Richmond City Council
July 26, 2022

July 26, 2022
TOTAL $429,750
Violence Prevention
Organization Name
Grant Renewal
Recommendation
Project Avary (Single Agency) $65,100
Community Violence Solutions (Single Agency) $100,000
Child Abuse Prevention Council of Contra Costa County
(Single Agency) $35,000
TOTAL $200,100
Information, Guidance, and Case Management
Organization Name Grant Renewal
Recommendation
Contra Costa Family Justice Alliance (Single Agency) $110,000 TOTAL $110,000
Basic Needs
Organization Name
Grant Renewal
Recommendation
Richmond Promise (Collaboration: Tech Exchange) $75,000 18 Reasons (Single Agency) $25,000
TOTAL $100,000
Next Steps
After approval of the grant award renewals by the City Council, City staff will enter into new grant agreements with awardees. City staff will manage the contract processes which include, but are not limited to, entering into grant agreements, contract administration, serving as a point of contact for all grantees, conducting site visits, reviewing progress reports, and reviewing and approving invoices.

DOCUMENTS ATTACHED:

Attachment 1 – FY 2021-2022 RFCY Grant Award Resolution Attachment 2 – FY 2021-2024 RFCY Grant Request for Proposals

AMENDED
FY 2021‐24
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
AMENDED RFP ISSUED: TUESDAY, MAY 4, 2021
PRE-PROPOSAL CONFERENCES:

TUESDAY, MAY 11, 2021
WEDNESDAY, MAY 12, 2021

AMENDED PROPOSAL DUE DATE: TUESDAY, JUNE 1, 2021, 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 North Richmond.

Voluntary Pre-proposal (Bidders Conference) Meeting Date and Time:

In order to provide information regarding the RFP, 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 May 15, 2021.  Tuesday, May 11, 2021: 10:00 a.m. to 12:00 p.m.
 Wednesday, May 12, 2021: 2:00 p.m. to 4:00 p.m.

Deadline for Questions: Thursday, May 13, 2021, by 5:00 p.m., by email to the Project Manager, David Padilla at [email protected].

Proposal Submittal Deadline Date and Time: Tuesday, June 1, 2021, 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: David Padilla at (510) 620-6523 or [email protected] (email preferred) and Patrick Seals 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 readthe 2021-2024 Strategic Investment Plan in addition to this RFP before starting the applicationprocess.

Grants awarded through this RFP process will be for an initial one-year period, July 1, 2021 to June 30, 2022 (FY 2021-2022), and may have the ability of renewal for up to two additional oneyear periods between July 1, 2021 to June 30, 2023, contingent on past year’s grant performance and availability of funds. The total projected amount available for FY2021-2022 grant awards through this RFP is approximately $1.5 million in the initial year. 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 in Richmond experience extremely high rates of violence, trauma, poor health and social outcomes, and stress.”
Richmond and North Richmond’s children and young people demand consistent and equitable access to healthy, safe, supportive, and inspiring environments at home and in community 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 parents/guardians, families and the communities in which they live by preventing problems and enhancing the strengths of children, youth, young adults and their families
 To ensure young people are provided with gender responsive, trauma-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
 To ensure an equitable distribution of resources to all of Richmond’s young people in recognition of the importance of investment in their futures from 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 with 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 various governmental, faith-based, community-based organizations, and philanthropy to support work in the community and ensure that children and youth needs are met
 Convener: Holding space for City interdepartmental meetings, as well as cross-entity meetings to discuss service delivery, opportunities for collaboration, etc.  Evaluator: Developing and implementing a process to evaluate and/or support the evaluation of grantees, the grant process, collaborative work with other entities, and the program. RDCY will help collect and analyze meaningful data and use the evaluation process to document the collective impact of the Fund.
 Funder: Developing and administering the grant program in alignment with the Community Needs Assessment and Strategic Investment Plan  Supporter: Providing support to the Oversight Board (e.g., assist 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, and their families in Richmond and North Richmond?
 How are resources and services that support youth currently dispersed? 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 $1.5 million in total available grant funding for FY 2021-2022. 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 ($300,00) Priority Area 2:  20%
Education Support and Employment/Training Support  ($300,000) Priority Area 3:  20%
Out of School, After‐School, Sports and Enrichment ($300,000) Priority Area 4:  20%
Youth Violence Prevention ($300,000)
Priority Area 5:  10%
Access to Basic Needs ($150,000)
Priority Area 6:  10%
Information, Guidance and Case Management ($150,000)
Total Estimated Funding in FY 2021‐2022:  $1.5 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 (West County and surrounding unincorporated areas) 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 provided to:
 Children (birth to 12) and youth (ages 13 to 17) and their caregivers,  Disconnected transitional-aged young adults (ages 18 to 24 years) who are most impacted by harm, inequity and lack of access to support and services and, when relevant, their caregivers, or
 As part of programs that predominantly serve children, youth and disconnected transitional-aged young adults within those ages and their caregivers.

The populations that are prioritized by the Fund included but are 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 threatened 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 behavioral health outcomes and 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  Families with children and youth who are involved in or transitioning from the foster care, juvenile justice, criminal justice or special education systems.

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 Fire Department; detention or probation services mandated by state or federal law; or public transportation, except to the extent that transportation may be needed to access eligible services supported by the Fund;
b. Services provided by the West Contra Costa Unified School District, Richmond libraries,

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 12 Office of Neighborhood Safety, Richmond Promise College Scholarship Program, Richmond Housing Authority and YouthWORKS, except for collaborations between theabove 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 is mandated by state or federal law, to the extent of the fixed or minimum level of expenditure; 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 less, of any real property; or maintenance, utilities or any similar operating costs of any facility 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 support 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 of 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 of 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.

Under the Collaborative, any one organization that proposes to receive more than 50% of the proposed grant award shall be defined as the lead agency and applicant. 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 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.

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 fiscalpass 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 department 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.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 15 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.

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).

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
GrantRequest $30,000 $40,000 $50,000
Maximum
GrantRequest $100,000 $150,000 $200,000
Maximum Award per
Organizational
across all application
areas2
$100,000 $150,000
Maximum
IndirectRate 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 2017. 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, 2021 (electronic copy via email to [email protected]).
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 17 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.

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.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 18 Contact RDCY staff at [email protected] for all technical issues and questions regarding the online application system.

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.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 19 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:
 Tuesday, May 11, 2021: 10:00 a.m. to 12:00 p.m.
 Wednesday, May 12, 2021: 2:00 p.m. to 4:00 p.m.

OPPORTUNITY TO SUBMIT QUESTIONS AND GENERAL TECHNICAL ASSISTANCE BY EMAIL
General Technical Assistance (TA) and/or submission of general questions by e-mail begins May 4, 2021, and concludes May 13, 2021, 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, orother 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 May 17, 2021. 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 20 Important Dates
These dates are tentative and subject to change:

Date
Request for Proposals (RFP) Released May 4, 2021
Pre-Proposal Meetings
Virtual/Video Conferencing
Tuesday, May 11, 2021
10:00 a.m. to 12:00 p.m.

Wednesday, May 12, 2021
2:00 p.m. to 4:00 p.m.

Questions Due by E-mail May 13, 2021, 5:00 p.m.

Frequently Asked Questions Published May 17, 2021, 5:00 p.m.

Online Proposals Due
Tuesday, June 1, 2021, 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 July 2021
Contracting and Negotiations Begins August 2021
Program Year July 1, 2021 – June 30, 2022
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 21 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% = $300,000

2. Education Support and Employment/Training Support 20% = $300,000

3. Out of School Time, After-School, Sports, and Enrichment 20% = $300,000

4. Youth Violence Prevention 20% = $300,000

5. Access to Basic Needs 10% = $150,000

6. Information, Guidance and Case Management 10% = $150,000 Total Estimated Funding in FY 2021-22 100% = $1.5M
The approved SIP will guide RDCY’s three-year grant cycle between 2021 and 2024. The first round of grant funding for Fiscal Year 2021-2022 (July 1, 2021 – June 30, 2022) is estimated to total approximately $1.5 million (based on the City’s Fiscal Year 2020-21 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 22 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.
 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 underresourced, and strategically contributes to meaningful results for children and youth.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 23 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 wellbeing 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 24 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 behavioral health programs and services (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 25 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 26  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 27 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 28 ● 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 29 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 30  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 31 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 32 Desired Results
 Fewer children, youth and their families will experience homelessness 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, particularly for households of color

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 33 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 34 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 35 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.

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.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 36 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.

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.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 37 Tip: RDCY recommends that organizations first draft their responses to the Proposal Narrative section in the template provided. Be sure to review your submissions for accuracy, formatting, clarity and completeness prior to uploading your Proposal Narrative template.

Step 2: Proposal Narrative
The Proposal Narrative must include the following elements, presented in the order listed below.

Reviewers will score the Proposal Narratives based upon the adequacy 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 documentsrequested 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 reproducible 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 Tuesday, June 1, 2021, 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.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 38 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 pagelimit.

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 39 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 address 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 longterm 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.

Explainany 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 40 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.

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 2021-2022 (July 1, 2021 to June 30, 2022).

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 Narrative 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 proposed 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.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 41 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 42 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.

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 applicable to Indirect Costs if those costs do not DIRECTLY benefit the proposed program.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 43 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 2017).

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 or calendar year (FY 2021-2022). 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 44  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 45 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: TUESDAY, JUNE 1, 2021, BY 2:00 P.M. (PST) You must have completed and submitted all forms and uploads by 2:00 p.m., on Tuesday, June 1, 2021. All proposals submitted after 2:00 p.m. on Tuesday, June 1, 2021, 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 46 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 OPTIONAL PREFERENCE POINTS
While not a requirement, applicants may receive preference points from the City of Richmond for having a workforce that include Richmond or North Richmond resident(s) and/or being an organization that is Richmond-based.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 47 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 48 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 49 The City has allocated approximately 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 proposed 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 50 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 point system described above for the Proposal Narrative section of the proposal, along with additional considerations and criteria, including but not limited to service location, service to priority populations, strategic alignment, past program performance 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 51 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 and should be reviewed and approved by City staff before release.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 52 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 53 Click here to enter text.

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:

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Organization Address:

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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/Project Budget:

Program/Project Budget:
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Amount of Grant Funds Requested:
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Annual Organizational Budget:
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Fiscal-Sponsor Budget (if applicable):
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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.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 54 For Collaborative Applicants and organizations listed in Article 15, Section 5b, list the information below for all collaborating organizations 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 55 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.

Click here to enter text.
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.

Click here to enter text.
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 56 Click here to enter text.

Collaborating
Organization
Roles and Responsibilities
Click here to enter text. Click here to enter text.

Click here to enter text. Click here to enter text.

Click here to enter text. Click here to enter text.
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?
Click here to enter text.

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?
Click here to enter text.
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.

Click here to enter text.

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?
Click here to enter text.
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.

Click here to enter text.
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 57 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.

Click here to enter text.
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 58 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, 2021, and June 30, 2022, 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 59 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.

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

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 60 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 61 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 62 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 63 Appendix D: Budget Template
a. Total organization budget (based on prior year’s 990, audited/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 fund your proposed program (e.g. grants, program fees, in-kind donations) and state whether those sources are pending and/or approved. Include, the Total Project Budget as well as your organization’s RFCY request.
 Expenditures: List, with as much detail as possible, the expenditure categories (e.g. salaries, benefits, program supplies)
 The revenue total and the expenditure total in the “RFCY Request” 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 21-22)
Total Project
Budget
Revenue Status
(Approved/Pending)

Revenue Total $ $

EXPENDITURES

Funding Category RFCY Request
(FY 21-22)
Total Project
Budget
Budget Narrative
(if applicable)

Expenditure Total $ $

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 64 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 collaboration including past successesand 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 organizational 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 organizations written into the proposal and budget will remain in the collaboration for the duration of the 2021-2024 grant cycle period because your grant was reviewed and awarded based on these collaborations. If there needs to be any potential changesin scope of work and budget, these need to be brought to RFCY’s attention for approval of modification in 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 65 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.

July 26, 2022
Library and Community Services
DATE: July 26, 2022
TO: Mayor Butt and Members of the City Council
FROM: LaShonda White, Interim Director of Library and
Community Services
Subject: Contract with Urban Strategies Council to Conduct Research and Analysis of Various Community Crisis
Response Program options
FINANCIAL IMPACT: The funding for this contract is included in 01204022 400201 RI200

PREVIOUS COUNCIL
ACTION:

N/A

STATEMENT OF THE
ISSUE:

There is a desire for a Community Crisis Response
Program (CCRP) model to be implemented within the
City of Richmond. The CCRP model would provide a
community response that is non-law enforcement to
address the non-violent/non-felony behavioral health
crises in Richmond in coordination with the County
utilizing Measure X resources.

RECOMMENDED ACTION: APPROVE a contract with Urban Strategies Council to conduct research and analysis of various Community
Crisis Response Program options, for a total amount not to exceed $112,844, with a term beginning August 1,
2022, and ending June 30, 2024 – Library and
Community Services Department (LaShonda White 510-
620-6512).

AGENDA
REPORT

July 26, 2022
DISCUSSION:

The City would like to enter into a contract with Urban Strategies Council, a consulting firm selected through a competitive bidding process, to assist the City of Richmond in determining the most appropriate community crisis response program (CCRP) model to deploy. A major component of this work will be to help determine how the City of Richmond will collaborate with, and not duplicate efforts being deployed by Contra Costa Health’s A3 program. A3 provides timely and appropriate behavioral health crisis services to Anyone in Contra Costa County Anywhere at Anytime, and is working to address the unmet behavioral health needs in Contra Costa County.

The concept of a CCRP in Richmond was modeled in part on Crisis Assistance Helping Out on The Streets (CAHOOTS), developed in Eugene, Oregon. CCRP seeks to provide a community-based crisis response that is efficient and effective for medically vulnerable and socially marginalized people in Richmond, most especially for people with mental illness, substance use disorders, or people in crisis who are experiencing homelessness and requiring community-based services, the majority of whom are Black, Indigenous, People of Color. CCRP provides a diversion model to reduce reliance on police and criminal justice responses by offering a public health response. A proposed CCRP program would provide an opportunity to improve access to mental health and other community services in Richmond and would also navigate people to the right services at the right time by utilizing community responders with strong ties and connections to Richmond that can respond in a respectful and non-stigmatizing manner.

Request for Proposals (RFP) Process and Review
The RFP was released on April 15, 2022, with a submittal deadline of May 20, 2022 (Attachment 1). The RFP was posted on the City’s BidsOnline system for competitive bidding, in which 1,415 vendors were notified (Attachment 2). The City sought proposals from highly qualified firms to:

1. Engage Richmond residents and community stakeholders in a comprehensive and responsive Community Engagement process to better understand experiences with the current public safety and non-public safety public health systems and aspirations for new response strategies

2. Develop and present an Analysis of Program Options that will evaluate current resources, determine community needs and articulate how each option best responds to those needs. Complete a Data Needs Analysis to both inform the program design and structure the effort for future evaluation of impacts and improvement.

3. Develop a Proposed Program Plan for the City Council that includes a proposed decision-making structure, reliable data collection process, reporting practices, and metrics. The Program Plan should be based on the results from the community engagement and analysis of program options. This report should articulate the process methodology that was used for option analysis, explain

July 26, 2022
community assessment and what was learned, and give a definite recommendation to City Council on what program option to select.

4. Design an Implementation Plan, in collaboration with City staff and stakeholders, based on the decision of the City Council. A component of this work may include the development of a Request for Qualifications/Proposal, in collaboration with City of Richmond staff, to select organization(s) that can support the implementation of Richmond’s Community Crisis Response Program.

Two (2) proposals were received and deemed as responsive by the deadline. The review committee, consisting of a Reimagining Public Safety Community Task Force member, and City staff from Community Services, Economic Development, and Richmond Police Department, reviewed the responsive proposals utilizing the criteria outlined in the RFP (Attachment 3). Based on total scores, staff is recommending entering into a contract with Urban Strategies Council (Attachment 4). Urban Strategies Council was selected because they have an experienced team, the proposal aligned with the RFP requirements, staff have performed similar work in similar communities, and the reviewers felt that their proposal best met the needs of the community.

Urban Strategies Council
Founded in 1987, the Urban Strategies Council (USC) is a regional research, collective action, program innovation and policy advocacy anchor organization dedicated to advancing economic, racial, and social equity in the Bay Area. The Council's most recent successes in policing reform/community violence prevention programming include: conducting community-based participatory research for the newly created Department of Violence Prevention (DVP); development of the MACRO pilot program in Oakland, CA and Antioch Care Team pilot program (alternative non-police responses for 911 non-violent calls); assisting a community coalition in Cambridge, MA working to design an 911-call nonpolice alternative response system; and convening/facilitating development of the Justice Reinvestment Coalition of Alameda County. In addition, USC has developed knowledge of ARPA funding opportunities working on resource development planning for these initiatives.

In Richmond, USC has recently worked with the West Contra Costa County Unified School District implementing the CA Department of Education's Career Pathways Programs, and they currently work with Contra Costa Community College as a partner organizing the Bay Area Systems Impacted Consortium (advancing college success for formerly incarcerated students). USC also has existing relationships with several Richmond community-based organizations, community leaders, and county systems leaders.

Timeline and Cost
Urban Strategies Council will begin work in August 2022, with plans for updates to City Council throughout the process and provide initial recommendations to City Council by February 2023. They expect to complete the scope of work outlined above for a fixed

July 26, 2022
fee of $98,125, as outlined below. A contingency is being set aside of $14,719 (15 percent) to be used for expenses and for additional requests such as additional interviews, focus groups, or community meetings. USC must secure written approval prior to any use of the contingency. The total not-to-exceed fee for this project will be $112,844.

DOCUMENTS ATTACHED:

Attachment 1 – CCRP Request for Proposals
Attachment 2 – BidsOnline Report
Attachment 3 – Scoring Matrix
Attachment 4 – Urban Strategies Council Contract

City of Richmond CCRP RFP Page 1 of 22
Request for Proposals (RFP)
for
Community Crisis Response Project (CCRP)
For the
City of Richmond
Release Date:

Friday, April 15, 2022
Closing Date and Time:

Friday, May 20, 2022, at 12:00pm
Contact:

LaShonda White, Interim Director of Community Services
[email protected]
510.620.6828
Submittal Location:

BidsOnline - Electronic Proposals Only Via the City’s Secured Online Bidding System Interested parties may download copies of the above-mentioned proposal by visiting the City's web site (www.ci.richmond.ca.us/bids). To download the RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.

City of Richmond CCRP RFP Page 2 of 22
Table of Contents
Introduction.............................................................................................................................. 3 City of Richmond Background................................................................................................ 4 Scope of Services .................................................................................................................... 5 Qualifications of Applicants...................................................................................................10 Consultant Responsiveness ..................................................................................................10 RFP Schedule..........................................................................................................................11 Proposal Format Guidelines ..................................................................................................11 Proposal Elements and Format Requirements .....................................................................12 Submittal Instructions, Questions and Correspondence.....................................................14 Evaluation................................................................................................................................15 Pre-Award Negotiations .........................................................................................................18 Award.......................................................................................................................................18 General City Requirements ....................................................................................................18

City of Richmond CCRP RFP Page 3 of 22
Introduction
The proposed Community Crisis Response Program (CCRP) intends to provide a community response that is non-law enforcement to address non-violent/non-felony mental health crises in Richmond. CCRP was modeled in part on Crisis Assistance Helping Out on The Streets (CAHOOTS), developed in Eugene, Oregon and tailored to meet the needs of Richmond residents through a nine-month feasibility process that engaged community and government partners with relevant expertise. The city’s goal of supporting community safety and addressing community trauma through community-based alternatives aligns with the proposed model of crisis response for mental health.

CCRP provides an opportunity to improve access to mental health and other community services in Richmond. CCRP provides a diversion model to reduce reliance on police and attendant jail and criminal justice responses by offering a public health response, which also reduces the burden on, and high costs of, the emergency medical care system.

CCRP seeks to provide a community-based crisis response that is efficient and effective for medically vulnerable and socially marginalized people in Richmond, most especially for people with mental illness, substance use disorders, or people in crisis who are experiencing homelessness and requiring community-based services, the majority of whom are Black, Indigenous, People of Color. The pilot program would also navigate people to the right services at the right time by utilizing community responders with strong ties and connections to Richmond that can respond in a respectful and non-stigmatizing manner. Dispatching the police to intervene in situations where their presence is not necessary is particularly damaging for communities of color. Successful models across the country, similar to CCRP, have reduced the unnecessary use of law enforcement resources or overuse of costly hospital emergency departments.

Given the scale of revenue and its potential to bring forth a more equitable recovery for Richmond residents and businesses, the City of Richmond wants to hear from the Richmond community (elected officials, City staff, residents, businesses, CBOs, faith community, etc.) to ensure that the funds are spent in a way that best meets the current and future needs of the community. This work must focus on public input, equity, transparency, and accountability.

This RFP describes the project, required scope of services, consultant selection process, minimum information that must be included in the proposal, and submittal processes. By responding to this RFP, the consultant agrees to read and understand all information contained within this entire proposal package.

The words “organization”, “firm”, “consultant”, “respondent”, “offeror” and “proposer” are used

City of Richmond CCRP RFP Page 4 of 22
interchangeably throughout this RFP to refer to the organization, firm, institution, team, or partnership that would act as the City’s consultant throughout the development of the plans detailed above.

City of Richmond Background
The City of Richmond is a charter city located in Contra Costa County, part of the San Francisco Bay Area with a population of 110,175 residents. Richmond is one of the region’s most diverse communities. The four largest demographic groups are Hispanic or Latino (39.7%), Asian (19.7%), non-Hispanic or Latino Caucasians (19.2%), and Black and African American (16.1%).

Richmond is home to a multi-modal transit hub that includes BART and Amtrak, marinas, shopping, recreational and cultural amenities, and 32 miles of shoreline. This all contributes to making Richmond among the most desirable communities in California. The total adopted City budget for FY 2021-22 is $362.8 million (revenue), of which $188.5 million (revenue) comprises the General Fund.

The City of Richmond provides a full range of municipal services including police and fire protection; construction and maintenance of streets and infrastructure; library services; storm water and municipal sewer systems; rent program that administers rent control and just cause for eviction; operation of a port and wastewater treatment facility; and the administration of recreational activities and cultural events. Richmond is home to the Rosie the Riveter/World War II Home Front National Historical Park, 36 miles of the San Francisco Bay Bicycle and Pedestrian Trail, and the 23-acre Point Isabel Regional Shoreline Park.

The City has shown leadership in addressing equity and sustainability by adopting a Health in All Policies (HiAP) Ordinance and Strategy, Climate Action Plan (CAP), and Economic Development Action Plan (EDAP), as well as focused work surrounding Race, Equity and Inclusion. The City of Richmond also launched its Open Data and Performance Reporting System, Transparent Richmond (www.transparentrichmond.org). This platform allows members of the public and city staff members to access important data about the city including Major Developments, Open Finance, Capital Projects, and more.

COVID-19 Impacts
Richmond’s diverse working-class residents have suffered greatly due to COVID-19 in terms of employment, health impacts, and financial instability. The pandemic has exasperated existing racial, workforce, and economic disparities in Richmond.

Data from the California Employment Development Department illustrates the negative impact the COVID-19 pandemic has had and continues to have on the City of Richmond’s workforce.

City of Richmond CCRP RFP Page 5 of 22
COVID-19 caused a surge in unemployment in Richmond with a peak of 3,412 weekly unemployment claims in late March 2020. Since then, weekly unemployment claims have significantly decreased and stayed below 500 per week. Job losses due to COVID-19 did not impact all Richmond residents equally, and low-income workers living in Richmond were disproportionately impacted. Richmond’s recovery has been slower than both Contra Costa County and statewide unemployment. Furthermore, the unemployment rate is being exacerbated by the COVID-19 pandemic as the unemployment rate in Richmond has not exceeded 4.5 percent since August 2017.

The COVID-19 public health emergency will have lasting negative effects on economic outcomes, particularly in exacerbating inequities that existed prior to the pandemic. Given the disproportionate impact of COVID-19 on low-income households, there is a risk that the current pandemic-induced recession could further increase concentrated poverty and cause long-term damage to economic prospects in neighborhoods of concentrated poverty. The City of Richmond wants to ensure that long-term and equitable decisions guide the way out of the pandemic, beyond immediate relief, and into an equitable recovery.

Scope of Services
The City is currently seeking proposals from highly qualified firms to conduct the following tasks. All tasks should include a robust community engagement process and use effective engagement techniques that will reach Richmond’s diverse populations to allow for opportunities for input and information sharing.:

1. Engage Richmond residents and community stakeholders in a comprehensive and responsive Community Engagement process to better understand experiences with the current public safety and non-public safety public health systems and aspirations for new response strategies

2. Develop and present an Analysis of Program Options that will evaluate current resources, determine community needs and articulate how each option best responds to those needs. Complete a Data Needs Analysis to both inform the program design and structure the effort for future evaluation of impacts and improvement.

3. Develop a Proposed Program Plan for the City Council that includes a proposed decision-making structure, reliable data collection process, reporting practices, and metrics. The Program Plan should be based on the results from the community engagement and analysis of program options. This report should articulate the process methodology that was used for option analysis, explain community assessment and what was learned, and give a definite recommendation to City Council on what program option to select.

City of Richmond CCRP RFP Page 6 of 22

4. Design an Implementation Plan, in collaboration with City staff and stakeholders, based on the decision of the City Council. A component of this work may include the development of a Request for Qualifications/Proposal, in collaboration with City of Richmond staff, to select organization(s) that can support the implementation of Richmond’s Community Crisis Response Program.

The following is a preliminary scope of work to be utilized when submitting a response and is not meant to be prescriptive. Respondents are encouraged to include any other items relevant to the stated objective of this RFP for the City’s consideration. It is expected that the firm or individual will have experience with public sector projects of similar nature and scope. Proposals may be submitted from a solo organization who qualifies to carry out all of the required services within one agency, or from a collaborative of organizations that identifies a lead agency and includes partnering organizations to carry out different aspects of the required services.

Items of work to be included under the contract anticipated to be awarded pursuant to this RFP will be negotiated with the successful respondent. In some cases, the City may elect to assign only specific portions of a proposal, or in other cases, the entire program to the selected contractor, including auxiliary associated work.

Community Engagement
Community engagement is essential to the development of the program plan and implementation. Information collected from our community should directly inform reports and recommendations presented to the community and City Council. The consultant will be responsible for conducting the following engagement activities:
● Managing, facilitating, and collaborating with diverse groups of stakeholders (i.e., elected officials, city and county staff, residents, community-based organizations, youth, small and large businesses, faith-based community, etc.) across race and ethnicity, language, socio-economic status, sexual orientation, gender presentation, age, etc. ● Utilizing various modern engagement practices and tools that; (1) yield high levels of participation, (2) produce accurate data that speaks accurately to public opinion, and (3) aim to mitigate barriers for participation (language, literacy abilities, childcare, physical accommodations, etc.).
● Conducting a minimum of three (3) city-wide engagement sessions. ● Conduct interviews with key community stakeholders (i.e., elected officials, city and county staff, residents, community-based organizations, youth, small and large businesses, faith-based community, etc.)
● Survey community residents focusing on most impacted residents ● Communicating back to the public and disseminating learnings after community engagement activities.

City of Richmond CCRP RFP Page 7 of 22
● Transcribing all data and taking detailed notes gathered from meetings to provide to the Project Manager within five (5) business days of each meeting in a format that may be easily uploaded to the City’s website.
● Designing and conducting robust methodologies for providing notice of engagement sessions a minimum of 14 calendar days before each meeting unless a valid exception is requested to publicize in less time.
● Providing project information for a project website to be hosted by the City. ● Providing multilingual outreach material to the City for publication on the City’s website, social media channels, as well as in key City facilities.

Analysis of Program Options
The applicant will be required to conduct an analysis of potential program options in tandem with the community needs assessment and community engagement to determine which option is optimum for the program and the community. The consultant will be responsible for conducting the following analysis activities:
● Analysis of previously conducted research and program design planning by Reimagining Public Safety Task Force Implementation Subcommittee focused on developing a Community Crisis Response Program.
● Analysis of three (3) potential program options that are all City of Richmond programs:
(1) a City of Richmond in-house program where all staff are hired and managed by the City of Richmond and the City implements the program, (2) a program where the City of Richmond collaborates with one or more community-based organizations (CBOs) to implement the program and the majority of staff are hired and managed by the CBO, and (3) a program where the City of Richmond collaborates with the Contra Costa County A3 (Anyone, Anywhere, Anytime) program for program implementation and/or staffing. The analysis could include but is not limited to the following:
- Variations of the possible program models listed above - Identification of program referral sources
- Identification of opportunities for county and regional municipalities collaboration and coordination
- Identification of public and private funding prospects ● Identify program model best practices and identify alternative and recommended program model options.
● Analysis of present resources and identification of resources that are functional and can be utilized in the program.
● Analysis of fire department and emergency services and how they will factor into the program.
● Analysis of community needs assessments that were previously conducted by the Richmond Department of Children and Youth and other internal and external entities.

City of Richmond CCRP RFP Page 8 of 22
● Coordination with fellow contractors working on City of Richmond RFPs for 911 data analysis and American Rescue Plan Act (ARPA) Community Needs Assessment to share findings and learn from their work.
● Drafting of analysis and conclusions to be incorporated in staff reports and attachments for City Council consideration.

Proposed Program Plan
Applicants will be required to present a comprehensive program plan recommendation to City Council for approval and subsequent implementation following the direction of city council. This program design must be constructed around the option that applicants consider most fitting in response to community needs assessment, community resource analysis and program options analysis. The program should also be developed through a lens of health and race equity, cultural competence and trauma-informed care. The consultant will be responsible for conducting the following program development activities:
● Writing out the program in comprehensive and concise language. ● Developing the entirety of the program plan with regard to the resources and implementation options that seemed best fit from the analysis stage. ● Developing a comprehensive budget and expense projections for the program. ● Developing a comprehensive and rollout/timeline of the program and outlining how this timeline intends to be followed.
● If hiring is needed, creating job classifications, and outlining requirements for each classification.
● Conducting community engagement to see if the proposed program aligns with the goals of the city of Richmond while fulfilling all the needs of the community that were outlined in the community engagement stage.

Implementation Plan
This RFP is seeking applicants to design an implementation plan for the program. The City anticipates that CCRP field teams will initially respond to 911 calls related to nonviolent, nonlife threatening situations involving people in crisis with mental illness, substance use disorders, or people who are unsheltered and requiring community-based services.

Applicants should plan to design a plan that covers the following program requirements:
● Based on the proposed plan approved by City Council, the CCRP teams may be composed of community response field teams with peer support specialists, and Crisis Support Specialists. CCRP field teams will be supported by project administration and an on-call Behavioral Health Clinician to provide therapeutic consultation and clinical supervision and support for staff.

City of Richmond CCRP RFP Page 9 of 22
● Provide sufficient staffing to cover all times/days that CCRP teams are operational, including a system that ensures back-up staffing in the event of sickness or staff vacation. ● Develop and support a training plan that ensures all CCRP team members have sufficient baseline and ongoing training in key skill areas related to their staff function including any required certifications
● Provide regular trauma-informed supervision, debriefing and support for all CCRP team members.
● Engage in ongoing communication and coordination with Richmond Police Department dispatch to receive calls based on the developed protocol. ● Facilitate a crisis assessment that includes medical, behavioral health, and other basic life needs (such as shelter, food, and clothing);
● Utilize trauma-informed crisis intervention, de-escalation, and harm reduction techniques to stabilize crisis situation.
● Provide basic life support level of care such as CPR, first aid, and wound management as needed.
● Determine the best disposition option for the person in crisis (disposition may include stabilization on site, referrals to community-based organizations, psychiatric emergency services (PES), crisis stabilization unit (CSU), sobering center, emergency department, or other voluntary dispositions such as a self- identified safe places. ● Provide transport for the person to the determined disposition option. ● Identify and provide information and referrals for community resources as needed for the person in crisis and for their family or other members of their support system who may be present at time of crisis.
● Facilitate at least one follow-up contact to ensure resolution of crisis, provide welfare check, and provide additional community resources and referrals for services as needed. ● Develop collaborative relationships including the clear designation of staff who will meet or communicate regularly with the Mobile Crisis Response Units operating in Oakland and other key governmental partners including Richmond Police Department (RPD), and Richmond Fire Department (RFD).
● Build a positive and collaborative presence in communities served by CCRP teams. ● Provide monthly reports to the City of Richmond and other key stakeholders as requested to track progress and allow for continuous quality improvements. ● Participate in a monthly CCRP Coordination Team meetings to ensure coordination across stakeholder groups, review data, and address unforeseen issues immediately. ● Participate in community and stakeholder meetings as requested by the City Council; and ● Participate in all required data collection activities to support the CCRP pilot evaluation and to inform potential shifts in implementation strategies. ● Incorporate key data to the City’s Transparent Richmond website.

City of Richmond CCRP RFP Page 10 of 22
Qualifications of Applicants
Qualified organizations will have demonstrated experience and expertise in:
● Effective community engagement, specifically with diverse groups ● Knowledge of ARPA and ARPA-eligible uses if federal funding is available for community crisis response program
● Knowledge of the Richmond community
● Conducting neighborhood-level and city-wide community needs assessments and asset mapping through various community engagement methods
● Developing expenditure plans, accessing and analyzing existing data sources, and conducting and incorporating research and analysis
● Proven ability to gather, analyze and share data in innovative ways including preparation of a community profile; conducting relevant gap analysis; and experience creating tools to measure and display progress
● Experience working within tight deadlines and budgets ● Have strong connections to local community resources and services within the communities served by the city
● Demonstrated experience collaborating and having connections with other local and government service providers to link people to a wide range of services and resources Proposers are allowed to include subcontractors, including community-based organizations, as appropriate for specific activities associated with the elements described in the Scope of Services.

Consultant Responsiveness
● Firms with or without subcontractors are encouraged to submit proposals which can be validated based upon prior work experience, utilizing methodology that ensures proper governance and process integrity.
● Proposers are welcome to include other professional recommendations to maximize outreach and engagement efforts that align with the intent of this RFP. ● The consultant services relative to this process must be administered in an independent, thorough, unimpaired, and unbiased manner.

City of Richmond CCRP RFP Page 11 of 22
RFP Schedule
The proposed implementation timeline for the project is below. Applicants will be notified of any changes to the schedule via the City’s BidsOnline system.

Item Date
Request for Proposals (RFP) Released Friday, April 15, 2022 Pre-Bidder’s Conference (not mandatory) Thursday, April 28, 2022 All Questions Due via BidsOnline Wednesday, May 4, 2022 Response to Questions Submitted by Proposers
Posted via BidsOnline
Friday, May 6, 2022
Proposals Due Friday, May 20, 2022 at 12:00pm
Interviews* June 2-3, 2022
City Council Approval of Contract June 2022
Project Term June 2022 – June 30, 2024
* The City may, at its discretion, request interviews from one or more respondents. No respondent shall be entitled to or otherwise guaranteed an interview with the City.

The final design and timeline for all tasks will be agreed upon after final selection of the consultant(s). The City aims to have the consultant selected and contract approved by City Council before June 30, 2022, with a plan for the preliminary results from the analysis of proposed program options, including data analysis and community engagement, and the recommendation for a proposed option to be brought before City Council before the end of December 2022.

Proposal Format Guidelines
The Proposals should:
● Be concise, well-organized, and demonstrate the proposer’s experience applicable to the program.
● Be limited to 15 pages (8.5 inches X 11 inches and 12-point font). This page limit is inclusive of graphics, forms, pictures, photographs, and dividers. Résumés, required

City of Richmond CCRP RFP Page 12 of 22
forms, certifications, front and back covers will not counted toward the proposals 15-page limit.
● Adhere to the “Proposal Elements and Format Requirements” order and content descriptions within each section.
● Be straightforward and provide “layman” explanations of technical terms that are used.

Proposal Elements and Format Requirements

1. Transmittal Letter
● Address letter to LaShonda White, Interim Director Community Services. ● Ensure an officer of the lead agency signs the letter. ● Include name, title, phone number, and email address for main staff contact for all communications regarding your proposal submission.
● Provide a very brief introduction to your organization, your motivation for seeking this project, and an overview of the skills and experiences your organization would contribute to this project. Also, describe your understanding of the scope of services to be done, and the objectives to be accomplished.
● Include a statement regarding the firm’s ability to comply with the RFP and/or standard provisions of the City of Richmond’s Standard Services Agreement including insurance requirements (See Attachments 1 and 2).
● Provide responses to the following items under the section entitled “General City Requirements”: Item #4 (Previous Contracts with the City of Richmond), Item #5 (Exceptions to this Request for Proposals), and #6 (Statement of Impartiality and Disclosure).
● Include a stipulation that the proposal price will be valid for a period of at least 180 days.

2. Implementation and Methodology
Please describe in detail how you will address the project components as outlined in the Scope of Services section of the RFP. This section should include at a minimum:
● Provide a detailed description of the approach and methodology to be used to accomplish the scope of services specified in this RFP.
● An implementation plan that describes in detail (i) how the proposer plans to approach and complete each project task, (ii) listed deliverables that should be incorporated into the proposer’s approach, (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. ● Value Added Services - Please provide any additional services of benefit not specifically required herein, which the proposer offers to provide.

City of Richmond CCRP RFP Page 13 of 22

3. Experience and References
The information requested in this section should describe the experience of the firm, key staff and sub‐contractors performing projects within the past ten years (preferably within the past 2-5 years) that are similar in size and scope to demonstrate competence to perform these services.

Information shall include:

• Firm’s Experience - A summary of your firm’s demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal
• Team Experience - Names of key staff that participated on named projects and their specific responsibilities with respect to these qualifications and scope of service. Include resumes of key individuals that would perform services under this contract with descriptions of education, experience, certifications, licensure and any professional designations. If applying in collaboration with other organizations, describe the roles and responsibilities of the collaborating organization and staffing model of each collaborating organization.

If subcontractors will be used in addition to a lead organization, the subcontracted positions and duties shall be clearly identified and the resumes of proposed staff provided. If consultant intends to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the consultant will employ to ensure that any subcontractor complies with the provisions of consultant’s contract with the City.
• References - Provide a list of 3-5 references, including the scope of work performed and contact information (contact name(s), company, address, telephone number(s), and email address(es)). Place emphasis on projects and services delivered to cities and communities that received similar services from your firm. Also include description of services provided including contract amount and project start and end dates. The City of Richmond reserves the right to contact any of the organizations or individuals listed. • Availability – Identify the window of time indicating availability to start the program.

4. Proposed Budget and Costs
Provide a detailed budget spreadsheet, including a not-to-exceed total budget amount, indicating the cost of each major element identified in the Scope of Services and including all direct and indirect project costs associated with the budget narrative and Scope of Services. • The budget narrative should detail the costs for the projected budget as tied to the deliverables outlined in Scope of Services.

City of Richmond CCRP RFP Page 14 of 22
• Include line items for each staff to be assigned to the project, total projected hours, and hourly rate. Hourly rates shall be all-inclusive (i.e., base salary, fringe benefits, overhead, etc.).
• Include costs associated with facilitating effective community engagement activities, including materials or reproduction costs, community outreach and engagement incentives, interpretation and translation, as well as subcontractor services and costs, if needed.

Please note: Proposers will be paid at the same rates set forth in their cost proposal and no additional funds will be paid above and beyond the original quote given by the selected Proposer unless further negotiated in writing and agreed to by the City of Richmond. These rates will also be used to negotiate other mutually agreed upon tasks that may be assigned. This is a negotiated procurement and as such, awards may not necessarily be made to the consultant submitting the lowest priced proposal. Awards will be made to the consultant submitting the best responsive proposal satisfying the Department’s criteria, including consideration of price and other indicated factors.

Submittal Instructions, Questions and Correspondence
Utilizing the City’s BidsOnline System
Interested parties may download copies of the above-mentioned proposal by visiting the City's web site (www.ci.richmond.ca.us/bids). To download the RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.

Process for Submitting Proposals
Electronic Proposals shall be submitted via the City’s secure online bidding system, BidsOnline.

All required sections of the proposal must be submitted via the website. The Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only accept those proposals that were transmitted successfully.

The proposal must be received no later than 12:00 PM PST, on Friday, May 20, 2022.

Proposals submitted by facsimile or e-mail are not acceptable and will not be considered. The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.

City of Richmond CCRP RFP Page 15 of 22
The City of Richmond is not obligated but reserves the right to waive inconsequential irregularities.

Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.

Questions & Answers
All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00 PM PST, Wednesday, May 4, 2022. Notification of answers to questions received by that date will be provided via BidsOnline by Friday, May 6, 2022.

Addendums
If the City finds it necessary to issue an addendum, prospective proposers will receive email notification of addendum. However, it is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible addendums to the RFP that may have been posted.

Evaluation
The selection committee, comprised of City of Richmond personnel, shall first review submittals to verify that the proposer has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration.

City of Richmond CCRP RFP Page 16 of 22
Criteria upon which the evaluation of the proposals will be based include, but are not limited to, the following:

Category Score
Percentage
Description
Quality,
Completeness &
Attention to
Requirements
5 • Proposal exhibits clarity, organization, detail, and responsiveness overall
• Transmittal Letter is included and meets all
requirements.
• All submittal requirements are met and required
information is provided in the format specified
Implementation
and
Methodology
40 • Demonstrated understanding and knowledge of the
work required and ability to provide services as
outlined in the RFP
• Approach and proposed methodology to project scope
is clear, well thought out, feasible, developed through a lens of health and race equity
• Cultural competency, trauma-informed care and equity
are included
• Innovative approaches and internal measures for
services requested
• Potential problems and suggestions of possible
solutions are shared
• Ability to effectively manage multiple community
engagement activities throughout the duration of the
planning process is demonstrated
• Timeline provides sufficient detail for reviewers to
analyze feasibility of scope of work, robustness of
activities and approach, and demonstrates Respondent’s
clear understanding of the requested scope of work
• Special resources the team offers that are relevant to the successful completion of the project
Experiences and
References
30 • Firm’s experience in performing similar work, years in business, past and current client references are relevant, and technical expertise and professional competence in
areas directly related to this RFP

City of Richmond CCRP RFP Page 17 of 22
• Prior experience and capacity of firm in leading
community engagement in diverse communities,
community needs assessments, strategic planning,
public funding allocation, or similarly relevant
environments is described
• Unique qualifications of key personnel and successful involvement with projects of similar scope and
magnitude
• Professional background and qualifications of all team members comprising the team are clearly demonstrated
• Availability of staff to conduct tasks within required timeframe
• Résumés included and organizational structure makes
sense
Proposed Budget
and Costs
25 • Budget is sufficiently detailed, clear, and includes all specified requirements such as pricing for staff,
including direct and indirect labor expenses
• Proposed Budget and Costs includes narrative and lineitem budgets TOTAL 100
Upon request of the City of Richmond, short-listed vendors may be requested to participate in an interview/ presentation/demonstration on the vendor’s proposal, which would include a detailed analysis of how the RFP requirements would be addressed should Offeror receive the award. A virtual presentation shall be conducted via Zoom. The presentation shall be conducted at no cost to the City. Vendors may be eliminated from consideration based solely on inability to meet minimal requirements and/or review of written proposals.

Scores, responses and information received from both the interview and the written proposal combined shall be used to determine the top candidate(s). The selection committee may then consider references and responsibility before selecting the finalist. The selection committee shall select the Proposer that is evaluated to be most competitive, and whose response is deemed to be in the best interest of this requirement.

City of Richmond CCRP RFP Page 18 of 22
Pre-Award Negotiations
After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked proposer for purposes of:
● Resolving minor differences and information
● Clarifying necessary details and responsibilities
● Emphasizing important issues and points
● Receiving assurances from proposers
● Clarifying cost/budget
If the City cannot successfully negotiate a contract with the highest ranked proposer, the City may begin negotiations with the second highest ranked proposer.

Selection may be made without further discussion, negotiations, or proposer’s presentations; therefore, proposer shall offer the most favorable terms in response to this RFP. Proposer must demonstrate an understanding of the Scope of Service to be provided and the ability to accomplish the tasks set forth. Proposer shall include information that will enable the City to determine the proposer’s overall qualifications. The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.

The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow‐up with requests for additional information, including, but not limited to, follow‐up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed Scope of Service. The City will negotiate with that vendor to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of proposals.

Award
When the selection committee has completed its work, Department staff will then recommend a firm to the City Manager and City Council for approval. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment 1).

General City Requirements

1. General Information
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work.

City of Richmond CCRP RFP Page 19 of 22
The City of Richmond may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The City may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by the proposer, and require additional evidence or qualifications to perform the Services described in this RFP.

The City reserves the right to:

1. Reject any or all proposals, or to make no award without providing the reason(s) underlying the declination.

2. Issue subsequent Requests for Proposals.

3. Postpone opening for its own convenience.

4. Remedy technical errors in the Request for Proposal process.

5. Negotiate with any, all, or none of the Respondents.

6. Solicit best and final offers from all or some of the Respondents.

7. Select one or more Respondents.

8. Accept other than the lowest proposed fees.

9. Waive informalities and irregularities in proposals.

10. Request additional information, including, but not limited to, follow‐up interviews.

2. Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.

3. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If proposers intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the proposer will employ to ensure that any subcontractor complies with the provisions of proposer’s contract with the City.

4. Previous Contracts with the City of Richmond
The proposer shall submit a list which indicates all prime contracts and/or amendments awarded to the proposer by the City of Richmond for the last three (3) years. The list shall include a short

City of Richmond CCRP RFP Page 20 of 22
description of the Project, the Project scope of work, award date, completion date, name of City of Richmond’s assigned Project Manager, and contract value.

5. Exceptions to this Request for Proposals
The proposer shall state whether or not it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 1). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection.

Exceptions will be considered during the proposal evaluation process.

6. Statement of Impartiality and Disclosure
The nature of this Project requires an impartial unbiased approach on the part of the proposer’s team. This proposal shall include a statement declaring that the proposer’s and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in conflict or likely to be in conflict with City of Richmond’s interests. Additionally, proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.

7. Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment 2. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.

8. Business Licenses
Proposer, at its sole expense, and all subcontractors shall obtain and maintain during the term of any agreement, all appropriate permits, certificates and licenses including, but not limited to, a City of Richmond Business License, which will be required in connection with the performance of services hereunder.

9. Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance

City of Richmond CCRP RFP Page 21 of 22
(RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter 2.65), which are incorporated into the Contract Documents by this reference.

10. Collusion
By submitting a proposal, each proposer represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the proposer has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the proposer has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.

11. Withdrawal of Proposals
A proposer may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the City Manager’s Office a written request for withdrawal signed by, or on behalf of, the proposer.

12. Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive property of the City.

No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights or patent rights by proposer in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this Project.

13. Sanctuary City Contracting Ordinance
The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”) (Attachment 4). Bidders/Proposers must submit the attached Sanctuary City Compliance Statement with their Bid or Proposal (Attachment 3).

14. Limited Liability Companies Disclosure Statement (LLCS) Resolution No. 86-21, approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC) (Attachment 5). Bidders/Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Bid or Proposal (Attachment 6).

City of Richmond CCRP RFP Page 22 of 22

15. Rejections
All proposals will be reviewed to determine conformance with the RFP requirements. Failure to meet the requirements may be cause for rejection of the proposal. Any proposal which is incomplete, conditional or contains irregularities may also be rejected.

The City of Richmond reserves the right to:

A. Select any proposal as a basis for written or oral communication with any or all of the companies or individuals when such action is considered to be in the best interest of the City of Richmond.

B. Exercise discretion and apply its judgment with respect to selection of any proposals submitted.

C. Reject all proposal
_________________________________________

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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PlanetBids, Inc.

City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

Printed 07/20/2022
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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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City of Richmond
Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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Community Crisis Response Project (CCRP) RFP, bidding on 05/20/2022 12:00 PM (PDT)

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COMMUNITY CRISIS RESPONSE PROGRAM PROPOSAL EVALUATION SCORING SUMMARY RFP Issued on April 15, 2022
Proposal Rater 1 Rater 2 Rater 3 Rater 4 Rater 5 Total Total Possible Points Final Score RI International 84 72 64 60 73 353 500 71%
Urban Strategies Council 82 82 95 93 85 437 500 87%

SCOPE OF WORK
Task 1: Project Initiation and Initial Data Gathering
Project Kickoff: Urban Strategies Council (USC) will hold a kickoff meeting with the City to review the scope of work and project schedule, as well as to discuss the project goals related to engagement and project deliverables.

Initial Data Gathering: USC will review existing data, research, plans, and other relevant documents regarding community crisis response program development conducted by internal and external entities. USC will also review existing planning documents such as the City’s General Plan, Community Needs Assessments and Strategic Investment Plan issued on behalf of the Richmond Department of Children and Youth, and the Health in All Policies report.

Task 2: Community Engagement
Urban Strategies Council’s (USC) community engagement plan is focused on Richmond's most-impacted residents and neighborhoods and in partnership with Richmond (City) residents, political leaders, public systems representatives, community activists, private/civic sector stakeholders, and taskforce participants. USC will execute targeted stakeholder engagement strategies that are more representative than citywide engagement methods which tend to overrepresent the most engaged community members. Although deeply engaged community members should not be ignored and their engagement results in thoughtful understanding and analysis of some city functions and challenges, USC seeks to gather a comprehensive understanding of the diverse views and experiences of residents. USC will work with stakeholders to plan the optimal combination of virtual, hybrid, and in-person and engagement that is not restricted to residents who are able to attend an event - through tabling at community events, in-person surveys, attendance at resident-organized community activities, collaborating with existing outreach efforts, etc. USC's implementation and engagement strategies will be based on the emerging best practices in other jurisdictions.

Resident and public systems stakeholders are essential in developing a program that reflects the needs, experiences, resources, and existing barriers to services in a community. These stakeholders help to identify people who need to be involved in the discussion, and/or key to effective outreach and engagement of the broadest range of community members. Stakeholder interviews, focus groups, and engagement with program development also help to inform the comprehensive understanding of the existing community assets, services and resources and identifying unaddressed needs. USC has experience with stakeholder engagement at both the municipal and county levels. USC expects to conduct interviews with Contra Costa County and county-wide stakeholders given the rapidly changing landscape of mental health and emergency response and for discussions that focus directly on the county services and countywide NGOs engagement with Richmond.

USC also expects to work with the consultant providing analysis of 911 data. Understanding the types of calls, outcomes, geographic areas, and the types of needs of high frequency users of emergency services will inform both outreach, research questions, and the program plan. We would hope to discuss with the consultant joint recommendations on the collection of additional data within dispatch that might be helpful in the evaluation of the program.

Examples of stakeholders include but are not limited to:
• Elected city officials
• City staff (i.e., public safety, dispatch, etc.)
• Contra Costa County
• Staff for specialized city and county programs serving underserved communities • Individuals and organizations that participated in the thoughtful, deeply researched, county-wide process to develop A3 and the Miles Hall Hub • Community-based/non-profit service providers (Housing and transitional housing programs, Legal Aid programs, re-entry programs, etc.)
• Houses of worship
• Local businesses
• Richmond Neighborhood Councils, Neighborhood Crime Prevention, and Richmond Boards, Commissions and Task Forces
• Representatives and members of underrepresented communities including youth, elders, unhoused, LGBTQIA, undocumented, immigrant, formerly incarcerated residents, and people living with mental health, substance abuse, communication, developmental, and physical challenges
Community Engagement Methods
USC's proposed engagement methods for the CCRP program development will include:

Outreach: Successful engagement begins with outreach. Outreach must include identification of languages to translate materials and organize multi-lingual events, discussions, focus groups and the use of other communication pathways, such as "ethnic" media and radio stations, WhatsApp or other social media and communication used by certain communities.

Successful outreach includes compensating community members to participate and the community members who are asked to organize participation in their communities. This shows value and appreciation for their engagement. USC commits to providing notice of engagement events/meetings a minimum of 14 days in advance of the activity.

Effective recruiting for participation and community education on the program must include online and in-person organizing, social media, and traditional media. USC will develop accessible educational and outreach and event materials, including website content, social media posts, flyers, and FAQs to increase community confidence, participation, and the formal and informal sharing of materials. USC will also work with the city to distribute materials through existing city communications with residents. Materials must always be translated into appropriate languages, identified with input from community members. All program information should include contact information for any member of the public wishing to provide feedback on reports and program development or make suggestions. USC tracks interactions, using nonidentifiable information, throughout the process to assess representation and makes changes to the approach based on stakeholder feedback and data.

Along with supporting the development of a city web page on the CCRP program, USC will develop a list of organizations for outreach and education, starting with existing City outreach lists (including participants and attendees to the Taskforce events, if possible) and adding each outreach or referral to the list. During the outreach process, residents would be invited to sign up for updates. Additionally, at each outreach event, the CCRP web page and announcements should explain how to sign up for updates. USC will also support the City to develop a

recruitment list of people (both individual applicants and organizations who would share postings) who would like to be notified when team member jobs are posted, and a recruitment plan for project staffing.

Fellows: In Richmond, USC will recruit, train and deploy a minimum of 10 Richmond BIPOC residents to co-develop and implement a citywide resident survey/engagement project. These 'USC Research Fellows' will be engaged in developing the survey instrument, identifying inperson survey collection/community listening opportunities, driving survey participation via social media, and survey analysis. Fellows will also assist in community outreach events including tabling at events, identifying engagement opportunities, and organizing/supporting focus groups and neighborhood meetings. Fellows will be instrumental in assisting USC drive high levels of participation, produce accurate data that speaks accurately to public opinion, and mitigate barriers for participation.

Surveys: USC has found that conducting surveys is very important to understanding residents' unique experiences and perspectives with emergency services, service providers, informal supports, and barriers to care. USC will survey a minimum of 500 Richmond residents that are an appropriate geographic and demographic reflection of Richmond (perhaps using weighted analysis to address over-representation of some communities). We will collect qualitative and quantitative data. The opportunities for comment (qualitative) in the survey is very helpful in discovering issues and ideas that were not previously identified. Along with other outreach efforts, USC may canvass with paper surveys to successfully ensure participation of a representative sampling of residents most impacted by negative interactions or barriers to services or care.

Areas to explore in the survey include:
• Interactions with emergency services
• Accessing emergency and non-emergency services
• Barriers to access
• Outcomes
• Community Assets
• Unrecognized, under-developed, under-funded community resources • Informal and community support during crisis
• Where residents receive information about resources and services USC will discuss with City representatives, other surveys that might provide useful data and insights. The CCRP survey data of will provide a baseline for future surveys which could be an important evaluation tool. USC strongly suggests survey police officers, fire fighters, OES, and dispatchers in advance of implementation and at regular intervals. First done in Olympia WA (only police), these surveys could provide actionable information on additional calls, call selection protocols, and how to support a mutually beneficial relationship between the existing emergency services and the new program.

Interviews: USC proposes to conduct a minimum of 20 in-depth interviews with a diverse group of public and community sector leaders who are key to the CCRP development and implementation. These interviews will help inform the identification of program opportunities and potential challenges.

Focus Groups: USC will facilitate 3-5 focus groups with specific constituent groups that have been historically disconnected from city planning processes.

Community Meetings: USC will convene 4-5 neighborhood/citywide meetings to expand outreach for community input in the CCRP design and implementation.

Reporting and Information Sharing: Richmond is well-positioned on public reporting and transparency. USC expects to use the current mechanisms and learn from the city’s experiences to provide the most accessible and useful public information both on the program, development, and planning for providing ongoing public information. USC will work with the city to determine the best way to share information about the process. This information sharing could come in the form of dashboards or usage of Transparent Richmond website.

USC will submit a weekly report to the program manager listing meetings, events held, tasks completed, total number of interviews, surveys, and residents contacted, to date. The report would also list upcoming meetings, plans, and the project timeline.

Task 3: Analysis of Program Options
Surveys of programs and summaries of the types of models abound. Less available are analyses of the impact on the residents' experience and outcomes based on the elements of the programs.

USC’s analysis will include but is not limited to the following components:

1. Landscape Analysis: USC proposes a comprehensive landscape analysis including community needs, available and needed resources, and funding opportunities. We will use the information on current resources, the county's immediate and future plans, the needs assessment, and community input to combine with secondary data and research to provide an analysis of the program options. Data needs/gaps will be identified through an assessment of quantitative data available from existing analyses/assessments.

We expect to integrate information from the analysis of 911 call data, the Community Needs Assessments by Richmond Department of Children and Youth, and the Community Needs Assessment for the American Rescue Plan Act (ARPA). USC will also partner with existing engagement efforts to gather complementary data for combined analysis. USC will coordinate and share any data/information that could help inform the work on the ARPA CNA, and other sources recommended by City staff.

2. Lessons from Similar Program Models: Will (a) provide a complete analysis of current program models, including the preliminary data on projects that will help inform the City of Richmond's evaluation of options; (b) Integrate, where useful, initial data and qualitative reporting from similar programs into Richmond's planning. Even programs that differ structurally offer experiences that can be helpful in planning and program development; (c) discuss the benefits and opportunities of crisis response programs that co-respond with and without police; and (d) research the need for an alternative number to address concerns that residents may prefer not to call 911. USC will provide the options for an alternative number, the costs of each, and other considerations.

3. Call Response Analysis: An initial focus on identifying and responding to calls that have broad agreement that they are appropriate for an alternative response. With experience, it will be possible to begin to identify additional situations that can be added.

4. Collaborations: Mechanisms for building and maintaining essential relationships with service providers in the city and county.

5. Date Collection: Optimal data collection strategies for evaluation (including identifying data needs/gaps) and ensuring program attention to equity and diversity, sharing comprehensible information with residents, and funding opportunities.

6. Engagement: Strategies for ongoing community engagement based on reporting of the best practices, current tools, and innovative approaches being used with other programs.

7. Funding: USC will research funding opportunities and considerations, including eligibility for Medicare reimbursement, ARPA funding, state funding, private funding sources, and others.

8. CCHS Collaboration: Opportunities for integration, collaboration, and mutual support with county programs, including the new A3 (Anyone, Anywhere, Anytime) Program and Miles Hall Hub. The impact of the implementation of the 988 hotline is an additional consideration that must be addressed.

It is essential that any city program work closely with the county programs, continually evaluate and jointly modify better strategies. During research, USC will seek to gain a thorough understanding from multiple perspectives about how Richmond interacts with the county, how current services are providing support, and how best to design a program that maximizes the relationship and fills gaps in service

9. Draft Report: USC plans to develop the community needs assessment by integrating the data and information from all of the outreach mechanisms with special attention to summarizing existing referrals and gaps in services. We would circulate a draft to appropriate city staff, interested stakeholders, and other relevant consultants to ensure that it is a complete and accurate reflection of Richmond Task 4: Proposed Program Plan
USC has worked with jurisdictions to develop program plans on alternative emergency response, including the elements listed below. Oakland was the most challenging because it was completely new territory relying heavily on our experience with research, policy, and community engagement on other issues. We are proud to say that the model implemented remains close to the original design and the changes we recommended to the CAHOOTS model are supported by CAHOOTS. It is significantly easier to develop a comprehensive program plan now, with the advantage of the experience of a number of other programs already in place. USC has assisted in the development of implementation plans and often helped with aspects of the implementation, due to our depth of knowledge and access to implementation documentation, such as protocols, job descriptions, outreach materials, etc.

Other jurisdictions have identified the areas that consumed planning time to include:

1. Training: Identifying topics, developing curricula, finding trainers and programs. Having assisted in several trainings, USC is able to share our experiences in finding training programs, doing direct training, and the feedback of the team members of what was most useful in the field. Two areas of focus that have been important - programs that have a depth of experience with a non-police field response and specific trainings to strengthen appropriate responses for specific communities and residents. Fortunately, Contra Costa and the broader Bay Area have some great resources and organizations with deep experience. USC can also assist identifying as part of the training appropriate ride-alongs and site visits with other programs that serve Richmond or are similar in the Bay Area.

2. Dispatch: USC is well versed in the issues around how to dispatch and the specific dispatch training and protocols that seem to work best. We can provide an overview and analysis of the various approaches used by other programs, including a separate dispatch, integration into existing 911, using another hotline to dispatch the team, or (in its infancy) app-based dispatch (which would also be used for documentation).

3. Integration: Documentation and integration with social service databases, and exploring integration of 211 referrals, other hotlines, and 988.

4. Facilities: An important element to providing an analysis of program options is identifying potential program facilities.

5. Community education: Outreach and engagement of mental health and service providers for education, support, advice and referrals

6. Recruitment: USC will provide recommendations regarding recruitment to support the broadest pool of applicants to enable selecting the best team members (i.e., people who have lived experience)

7. Protocol: The development of program protocols, including dispatch protocols, as well as clinical oversight, analysis and evaluation of calls, training, group team meetings, and support for responders are key components of any program.

8. Equipment and supplies. USC will look lean on the experience of other programs to recommend the equipment supplies and other resources needed to support a CCRP program.

Task 5: Implementation Plan
Based on the results of the other tasks, USC will draft an implementation plan that will substantially build off of the proposed program plan. USC has extensive experience developing written plans, timelines and budgets for program implementation, and have developed job descriptions/staff requirements for crisis response programs. USC's broad knowledge and relationships in the alternative emergency response communities enables us to offer resources and connections to keep the implementation on track. Most issues that will arise have been confronted by other programs - documents, job descriptions, protocols, handbooks, and RFPs have been drafted for other programs. Using these resources can help prevent extra time spent on researching issues that have been addressed elsewhere.

Major Deliverables
• Develop weekly project reporting system in consultation with and for City staff. • Recruit, select and train USC Research Fellows

• Initial interviews with key stakeholders
• Engagement with internal and external partners (i.e., ride-alongs with public safety entities, discussions with CCHS, conversations with dispatch, etc.) • Sit-along to observe city dispatch
• Identifying existing outreach opportunities
• Support the development of a CCRP website with information, timeline, history, status, and updates
• Develop and disseminate a survey
• Survey/data analysis by Fellows
• Conduct focus groups
• Attend and disseminate information at city-wide community events • Development of draft Analysis of Program Options, Program Plan, and Implementation Plan for feedback from city staff, community and City Council. • Conduct community meetings #3 city-wide community event - virtual or hybrid (in consultation with the city's project manager and input from community representatives, to decide the optimal outreach event) presentation of report and recommendations.

Possible to supplement with additional presentations targeted to specific communities. • Community meetings in targeted neighborhoods (2-3).
• Deliver report to city council. Provide support in decision making. • Assist with establishing the relationship, depending on the selected program option (city, CBO, or county). If CBO, assist city in drafting the RFP/Q for implementing the program.

USC has participated in and observed multiple RFQ processes for new response models, can provide drafts, including suggestions around elements that created barriers to some CBOs applying.
• Develop protocols, job descriptions, (even if the program is contracted, the CBO will need guidance on the elements of the protocols and job descriptions that reflect the city’s model. USC can provide other jurisdictions approaches, feedback, and advise on drafting.)
• Publicity on upcoming RFQ to ensure broad response.
• Pre-implementation community awareness campaign - social media, meeting announcements, Community Advisory Board recruitment.

Project Timeline
The completion of Tasks 1-4 will take approximately 6 months to complete, beginning August 2022. The start and end date for Task 5 will depend on the recommendations and program option selected. The timing of the work may be subject to change based on the City Council’s meeting schedule or other factors.

Month August
2022
September
2022
October
2022
November
2022
December
2022
January
2023
February
2023 +
Task 1: Initiation and Data
Gathering
Task 2: Community
Engagement
Task 3: Analysis of Program
Options
Task 4: Proposed Program
Plan
Task 5: Implementation Plan
Project Budget
Urban Strategies Council expects to complete the scope of work outlined above for a fixed fee of $98,125, as outlined below. A contingency is being set aside of $14,719 to be used for expenses and for additional requests such as additional interviews, focus groups or community meetings. Urban Strategies Council must secure written approval prior to any use of the contingency. The total not-to-exceed fee for this project will be $112,844.

TASK Est. Staff Hours
Task 1: Project Initiation and Initial Data Gathering
Data Needs Analysis 150
Case Studies 20
Task 2: Community Engagement
Resident Survey 150
Stakeholder Interviews 75
Focus Groups 30
Neighborhood/Citywide Meetings 75
Dispatch/lnterrupter Observations 30
Task 3: Analysis of Program Options 50
Task 4: Proposed Program Plan 100
Task 5: Implementation Plan 150
TOTAL HOURS 830

CCRP Proposed Budget

SALARY/WAGES
Name
FTE or
Hours
Annual salary or
Hourly rate Amount
David Harris 175.00 $125.00 $21,875
Rania Ahmed 200.00 $100.00 $20,000
Anne Janks 300.00 $75.00 $22,500
Program Assistant (TBD) 155.00 $50.00 $7,750
Total Hours: 830.00
SALARY/WAGES SUBTOTAL $72,125

OPERATIONAL COSTS
Fellow Stipends
10 Fellows x $1000 each $10,000
Software/Technology Expenses
Projected expenses for social media
advertising, technology resources for
community/neighborhood meetings and
focus groups, web site expenses $1,500
Survey Participant Incentives
Gift cards and contest awards $2,000
Project Materials/Supplies
Office supplies, posters, printed materials $2,500
Outreach/Translation Expenses
Print and media language translation $6,000
Meeting Expenses
Refreshments, facilities rental, meeting
facilitation
$4,000

OPERATIONAL COSTS SUBTOTAL
$26,000

CONTIGENCY
$14,719
TOTAL $112,844

July 26, 2022
Library and Community Services
DATE: July 26, 2022
TO: Mayor Butt and Members of the City Council
FROM: LaShonda White, Interim Library and Community
Services Director
Denée Evans, Transportation Services Project Manager
Subject: Blink Network, LLC Contract Amendment for Charging Station Infrastructure and Maintenance
FINANCIAL IMPACT: The purchase and service fees associated with this contract are funded through the funds set aside via the Environmental and Community Investment Agreement
Electric Vehicle Charging Station Infrastructure and
Maintenance strategy (11785051 400201 2A1JK).

PREVIOUS COUNCIL
ACTION:

May 19, 2020

STATEMENT OF THE
ISSUE:

The Transportation Services Division is requesting
additional funds to offset a portion of the cost to purchase and manage publicly accessible electric vehicle (EV)
charging stations.

RECOMMENDED ACTION: APPROVE a first contract amendment with Blink Network, LLC., increasing the sole source contract by
$44,076.02, for a total not to exceed amount of
$90,308.02, and to extend the term expiration to June 30, 2025 - Library and Community Services (LaShonda
White/Denée Evans 510-621-1718).

AGENDA
REPORT

July 26, 2022
DISCUSSION:

On May 19, 2020, the City Council approved the initial contract with Blink Network, LLC. to acquire electric vehicle (EV) charging stations for installation at seven (7) grantrelated project sites funded through the Bay Area Air Quality Management District (BAAQMD) Charge! Program (Attachment 1). Blink Network, LLC. is the sole source vendor named within the funding agreement with BAAQMD to supply the initial 14 Blink advanced level two EV charging stations.

The BAAQMD grant has been amended to include additional project sites with additional unfunded charging stations and to extend the grant term without providing additional funds for increased project costs (Attachment 2). Therefore, Transportation staff requests additional funds in a total amount of $44,076.02, with $20,567.87 to cover subsequent Blink equipment expenses, $20,306.31 for network and warranty expenses that are not provided through the BAAQMD grant funding agreement (Attachments 3 and 4), and $3,201.84 for incidentals not covered under warranty such as vandalism, modem upgrades, etc.

To date, Transportation staff has addressed vandalism to City-owned stations that required the repair or replacement of damaged charging cords and charging connectors, a damaged station monitor, and graffiti removal. These acts are not considered normal wear and tear and, therefore, are not covered by the station warranties. In addition, recent modem upgrades have been performed on some of the older units. Expenses have totaled approximately $14,000 for incidental costs within the past two years.

Transportation staff requests approval to amend the sole source contract to increase the funds in the contract between Blink Network, LLC. and the City of Richmond in the amount $44,076.02 for a total not to exceed $90,308.02 and to extend the term expiration to June 30, 2025 (Attachments 5 and 6). The additional funds are the result of increased costs associated with additional equipment acquisition, project change orders, network services, and warranty coverage for all 17 BAAQMD grant related electric vehicle charging stations.

DOCUMENTS ATTACHED:

Attachment 1 – Blink Executed Contract
Attachment 2 – Bay Area Air Quality Management District Funding Agreement 19EV021 Amendment 3
Attachment 3 – Equipment Invoices
Attachment 4 – Network Service and Warranty Quote
Attachment 5 – Blink Draft Contract Amendment
Attachment 6 – Sole Source

BAAQMD FYE 2019 TFCA Funding Agreement Amendment No. 3
TFCA Project 19EV021 Page 1
AMENDMENT NO. 3 TO 19EV021

BAY AREA AIR QUALITY MANAGEMENT DISTRICT
FUNDING AGREEMENT NO. 19EV021
This amendment to the above-entitled funding agreement (“Amendment to Agreement”) consists of four (4) pages.

RECITALS:

1. On January 10, 2020, the Bay Area Air Quality Management District (“Air District”) and City of Richmond (“Project Sponsor”) (hereinafter referred to as the “Parties”) entered into Funding Agreement 19EV021 (“Agreement”), pursuant to which the Air District Awarded a Transportation Fund for Clean Air grant of $55,500.00 for a project to install and operate 14 single-port level 2 (high) and 1 single-port level 2 (low) charging stations at 4 workplace, 2 multi-dwelling unit and 1 transit parking facilities in Richmond (“Project”). On March 29, 2021, Amendment No. 1 to Funding Agreement 19EV021 was executed to amend the Project scope and swap a facility with no change to charger configurations. On October 19, 2021, Amendment No. 2 to Funding Agreement 19EV021 was executed to amend the project deadline and reporting due dates, in addition to swapping facilities with no change to charger configurations.

2. The Project Sponsor requested an update to the Project Schedule and Reporting Due Dates because of implementation delays.

3. The Parties sought to amend the Invoice and Payment Schedule to allow interim payments.

4. The Air District finds that this modification neither impacts the cost-effectiveness of this Project nor affects the Project’s ranking or eligibility for funding.

5. Pursuant to Section IV, Paragraph 3 of the Agreement, Parties desire to amend the Agreement as follows:

TERMS AND CONDITIONS OF AMENDMENT TO AGREEMENT:

1. This Amendment to Agreement hereby amends Attachment A, Paragraph 8, by deleting this paragraph in its entirety and replacing it with the following language:

8. Project Schedule:

Milestone Date
Project Starts Effective Date of Agreement
All funded equipment installed and placed into
service, start of the Project Operational Period By June 30, 2022 End of the Project Operational Period By June 30, 2025
DocuSign Envelope ID: A41BE311-A071-4B11-8BAC-1C28D0DC6D9B DocuSign Envelope ID: 1C232B84-5F8B-4BE0-BCF7-CBC13CD4AAAD

BAAQMD FYE 2019 TFCA Funding Agreement Amendment No. 3
TFCA Project 19EV021 Page 2

2. This Amendment to Agreement hereby amends Attachment B, Paragraph 5, by deleting the paragraph in its entirety and replacing it with the following language:

5. Invoice and Payment Schedule (Section III.2): The Project Sponsor shall submit a single invoice (Final Invoice) along with the Expenditure Report as specified in Attachment C.

The Final Invoice shall be prepared on the Air District’s General Invoice Form and shall include:

A. The Project Number;
B. An itemized list of all incurred by the Project Sponsor, specifying which are Eligible Costs and dates labor was performed and equipment was purchased; C. The total funds being requested;
D. Supporting documentation of Project Sponsor’s payments made for goods and services incurred, such as copies of receipts for services paid; invoices from vendors, consultants, or contractors, with an explanation of the goods or services provided for the Project; and time sheets documenting hourly labor costs incurred.

The Project Sponsor may seek an interim payment from the Air District. To request an interim payment, the Project Sponsor must submit an updated Project schedule that identifies the anticipated completion date, together with invoices for costs incurred to date, to the Air District. The Air District has the sole discretion to approve an interim payment for Eligible Costs incurred to date.

The Air District will not process any invoice until all current Project obligations are fulfilled. The Air District shall retain fifteen percent (15%) of the final Funds Awarded until the project has fulfilled its usage and operational requirements and the Final Report has been received and approved by the Air District.

3. This Amendment to Agreement hereby amends Attachment C, Paragraphs 2, 3 and 4, by deleting these paragraphs in their entirety and replacing them with the following language:

2. Expenditure Report (Sections II.6, II.8): The Project Sponsor shall submit Expenditure Report to the Air District. Expenditure Report shall be prepared on the Air District’s Expenditure Report form.

Due Date: By August 30, 2022 and following the start of the Project Operational Period.

The Expenditure Report shall include the following information:

1. A table that shows the address of each approved Facility and the following information for each of the TFCA-funded chargers by Facility: date construction was completed; date charger was placed into service; dates and time charger is open for use by the public (e.g., employees, residents); and the pricing structure ($ per kWh, flat fee per use, etc.).

2. A discussion of any pertinent issues or problems experienced with the project to date.

3. Documentation that the Project Sponsor has acknowledged the Air District as a Project funding source, such as photographs of the charging station(s) with Air District logos attached; documentation of use of the Air District’s logo on promotional materials, brochures, handbooks, and maps that promote or inform the public about the Project services; and copies of press releases and newsletter articles related to the Project (Section II.8).

4. A statement confirming that information about the funded stations have submitted and are listed on the US Department of Energy’s Alternative Fuel Data Center.

DocuSign Envelope ID: A41BE311-A071-4B11-8BAC-1C28D0DC6D9B DocuSign Envelope ID: 1C232B84-5F8B-4BE0-BCF7-CBC13CD4AAAD

BAAQMD FYE 2019 TFCA Funding Agreement Amendment No. 3
TFCA Project 19EV021 Page 3

3. Annual Reports (Sections II.6): Annual Reports shall be prepared on the Air District’s Annual Report form.

Due Dates: By March 1, 2023, March 1, 2024 and March 1, 2025.

Each Annual Report shall cover a 12-month period (from January 1 to December 31) and include the following information for each charger (the first and last report may cover a shorter or longer period):

A. For each month, the amount of electricity in kWh dispensed.

B. A discussion of any pertinent issues or problems that arose during the charging station(s)’s operation (e.g., repairs, downtime).

C. A discussion of any work that has been performed to the Station(s) (e.g., maintenance, repair), as well as any expansion or upgrade plans.

D. The actual number of days that each charger was operating.

E. The pricing structure (per kWh, flat fee per use) on a charger basis.

4. Final Report (Sections II.6): The Project Sponsor shall submit the Final Report to the Air District.

The Final Report shall be prepared on the Air District’s Final Report form and shall include the same information listed above under Annual Reports and must be received by the Air District by March 1, 2026 and following the end of the Project Operational Period.

4. All other terms and conditions of the Funding Agreement shall remain in effect.

5. The Effective Date of this Amendment to Funding Agreement is the date that the Air District’s Executive Officer/Air Pollution Control Officer or designee has executed this Amendment to Funding Agreement DocuSign Envelope ID: A41BE311-A071-4B11-8BAC-1C28D0DC6D9B DocuSign Envelope ID: 1C232B84-5F8B-4BE0-BCF7-CBC13CD4AAAD

BAAQMD FYE 2019 TFCA Funding Agreement Amendment No. 3
TFCA Project 19EV021 Page 4
IN WITNESS WHEREOF, the Parties to the Funding Agreement have caused this Amendment to Funding Agreement to be duly executed on their behalf by their authorized representatives.

BAY AREA AIR QUALITY

MANAGEMENT DISTRICT

CITY OF RICHMOND
by: ______________________________
Anthony Fournier
Technology Implementation Officer
Bay Area Air Quality Management District
________________________________
Thomas Butt
Mayor
City of Richmond
Date: ____________________________ Date: ____________________________ Approved as to legal form Approved as to legal form (optional) by: ______________________________
Adan Schwartz
Acting District Counsel
Bay Area Air Quality Management District
by: ______________________________
City Attorney
DocuSign Envelope ID: A41BE311-A071-4B11-8BAC-1C28D0DC6D9B 5/17/2022
City Clerk
DocuSign Envelope ID: 1C232B84-5F8B-4BE0-BCF7-CBC13CD4AAAD 5/18/2022

X llllllllllX

_--------------------- _ June 30, 2025

___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:

Professional Services
Type 2 – Page 1 of 3
Revised: September 2011
In all instances where CONTRACTOR or its representatives will provide professional services (architects, engineers, construction management, counselors, medical professionals, hospitals, clinics, attorneys, consultants, accountants, etc.) to the City of Richmond (City), 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 coverage, 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), and including coverage for bodily and personal injury, property damage, and products and completed operations (if applicable).

2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto).

3. Original and Separate Additional Insured Endorsement 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 insurance.

6. Professional Liability or Errors & Omissions Liability Insurance appropriate to the CONTRACTOR’s profession (if required.)
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 SelfInsure, signed by the California Department of Industrial Relations and SelfInsurance. 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.

General Liability
(primary and excess limits
combined)
$2,000,000 per occurrence for bodily injury, personal injury and property damage. 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.

___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:

Professional Services
Type 2 – Page 2 of 3
Revised: September 2011
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.

PROJECT COST REQUIRED LIMIT
$0 - $1 million $1 million p/o
$1 million - $5 million $2 million p/o
Over $5 million $5 million p/o

Professional Liability or Errors &
Omissions Liability –
Required for all professionals
including architects, engineers,
consultants, construction
management, counselors, medical
professionals, hospitals, clinics,
attorneys and accountants, & other
consultants as may be required by
the City.

Required Policy Conditions
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 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. If the Contractor is supplying their product or providing a service then the endorsement must not exclude products and completed operations coverage. If it does, then CG 20 37 (10/01) is also required.

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 Insurance 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.

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.

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 coverage’s and cover those insured in the underlying policies.

___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:

Professional Services
Type 2 – Page 3 of 3
Revised: September 2011
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.

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 Manger. 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.

Page | 1 Sole Source Form – Rev. May 12, 2016
City of Richmond
Sole Source Justification

THIS FORM MUST BE COMPLETED AND APPROVED PRIOR TO ANY PURCHASE _______________________________________________________________________________ Contact the Purchasing Division and discuss your rationale before completing this form. If Purchasing can help you make this a competitive purchase, then this form will not be required.

Attach this completed/approved form to requisitions when competitive quotes/bids/proposals are not solicited. (Required for requisitions > $3,000)
Requested Sole Source Supplier:

Company Name: ___________________________ Contact Name: ______________________ Address: _______________________________________________________________________ City: _________________________ State: _____________ Zip Code: ____________________ Phone Number (____) ___________ E-Mail _______________________________________ Duration of Contract: ____________________________________ Estimated Cost: $ _______________ Funding Source (Account String)_________________ Is the product/service IT related? Yes_____No _____ If Yes, please attach the approved IT Authorization Form For Product: Is the recommended company the manufacturer of the product? Yes_____ No _____ For Product: Does the manufacturer sell the item(s) through distributors? Yes_____ No _____ Description of Product or Service:

Describe the full scope of work or service contemplated including installation if required; items should include brand, model and part number if applicable; (if additional space is needed, include them in a separate page) Sole Source Rationale: PLEASE ANSWER ALL THE FOLLOWING QUESTIONS: Explain why the recommended company is the only company that can meet the requirement. Address the following: Are there any other companies who can do this job? What condition (e.g. technological superiority, or performance risks, etc.) exists so that the recommended company has a significant advantage over any other company who can do this job? It is important to sufficiently address the key reason for awarding an order/contract without soliciting competitive bids. The rational must be clear and convincing, avoiding generalities and unsupported conclusions. (if additional space is needed, include them in a separate page) Blink Network, LLC Mike Battaglia 605 Lincoln Road Fifth Floor Miami Beach Florida 33139 305 521-0200 [email protected] 3 years expiration date June 30, 2025 90,308.02 11785051-400201-2A1JK X X X Continue to provide electric vehicle equipment, network service subscription and warranty for electric vehicle charging stations as indicated in the Charge!2019 TFCA funding agreement amendment. To date, we have installed 13 out of the 17 planned charging stations.

The city originally contracted wtih Blink Network in 2020 to provide their IQ 200 units which are the only advanced level two EV charging stations capable of signal port output ranges on average from 12- 80 continuous Amps, and more as the circuit breaker amperage increases. By comparison, other level two chargers provide up to 30 Amps of energy on 40 amp circuit breakers. Which means more energy is provided to vehicles within a shorter period of time, without having to invest in expensive DC fast charger equipment.

2 | Page
Complete the following checklist
A specific contractor is the only source of the required item because (check all that apply):

The required items are proprietary to the Contractor, and contractor solely transacts (sells) direct to the customer. (There are no dealers or distributors for contractor).

The required items are proprietary to the Contractor, and contractor does not sell direct to the customer. Contractor solely distributes the item or service through only one dealer or distributor in the United States. (There are no dealers or distributors for contractor).

Note: If item or service is available from more than one source, the item or service may be treated as proprietary, but must be competitively solicited from multiple (two or more) sources.

A specific item is needed:

To be compatible or interchangeable with existing hardware As spare or replacement hardware For the repair or modification of existing hardware Federal or state grant names vendor as condition of funding. (Attach copy of grant that names vendor)
There is a substantial risk in contracting with any other contractor, (e.g., only one contractor has been successful to date in implementing a difficult manufacturing process or the services sought). In a brief explanation, provide supporting evidence of why other contractors are considered to be unable to overcome the substantial risk.

Continuation of prior Work – Additional item, service or work required, but not known to have been needed when the original order was placed with vendor, and it is not feasible or practicable to contract separately for the additional need. Provide brief explanation and supporting evidence. (if additional space is needed, include them in a separate page) Blink is the named vendor in the funding agreement between the City and the Bay Area Air Quality Management District that was executed in early 2020. The installation of several Blink charging stations throughout the city was interrupted. The COVID 19 pandemic initiated a string of unforeseen project delays. As a result, staff had to amend the project sites that were listed in the orginal grant agreement, which then required additional equipment, site service change orders and increased expenses to comply with the grant terms.

3 | Page
I acknowledge the City’s requirements for soliciting competitive quotes/bids for purchases over $3,000.00 and the criteria for justification for Sole Source purchases. I have gathered the required information, have made a concerted effort to review comparable/equal equipment/services (e.g., market research), and further affirm that there is no conflict of interest involved in the selection made.

Department: _________________________________
Requester Name and Title: ____________________________________________________________ Note: Requester must be able to defend this justification.

Date:_____________ Phone: _______________
Department Director (Print) _____________________ (Sign) ________________ Date:__________ --------------------------------------------------------------------------------------------------------------------- Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:

APPROVED: ____________________ DATE: ___/___/___
NOT APPROVED: ________________ COMMENTS:
____________________________ ______________________________ City Manager City Clerk Attesting to Council Approval
(Under $10,000.00) (Over $10,000.00) (Copy of Minutes may be substituted) Note: Richmond Municipal Code Section 2.52.326 Sole Source Procurement requires final approval by the City Manager and/or City Council. Sole Source must be approved by Finance Director, PRIOR to Council Approval.

PROCEDURE
Sole Source purchase/service are exceptions to the normal bidding process and require a detailed justification. In processing Sole Source requests for supplies, services and/or equipment, the Purchasing Division adheres to and is governed by the principles set forth in City of Richmond Municipal Code Section 2.52.326 Sole Source Procurement.

If you are requesting a particular vendor, brand or product, you must make this fact clear on your Sole Source form.

Your request will then be restrictive and non-competitive, and will fall into a sole source category. If the sole source justification is approved, the requisition can be expedited without the normal bidding requirements.

Such a request should not be made unless you are confident that your request is reasonable and appropriately justified to meet the City’s requirements and withstand any possible audit. The City’s requirements and the format for submitting such requests are contained herein. Sole Source form must be signed by authorized department representative(s). The certification will remain on file for audit purposes.

The following factors DO NOT apply to sole source requests and should not be included in your sole source justification. They will not be considered and only tend to confuse the evaluation process.

1. Personal preference for product or vendor.

2. Cost, vendor performance, and local service (these are generally considered award factors in competitive bidding).

3. Features which exceed the minimum department requirements.

Transportation Denée Evans, Project Manager 7/12/2022 510-621-1718 LaShonda White LaShonda White 7/14/2022 Digitally signed by LaShonda White DN: cn=LaShonda White, o=City of Richmond, ou,
[email protected], c=US
Date: 2022.07.14 23:53:23 -07'00'
Antonio
Banuelos
Digitally signed by Antonio Banuelos
DN: cn=Antonio Banuelos, o=City of
Richmond, ou=Finance Department,
[email protected],
c=US
Date: 2022.07.19 14:59:26 -07'00'
For D. Cuellar
7 19 2022