Achieve over an eight-week period. The term of
the contract is July 1, 2021 through June 30, 2025, in an amount not to exceed $54,000.
RECOMMENDED ACTION:
APPROVE a contract with West Contra Costa Public
Education Fund to provide free youth programs in
partnership with Community Services-Recreation to 6th,
7th, and 8th graders through Camp Achieve’s 8-week
summer camp program. The term of the contract is July
1, 2021 through June 30, 2025, in an amount not to
exceed $54,000 - Community Services Department -
Recreation Division (LaShonda White/Ranjana
AGENDA
REPORT
June 28, 2022
Maharaj/Troy Porter 510-620-6822). This item was
continued from the June 21, 2022, meeting.
DISCUSSION:
On July 27, 2021, the City Council approved a resolution from the Richmond Fund for Children and Youth (RFCY) to award twenty (20) RFCY grants to youth-serving public and nonprofit organizations in a total amount of $1,620,000. As a youth-serving agency, the Community Services Department, Recreation Division, in partnership with West Contra Costa Public Education Fund (Ed Fund), applied for the RFCY funding and was awarded a total grant amount of $90,000. Out of this amount, Ed Fund will be receiving $18,000 per year for their services (Attachment 1).
Ed Fund has been partnering with the Community Services Department, Recreation Division and the West Contra Costa Unified School District (WCCUSD) since 2014 to provide free summer programs to elementary school children at four community centers. This camp is designed for students in the WCCUSD and local charter schools to help overcome summer learning loss. Many of our target students are more than two years behind in language and literacy learning. Our program helps our students to increase their language and literacy skills over the summer months. Pre- and post-tests taken each of the last seven summers has demonstrated increases in language learning for our camp participants.
The general fund allocation for the Achieve Summer Camp program has allowed us to serve elementary school children only. With the RFCY grant funds, our partnership will allow us to provide access to free high-quality summer camps over an 8-week period to 6th, 7th, and 8th graders (Attachment 2). Camp Achieve will provide proven academic interventions and high-quality enrichment programs to 80 Richmond youth at four community centers.
DOCUMENTS ATTACHED:
Attachment 1 – Contract with Ed Fund
Attachment 2 – FY 2021-2024 RFCY Grant Agreement
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Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
The parties to this STANDARD CONTRACT do mutually agree and promise as follows:
1. Parties. The parties to this Contract are the City of Richmond (herein referred to as the “City”) and the following named Contractor:
Company Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No: / Expiration Date:
A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:] , [ ] other [specify:]
2. Term.
The effective date of this Contract is and it terminates unless terminated as provided herein.
3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $ 54,000 . City shall not pay for services that exceed the Contract Payment Limit unless a contract amendment has been approved by the City Council or City Manager.
4. Contractor’s Obligations. Contractor shall provide those services and carry out that work described in the Service Plan (Exhibit A) which is attached hereto and is incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
5. City's Obligations. City shall make to the Contractor those payments described in the Payment Provisions (Exhibit B) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
Community Services Dept
[email protected] (510) 620-6822
Provide free high quality summer camps to 6th, 7th, and 8th graders from Richmond over an 8-week period through Camp Achieve at four community centers.
West Contra Costa Public Education Fund
Robert Bunce
(510) 296-5814 [email protected]
July 1, 2021
June 30, 2025
✔
359
6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C) which are attached hereto and are incorporated herein by reference.
7. General Conditions.
This Contract is subject to the General Conditions
(Exhibit D) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
8. Special Conditions
. This Contract is subject to the Special Conditions (Exhibit E) (if any) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein. (Note:
other than Public Works contracts, the City will agree to Special Conditions only in unusual circumstances.)
9. Insurance Provisions.
This Contract is subject to the Insurance Provisions
(Exhibit F) which are attached hereto and are incorporated herein by reference.
10. Signatures. These signatures attest the parties' Contract hereto:
CITY OF RICHMOND CONTRACTOR:
a municipal corporation
By:
(* The Corporation Chairperson of the Board,
President or Vice President should sign below)
Title: By:
I hereby certify that this Contract Title:
has been approved by City Council.
Date Signed:
B y :
City Clerk
(* The Corporation Chief Financial Officer,
Secretary or Assistant Secretary should sign below)
Approved as to form:
B y :
B y : T i t l e :
City Attorney
Date Signed:
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a corporation
or nonprofit organization, this Contract (1) must
be signed by (a) the Chairperson of the Board,
President or Vice-President and
(b) the
Secretary any Assistant Secretary, the Chief
Financial Officer or any Assistant Treasurer.
LIST OF ATTACHMENTS:
Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Standard Contract/EJ/TE 9-26-07
West Contra Costa Public Education Fund
For the Contract between the City of
Richmond and
EXHIBIT A
SERVICE PLAN
Contractor shall, to the satisfaction of the , perform the following services and be compensated as outlined below:
Ed Fund will fulfill the following responsibilities:
Coordinate certificated WCCUSD teachers to develop and administer curriculum for academic activities at Camp Achieve.
Coordinate Richmond non-profits to provide push-in specialty enrichment services at Camp Achieve.
Provide program consultancy for Camp Achieve.
Develop, administer, collect, and analyze evaluations, surveys, and other Camp Achieve data and provide the same to City of Richmond.
JOINT RESPONSIBILITIES
Exchange student and program data as necessary for Camp Achieve enrollment and program data analysis.
Participate in marketing and engagement efforts to enroll students at Camp Achieve.
Meet at a minimum on a monthly basis to align, coordinate, and review services.
Community Services Director
West Contra Costa Public Education Fund
For the Contract between the City of
Richmond and
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1. Provided Contractor is not in default under this Contract, Contractor shall be compensated as provided below.
2. Any and all payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photo copying, meals and travel etc). Invoices, shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request.
3. Contractor shall submit timely invoices to the following address:
Attention: City of Richmond, Finance Department - Accounts Payable Project Manager: Department:
PO Box 4046
Richmond, CA 94804-0046
4. All invoices that are submitted by Contractor shall be subject to the approval of the City’s Project Managerbefore payments shall be authorized.
5. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.
6. A Richmond business license shall be obtained before any payment under this Contract shall be authorized and the business license must be kept current during the term of this Contract for payments to continue to be authorized.
7. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract shall be executed by the City. The insurance coverage must be kept current during the term of this Contract for payments to continue to be authorized.
Troy Porter
West Contra Costa Public Education Fund
Community Services Dept
mitted by Contra
ctor shall b
For the Contract between the City of
Richmond and
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$87+25,=('5(35(6(17$7,9(6$1'127,&(6
1. Notices . All notices, demands, statements, or communications provided for by this Contract shall be in writing and may be delivered by deposit in the United States mail, postage prepaid. Notices to the City shall be addressed to the Department Head and (as delineated below in section 1.1) to the project manager responsible for the administration of or the supervision of the scope of work under this Contract. Notices to the Contractor shall be addressed to the party designated by Contractor (as delineated below in section 1.2). Notice shall be deemed delivered (a) upon personal delivery; (b) as of the fifth business day after mailing by United States certified mail, postage prepaid, addressed to the proper party; or (c) as of 12:00 p.m. on the second business day immediately after the day it is deposited with and accepted by Federal Express, or a similar overnight courier service, addressed to the proper party and marked for next business day morning delivery. For the purposes of this Contract, a "business day" means any day Monday through Friday that is not a holiday recognized by the federal government or the State of California.
1. 1 CITY hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:
City of Richmond
Richmond, CA 94804-0046
1. 2 CONTRACTOR hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:
West Contra Costa Public Education Fund
West Contra Costa Public Education Fund
3230 Macdonald Avenue
Rober Bunce
1400 Marina Way South
Richmond, CA 94804
General Conditions/EJ/TE 01-19-11 1 of 13
EXHIBIT D
GENERAL CONDITIONS
1. Independent Contractor . Contractor acknowledges, represents and warrants that Contractor is not a regular or temporary employee, joint venturer or partner of the City, but rather an independent Contractor. This Contract shall not be construed to create an agency, servant, employee, partnership, or joint venture relationship. As an independent Contractor, Contractor shall have no authority to bind City to any obligation or to act as City's agent except as expressly provided herein. Due to the independent Contractor relationship created by this Contract, City shall not withhold state or federal income taxes, the reporting of which shall be Contractor's sole responsibility.
2. Brokers . Contractor acknowledges, represents and warrants that Contractor has not hired, retained or agreed to pay any entity or person any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Contract.
3. City Property . The rights to applicable plans, drawings, reports, calculations, data, specifications, videos, graphics or other materials prepared for or obtained pursuant to this Contract, which, upon request, are to be delivered to City within a reasonable time, shall be deemed assigned to City. If applicable, Contractor shall prepare check prints upon request. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 15 below, indemnify, defend and hold harmless City from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data.
4. Patents, Trademarks, Copyrights and Rights in Data
. Contractor shall not
publish or transfer any materials, discoveries, developments, concepts, designs, ideas, know how, improvements, inventions and/or original works of authorship resulting from activities supported by this Contract without the express prior written consent of the City Manager. If anything resulting from activities supported by this Contract is patentable, trademarkable, copyrightable or otherwise legally protectable, City reserves the exclusive right to seek such intellectual property rights. Notwithstanding the foregoing, Contractor may, after receiving City's prior written consent, seek patent, trademark, copyright or other intellectual property rights on anything resulting from activities supported by this Contract. However, City reserves, and Contractor irrevocably grants, a nonexclusive, fully paid-up, royalty-free, assumable, perpetual, worldwide license, with the right to transfer, sublicense, practice and exploit said license and the right to make, have made, copy, modify, make derivative works of, use, sell,
General Conditions/EJ/TE 01-19-11 2 of 13
import, and otherwise distribute under all applicable intellectual properties without restriction of any kind said license.
Contractor further agrees to assist City, at City's expense, in every proper way to secure the City’s rights in any patents, trademarks, copyrights or other intellectual property rights relating thereto, including the disclosure to City of all pertinent information and data with respect thereto. Contractor shall also assist City in the execution of all applications, specifications, oaths, assignments, recordations, and all other instruments which City shall deem necessary in order to apply for, obtain, maintain and transfer such rights, or if not transferable, to waive such rights. Contractor shall further assist City in the execution of all applications, specifications, oaths, assignments, recordations and all other instruments which City shall deem necessary in order to assign and convey to City, and any assigns and nominees the sole and exclusive right, title and interest in and to any patents, trademarks, copyrights or other intellectual property rights relating thereto. Contractor further agrees that its obligation to execute or cause to be executed, when it is in Contractor's power to do so, any such instruments or papers shall continue during and at all times after the end of Contractor's services and until the expiration of the last such intellectual property right. Contractor hereby irrevocably designates and appoints City, and its duly authorized officers, agents and servants, as its agent and attorney-in-fact, to act for and in its behalf and stead to execute and file any such applications and to do all other lawfully permitted acts to further the application for, prosecution, issuance, maintenance or transfer of letters of patents, copyright and other registrations. This power of attorney is coupled with an interest and shall not be affected by Contractor's subsequent incapacity.
5. Inspection
. Contractor's performance, place of business and records pertaining to this Contract are subject to monitoring, inspection, review and audit by authorized representatives of the CITY, the State of California, and the United States Government.
If the project or services set forth in Exhibit A shall be performed on City or other public property, City shall have the right to inspect such work without notice. If such project or services shall not be performed on City or other public property, City shall have the right to inspect such work upon reasonable notice.
6. Services
. The project or services set forth in Exhibit A shall be performed to the full satisfaction and approval of City. In the event that the project or services set forth in Exhibit A are also itemized by price, City, in its sole discretion, may, upon notice to Contractor, delete certain items or services set forth in Exhibit A, in which case there shall be a corresponding reduction in the amount of compensation paid to Contractor.
General Conditions/EJ/TE 01-19-11 3 of 13
Contractor shall, at its own cost and expense, furnish all facilities and equipment necessary for Contractor to complete the project or perform the services required herein, unless otherwise provided in Exhibit A.
7. Records . Contractor shall keep and make available for inspection and copying by authorized representatives of the City, the State of California, and the United States Government, the Contractor's regular business records and such additional records pertaining to this Contract as may be required by the City.
Contractor shall retain all documents pertaining to this Contract for a period of five (5) years after this C ontract's termination (or for any further period that is required by law) and until all Fede ral or State audits are complete and exceptions resolved for this contract's funding period. Upon request, CONTRACTOR shall make thes e records available to authorized representatives of the CITY, the State of California, and the United States Government.
Contractor shall keep full and detailed accounts, maintain records, and exercise such controls as may be necessary for proper financial management under this Contract. The Contractor’s accounting and control systems shall be satisfactory to City. Contractor's accounting systems shall conform to generally accepted accounting principles and all records shall provide a breakdown of total costs charged under this Contract, including properly executed payrolls, time records, utility bills, invoices and vouchers. The City shall be afforded prompt access to Contractor's records, books, and Contractor shall preserve such project records for a period of at least five (5 years after the termination of this Contract , or for such longer period as may be required by law.
Contractor shall permit City and its authorized representatives and accountants to inspect, examine and copy Contractor's books, records, accounts, correspondence, instructions, drawings, receipts, subcontracts, purchase orders, vouchers, memoranda and other data relating to the project or services set forth in Exhibit A, and any and all data relevant to this Contract at any reasonable time for the purpose of auditing and verifying statements, invoices, or bills submitted by Contractor pursuant to this Contract and shall provide such assistance as may be reasonably required in the course of such inspection. Contractor shall also allow City access to the record keeping and accounting personnel of Contractor.
City further reserves the right to examine and re-examine said books, records, accounts, and data during the five (5 year period following the termination of this Contract; and Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatever for five (5 years after the termination of this Contract.
General Conditions/EJ/TE 01-19-11 4 of 13
Pursuant to California Government Code § 10527, the parties to this Contract shall be subject to the examination and audit of representatives of the Auditor General of the State of California for a period of three (3) years after final payment under this Contract. The examination and audit shall be confined to those matters connected with the performance of this Contract including, but not limited to, the cost of administering this Contract.
8. Changes and Extra Work . All changes and/or extra work under this Contract shall be performed and paid for in accordance with the following:
Only the City Council or the City Manager may authorize extra and/or changed work. Contractor expressly recognizes that other City personnel are without authorization to either order extra and/or changed work or waive contract requirements. Failure of Contractor to secure the authorization for such extra and/or changed work shall constitute a waiver of any and all right to adjustment in contract price due to such unauthorized work and Contractor thereafter shall be entitled to no compensation whatsoever for performance of such extra and/or changed work.
If Contractor is of the opinion that any work which Contractor has been directed to perform is beyond the scope of this Contract and constitutes extra work, Contractor shall promptly notify City of the fact. The City shall make a determination as to whether or not such work is, in fact, beyond the scope of this Contract and constitutes extra work. In the event that City determines that such work does constitute extra work, City shall provide extra compensation to Contractor on a fair and equitable basis. A change order or Contract Amendment providing for such compensation for extra work shall be negotiated between City and Contractor and executed by Contractor and the appropriate City official.
In the event City determines that such work does not constitute extra work, Contractor shall not be paid extra compensation above that provided herein and if such determination is made by City staff, said determination may be appealed to the City Council; provided, however, a written appeal must be submitted to the City Manager within five (5) days after the staff's determination is sent to Contractor. Said written appeal shall include a description of each and every ground upon which Contractor challenges the staff's determination.
9. Additional Assistance
. If this Contract requires Contractor to prepare
plans and specifications, Contractor shall provide assistance as necessary to resolve any questions regarding such plans and specifications that may arise during the period of advertising for bids, and Contractor shall issue
General Conditions/EJ/TE 01-19-11 5 of 13
any necessary addenda to the plans and specifications as requested. In the event Contractor is of the opinion that City's requests for addenda and assistance is outside the scope of normal services, the parties shall proceed in accordance with the changes and extra work provisions of Section 8 of these General Conditions.
10. Professional Ability. Contractor acknowledges, represents and warrants that Contractor and its employees are skilled and able to competently provide the services hereunder, and possess all professional licenses, certifications, and approvals necessary to engage in their occupations.
City has relied upon the professional ability and training of Contractor as a material inducement to enter into this Contract. Contractor shall perform in accordance with generally accepted professional practices and standards of Contractor's profession. In the event that City, in its sole discretion, desires the removal of any person employed or retained by Contractor to perform services hereunder, such person shall be removed immediately upon receiving notice from City.
11. Business License
. Contractor shall obtain a Richmond Business License
before performing any services required under this Contract. The failure to so obtain such license shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.
12. Termination Without Default
. Notwithstanding any provision herein to the
contrary, City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder, immediately upon written notice to Contractor. Contractor may terminate this Contract at any time in its sole and absolute discretion and without cause upon 30 days' written notice to City. In the event of termination by either party, Contractor shall be compensated for: (1) all authorized work satisfactorily performed prior to the effective date of termination; (2) necessary materials or services of others ordered by Contractor for this Contract, prior to receipt of notice of termination, irrespective of whether such materials or services of others have actually been delivered, provided that Contractor is not able to cancel such orders. Compensation for Contractor in such event shall be determined by City in accordance with the percentage of the project or services completed by Contractor; and all of Contractor's finished or unfinished work product through the time of the City's last payment shall be transferred and assigned to City. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
General Conditions/EJ/TE 01-19-11 6 of 13
13. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Section 12 of these General Conditions; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
14. Conflict of Interest. Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.
15. Indemnification
.
(a) If this Contract is a contract for design professional services subject to California Civil Code Section 2782.8(a) and Contractor is a design professional, as defined in California Civil Code Section 2782.8(b)(2), Contractor shall hold harmless, defend and indemnify the City, its officers, agents, employees, and volunteers from and against any and all claims, damages, losses, and expenses including attorneys’ fees arising out of, or pertaining to, or relating to the negligence, recklessness, or willful misconduct of the Contractor, except where caused by the active negligence, sole negligence, or willful misconduct of the City. To the fullest extent permitted by law, Contractor shall immediately defend and indemnify the City and its officers, agents, employees, and volunteers from and against any and all liabilities, regardless of nature or type, that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor, or its employees, agents, or subcontractors.
Liabilities subject to the duties to defend and indemnify include, without limitation, any and all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys’ fees; court costs; and costs of alternative dispute resolution. Contractor’s obligation to
General Conditions/EJ/TE 01-19-11 7 of 13
indemnify applies unless it is finally adjudicated that the liability was caused by the sole active negligence or sole willful misconduct of an indemnified party.
(b) If this Contract is not a contract for design professional services subject to California Civil Code Section 2782.8(a) or Contractor is not a design professional as defined in California Civil Code Section 2782.8(b)(2), Contractor shall indemnify, defend, and hold harmless the City, its officers, agents, employees and volunteers from any and all claims, suits, or actions of every name, kind and description, brought forth on account of injuries to or death of any person or damage to property arising from or connected with the willful misconduct, negligent acts, errors or omissions, ultra-hazardous activities, activities giving rise to strict liability, or defects in design by Contractor or any person directly or indirectly employed by, or acting as, the agent for Contractor in the performance of this Contract, including the concurrent or successive passive negligence of the City, its officers, agents, employees or volunteers.
(c) It is understood that the duty of Contractor to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Contractor shall be obligated to defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its officers, agents, employees, and volunteers, immediately upon tender to Contractor of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Contractor are responsible for the claim does not relieve Contractor from its separate and distinct obligation to defend under this Section 15. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent counsel if Contractor asserts that liability is caused in whole, or in part, by the negligence or willful misconduct of an indemnified party. (d) The review, acceptance or approval of the Contractor’s work or work product by any indemnified party shall not affect, relieve or reduce the Contractor’s indemnification or defense obligations. This Section 15 survives completion of the services or the termination of this Contract.
The provisions of this Section 15 are not limited by, and do not affect, the provisions of this Contract relating to insurance.
(e) Acceptance of insurance certificates and endorsements required under this Contract does not relieve Contractor from liability under this Section
15. This Section 15 shall apply whether or not such insurance policies are determined to be applicable to any such damages or claims for damages.
16. Safety
. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor shall perform all work hereunder in full compliance with applicable local, state and federal safety requirements including but not limited to Occupational Safety and Health Administration requirements, and shall assume sole and complete
General Conditions/EJ/TE 01-19-11 8 of 13
responsibility for the safety of Contractor's employees and any subContractor's employees. If a death, serious personal injury or substantial property damage occurs in connection with the performance of this Contract, Contractor shall immediately notify the City by telephone.
17. Insurance. Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.
18. Non-Liability of Officials and Employees of the City. No official or employee of the City shall be personally liable for any default or liability under this Contract.
19. Compliance with Laws
. Contractor shall comply with all federal, state and
local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals, with respect to this Contract, including without limitation environmental laws, employment discrimination laws and prevailing wage laws. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50, 2.52, 2.56, and 2.60, if applicable.
Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor shall promptly provide to City documents and information verifying its compliance with the Living Wage Ordinance. Also as prescribed in § 2.60.070, Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance.
Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or subcontractor under a contract or subcontract with the City for public work or for goods or for services to refrain from discriminatory employment or subcontracting practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential subcontractor.
Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at
http://www.ci.richmond.ca.us/workplacepolicies
. Contractor agrees to
abide by the terms and conditions of said policies.
20. Limitations upon Subcontracting and Assignment. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated
General Conditions/EJ/TE 01-19-11 9 of 13
under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.
Contractor acknowledges that the services which Contractor shall provide under this Contract are unique, personal services which, except as otherwise provided herein, Contractor shall not assign or sublet to any other party without the prior written approval of City, which approval may be withheld in City's sole and absolute discretion. In the event that City, in writing, approves any assignment or subletting of this Contract or the retention of subcontractors by Contractor, Contractor shall provide to City upon request copies of each and every subcontract contract prior to the execution thereof by Contractor and subcontractor. Any assignment by Contractor of any or all of its rights under this Contract without first obtaining City's prior written consent shall be a default under this Contract.
The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or joint-venture or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.
21. Integration
. This Contract constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes any previous oral or written agreement; provided, however, that correspondence or documents exchanged between Contractor and City may be used to assist in the interpretation of the Exhibits to this Contract.
22. Modifications and Amendments. This Contract may be modified or amended only by a change order or Contract Amendment executed by both parties and approved as to form by the City Attorney.
23. Conflicting Provisions. In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Conditions as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.
24. Non-exclusivity. Notwithstanding any provision herein to the contrary, the services provided by Contractor hereunder shall be non-exclusive, and
General Conditions/EJ/TE 01-19-11 10 of 13
City reserves the right to employ other Contractors in connection with the project.
25. Exhibits. All Exhibits hereto are made a part hereof and incorporated herein by reference; provided, however, that any language in Exhibit A which does not pertain to the project description, proposal, scope of services, or method of compensation (as applicable) , or any corresponding responsibilities of City, shall be deemed extraneous to, and not a part of, this Contract.
26. Force Majeure. Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.
27. Time of the Essence
. Time is of the essence of this Contract. Contractor and City agree that any time period set forth in Exhibit A represents their best estimates with respect to completion dates and both Contractor and City acknowledge that departures from the schedule may occur.
Therefore, both Contractor and City will use reasonable efforts to notify one another of changes to the schedule. Contractor shall not be responsible for performance delays caused by others, or delays beyond Contractor's control, and such delays shall extend the times for performance of Contractor's work.
28. Confidentiality
. Contractor agrees to comply with, and to require its employees, agents and partners to comply with, all applicable State or Federal statutes or regulations respecting confidentially, including but not limited to, the identity of persons served under this Contract, their records, or services provided them, and assures that:
All applications and records concerning any individual made or kept by Contractor or any public officer or agency in connection with the administration of or relating to services provided under this Contract will be confidential, and will not be open to examination for any purposes not directly connected with the administration of such service.
No person will publish or disclose or permit or cause to be published or disclosed, any list of persons receiving services, except as may be required in the administration of such service.
General Conditions/EJ/TE 01-19-11 11 of 13
29. Third Parties. Nothing herein shall be interpreted as creating any rights or benefits in any third parties. For purposes hereof, transferees or assignees as permitted under this Contract shall not be considered "third parties."
30. Governing Law. This Contract shall be construed in accordance with the law of the State of California without regard to principles of conflicts of law.
This Contract is made in Contra Costa County, California, and any action relating to this Contract shall be instituted and prosecuted in the courts of Contra Costa County, California.
31. Nonrenewal
. Contractor understands and agrees that there is no
representation, implication, or understanding that the services provided by Contractor under this Contract will be purchased or renewed by the City under a new contract following expiration or termination of this Contract, and waives all rights or claims to notice or hearing respecting any failure by City to continue the purchase of all or any failure to continue purchase of all or any such services from Contractor.
32. Claims. Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.
33. Interpretation. This Contract shall be interpreted as if drafted by both parties.
34. Warranty. In the event that any product shall be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.
35. Severability
. In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view
General Conditions/EJ/TE 01-19-11 12 of 13
toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.
36. Authority. City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that he or she is duly authorized to enter into and execute this Contract on behalf of Contractor, and shall be personally liable to City if he or she is not duly authorized to enter into and execute this Contract on behalf of Contractor.
37. Waiver. The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach.
Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payments therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.
38. Possessory Interest. If this Contract results in the Contractor having possession of, claim to or right to the possession of land or improvements, but does not vest ownership of the land or improvements in the same person, or if this Contract results in the placement of taxable improvements on tax exempt land (Revenue and Taxation Code 107), such interest or improvements may represent a possessory interest subject to property tax, and Contractor may be subject to the payment of property taxes levied on such interest.
39. Performance and Final Acceptance
.
Contractor represents that it is experienced, qualified, registered, licensed, equipped, organized and financed to perform the services under this Contract.
Contractor shall perform the services under this Contract with that degree of skill and judgment normally exercised by professional firms performing services of a similar nature in the State of California, and shall be responsible for the professional quality, technical accuracy and coordination of the services it performs under this Contract. In addition to the other rights and remedies which City may have, Contractor shall, at its own expense, correct any services which fail to meet the above standard.
General Conditions/EJ/TE 01-19-11 13 of 13
City shall provide Contractor an opportunity to cure errors and omission which may be disclosed during the review of submittals, with no increase in the authorized Contract Payment Limit. Should Contractor fail to make necessary corrections in a timely manner, such corrections shall be made by the City and the cost thereof shall be charged to Contractor.
If warranted, City shall determine, and Contractor may request such determination, that Contractor has satisfactorily completed performance of this Contract. Upon such determination, City shall issue to Contractor a written Notice of Final Acceptance, after which Contractor shall not incur further costs under this Contract. Contractor shall respond to such Notice of Final Acceptance by executing and submitting to City a Release and Certificate of Final Payment.
40. Survival. The rights and obligations of the parties which by their nature survive termination or completion of the services covered by this Contract shall remain in full force and effect after termination or completion.
For the Contract between the City of
Richmond and
EXHIBIT E
SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable):
None.
West Contra Costa Public Education Fund
For the Contract between the City of
Richmond and
EXHIBIT F
INSURANCE PROVISIONS
During the entire term of this Contract and any extension or modification thereof, the CONTRACTOR shall keep in effect insurance policies meeting the insurance requirements specified in the insurance provisions which are attached hereto and incorporated herein by this reference.
West Contra Costa Public Education Fund
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 1 of 4
Revised: September 2011
In all instances where a CONTRACTOR or its representatives will be conducting business and/or providing services, the City requires the following MINIMUM insurance requirements and limits.
CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery. CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.
City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.
Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy.
The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.
Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:
1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001) including coverage for bodily and personal injury, property damage, and products and completed operations.
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)
3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.
4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.
5. Original and Separate Waiver of Subrogation for Workers’ Compensation and Builder’s Risk/ Course of Construction Insurance.
6. Builder’s Risk/Course of Construction insurance covering all risks of loss less policy exclusions when the City of Richmond has a financial interest in the property. – (Only required for Construction Contracts involving property)
7. Contractor’s Pollution Liability (if applicable for Construction Contractors)
Required Coverage
Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.
If CONTRACTOR
is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 2 of 4
Revised: September 2011
PROJECT COST R EQUIRED LIMIT
$0 - $5 million $2 million p/o
$5 million - $10 million $5 million p/o
Over $10 million $10 million p/o
Fireworks $5 million p/o
General Liability
(primary and excess limits
combined)
Includes coverage for bodily injury, personal injury, property damage and products and completed operations. The policy shall not exclude coverage for XCU perils (explosion, collapse, or damage to underground property).
If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate limit).
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.
Builders’ Risk/Course of
Construction – Covers property
under construction, repair or
renovation as well as equipment
and materials to be installed.
(Only required for Construction
Projects involving property and
equipment installation.)
Coverage shall include all risks of direct physical loss, excluding earthquake, for an amount equal to the full completed value of the covered structure or replacement value of alterations or additions, including soft costs and business interruption.
If the project does not involve new or major reconstruction, an Installation Floater may be acceptable. For such projects, a property installation floater shall be obtained that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, processes, machinery and equipment. The Property Installation Floater shall provide property damage coverage for any building, structure, machinery or equipment damaged, impaired, broken or destroyed during the performance of the Work, including during transit, installation and testing at the City of Richmond’s site.
The City of Richmond shall be named as loss payee as its interest may appear. The insurer shall waive all rights of subrogation against City.
Contractor’s Pollution Liability (if
applicable)
Protects against:
unexpected/unintended release of
pollution resulting from contractors
covered operations such as:
HVAC, paving, carpentry, pipeline
& tank installation, drillers,
remediation contractors,
maintenance, mechanical,
demolition, excavation, grading,
street/road construction,
residential & commercial builders.
Same limits as General Liability.
Required Policy Conditions
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.
Additional Insured Endorsement
Applicable to General Liability Coverage.
The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured, including but not limited to bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.
ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not
exclude products and completed operations
coverage. If it does, then CG 20 37 (10/01) is also required.
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 3 of 4
Revised: September 2011
Additional Insured Endorsement
(continued)
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.
Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers Compensation and Builder’s Risk/ Course of Construction coverage during the life of this contract.
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.
Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.
Loss Payable Endorsement (only
required when Builder’s Risk
and/or Course of Construction
Insurance is required.)
Applicable to Builder’s Risk/Course of Construction naming the City of Richmond as Loss Payee.
SURETY BONDS
(If a Public Works/Engineering
Project)
The Contractor shall provide:
1. A Bid bond
2. A Performance Bond
3. A Payment Bond
Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.
Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or non- renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.
Subcontractors
CONTRACTOR
shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 4 of 4
Revised: September 2011
Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin . The City
of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.
Original insurance certificates and required policy endorsements shall be mailed, or delivered to the Designated Project Manager for the City of Richmond.
Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.
Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.
If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.
Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.
Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.
1 GRANT SERVICES AGREEMENT
RICHMOND FUND FOR CHILDREN AND YOUTH
GRANT PROGRAM
Department: City Manager’s Office,
Internal Services
Project Manager:
LaShonda White
Project Manager’s E-mail:
[email protected]
Project Manager’s Phone Number:
(510) 620-6512
Grantee:
City of Richmond Community Services
Department, Recreation Division
Contact Name: Troy Porter
Email: [email protected]
Phone: (510) 829-1825
Vendor No: 5680
Contract No: ____________
Term: 7/1/21 - 6/30/22 Payment Limit: $ 90,000.
Program/Project Summary:
The City of Richmond Community Services Department will partner with West Contra Costa Public Education Fund (Ed Fund) to ensure Richmond youth in 6th, 7th, and 8th grades have access to free high quality summer camps at four community centers by providing proven academic interventions and high-quality enrichment programs at Camp Achieve.
THIS AGREEMENT is entered on ________________, 2021 (Effective Date) by and between the City of Richmond, a municipal corporation and charter city (City) and City of Richmond Community Services Department, Recreation Division , a California nonprofit corporation (Grantee).
RECITALS
A. On June 5, 2018, Measures E and K, known as the Richmond Kids First Initiative, approved a City of Richmond charter amendment (Article 15) to create the Richmond for Fund of Children and Youth (Fund), require that a portion of the General Fund be set aside to fund youth programs and services, establish a 15-member Oversight Board, conduct a Community Needs Assessment (CNA), and develop a three-year Strategic Investment Plan (SIP) which guides a 3-year grant-making process.
B. As stated in the Charter of the City of Richmond - Article 15 Section 2, the Fund will be maintained separate and apart from all other City funds and shall be appropriated annually at the time of the City’s budget adoption. The City of Richmond is required to set aside a portion of the annual actual unrestr icted general purpose revenues of the City to be transferred in the amounts specified below:
• For Fiscal Year 2021-2022, set aside for the Fund is an amount equal to one percent (1%) of the City’s annual actual unrestricted general purpose revenues • For Fiscal Year 2022-2023, set aside for the Fund is an amount equal to two percent (2%) of the City’s annual actual unrestricted general purpose revenues 5794
DocuSign Envelope ID: DD9ADCFB-ECBB-40A1-8BC4-0A9E6270DC8D November 29
2 • For Fiscal Year 2023-2024, and each fiscal year thereafter through Fiscal Year 2027-2028, set aside for the Fund is an amount equal to three percent (3%) of the City’s annual actual unrestricted general purpose revenues.
C. On June 1, 2021, Grantee submitted a Grant application that was evaluated and recommended for funding by the Fund Grant Review Panel and approved by the City Council on July 27, 2021. Grantee and City now wish to enter into this Agreement for the provisio n of Grantee’s Program (as defined below) as approved by the City Council.
NOW, THEREFORE, it is agreed between the parties hereto that:
ARTICLE I
PROVISIONS
Section 1.1 Scope of Services.
A. Program Delivery. Grantee shall, to the satisfaction of City, perform and provide the program and/or services outlined in the Service Plan attached hereto and made a part hereof as Exhibit A (Program).
B. General Administration. Grantee shall provide program management and general administrative services to support the Program. Administrative support includes, but is not limited to the following: data collection and analysis, preparation and submission of a mid-year and a final (close-out) report, budget preparation and submission of demands for reimbursement, and any other function that will ensure compliance with this Agreement.
C. Staffing. For each employee funded by the Grant, Grantee shall provide the name of such employee(s), title, description of job responsibilities, hourly base pay rate or billable rate, and an estimate of time to be spent on the P rogram by employee per pay period. Such staff information shall be submitted within thirty (30) days of the Effective Date. Grantee shall inform City in writing, within ten (10) working days, of any changes of such staff that occur during the Term.
D. Performance Monitoring. City shall have the right to monitor Grantee’s compliance with the goals and performance standards established in this Agreement . Substandard performance as determined by City shall constitute noncompliance with this Agreement. If action to correct such substandard performance is n ot taken by Grantee within thirty (30) days after being notified by City, this Agreement may be suspended or terminat ed. Substandard performance may be shared with fu ture RFCY Grant Review Panel members, City Council and/or City staff and may impact Grantee’s ability to apply for and/or receive future City funds, including Grant funds.
E. Site Visits and Meetings . City may coordinate at least one (1) site visit of every Grant-funded Program during the Term . City may also convene at least one (1) mandatory meeting and/or training session. City will provide Grantee timely notice for each such meeting or training session.
Section 1.2 Term.
DocuSign Envelope ID: DD9ADCFB-ECBB-40A1-8BC4-0A9E6270DC8D
3 This Agreement shall commence effective July 1, 2021, and shall terminate on June 30, 2022, and thereafter the Agreement shall be null and void and of no further force or effect, except as otherwise provided herein. The parties have the option to renew for two additional one -year peri ods based on available grant funds, satisfactory evaluation, grant monitoring reports, and overall grant performance. The second and third grant period would run from July 1, 2022, through June 30, 2023; and from July 1, 2023, through June 30, 2024. Each renewal option must be exercised in writing by both parties and shall be contingent on the availability of Grant funds and Grantee’s satisfactory performance of the Program, at City’s sole and absolute discretion.
Section 1.3 Funding.
This Agreement shall be deemed executory to the extent that the monies are appropriated in the current Grant Budget for the purposes of this Agreement and no liability shall be incurred by City, or any other department of City, beyond the monies budgeted and available fo r this purpose. The Agreement is not a general obligation of City. Neither the full faith and credit, nor the taxing power of City is pledged to the payment of any amount due or to become due under this Agreement. It is understood that neither this Agreement nor any representation by any City employee or officer creates any obligation to app ropriate or make monies available for the purpose of the Agreement beyond those monies appropriated in the current Grant Budget for the purposes of this Agreement.
ARTICLE II
DISBURSEMENT LIMIT
Section 2.1 Amount.
It is expressly agreed and underst ood that the total amount to be disbursed by the City under this Agreement shall not exceed $90,000 (Disbursement Limit). To the extent practicable, the use of Grant funds shall be used on a pro rata basis with other funds provided to the Program.
Section 2.2 Demands.
The Project Manager may disburse a twenty-five percent (25%) advance payment of the Disbursement Limit to Grantee (Advance Payment) in its sole discretion. Grantees receiving an Advance Payment, may be eligible for an additional advance of twenty-five percent ( 25%), contingent upon the submission of complete reporting and invoicing documentation, as set forth Section 4.1(C) of this Agreement , as det ermined by the Project Manager . A final advance payment of twenty -five percent (25%) may b e made , contingent upon submission of the complete reporting and invoicing documentation, as set forth in Section 4.1(C) of this Agreement, as determined by the Project Manager. Unless the Project Manager approves disbursement of Advance Payment described herein, Grant funds will be disbursed on a reimbursement basis.
The remaining twenty-five percent (2 5%) will be reserved until the completion of the grant program and final submittal of all required documentation.
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4 It is Grantees’ responsibility to ensure that Grant funds are used only for the eligible costs and amounts specified in the Program Budget, attached hereto and made a part hereof as Exhibit B. No more than twenty percent (20%) of the Grant funds may be allocated by Grantee to indirect costs, calculated as a percentage of the total grant request. Should Grantee fail to use Grant funds in accordance with the Program Budget, the payment of Grant funds may be suspended or terminated.
Section 2.3 Non-Liability.
City shall not be liable for any c ost that (a) has been paid, reimbursed or i s subject to payment or reimbursement, from any other source; (b) was incurred prior to the beginning date of this Agreement; (c) is not in accordance with the terms of this Agreement including all attachments; or (d) has not been billed to City within thirty (30) calendar days after the date this Agreement terminates.
ARTICLE III
LIMITATION ON CITY OBLIGATIONS
Section 3.1 Limitations.
A. Nothing in this Agreement shall make Grantee or Grantee’s employees (a) subject to any of the memoranda of understandin g that apply to employees of City, (b) subject to the Personnel Rules that apply to employees of City, (c) subject to any of the benefits received by employees of City, including but not limited to, Medical, Dental, Vision, Retirement, Vacation Sick Leave, and Administrative Leave, (d) covered by City’s Workers’ Compensation Insurance, (e) employees of City for purposes of the Tort Claims Act (Govt. Code Sections 825 et seq).
B. Grantee and Grantee’s employees shall not be protected by the same immunities and right to indemnification and defense extended by the Tort Claims Act (Govt. Code Sections 825 et seq) to public employees.
Section 3.2 Termination for Convenience.
This Agreement may be terminated by the Ci ty, at its sole and absolute discretion, upon thirty (30) days advance written notice thereof to Grantee, or cancelled immediately by written mutual consent.
ARTICLE IV
ADMINISTRATIVE REQUIREMENTS
Section 4.1 Financial Management.
A. Accounting Standards. Grantee shall adhere to Generally Accepted Accounting Principles, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred.
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5 B. Documentation and Record-Keeping.
(1) Records to be Maintained . Grantee shall maintain all records required that are pertinent to the activities to be funded under this Agreement, in a manner satisfactory to the City.
(2) Retention. Grantee shall retain all records related to the Program for a period of five (5) years after the termination of all activities funded under this Agreement
(3) Client Data. Grantee shall maintain client data demonstrating client eligibility for the Program, including client name, address, basis for determining eligibility, and description of service provided. Such information shall be ma de available to City monitors or their designees for review upon request.
(4) Close-Outs. Grantee’s obligation to City sh all not end until all close -out requirements are completed, including preparation of a close-out report (Close-Out Report) at the end of the Term. Activities during the Close-Out period shall include, but are not limited to: submission of the Close-Out Report, making final payments, submission of the Final Invoice (as defined below), and the return of unspent cash advances.
(5) Audits and Inspections. All Grantee records with respect to any matters covered by this Agreement shall be made available to City at any time during normal business hours, as often as City deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be fully cleared by Grantee within thirty (30) days after receipt of such report by Grantee.
Failure by Grantee to comply with any audit requirements shall constitute a breach of this Agreement and may result in the withholding of future payments.
C. Reporting and Payment Procedures.
(1) Budgets. The Program Budget (Exhibit B) shall include a list of expenditures to be met with Grant funds. No more than twenty percent (20%) of the Grant funds may be allocated to indirect costs, calculated as a percentage of the total grant award.
City and Grantee may agree to revise the Program Budget from time to time in accordance with existing City policies.
(2) Payment Procedures. Subject to the Disbursement Limit, City will pay Grant funds available under this Agreement based upon information submitted by Grantee and consistent with the Program Budget and City policies concerning such payments.
Payments will be made for eligible expenses actually incurred by Grantee up to the Disbursement Limit. Any funds remaining shall revert back to City. Payments will be adjusted by City in accordance with any advance payments to Grantee.
(3) Progress Reports. Grantee shall submit quarterly grant reports (Progress Report) to the City in the form and content as set forth in Exhibit C (Grant Report Template).
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6 The Progress Reports are due no later than the Due Dates listed below, unless an extension is authorized by the City’s in its sole and absolute discretion:
Period to be covered Due Date
July 1, through September 30 November 30
October 1, through December 31 January 31
January 1, through March 31 April 30
(4) Close-Out Report. The Close-Out Report, covering the entire grant period, is due by no later than fifteen (15) days after the end of the Term, unless an extension is authorized at the City’s sole and absolute discretion.
Period to be covered Due Date
July 1 through June 30 July 31
(5) Invoices. Invoices shall contain , but not be lim ited to, the following information in sufficient detail and be submitted in a form which adequately de monstrates consistency with the Service Plan and Program Budget:
a. Number of hours Grantee staff performed work per task; b. Number of hours per staff member being billed for which stipends have been paid;
c. Hourly or flat rate provided; and
d. Itemization of any other direct costs ( e.g. supplies, travel, operating expenses, etc.) incurred for which reimbursement is being requested within that invoice period.
Note: Itemization of indirect cost (e.g. rent, utilities, etc.), although not required, may be requested and shall be made available to the City.
(6) Required Supporting Documentation . The following Required Suppor ting Documentation must be submitted with each Invoice, as applicable:
a. Each Invoice must contain all of the information specified in the Grant Report Template, attached hereto and made a part hereof as Exhibit C. b. If stipends are included in the Invoice, the Invoice must be accompanied by copies of participant’s daily logs or timesheets covering all stipend hours for which reimbursement is being requested.
c. If the Invoice is requesting reimbursement of any other direct costs (any costs other than staff ti me or stipends such as supplies, travel, operating expenses, etc. ), the I nvoice must be accompanied by copies of actual itemized invoices or receipts for all applicable direct costs. d. If staff time is included in the Invoice, City may request that the Invo ice be accompanied by copies of timesheet s or payroll records covering all staff hours for which reimbursement is being requested.
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7 (7) Matching Funds. Matching Funds refers to all program funding above the RFCY award that are necessary to provide the services at the proposed levels. Grantee must demonstrate, and is accountable for, raising and documenting funding that equals at least fifteen percent (15%) of the RFCY grant award as a program match.
This fifteen percent (15%) match of RFCY program funding must be a cash or in- kind match that supports the proposed program. Grantee must provide evidence of in-kind and cash matches at the end of the third quarter, (e.g., through letters, copies of checks, grants, or records of volunteer or donated services.)
ARTICLE V
GENERAL PROVISIONS
Section 5.1 Relationship of Parties.
Nothing contained in this Agreement shall be interpreted or understood by any of the parties, or by any third persons, as creating the relationship of employer and employee, principal and agent, limited or general partnership, or joint venture by and between City and Grantee or their agents, employees, including Grantee’s employees, or subcontractors, and Grantee shall at all times be deemed an independent contractor and shall be wholly responsible for the manner in which it or its employees, agents, or both, perform the services required of it by the terms of this Agreement. Grantee has and retains the right to exercise full control of employment, direction, compensation, and discharge of all persons assisting in the performance of the Program under this Agreement.
Section 5.2 Compliance with Laws.
A. Grantee shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals, with respect to this Agreement, including without limitation environmental laws, disability laws, including the Americans with Disability Act, employment discrimination laws , living wage and prevailing wage laws. Compliance under this provision includes compliance with all provisions of the Municipal Code of the City of Richmond (Municipal Code), including Chapter 2.28 and Chapters 2.50, 2.52, 2.56, 2.60, and 2.65 if applicable, which are herein incorporate d by reference.
B. Grantee acknowledges that under Section 2.60.070 of the Municipal Code (Living Wage Ordinance), Grantee shall promptly provide to City documents and information verifying its compliance with the Living Wage Ordinance. Also as prescribed in Section 2.60.070 of the Municipal Code, Grantee shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance.
C. Grantee shall comply with Section 2.28.030 of the Municipal Code obligating every contractor or subcontractor under a contract or subcontract with City for public work or for goods or for services to refrain from discriminatory employment or subcontracting practices on the basis of race, color, sex, sexual orientation, r eligious creed, national origin or ances try of any employee, any applicant for employment or any potential subcontractor.
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8 Section 5.3 Publicity and Acknowledgement of Support.
Grantee shall give appropriate credit to City and the RFCY program for its financial support in any and all press releases, publications, annual reports, video credits, dedications and other public communications regarding the Program and services performed pursuant to this Agreement, including but not limited to any tangible final products produced pursuant to this Agreement. Copies of such materials shall be provided to City for review. Grantee hereby grants to City the right and authority to publicize City and RFCY program support for the Program in press releases, publications, and other public communications of any type including, without limitation, digital and web publications, and to use Grantee’s name, likeness, logo or other official representation of Grantee in such communications.
Web Site Links: Grantee grants revocable permission to City to place links to Grantee’s web site on City’s RFCY web site. City grants revocable permission to Grantee to place links to City’s RFCY web site on Grantee’s web site.
Section 5.4 Background Checks.
If Grantee provides services to youth or other vulnerable populations (elderly, differently- abled, etc.), Grantee shall require comprehensive background checks and finger printing of all employees and/or volunteers that work directly with youth or such other vulnerable populations.
Section 5.5 Default.
In the event Grantee fails to perform properly any of its obligations hereunder and such failure of performance is not cured by Grantee within thirty (30) days after receipt of written notice from City or if the cure takes longer than thirty (30) days, if Grantee fails to commence to cure or within a reasonable time thereafter fails to complete the cure, City may in addition to any other remedies, suspend or terminate this Agreement, complete Grantee’s obligations in any reasonable man ner it chooses, or operate or maintain the Program as the City may deem necessary to fulfill require ments of the Grant. Grantee shall reimburse City for any costs o r expenses incurred by City because of such failure to perform. If Grantee fails to comply with any of rules, regulations, ordinances, requirements or provisions of City, in addition to other remedies as provided by law, this Agreement may be suspended or terminated.
Section 5.6 Copyright.
If this Agreement results in any copyrightable material, City reserves the right to royalty- free, non -exclusive and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use, the work for government purposes.
Section 5.7 No Claims.
Nothing contained in this Agreement shall create or justify any claim against City by any person that Grantee may have employed or with whom Grantee may have contracted relative to DocuSign Envelope ID: DD9ADCFB-ECBB-40A1-8BC4-0A9E6270DC8D
9 the purchase of materials, supplies or equipment, or the furnishing or the performance of any work or services for the Program or otherwise.
Section 5.8 Indemnification.
A. To the fullest extent permissible by law, Grantee shall indemnify, defend and hold harmless, and requ ire its contractors and subcontractors to defend, indemnify and hold harmless, City, and its elected and appointed officials, and all of their employees and agents (Indemnified Parties), from all liability, penalties, costs, losses, damages, expenses, causes of action, claims or judgments, including attorney's fees and other defen se costs (coll ectively, Claims), resulting from injury to or death sustained by any person (including Grantee’s or any contractors’ or subcontractors' employees), or damage to prop erty of any kind, or any other injury or damage whatsoever, which Claims arise out of or a re in any way connected with the provision of Program services hereunder or this Agreement, regardless of Grantee’s fault or negligence; provided, however, that Grantee’s indemnity obligations hereunder shall not apply to the extent any Claims are caused by the sole and active negligence or willful act or omission of an Indemnified Party. The indemnification obligations of Grantee and its contractors and subcontractors shall extend to Claims asserted after termination of this Agreement for whatever reason.
B. In Claims against any person or entity indemnified under Section 5.8A above by an employee of Grantee, or its contractors and subcontractors, anyone directly or ind irectly employed by any one of them or anyone for whose acts one of them may be liable, th e indemnification obligation under Secti on 5.8A above shall not be limited by a limitation on amount or type of damages, compensation of benefits payable under worker s' compensation acts, disability benefit acts or other employee benefit acts.
Section 5.9 Non-Liability of City Officials, Employees and Agents.
No member, official, employee or agent of City shall be personally liable to Grantee in the event of any default or breach by City or for any amount which may become due to Grantee or its successor or on any obligation under the terms of this Agreement.
Section 5.10 Insurance.
Grantee shall submit to City evidence of and keep current the insurance coverage meeting the general requirements set forth in Exhibit D “Insurance Requirements.”
Section 5.11 No Third Party Beneficiaries.
There shall be no third party beneficiaries to this Agreement.
Section 5.12 Conflict of Interest.
A. Except for approved eligible administrative or personnel costs, no person described in Section 5.12B below who exercise s or has exercised any functions or resp onsibilities with DocuSign Envelope ID: DD9ADCFB-ECBB-40A1-8BC4-0A9E6270DC8D
10 respect to the activities funded pursuant to this Agreement or who is in a position to participate in a decision-making process or gain inside information with regard to such activities, may obtain a personal or financial interest or bene fit from the activity, or have an interest in any contract, subcontract or agreement with respect thereto, or the proceeds thereunder, either for themselves or those with whom they have family or business ties, during, or at any time after, such person's tenure. Grantee shall exercise due diligence to ensure that the prohibition in this Section 5.12A is followed.
B. The conflict of interest provisions of Section 5.12A apply to any person who is an employee, agent, consultant, officer, or any immediate family member of such person, or any elected or appointed official of City, or any person related within the third (3rd) degree of such person.
Section 5.13 Notices, Demands and Communications.
If at any time after the execution of this Agreement it shall become necessary or convenient for one of the parties hereto to serve any notice, demand or communication upon the other party, such notice, demand or communication shall be in writing and shall be served personally or by depositing the same in the registered United States mail, return receipt requested, postage prepaid or delivered by express delivery service, return receipt requested and:
If intended for City shall be addressed to:
City of Richmond
450 Civic Center Plaza, Suite 300
Richmond, California 94804
Attention: City Manager
With copy to:
City of Richmond
450 Civic Center Plaza, Suite 340
Richmond, CA 94804
Attention: City Attorney
If intended for Grantee shall be addressed to:
City of Richmond Community Services Department, Recreation Division 3230 Macdonald Avenue
Richmond, CA 94804
Attention: Troy Porter
Any notice, demand or communication shall be deemed given, received, made or communicated on the date person al delivery is affected or, if mailed in the manner he rein specified, on the delivery date or date delivery is refused by the addressee, as shown on the return receipt. Any party may change its address at any time by giving written notice of such change a t least ten DocuSign Envelope ID: DD9ADCFB-ECBB-40A1-8BC4-0A9E6270DC8D
11 (10) days prior to the date such change is desired to be effective.
Section 5.14 Applicable Law.
This Agreement shall be governed by California law. This Agreement is made in Contra Costa County, California, and any action relating to this Agreement shall be instituted and prosecuted in the courts of Contra Costa County, California.
Section 5.15 Parties Bound.
Except as otherwise limited herein, the provisions of this Agreement shall be binding upon and inure to the benefit of the partie s and their heirs, executors, administrators, legal representatives, successors, and assigns. Any reference in this Agreement to a specifically named party shall be deemed to apply to any successor, heir, administrator, executor, successor, or assign of such party who has acquired an interest in compliance with the terms of this Agreement or under law. This Agreement shall be binding upon and inure to the benefit of the heirs, administrators, executors, successors in interest, and assigns of each of the parties.
Section 5.16 Attorneys' Fees.
If any lawsuit is commenced to enforce any of the terms of this Agreement, the prevailing party will have the right to recover its reasonable attorneys’ fees and costs of suit from the other party.
Section 5.17 Severability.
If any term of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remainder of the provisions shall continue in full force and effect unless the rights and obligations of the parties have been materially altered or abridged by such invalidation, voiding or unenforceability.
Section 5.18 Waivers.
Any waiver by City of any obligation or condition in this Agreement must be in writing. No waiver will be implied from any delay or failure by City to take action on any breach or default of Grantee or to pursue any remedy allowed under this Agreement or applicable law. A ny extension of time granted to Grantee to perform any obligation under this Agreement shall not operate as a waiver or release from any of its obligations under this Agreement. Consent by City to any act or omission by Grantee shall not be construed to b e consent to any other or subsequent act or omission or to waive the requirement for Grantee’s written consent to future waivers.
Section 5.19 Title of Parts and Sections.
Any titles of the sections or subsections of this Agreement are inserted for convenience of DocuSign Envelope ID: DD9ADCFB-ECBB-40A1-8BC4-0A9E6270DC8D
12 reference only and shall be disregarded in interpreting any part of the Agreement’s provisions.
Section 5.20 Entire Understanding of the Parties.
This Agreement constitutes the entire understanding and agreement of the parties with respect to its subject matter . All modifications, amendments, or waivers of any terms of this Agreement shall be in writing and signed by the duly authorized representatives of the parties.
Section 5.21 Multiple Originals; Counterpart.
This Agreement may be executed in multiple originals, each of which is deemed to be an original, and may be signed in counterparts.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first written above.
CITY OF RICHMOND:
Laura Snideman Date
City Manager
Approved as to form: Attest:
____________________________ ____________________________ Teresa Stricker Pamela Christian
City Attorney City Clerk
GRANTEE:
Name Date
_________________________________ _________________________________ Title Signature
DocuSign Envelope ID: DD9ADCFB-ECBB-40A1-8BC4-0A9E6270DC8D Troy Porter 10/21/2021
Recreation Supervisor
Community Services Administrative Manager
11/16/2021Ranjana Maharaj
11/24/2021
Shasa Curl on
behalf of
James Atencio
on behalf of
EXHIBIT A
SERVICE PLAN
In a satisfactory manner as will be determined by the City‘s Project Manager, Grantee shall execute:
1. Service Specification
Expand the existing Camp Achieve, in collaboration with the Ed Fund and the City of Richmond Community Services Department, to serve Kindergarten through 6th grade, and create a 6th through 8th grade program at four Richmond community centers: Shields-Reid, Nevin, Parchester, and Recreation Complex. Camp Achieve will facilitate closing the opportunity gap, improve grade-level reading, and mitigating summer-learning loss. Through these meaningful interactions with caring recreation staff, teachers and mentors, kids will build important relationships that foster a sense of security and belonging. The program will take place concurrently with the existing program, 5 days a week for 8 weeks serving 40-56 unique Richmond youth.
More specifically, Camp Achieve will provide the following programming components:
• Morning academic blocks provided by a WCCUSD certificate teacher and afternoon enrichment blocks provided by contracted CBO providers. o Literacy programs will provide by campers with instruction from high quality Richmond-based non-profit organizations 3 hours a day, 3 days a week.
• Embedded literacy focus, including reading mentors and books for attendees, camp will increase grade level reading for campers as demonstrated each of the last five summers – sending kids back to school ready to learn without suffering from summer learning loss.
• Allowing kids to participate in high quality enrichment programs, such as:
o Performing Arts
o Chess
o STEM
Should COVID-19 restrictions allow, campers will also participate in weekly swimming trips to promote physical activity and wellness, and field trips that are linked to their themed project-based learning.
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