RESOLUTION NO. ____
A RESOLUTION OF THE COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA
ADOPTING UPDATES TO THE CITY OF RICHMOND'S FINANCIAL POLICIES AND
ADOPTING THE UNCLAIMED FUNDS POLICY
WHEREAS, the City of Richmond (the "City") is a charter city that operates under the Council-Manager form of government for the purposes of providing a full range of municipal services including police and fire protection; construction and maintenance of highways, streets and infrastructure; library services; storm water and municipal sewer systems; a wastewater treatment facility; and the administration of recreational activities and cultural events; and
WHEREAS, the City also operates the Richmond Memorial Convention Center and the Port of Richmond; and
WHEREAS, the City of Richmond (the "City") is required to maintain and periodically update the City's Financial Policies consistent with the standards set forth by the California Government Code, Government Finance Officers Association (the “GFOA”) recommended best practices, and standards set forth by the California Municipal Treasurers Association (the "CMTA") Certification Program; and
WHEREAS, the City established a OPEB Funding policy that establishes guidelines for plan funding through actuarial valuations, regular contribution rates, contribution timing and actuarial assumptions and is consistent with “best practices” and the Board’s fiduciary oversight of the OPEB Trust; and
WHEREAS, the City established a Pension Funding Policy that establishes guidelines for plan funding through actuarial valuations, regular contribution rates, contribution timing and actuarial assumptions and is consistent with “best practices” and the Board’s fiduciary oversight of the Pension Trust; and WHEREAS, the City established a Cash Reserve Policy that sets cash reserves to twenty-one percent (21%) of total General Fund expenditures budget of the next Fiscal Year, and is consistent with “best practices” and the City Council’s fiduciary oversight of fiscal policies; and
WHEREAS, the City established a Debt Policy that requires annual commitments relating to the General Fund debt cannot exceed ten percent (10%) of current General Fund revenues and this document is consistent with "best practices" and the City's fiduciary oversight of fiscal policies; and
WHEREAS, the City established a Grant Management Policy that outlines guidelines for grant application, execution and closeout and this document is consistent with "best practices" and the City's fiduciary oversight of fiscal policies; and 565
Reso No.____
WHEREAS, the City is establishing an Unclaimed Funds Policy to account for unclaimed funds in a manner which follows Government Code Sections 50050 through 50057; and
WHEREAS, funds that remain unclaimed for at least three (3) years will become the property of the City of Richmond after the procedures identified within the policy have been followed and is consistent with "best practices" and the City's fiduciary oversight of fiscal policies; and
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Richmond, California, hereby adopts updates to the City's existing OPEB Funding, Pension Funding, Cash Reserve, Debt, and Grants Management policies.
BE IT FURTHER RESOLVED, that the City Council of the City of Richmond, California, hereby adopts the City’s new Unclaimed Funds policy.
BE IT FURTHER RESOLVED, that a copy of the updated and new City of Richmond policies are attached hereto as Exhibit A.
********************************
566
Reso No.____
I certify that the foregoing resolution was passed and adopted by the Council of the City of Richmond at a regular meeting thereof held _______________, by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:
Mayor
Approved as to form:
City Attorney
State of California }
County of Contra Costa : ss.
City of Richmond }
I certify that the foregoing is a true copy of Resolution No._____, finally passed and adopted by the City Council of the City of Richmond at a regular meeting held on ____________. 567
December 3, 2024
Human Resources
DATE: December 3, 2024
TO: Mayor Martinez and Members of the City Council
FROM: Nickie Mastay, Deputy City Manager
Sharrone Taylor, Director of Human Resources
Subject: Amend contract with GovernmentJobs.com dba NEGOV FINANCIAL IMPACT: Funding for this year’s portion of the total expenditure ($106,399) is included within the approved fiscal year
Human Resources budget (01181016-400201). The
balance will be budgeted over the subsequent fiscal
years.
PREVIOUS COUNCIL
ACTION:
February 1, 2023
STATEMENT OF THE
ISSUE:
City Council approval is required to amend the contract with GovernmentJobs.com dba NEOGOV to purchase
subscriptions to additional modules of their software
RECOMMENDED ACTION: APPROVE the first amendment to the contract with GovernmentJobs.com dba NEOGOV to increase the total
payment limit by $300,555.40 for a total not-to-exceed
amount of $351,540.05 and extend the term to January
27, 2028 – Human Resources Department (Nickie
Mastay/Sharrone Taylor 510-620-6602).
AGENDA
REPORT
568
December 3, 2024
DISCUSSION:
The Human Resources (HR) Department utilizes NEOGOV Insight, a cloud-based applicant tracking system, where all City job opportunities are advertised and applications are completed, stored, and shared with hiring managers for all recruitments. The HR Department’s use of NEOGOV has allowed it to streamline the recruitment, selection, and tracking of applicants. City job opportunities are posted on their web-based portal, and job applicants can complete the entire application process online. The Insight system is fundamental to the automation of recruitment, selection, applicant tracking, and reporting and analysis.
NEOGOV has additional modules that would greatly benefit the City and the HR Department. The NEOGOV Perform, Onboard, and Learn modules will integrate with the existing Insight module to streamline critical processes and enhance employee engagement. The Onboard module optimizes new hire experiences with customizable portals, automated workflows, and compliance-friendly tools, boosting retention by ensuring employees feel prepared and supported from day one. The Learn module centralizes training management, offering a vast course library, custom course creation, and robust reporting tools to close skills gaps and foster career growth. It integrates with the Onboard module by linking required training courses to new employee checklists.
The Perform module automates performance management, replacing inconsistent manual evaluations with an efficient system that integrates goal setting, feedback, and compliance tracking. Together, these modules reduce administrative burdens, improve process efficiency, and empower HR to focus on strategic initiatives.
HR staff recommends approval of the sole source contract amendment with GovernmentJobs.com dba NEOGOV to increase the payment limit by $300,555.40 for a total amount not to exceed $351,540.05 and extend the term to January 27, 2028.
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
Attachment 2 – Amendment 1
Attachment 3 – Sole Source
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CITY OF RICHMOND
CONTRACT AMENDMENT
Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
P.R. No: Vendor No: P.O./Contract No:
Description of Services:
Amendment No. ___ modifies the: (2nd or subsequent amendments attach Amendment History page)
Term, Payment Limit and Service Plan
Payment Limit and Service Plan
Term and Service Plan
Service Plan
The parties to this Contract Amendment do mutually agree and promise as follows:
1. Parties. The parties to this Contract Amendment are the City of Richmond, California, a municipal corporation (City), and the following named Contractor:
Company Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No: / Expiration Date:
A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:]
[ ] other [specify:]
2. Purpose. This Contract Amendment is being entered into to amend the Contract between City and Contractor which was approved by the City Council of the City of Richmond or executed by the City Manager on , which original term commenced on and terminates with an original
contract payment limit of $ . Said contract shall hereinafter be referred to as the "Original Contract" and is incorporated herein by reference.
3. Original Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Original Contract, and any amendments thereto, which are unaffected by this Contract Amendment.
616
Contract Amendment/EJ/TE 09-26-07
4. Amendment Provisions. This Contract Amendment is subject to the Amendment Provisions attached hereto, which are incorporated herein by reference, and which control over any conflicting provisions of the Original Contract, or any amendment thereto.
5. City of Richmond Business License Active Status Maintained. Pursuant to Municipal Code Section 7.04.030, the Contractor must maintain its City of Richmond business license for this Contract Amendment to be deemed to be in effect.
6. Insurance Coverage Updated and Maintained. Pursuant to the Original Contract, the Contractor shall provide the City with updated insurance certificates, and the Contractor shall maintain insurance coverage, for this Contract Amendment to be deemed to be in effect.
7. Signatures. These signatures attest the parties’ agreement hereto:
CITY OF RICHMOND, CALIFORNIA
a municipal corporation
By _______________________
Title:
I hereby certify that the Original Contract
and this Amendment have been approved
by the City Council or executed by the City
Manager.
By _______________________
City Clerk
Approved as to form:
By_______________________
City Attorney
List of Attachments:
1. Amendment Provisions
2. Updated Insurance Certificates
CONTRACTOR:
______________________________
(*The Corporation Chairperson of the Board, President or Vice-President should sign on the line below.)
By____________________________
Title:________________________
(*The Corporation Chief Financial Officer, Secretary or Assistant Secretary should sign on the line below.)
By:___________________________
Title:________________________
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a
corporation or nonprofit organization, this
Contract (1) should be signed by the
Chairperson of the Board, President or
Vice-President and the Chief Financial
Officer, Secretary or Assistant Secretary; (2)
should have both signatures conform to
designated representative groups pursuant
to Corporations Code Section 313.
617
Contract Amendment between the City of Richmond and
Amendment No. P.O./Contract No.
AMENDMENT PROVISIONS (TERM, PAYMENT LIMIT AND SERVICE PLAN)
1. Paragraph 2 (Term) of the Original Contract is hereby amended to extend the Contract term. Paragraph 2 of the Original Contract is amended to read as follows:
"2. Term. The effective date of this Contract is
____________________________________________________________ (Insert original contract commencement date)
and it terminates
___________________________________________________.
(Insert new contract termination date)
unless sooner terminated as provided herein."
2. Paragraph 3 (Payment Limit) of the Original Contract is hereby amended to increase the payment limit by $ . Paragraph 3 of the Original Contract is amended to read as follows:
"3. Payment Limit. City's total payments to Contractor under this Contract shall not exceed $ including expenses."
“The City of Richmond shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000.”
3. The Service Plan (Exhibit A) of the Original Contract is hereby amended to include the following tasks and/or services:
Contract Amendment/EJ/TE 9-26-07
618
THIS IS NOT AN INVOICE
Contract Records Order Details
Account Number: A-641599 Order #: Q-337969
Customer: Richmond, City of (CA) Valid Until: 11/27/2024 Effective Employee Count: 644
Sales Rep: Kim Goerlitz
Customer Contact
Billing Contact: Richmond, City of (CA) Shipping Contact : Richmond, City of (CA) Sharrone Taylor Sharrone Taylor
Billing Address: 450 Civic Center Plaza Shipping Address: 450 Civic Center Plaza Richmond, CA 94804 Richmond, CA 94804
Billing Contact Email: [email protected] Shipping Contact Email: [email protected] Billing Phone: (510) 620-6803 Shipping Phone: (510) 620-6803 Payment Terms
Payment Term: Net 30 Notes:
PO Number:
Subscription Service
Prorated Year
Item Type Start Date End Date License Type Total (USD)
Onboard Subscription Recurring 1/1/2025 1/26/2025 Employee Based
$1,075.33
Onboard Setup Services Employee
Based
$5,280.00
Perform Subscription Recurring 1/1/2025 1/26/2025 Employee Based
$1,843.44
Perform Setup Services Employee
Based
$7,920.00
Learn Subscription Recurring 1/1/2025 1/26/2025 Employee Based
$2,335.08
Learn Setup Services Employee
Based
$7,920.00
Employee Import Subscription Recurring 1/1/2025 1/26/2025 Employee Based
$247.39
Employee Import Setup Services Employee
Based
$6,615.00
Course Management Import (LE)
Subscription
Recurring 1/1/2025 1/26/2025 Employee
Based
$247.39
Course Management Import (LE) Setup Services Employee
Based
$2,205.00
Single Sign On Subscription Recurring 1/1/2025 1/26/2025 Employee Based
$129.86
619
Item Type Start Date End Date License Type Total (USD)
Single Sign On Setup Services Employee
Based
$3,150.00
Prorated Year TOTAL: $38,968.49
Year 1
Item Type Start Date End Date License Type Total (USD)
Onboard Subscription Recurring 1/27/2025 1/26/2026 Employee Based
$9,057.60
Perform Subscription Recurring 1/27/2025 1/26/2026 Employee Based
$15,527.40
Learn Subscription Recurring 1/27/2025 1/26/2026 Employee Based
$19,668.60
Employee Import Subscription Recurring 1/27/2025 1/26/2026 Employee Based
$2,083.80
Course Management Import (LE)
Subscription
Recurring 1/27/2025 1/26/2026 Employee
Based
$2,083.80
Single Sign On Subscription Recurring 1/27/2025 1/26/2026 Employee Based
$1,093.80
Governmentjobs.com Subscription Recurring 1/27/2025 1/26/2026 Employee Based
$2,480.40
Insight Subscription Recurring 1/27/2025 1/26/2026 Employee Based
$15,435.30
Year 1 TOTAL: $67,430.70
Year 2
Item Type Start Date End Date License Type Total (USD)
Onboard Subscription Recurring 1/27/2026 1/26/2027 Employee Based
$12,076.80
Perform Subscription Recurring 1/27/2026 1/26/2027 Employee Based
$20,703.20
Learn Subscription Recurring 1/27/2026 1/26/2027 Employee Based
$26,224.80
Employee Import Subscription Recurring 1/27/2026 1/26/2027 Employee Based
$2,778.40
Course Management Import (LE)
Subscription
Recurring 1/27/2026 1/26/2027 Employee
Based
$2,778.40
Single Sign On Subscription Recurring 1/27/2026 1/26/2027 Employee Based
$1,458.40
Insight Subscription Recurring 1/27/2026 1/26/2027 Employee Based
$16,438.59
620
Item Type Start Date End Date License Type Total (USD)
Governmentjobs.com Subscription Recurring 1/27/2026 1/26/2027 Employee Based
$2,641.63
Year 2 TOTAL: $85,100.22
Year 3
Item Type Start Date End Date License Type Total (USD)
Onboard Subscription Recurring 1/27/2027 1/26/2028 Employee Based
$15,850.80
Perform Subscription Recurring 1/27/2027 1/26/2028 Employee Based
$27,172.95
Learn Subscription Recurring 1/27/2027 1/26/2028 Employee Based
$34,420.05
Employee Import Subscription Recurring 1/27/2027 1/26/2028 Employee Based
$3,646.65
Course Management Import (LE)
Subscription
Recurring 1/27/2027 1/26/2028 Employee
Based
$3,646.65
Single Sign On Subscription Recurring 1/27/2027 1/26/2028 Employee Based
$1,914.15
Governmentjobs.com Subscription Recurring 1/27/2027 1/26/2028 Employee Based
$2,813.34
Insight Subscription Recurring 1/27/2027 1/26/2028 Employee Based
$17,507.10
Year 3 TOTAL: $106,971.69
Total: | $298,471.10
This price does NOT include any sales tax. Total in USD Additional Terms and Conditions
License Terms: Enterprise license denotes that Customer has purchased an enterprise wide license up to the employee count specified above.
User based license denotes that Customer has purchased the number of licenses set forth in the quantity column. Item count denotes the number of items that Customer has licensed as set forth in the quantity column.
Payment Terms: All invoices issued hereunder are due upon the invoice due date. If the Order is for a period longer than one year, the fees for the first period shown shall be invoiced immediately and the fees for future years/periods shall be invoiced annually in advance of each 12 month period shown on the Order, but regardless of the billing cycle, Customer is responsible for the fees for the entire Order. The fees set forth in this Service Order are exclusive of all applicable taxes, levies, or duties imposed by taxing authorities and Customer shall be responsible for payment of any such applicable taxes, levies, or duties. All payment obligations are non-cancellable, and all fees paid are non-refundable. Payment for services ordered hereunder shall be made to Governmentjobs.com, Inc., (D/B/A NEOGOV).
Terms & Conditions: This Order Form creates a legally binding contract on the parties. Unless otherwise agreed in a written agreement between GovernmentJobs.com, Inc. (D/B/A/ NEOGOV), parent company of PowerDMS, Inc., Cuehit, Inc., Ragnasoft LLC (D/B/A/ PlanIT Schedule), and Design PD, LLC (D/B/A Agency360) (collectively, “NEOGOV”) and Customer, this Order Form and the services to be furnished pursuant to this Order Form are subject to the terms and conditions set forth here: https://www.neogov.com/service-specifications. The Effective Date (as defined in the terms and conditions) shall be the Subscription Start Date.
Special Condition:
621
If this Order Form is executed and/or returned to NEOGOV by the Customer after the Subscription Start Date stated in this Order Form, NEOGOV may adjust the Subscription Start Date and the corresponding Subscription End Date, without increasing the total fees, based on the date NEOGOV activates the subscription, provided the total length of the subscription term does not change. Following activation, any adjustments to such Subscription Start Date and Subscription End Date may be confirmed by reference to the invoice sent by NEOGOV.
Your signature below constitutes acceptance of terms herein and contractual commitment to purchase the items listed above.
Accepted and Agreed By Authorized Representative of:
Richmond, City of (CA)
Signature:
Printed Name:
Title:
Date
THE INFORMATION AND PRICING CONTAINED IN THIS ORDER FORM IS STRICTLY CONFIDENTIAL.
622
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) GovernmentJobs.com dba NEOGOV Kim Goerlitz 2120 Park Place Suite 10 El Segundo CA 90245 [email protected] January 27, 2023-January 26, 2028 377,547.85 01181016 400201 X X
X
NEOGOV Insight is a fully integrated recruitment, selection, and applicant tracking system designed specifically for public sector employers. Governmentjobs.com is the only public sector job board created from this product and is the program used by many California cities and counties. The City of Richmond has used NEOGOV Insight since 2009 (and a prior version since 1994). The program has increased staff efficiency and made us more accessible to applicants. Staff desires to add additional NEOGOV modules to the contract, for a fully integrated hiring > onboarding > staff development > performance evaluation solution.
The Onboard module is the only tool that directly integrates with NEOGOV's Insight, which HR already uses for all recruitment and selection in the City. It includes a public sector new hire global form bank.
Additionally, it is the only onboarding tool that integrates with NEOGOV's Learn. Learn enables new hires to streamline paperwork and required training, and provides a centralized platform for employee training. Learn is the only learning management system that integrates with Perform. Perform is the only full featured employee performance management software in the marketplace with specific public sector functionality. By integrating all of these products together, HR can effectively manage recruitment, onboarding, training, and performance evaluations, and the City's supervisors and department heads will have central access to monitor compliance & completion of required employment activities. 623
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) We have processed so many applicants through this system that it has considerable history associated to it and continued use is critical for us to meet our recruitment, selection, and applicant tracking needs. All these processes are tied to NEOGOV. Adding additional NEOGOV modules (Onboard, Learn, Perform) will expand HR's effectiveness with Insight to the onboarding, staff development, and staff evaluation functions for a comprehensive program.
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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: ____________________
NOT APPROVED: ________________
____________________________
City Manager
(Under $10,000.00)
DATE: _11/_13/_24
COMMENTS:
______________________________
City Clerk Attesting to Council Approval
(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.
Human ResourcesSharrone Taylor, Director of Human Resources 10/22/2024 510-620-6803 Sharrone Taylor 10/29/24 625
I.T. – RELATED PURCHASES AUTHORIZATION
Form must be fully completed and signed prior to information technology related purchases Date ___________
Requested Vendor _______________________________________________ V# _____________ Vendor Address ________________________________________________________________ ________________________________________________________________ Contact Person ________________________________________________________________ Email Address ________________________________________________________________ Phone No ( ______ ) ____________________ Fax # __________________________ Quantity Item Unit Price Total
_____ ___________________________________ $ ________ $ ________ _____ ___________________________________ $ ________ $ ________ _____ ___________________________________ $ ________ $ ________ Total $________
Purpose
This section must be completed with respective price quote(s) included with form:
_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Requested by
________________________ ________________________
Department Head IT Director
________________________ ________________________
Approval Date Approval Date
Information Technology Related – Purchase Form – Rev 5-2016 10/22/2024 GovernmentJobs.com dba NEOGOV 7162 2120 Park Place Suite 10 El Segundo, CA 90245 Kim Goerlitz [email protected] 310Additional NEOGOV modules Learn, Onboard, and Perform 3 year contract (added to existing contract) 377,547.85 Add additional integrated modules to contract with NEOGOV - currently using Insight for applications and recruitment, add Onboard, Learn, and Perform for a fully integrated system. 10/31/2024 626
ADA (American with Disabilities Act) Compliance
Access and Accommodation
Compliance with the accessibility requirements of Section 508 of the Rehabilitation Act of 1973: In order to improve accessibility of existing technology and therefore increase the successful employment of individuals with disabilities, particularly blind and visually impaired, deaf and hard-of-hearing persons please answer the following questions:
Is this item ADA Compliant? Yes __________ No_________
If NO, please answer the following questions:
Will this item be used by the public? Yes ________ No _________ Can other vendors provide an ADA compliant product? Explain Will this item be used by City employees? Yes ________ No _________ Categories for Information Technology (IT) Product
• Software applications and operating systems
• Web-based information and applications
• Telecommunications products
• Video and multimedia products
• Desktop and portable computers
• End user hardware
Examples of Information Technology (IT) Products
• World Wide Web
• Scanners
• Printers
• Copiers
• PDAs
• Computers
• Computer Software
• Computer Operating Systems
• Phones
• Apps
• Information Kiosks
• ATMs
• Multimedia
• Videos
• Fax Machines
X
X X
627
December 3, 2024
Human Resources
DATE: December 3, 2024
TO: Mayor Martinez and Members of the City Council
FROM: Nickie Mastay, Deputy City Manager, Internal Services Sharrone Taylor, Director of Human Resources
Subject: Amend Salary Schedule
FINANCIAL IMPACT: There is no fiscal impact from amending the salary schedule
PREVIOUS COUNCIL
ACTION:
Not Applicable
STATEMENT OF THE
ISSUE:
The City Council’s authorization is required to establish salary ranges for classifications by amending the salary schedule.
RECOMMENDED ACTION: ADOPT a resolution amending the salary schedule to add the Assistant Deputy Director of Public Works,
Assistant Transportation Planner, Associate
Transportation Planner, Senior Transportation Planner,
and the Contract Compliance Administrator
classifications – Human Resources Department
(Sharrone Taylor/Nickie Mastay 510-620-6602).
DISCUSSION:
City staff desires to amend the salary schedule to add the newly established Assistant Deputy Director of Public Works, Assistant Transportation Planner, Associate Transportation Planner, and Senior Transportation Planner, and the Contract Compliance Administrator classifications.
AGENDA
REPORT
628
December 3, 2024
Assistant Deputy Director of Public Works
The Human Resources (HR) Department worked closely with the Director of Public Works to evaluate and address the staffing needs essential for effectively managing and implementing Capital Improvement Projects. This collaboration also aims to enhance efforts to address blight and abatement issues in various neighborhoods. Tackling these challenges is crucial for promoting community well-being, increasing property values, and ensuring a clean and safe environment for residents. The classification of Assistant Deputy Director of Public Works was established to support these objectives. This role ensures that all necessary Public Works functions are adequately supported, ultimately leading to more effective service delivery and an improved quality of life for our community. The job description is approved, and the salary range is now being presented to the City Council for approval.
The Assistant Deputy Director of Public Works classification is represented by IFPTE Local 21 Executive Management Unit.
Assistant Transportation Planner/Associate Transportation Planner /Senior Transportation Planner
On June 4, 2024, the City Council approved the allocation of funds for two Full-Time Equivalents (FTEs) in the Department of Public Works. These positions are dedicated to managing street calming and implementing transportation-related initiatives in an integrated and sustainable manner. The Public Works Department is expanding its efforts by creating a Traffic Calming Division to address the specific needs identified by both the Public Works Department and the City Council. This division aims to promote a safe, walkable, bikeable, and transit-oriented City. Three new job classifications were established to support this initiative: Assistant Transportation Planner, Associate Transportation Planner, and Senior Transportation Planner. These positions will comprise the Transportation Division within the Public Works Department. The Personnel Board approved these new classifications on November 20, 2024, and the salary ranges for these positions are now being presented to the City Council for approval.
The Assistant Transportation Planner and Associate Transportation Planner classifications are flexibly staffed and represented by SEIU Local 1021 General Employees Unit. The Senior Transportation Planner is represented by IFPTE Local 21 Mid-Management Unit.
Contract Compliance Administrator
The City has recognized the need for a Contract Compliance Administrator position to enhance its oversight and accountability mechanisms. This role is essential for ensuring that all aspects of City contracts are managed effectively and that compliance with external workforce policies is rigorously maintained. This role will oversee internal City contracts and compliance activities associated with external workforce policies to 629
December 3, 2024
ensure they align with City standards and guidelines and relevant laws. Overall, the creation of the Contract Compliance Administrator position reflects the City's commitment to transparency, efficiency, and ethical governance in all contractual relationships, ultimately supporting the City's mission to serve our community effectively.
The new classification of Contract Compliance Administrator was approved by the Personnel Board on November 20, 2024. The salary range is now being brought to the City Council for approval.
The Contract Compliance Administrator classification is represented by IFPTE Local 21 Mid-Management Unit.
NEXT STEPS:
City staff recommends the approval of the resolution to amend the salary schedule to add the new classifications. Accordingly, the attached resolution will set the salary range for this classification in the following manner:
Classification New Monthly Salary Range
Job Title Range Step 1 or
Low
Step 2 Step 3 Step 4 Step 5 or
High
Bargaining
Unit
Assistant
Deputy
Director of
Public Works
EC 12,983.22 - - - 15,836.32 IFPTE Local
21 –
Executive
Management
Assistant
Transportation
Planner
G106 6,863.08 7,206.22 7,566.56 7,944.88 8,342.14 SEIU 1021 General
Employees
Associate
Transportation
Planner
G107 7,523.66 7,899.84 8,294.82 8,709.56 9,145.04 SEIU 1021 General
Employees
Senior
Transportation
Planner
M110 9,979.86 10,478,86 11,002.80 11,552.94 12,130.58 IFPTE Local 21 – MidManagement
Contract
Compliance
Administrator
M109 9,072.60 9,526.24 10,002.54 10,502.68 11,027.89 IFPTE Local 21 – MidManagement
City Council approval is required to amend the publicly available salary schedule. City staff recommends approval of the resolution amending the salary schedule to add the Assistant Deputy Director of Public Works, Assistant Transportation Planner, Associate Transportation Planner, Senior Transportation Planner, and the Contract Compliance Administrator classifications.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution Amending the Salary Schedule
630
RESOLUTION NO. _____
RESOLUTION OF THE COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA
AMENDING THE SALARY SCHEDULE
WHEREAS the Department of Human Resources maintains the classification and salary schedule on behalf of the City; and
WHEREAS the City wishes to amend the salary schedule and such amendments are supported by the City Manager.
NOW THEREFORE, BE IT RESOLVED, that effective December 3, 2024, the Salary Schedule is hereby revised as follows and the Director of Human Resources shall publicly post the revised Salary Schedule.
Job Job Title Range Step 1 or
Low
Step 2 Step 3 Step 4 Step 5 or
High
FLSA Bargaining
Unit
TBD Assistant
Deputy
Director of
Public Works
EC 12,983.22 - - - 15,836.32 Exempt IFPTE Local 21
– Executive
Management
TBD Assistant
Transportation
Planner
G106 6,863.08 7,206.22 7,566.56 7,944.88 8,342.14 NonExemptSEIU 1021 General
Employees
TBD Associate
Transportation
Planner
G107 7,523.66 7,899.84 8,294.82 8,709.56 9,145.04 NonExemptSEIU 1021 General
Employees
TBD Senior
Transportation
Planner
M110 9,979.86 10,478,86 11,002.80 11,552.94 12,130.58 Exempt IFPTE Local 21 – MidManagement
TBD Contract
Compliance
Administrator
M109 9,072.60 9,526.24 10,002.54 10,502.68 11,027.89 Exempt IFPTE Local 21 – MidManagement
-----------
I hereby certify that the foregoing Resolution was passed and adopted by the Council of the City of Richmond at a regular meeting thereof held by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
631
_____________________________
CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:
____________________
Mayor
Approved as to form:
____________________
City Attorney
632
RESOLUTION NO. _____
RESOLUTION OF THE COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA
AMENDING THE SALARY SCHEDULE
WHEREAS the Department of Human Resources maintains the classification and salary schedule on behalf of the City; and
WHEREAS the City wishes to amend the salary schedule and such amendments are supported by the City Manager.
NOW THEREFORE, BE IT RESOLVED, that effective December 3, 2024, the Salary Schedule is hereby revised as follows and the Director of Human Resources shall publicly post the revised Salary Schedule.
Job Job Title Range Step 1 or
Low
Step 2 Step 3 Step 4 Step 5 or
High
FLSA Bargaining
Unit
TBD Assistant Deputy
Director of Public Works
EC 12,983.22 - - - 15,836.32 Exempt IFPTE Local
21 –
Executive
Management
TBD Assistant Transportation
Planner
G106 6,863.08 7,206.22 7,566.56 7,944.88 8,342.14 NonExemptSEIU 1021 General
Employees
TBD Associate Transportation
Planner
G107 7,523.66 7,899.84 8,294.82 8,709.56 9,145.04 NonExemptSEIU 1021 General
Employees
TBD Senior Transportation
Planner
M110 9,979.86 10,478,86 11,002.80 11,552.94 12,130.58 Exempt IFPTE Local 21 – MidManagement
Contract Compliance
AdministratorCoordinator
M109 9,072.60 9,526.24 10,002.54 10,502.68 11,027.89 Exempt IFPTE Local 21 – MidManagement
-----------
I hereby certify that the foregoing Resolution was passed and adopted by the Council of the City of Richmond at a regular meeting thereof held by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
633
_____________________________
CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:
____________________
Mayor
Approved as to form:
____________________
City Attorney
634
December 3, 2024
Human Resources
DATE: December 3, 2024
TO: Mayor Martinez and Members of the City Council
FROM: Nickie Mastay, Deputy City Manager – Internal Services Sharrone Taylor, Director of Human Resources
Subject: Amend Position Control
FINANCIAL IMPACT: It is anticipated that positions will be filled by the end of the calendar year with an estimated remaining fiscal
impact of ~$257,501.
PREVIOUS COUNCIL
ACTION:
None
STATEMENT OF THE
ISSUE:
The City Council’s authorization is required to amend
staffing (position control list) and allocate funding as required.
RECOMMENDED ACTION: ADOPT a resolution to amend staffing and position control list and allocate the necessary salary, wages, and benefits as required – Human Resources Department
(Nickie Mastay/Sharrone Taylor 510-620-6602).
DISCUSSION:
The City of Richmond acknowledges the critical importance of thoughtful staffing decisions to ensure effective operation of local government, as it significantly affects service delivery, community engagement, and overall organizational efficiency.
Consequently, we are committed to investing in the recruitment and development of our employees thereby positioning the City of Richmond as the employer of choice. The following positions illustrate strategic reallocations and additions designed to support the City Council’s goals and objectives.
AGENDA
REPORT
635
December 3, 2024
FINANCE – CONTRACT COMPLIANCE ADMINISTRATOR
The City has recognized an important need for a dedicated Contract Compliance Administrator. This new role is essential for overseeing the procurement of contractual services and managing the City of Richmond’s various contracts. By placing this position within the Finance Department, under the supervision of the Director of Finance, the City aims to enhance its oversight and management of contracts to ensure efficient and effective operations. This oversight is critical to maintaining transparency and accountability in the City’s procurement processes.
Furthermore, the Contract Compliance Administrator will serve as a key point of contact for business owners, developers, contractors, service providers, vendors and departmental staff, offering guidance on compliance requirements. This role will involve conducting regular audits and assessments to identify areas for improvement and ensure that all contractual obligations are met. By establishing robust compliance practices, the City aims to foster positive relationships with contractors and vendors while safeguarding the City’s interests. This new classification was adopted by the Personnel Board on November 20, 2024.
Estimated Fiscal Impact
Classification Salary and Benefits
Add One (1) Contract Compliance Administrator ~$97,984
PUBLIC WORKS - ADMINISTRATION
The Public Works Director is requesting the addition of two (2) Assistant Deputy Director of Public Works, a newly established classification approved by the Personnel Board on November 20, 2024. It is the Public Works Director’s intention to create a promotional opportunity and reallocate one Project Manager I position to offset the fiscal impact. These additional positions will significantly enhance the management and execution of initiatives within the Parks and Abatement and Capital Projects divisions.
This role is designed to streamline operations, improve communication among teams, and ensure that projects are completed efficiently and effectively and provide support to the Deputy Director of Public Works in field operations and engineering. Having this position will allow for better prioritization of capital projects, leading to improved resource allocation and project timelines. It will also foster a more proactive approach to park maintenance and community abatement efforts, ultimately enhancing the overall quality of public spaces and services within the community.
Estimated Fiscal Impact
Classification Salary and Benefits
Add Two (2) Assistant Deputy Public Works Director ~$280,437 Delete (Reallocate) One (1) Project Manager I ~ ($120,920) Total Fiscal Impact ~$159,517
636
December 3, 2024
PUBLIC WORKS - TRANSPORTATION
At the adoption of the FY 2024-25 budget, the City Council approved two positions that were to be determined (TBD) to address the transportation and traffic calming concerns.
The City Council approved the allocation of one of these positions to the Associate Planner classification on October 15, 2024, and the City desires to retitle this position to Associate Transportation Planner in accordance with the City Council’s directive. In addition, the Public Works Director desires to allocate the second TBD placeholder position to a Senior Transportation Planner, which is a new classification that was adopted by the Personnel Board on November 20, 2024. There is no fiscal impact due to the placeholder being allocated in the current budget.
Estimated Fiscal Impact
Classification Salary and Benefits
Add Senior Transportation Planner Cost is allocated in the budget Retitle Associate Planner to Associate
Transportation Planner No fiscal impact
FISCAL IMPACT:
It is anticipated that positions will be filled by the end of the fiscal year with an estimated remaining FY 2024-25 fiscal impact of ~$257,501.
SUMMARY:
City staff recommends approval of the resolutions amending the position control list and allocating funds, which will modify the position control list in the following manner:
DOCUMENTS ATTACHED:
Attachment 1 – Resolution amending the Position Control list Classification Department Unit
1 – Contract Compliance Administrator Finance IFPTE Local 21 Mid-Management 1 – Senior Transportation Planner Public Works IFPTE Local 21 Mid-Management 1 – Associate Transportation Planner
(retitle only)
Public Works IFPTE Local 21 Mid-Management
2 – Assistant Deputy Public Works
Director
Public Works IFPTE Local 21 Executive
Management
1 – Delete Project Manager I Public Works IFPTE Local 21 Executive Management
637
RESOLUTION NO. _____
RESOLUTION OF THE COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA AMENDING THE CITY’S POSITION CONTROL LIST AND BUDGET AMENDMENT WHEREAS, pursuant to Article IV Section 1(b)(1) of the City Charter, the City Manager has the responsibility to manage all affairs of the City's operations, and appoint employees when necessary for the good service of the City; and WHEREAS, pursuant to City Resolution No. 148-20, the City Manager has the authority to make appropriate administrative changes to the City’s position control list; and WHEREAS, the City Manager has determined that certain amendments to the position control list are necessary to meet the operational needs of the City.
NOW THEREFORE BE IT RESOLVED, that the Richmond City Council authorizes the City Manager to modify the position control in order to meet the operational needs of the City; and amend the budget to allocate the necessary funds for salaries, wages, and benefits as required; and
BE IT FURTHER RESOLVED, that, effective December 3, 2024, the City’s position control is hereby revised to add the following positions:
BE IT FURTHER RESOLVED, that, effective December 3, 2024, the City’s position control is hereby revised to delete/reallocate the following position:
-----------
Classification Department Unit
1-Contract Compliance
Administrator
Finance IFPTE Local 21 MidManagement
1 – Senior Transportation
Planner
Public Works IFPTE Local 21 MidManagement
1- Associate Transportation
Planner (retitle only)
Public Works IFPTE Local 21 MidManagement
2 – Assistant Deputy Public
Works Director
Public Works IFPTE Local 21 ExecutiveManagement
Classification Department Unit
1-Project Manager I Public Works IFPTE Local 21 Executive Management
638
I hereby certify that the foregoing Resolution was passed and adopted by the Council of the City of Richmond at a regular meeting thereof held by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
_____________________________
CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:
____________________
Mayor
Approved as to form:
____________________
City Attorney
639
December 3, 2024
Library and Community Services
DATE: December 3, 2024
TO: Mayor Martinez and Members of the City Council
FROM: LaShonda White, Deputy City Manager
Ranjana Maharaj, Deputy Director for Community
Services-Recreation
Kymberlyn Carson-Thrower, Recreation Supervisor
Subject: Commission On Aging Senior Winter Ball Caterer FINANCIAL IMPACT: The cost of the catering service of $13,500 will be funded from the Commission on Aging’s Trust Account
(60415090-400322)
PREVIOUS COUNCIL
ACTION:
None
STATEMENT OF THE
ISSUE:
Community Services – Recreation is seeking City Council approval of a contract with El Sol Restaurant & Catering to provide full catering services for the annual
Commission on Aging Senior Winter Ball to be held on
December 14, 2024
RECOMMENDED ACTION: APPROVE a contract with El Sol Restaurant & Catering for a full-service catering for the Senior Winter Ball
scheduled on December 14, 2024, in an amount not to
exceed $13,500 and for a term beginning December 1,
2024, to December 31, 2024 - Community Services
Department (Kymberlyn Carson-Thrower 510-620-6789/
Ranjana Maharaj 510-620-6972).
AGENDA
REPORT
640
December 3, 2024
DISCUSSION:
The Richmond Commission on Aging is hosting its 25th Annual Silver Anniversary Senior Winter Ball on Saturday, December 14, 2024. The event will be held in the Richmond Memorial Auditorium from 6:00 pm to 10:00 pm. This gala event is an elegant evening with served plated dinner and dancing to uplift seniors’ morale.
The Commission on Aging members have attended various events over the past years.
A few Commission on Aging members reached out to caterers who had provided services at these events and asked them to provide quotes for the Senior Winter Ball scheduled on December 14, 2024.
Catering Services Scope:
Proposed Menu Chicken Piccata with Lemon Caper Sauce
NOTE: Vegan alternative – Spinach Lasagna
Rice Pilaf
Fresh String Green Beans
Dinner bun/rolls with butter (family style on tables) Hearty Winter Salad (individual servings)
Mixed Berry Crisp
Proposed Beverage
Service (full service)
Coffee & tea with usual condiments
Water (decanters on the table) – no bottles
Hot Chocolate Bar with sprinkles and whip cream
Table Setting The caterer provides for place settings items such plasticware, plates, napkins(extra) and cups (and
lids)
The Place setting colors to be – Royal Blue, White
and Silver. If possible, have plasticware to be
silver and have something with silver snowflakes
on the napkins
COST Breakdown The proposed cost per person is $25.00 Total cost includes dinner for 450 guests
The Subtotal is $11,250.00
Gratuity (20%) is $ 2,250.00
The total cost of this service is $13,500.00
Three vendors provided written quotes for this event. Upon receipt of the quotes, the Commission on Aging members met with City staff to review the received quotes. 641
December 3, 2024
Ratings for the Requests For Quotes were as follows:
Rank Vendor Amount
Quote #1 El Sol Restaurant & Catering $13,500.00
Quote #2 Dixon’s De-Lites $18,900.00
Quote #3 Mike Griffin Caterer $15,000.00
Upon careful review of the quotes, the Commission on Aging members and City staff awarded the contract to El Sol Restaurant & Catering. El Sol Restaurant & Catering is the lowest bidder and has previously worked on Commission on Aging events. City staff and the Commission on Aging are seeking City Council approval for a contract with El Sol Restaurant & Catering as the caterer for the 2024 Senior Winter Ball.
DOCUMENTS ATTACHED:
Attachment 1 – Contract
Attachment 2 – Quote Matrix
642
CITY OF RICHMOND
STANDARD CONTRACT
Department: City Project Manager:
City Project Manager E-mail: City Project Manager Phone No:
Vendor No: Contract No:
Description of Services:
The parties to this STANDARD CONTRACT do mutually agree and promise as follows:
1. Parties. The parties to this Contract are the City of Richmond, a municipal corporation (“the City”), and the following named Contractor:
Contractor Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No:
☐ A California corporation, ☐ limited liability corporation ☐ general partnership, ☐ limited partnership, ☐ individual, ☐ non-profit corporation, ☐ individual dba as [specify:] ____________________ ☐ other [specify:] _______________________________
2. Term. The effective date of this Contract is _______________________ and terminates _________________ unless terminated earlier as set forth herein.
3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $______________ (“Contract Payment Limit”) unless a Contract Amendment has been approved by the City Council or City Manager. If this amount includes a contingency, Contractor acknowledges that any use of such contingency shall be for work beyond the original scope of services and requires prior written authorization by the City. If noted below, Compensation for work done under this Contract, shall not exceed as follows:
FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________
4. Contractor’s Obligations. Contractor agrees to perform all work at its own cost and expense, to furnish all labor, tools, equipment, materials, except as otherwise specified, in accordance with the Service Plan set forth in Exhibit A, attached hereto and incorporated herein.
5. City Obligations. City shall make payments to the Contractor in accordance with the Payment Provisions set forth in Exhibit B, attached hereto and incorporated herein. 643
6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C), attached hereto and incorporated herein.
7. General Conditions. This Contract is subject to the General Conditions (Exhibit D), which are attached hereto and incorporated herein.
8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any), which are attached hereto and incorporated herein.
9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F), which are attached hereto and incorporated herein.
10. Sanctuary City Compliance Statement. This Contract is subject to the Sanctuary City Compliance Statement (Exhibit G), which is attached hereto and incorporated herein.
11. Signatures. These signatures attest the parties' agreement hereto:
CITY OF RICHMOND,
a municipal corporation [BUSINESS NAME]
(* The Corporation Chairperson of the Board, President, or Vice President should sign below)
By: _________________________ By: ___________________________ Title: ________________________ Title: __________________________ Date Signed: _________________ Date Signed: ___________________ I hereby certify that this Contract (* The Corporation Chief Financial Officer or Assistant has been approved by City Council Treasurer, or Secretary or Assistant Secretary should or the City Manager. sign below)
By: _________________________ By: ___________________________ City Clerk Title: __________________________
Date Signed: ____________________
Approved as to form:
(NOTE: Pursuant to California Corporations Code Section By: _________________________ 313, if Contractor is a corporation or nonprofit organization, City Attorney this Contract (1) must be signed by (a) the Chairperson of the Board, President, or Vice-President and (b) the
Chief Financial Officer or Assistant Treasurer, or
Secretary or Assistant Secretary)
LIST OF ATTACHMENTS:
Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Sanctuary City Compliance Statement Exhibit G
644
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT A
SERVICE PLAN
Contractor shall, to the satisfaction of the Project Manager (set forth in Exhibit B), perform the following services and be compensated as outlined below [or attach service plan if necessary]:
645
COMMISSION ON AGING
PRICE QUOTE
EVENT: 25th Annual Senior Winter Ball, Silver Anniversary, Saturday, December 14, 2024
LOCATION: Richmond Auditorium
EVENT TIME: 6:00 pm – 10:00 pm
POINT OF CONTACT: Bryan Harris and/or Kymberlyn Carson-Thrower Full table service – 450 guests
Proposed Menu:
• Chicken Piccata with Lemon Caper Sauce NOTE: Vegan alternative – Spinach Lasagna • Rice Pilaf
• Fresh String Green Beans
• Dinner bun/rolls with butter (family style on tables) • Hearty Winter Salad (individual servings)
• Mixed Berry Crisp
Proposed Beverage Service (full service):
• Coffee & tea with usual condiments
• Water (decanters on the table) – no bottles
• Hot Chocolate Bar with sprinkles and whip cream
Proposed cost per person $25.00
Dinner subtotal $11,250.00 (Cost includes dinner for 450 guests) Gratuity $2,250.00 (gratuity value is at 20%)
TOTAL COST: $13,500.00
NOTES:
Caterer provides for place settings items such plasticware, plates, napkins(extra) and cups (and lids) Place setting colors to be – Royal Blue, White and Silver. If possible, have plasticware to be silver and have something with silver snowflakes on say, the napkins
DETAILS:
1. Logistics to be discussed and finalized with City of Richmond/Event Coordinators – regularly & frequent
2. Staff & volunteers will arrive 5:00pm to set up, prepare and plate
3. Volunteer staff to be recruited by the City of Richmond to Serve Dinner and attend to guests.
4. Recommendation is to have ONE Server per 2-3 tables & ONE team leader per section.
5. Josephine to provide orientation with servers early. Arrival of servers 5:00pm (no later than 5:15pm)
6. Volunteers should have their meal (pasta dish before they begin working. It’s good to build teams….
7. Dinner service begins with salads by 6:30pm, main entrée service by 6:45pm, and desserts by 7:15pm.
8. Clean -up and breakdown of kitchen by El Sol Staff and volunteers
9. Certificate of Insurance will be provided by EL SOL (submit current copy) - TBD
10.Proof of IRS Non-profit status by RCOA (for sales tax exemption) - TBD
11.Contract to include access and use of kitchen including dumpsters for trash.
Thank You for the opportunity to showcase our catering abilities on a grand scale!! Josephine Orozco
El Sol Restaurant & Catering
510.205.4994
8/28/24
Quote received on 8/28/24
646
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT B
PAYMENT PROVISIONS
1. COMPENSATION TO CONTRACTOR:
a. Provided Contractor is not in default under this Contract, Contractor shall be compensated in the manner set forth herein.
b. All payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photocopying, meals and travel, etc.). Invoices shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request. c. All City vendors receiving new contracts shall sign up to receive electronic payments through the City’s Automated Clearinghouse (ACH) payments service/provider.
2. SUBMISSION OF INVOICES:
Contractor shall submit timely invoices by email to
[email protected] and/or to the following address:
Attention: City of Richmond Finance/Account Payable
Project Manager: _______________________
P.O. Box 4046
Richmond, CA 94804
3. All invoices that are submitted by Contractor shall be subject to the approval of the City Project Manager, _______________________, before payments shall be authorized.
a. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.
b. All appropriate permits, certificates, and licenses, including a City business license shall be obtained and maintained for the duration of this Contract before any payment is authorized.
4. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract is executed by the City. The insurance coverage required by this Contract shall be maintained by Contractor for the duration of this Contract and must be in place before any payment is authorized.
647
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT C
AUTHORIZED REPRESENTATIVES AND NOTICES
1. All required written notices shall be delivered: (i) by hand; or (ii) sent by registered, express, or certified mail, with return receipt requested or with delivery confirmation requested from the U.S. postal service; or (iii) sent by overnight or same day courier service at the party’s respective address listed in this Section.
2. Each notice shall be deemed to have been received on the earlier to occur of:
actual delivery or the date on which delivery is refused; or three (3) days after notice is deposited in the U.S. mail or with a courier service in the manner described above (Sundays and City holidays excepted).
3. Either party may, at any time, change its notice address (other than to a post office box address) by giving the other party three (3) days prior written notice of the new address.
4. All notices, demands, requests, or approvals from Contractor to the City shall be addressed to the City at:
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Email: ________________________________________________
5. All notices, demands, requests, or approvals from the City to Contractor shall be addressed to Contractor at:
Attn:
Email: ________________________________________________ 648
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT D
GENERAL CONDITIONS
1. INDEPENDENT PARTIES:
Contractor hereby declares that Contractor is engaged as an independent business and Contractor agrees to perform the services as an independent contractor.
The manner and means of conducting the services and tasks are under the control of Contractor except to the extent they are limited by statute, rule or regulation and the express terms of this Contract. No civil service status or other right of employment will be acquired by virtue of Contractor’s services. None of the benefits provided by the City to its employees, including but not limited to unemployment insurance, workers’ compensation plans, vacation and sick leave, are available from the City to Contractor, its employees or agents. Deductions shall not be made for any state or federal taxes, FICA payments, PERS payments, or other purposes normally associated with an employer-employee relationship from any compensation due to Contractor. Payments of the above items, if required, are the responsibility of Contractor.
2. TIME IS OF THE ESSENCE:
Contractor and the City agree that time is of the essence regarding the performance of this Contract.
3. STANDARD OF CARE:
Contractor agrees to perform all services hereunder in a manner commensurate with the prevailing standards of like professionals or service Contractors, as applicable, in the San Francisco Bay Area and agrees that all services shall be performed by qualified and experienced personnel who are not employed by the City.
4. IMMIGRATION REFORM AND CONTROL ACT (IRCA):
Contractor assumes all responsibility for verifying the identity and employment authorization of all of its employees performing work hereunder, pursuant to all applicable IRCA or other federal, or state rules and regulations. Contractor shall indemnify, defend, and hold the City harmless from and against any loss, damage, liability, costs or expenses arising from any noncompliance of this provision by Contractor.
5. NON-DISCRIMINATION:
Consistent with the City’s policy and state and federal law that harassment and discrimination are unacceptable conduct, Contractor and its employees, contractors, and agents shall not harass or discriminate against any job applicant, City employee, or any other person on the basis of any kind of any statutorily (federal, state or local) protected class, including but not limited to: race, religious creed, color, national origin, ancestry, 649
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
disability (both mental and physical) including HIV and AIDS, medical condition (e.g. cancer), genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, pregnancy, political affiliation, military and veteran status or legitimate union activities. Contractor agrees that any violation of this provision shall constitute a material breach of this Contract.
6. CITY PROPERTY:
a. Each and every report, draft, work product, map, record, applicable plans, drawings, calculation, data, specification, video, graphic, or any other material or document produced, prepared or caused to be prepared by Contractor pursuant to or in connection with this Contract shall be the exclusive property of the City. b. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 11 below, indemnify, defend and hold the City harmless from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data. c. No report, information or other data given to or prepared or assembled by Contractor pursuant to this Contract shall be made available to any individual or organization by Contractor without prior approval of the City Manager or their designee. d. Contractor shall, at such time and in such form as City Manager or their designee may require, furnish reports concerning the status of services and tasks required under this Contract.
7. RECORDS:
a. Contractor shall maintain complete and accurate records with respect to the services, tasks, work, documents and data in sufficient detail to permit an evaluation of Contractor’s performance under the Contract, as well as maintain books and records related to sales, costs, expenses, receipts and other such information required by the City that relate to the performance of the services and tasks under this Contract (collectively the “Records”).
b. All Records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Contractor shall provide free access to the Records to the representatives of the City or its designees during regular business hours upon reasonable prior notice. The City has the right to examine and audit the Records, and to make copies or transcripts therefrom as necessary, and to allow inspection of all proceedings and activities related to this Contract. Such Records, together with supporting documents, shall be kept separate from other documents and records and shall be maintained by Contractor for a period of five (5) years after receipt of final payment.
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c. If supplemental examination or audit of the Records is necessary due to concerns raised by the City’s preliminary examination or audit of records, and the City’s supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of this Contract or failure to act in good faith, then Contractor shall reimburse the City for all reasonable costs and expenses associated with the supplemental examination or audit.
8. PERMITS AND LICENSES:
Contractor, at its sole expense, shall obtain and maintain during the term of this Contract, all appropriate permits, certificates and licenses, including a City business license, required in connection with the performance of the services and tasks hereunder.
The failure to obtain such permits and licenses shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.
9. TERMINATION:
a. Termination Without Default. Notwithstanding any provision herein to the contrary, the City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder immediately upon transmission of written notice to Contractor as provided in Exhibit C “Authorized Representatives and Notices”.
b. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Exhibit B; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
10. CONFLICT OF INTEREST:
Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under 651
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this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.
11. HOLD HARMLESS:
a. To the fullest extent permitted by law, Contractor shall indemnify, defend (with counsel acceptable to the City) and hold harmless the City, its City Council, boards, commissions, officials, employees, agents and volunteers (“Indemnitees”) from and against any and all loss, damages, liability, obligations, claims, suits, judgments, costs and expenses whatsoever, including attorney’s fees and costs of litigation (“Claims”), arising from or in any manner connected to Contractor’s performance of its obligations under this Contract or failure to comply with any of its obligations under this Contract or out of the operations conducted by Contractor even if the City is found to have been negligent. If the Claims filed against Indemnitees allege negligence, recklessness or willful misconduct on the part of Contractor, Contractor shall have no right of reimbursement against Indemnitees for the costs of defense even if negligence, recklessness or willful misconduct is not found on the part of Contractor. Contractor shall not have any obligations to indemnify Indemnitees if the loss or damage is found to have resulted solely from the negligence or the willful misconduct of the City. The defense and indemnification obligations of this Contract are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Contract. b. This indemnification obligation shall survive this Contract and shall not be limited by any term of any insurance policy required under this Contract; provided however, that if this Contract is for design professional services, this indemnity provision is limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional (as defined in California Civil Code section 2782.8).
12. LIMITATIONS UPON SUBCONTRACTING AND ASSIGNMENT:
a. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.
b. Contractor shall not assign, sublease, hypothecate, or transfer this Contract, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of the City Manager. Contractor shall submit a written request for consent to transfer to the City Manager at least thirty (30) days in advance of the desired transfer.
The City Manager or their designee may consent or reject such request in their sole and absolute discretion. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for 652
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money against the City under this Contract may be assigned by Contractor to a bank, trust company or other financial institution without prior written consent. c. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or jointventure or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.
d. Only those persons and/or businesses whose names and resumés are attached to this Contract shall be used in the performance of this Contract. However, if after the start of this Contract, Contractor wishes to use sub-contractors, at no additional costs to the City, then Contractor shall submit a written request for consent to add subcontractors including the names of the sub-contractors and the reasons for the request to the City Manager at least five (5) days in advance. The City Manager may consent or reject such requests in their sole and absolute discretion. e. Each sub-contractor shall be required to furnish proof of workers’ compensation insurance and shall also be required to carry general, automobile and professional liability insurance (as applicable) in reasonable conformity to the insurance carried by Contractor.
f. In addition, any tasks or services performed by sub-contractors shall be subject to each provision of this Contract. Contractor shall include the following language in their Contract with any sub-contractor: “Sub-Contractors hired by Contractor agree to be bound to Contractor and the City in the same manner and to the same extent as Contractor is bound to the City.”
g. The requirements in this Section 12 shall not apply to persons who are merely providing materials, supplies, data or information that Contractor then analyzes and incorporates into its work product.
13. SAFETY:
a. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor will be solely and completely responsible for conditions of all vehicles owned or operated by Contractor, including the safety of all persons and property during performance of the services and tasks under this Contract.
Contractor shall assume sole and complete responsibility for the safety of Contractor's employees and any of subcontractor's employees This requirement will apply continuously and not be limited to normal working hours. In addition, Contractor will comply with all safety provisions in conformance with U.S. Department of Labor Occupational Safety and Health Act, any equivalent state law, and all other applicable 653
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federal, state, county and local laws, ordinances, codes, and any regulations that may be detailed in other parts of the Contract. Where any of these are in conflict, the more stringent requirements will be followed. Contractor’s failure to thoroughly familiarize itself with the aforementioned safety provisions will not relieve it from compliance with the obligations and penalties set forth herein.
b. Contractor will immediately notify the City (in no event less than 24 hours) of any incident of death, serious personal injury or substantial property damage that occurs in connection with the performance of this Contract. Contractor will promptly submit to the City a written report of all incidents that occur in connection with this Contract. This report must include the following information: (i) name and address of injured or deceased person(s); (ii) name and address of Contractor’s employee(s) involved in the incident; (iii) name and address of Contractor’s liability insurance carrier; (iv) a detailed description of the incident; and (v) a police report.
c. Contractor acknowledges that the City shall have the right to impose, at the City’s sole discretion, requirements that it deems are necessary to protect the health and safety of the City employees, residents, and visitors. Contractor agrees to comply with all such requirements, including, but not limited to, mandatory vaccinations, the use of personal protective equipment (e.g. masks), physical distancing, and health screenings.
Contractor also agrees to make available to the City, at the City’s request, records to demonstrate Contractor’s compliance with this Section.
14. INSURANCE:
Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.
15. COMPLIANCE WITH ALL APPLICABLE LAWS:
a. During the term of this Contract, Contractor shall keep fully informed of all existing and future state and federal laws and all municipal ordinances and regulations of the City of Richmond which affect the manner in which the services or tasks are to be performed by Contractor, as well as all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Contractor shall comply with all applicable laws, state and federal and all ordinances, rules and regulations enacted or issued by the City. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50,
2.52, 2.56, and 2.60, if applicable.
b. Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor is required to provide the City with documents and information verifying its compliance with the Living Wage Ordinance. Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance as prescribed in § 2.60.070 of the Municipal Code.
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c. Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or sub-Contractor under an agreement or sub-agreement with the City for public works, goods or services to refrain from discriminatory employment or practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential sub-contractor. d. Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at http://www.ci.richmond.ca.us/workplacepolicies.
Contractor agrees to abide by the terms and conditions of said policies.
16. INTEGRATED CONTRACT:
The Recitals and exhibits are a material part of this Contract and are expressly incorporated herein. This Contract represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Contract will be effective only by written execution signed by both the City and Contractor.
17. CONFLICTING PROVISIONS:
In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Condition as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.
18. FORCE MAJEURE:
Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.
19. CONFLICT OF LAW:
This Contract shall be interpreted under, and enforced by the laws of the State of 655
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California without regard to any choice of law rules which may direct the application of laws of another jurisdiction. The Contract and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Contract (or the successors of those authorities). Any suits brought pursuant to this Contract shall be filed with the courts of the County of Contra Costa, State of California.
20. CLAIMS:
Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.
21. INTERPRETATION:
This Contract shall be interpreted as if drafted by both parties.
22. WARRANTY:
If any product is be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.
23. SEVERABILITY:
In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.
24. AUTHORITY:
City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that they are duly authorized to enter into and execute this Contract on behalf of Contractor, 656
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and shall be personally liable to City if they are not duly authorized to enter into and execute this Contract on behalf of Contractor.
25. WAIVER:
The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach. Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payment therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.
26. COUNTERPARTS:
This Contract may be executed in any number of counterparts (including by fax, PDF, DocuSign, or other electronic means), each of which shall be deemed an original, but all of which shall constitute one and the same instrument.
27. SANCTUARY CITY CONTRACTING ORDINANCE (SCCO):
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”). Contractor must submit the Sanctuary City Compliance Statement, attached hereto as Exhibit G. 657
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EXHIBIT E
SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable, otherwise please state “NONE”):
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EXHIBIT F
INSURANCE PROVISIONS
☐ CHECK HERE IF RISK MANAGEMENT HAS APPROVED WAIVING INSURANCE REQUIREMENTS FOR THIS CONTRACT.
1. CERTIFICATES: Before the commencement of the terms of this Contract, and during the entire term of this Contract and any extension or modification thereof, Contractor shall furnish the City’s Risk Manager with certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance coverage in compliance with coverage requirements set forth by the City and incorporated herein.
Such certificates, which do not limit Contractor’s indemnification, shall also contain substantially the following statement:
“Should any of the above insurance covered by this certificate be canceled or coverage reduced before the expiration date thereof, the insurer affording coverage shall provide thirty (30) days’ advance written notice to the City of Richmond.
Attention: Risk Manager.”
Contractor shall maintain in force at all times during the performance of this Contract all appropriate coverage of insurance required by this Contract with an insurance company licensed to offer insurance business in the State of California with a current A.M. Best’s rating of no less than A:VII or Standard & Poor’s Rating (if rated) of at least BBB unless otherwise acceptable to the City. Contractor shall deliver updated insurance certificates to the City at the address set forth in Exhibit C prior to the expiration of the existing insurance certificate for the duration of the term of Contract.
Endorsements naming the City, its City Council, boards, commissions, officials, employees, agents, and volunteers as additional insured shall be submitted with the insurance certificates.
2. COVERAGE REQUIREMENTS: The City’s insurance requirements depend upon the type of service being provided and/or the provider. The City’s insurance requirements will fall into one of the following categories (unless otherwise provided by the City):
Consultants and Contractors – Type 1
Professional Services – Type 2
Environmental Risk/Hazardous Waste Material – Type 3
Lease of City Property – Type 4
Vendors, Suppliers, Small Grant Recipients & Nonprofit Organizations – Type 5 Transportation Providers – Type 6
Professional Services Pyrotechnics – Type 7
Cyber and I.T. Risks – Type 8
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The insurance requirements classification applicable to this Contract shall be attached to this Exhibit F and made a part hereof.
3. FAILURE TO SECURE: If Contractor at any time during the term hereof should fail to secure or maintain the foregoing insurance, the City shall be permitted to obtain such insurance in Contractor’s name or as an agent of Contractor and shall be compensated by Contractor for the costs of the insurance premiums at the maximum rate permitted by law and computed from the date written notice is received that the premiums have not been paid.
4. SUFFICIENCY OF INSURANCE: The insurance limits required by the City are not represented as being sufficient to protect Contractor. Contractor is advised to consult Contractor’s insurance broker to determine adequate coverage for Contractor. The coverage and limits shall be (1) the minimum coverage and limits specified in this Contract; or (2) the broader coverage and maximum limits of the coverage carried by or available to Contractor; whichever is greater.
INSERT INSURANCE REQUIREMENTS CLASSIFICATION APPLICABLE TO THIS CONTRACT: (IF NECESSARY, CONFIRM WITH RISK MANAGER)
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___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 1 of 4
Revised: September 2011
In all instances where a CONTRACTOR or its representatives will be conducting business and/or providing services, the City requires the following MINIMUM insurance requirements and limits.
CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery. CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.
City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.
Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy.
The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.
Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:
1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001) including coverage for bodily and personal injury, property damage, and products and completed operations.
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)
3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.
4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.
5. Original and Separate Waiver of Subrogation for Workers’ Compensation and Builder’s Risk/ Course of Construction Insurance.
6. Builder’s Risk/Course of Construction insurance covering all risks of loss less policy exclusions when the City of Richmond has a financial interest in the property. – (Only required for Construction Contracts involving property)
7. Contractor’s Pollution Liability (if applicable for Construction Contractors) Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.
If CONTRACTOR is self-insured, provide a certificate of Permission to 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.
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___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 2 of 4
Revised: September 2011
PROJECT COST REQUIRED LIMIT
$0 - $5 million $2 million p/o
$5 million - $10 million $5 million p/o
Over $10 million $10 million p/o
Fireworks $5 million p/o
General Liability
(primary and excess limits
combined)
Includes coverage for bodily injury, personal injury, property damage and products and completed operations. The policy shall not exclude coverage for XCU perils (explosion, collapse, or damage to underground property).
If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate limit).
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.
Builders’ Risk/Course of
Construction – Covers property
under construction, repair or
renovation as well as equipment
and materials to be installed.
(Only required for Construction
Projects involving property and
equipment installation.)
Coverage shall include all risks of direct physical loss, excluding earthquake, for an amount equal to the full completed value of the covered structure or replacement value of alterations or additions, including soft costs and business interruption.
If the project does not involve new or major reconstruction, an Installation Floater may be acceptable. For such projects, a property installation floater shall be obtained that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, processes, machinery and equipment. The Property Installation Floater shall provide property damage coverage for any building, structure, machinery or equipment damaged, impaired, broken or destroyed during the performance of the Work, including during transit, installation and testing at the City of Richmond’s site.
The City of Richmond shall be named as loss payee as its interest may appear. The insurer shall waive all rights of subrogation against City.
Contractor’s Pollution Liability (if
applicable)
Protects against:
unexpected/unintended release of
pollution resulting from contractors
covered operations such as:
HVAC, paving, carpentry, pipeline
& tank installation, drillers,
remediation contractors,
maintenance, mechanical,
demolition, excavation, grading,
street/road construction,
residential & commercial builders.
Same limits as General Liability.
Required Policy Conditions
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.
Additional Insured Endorsement Applicable to General Liability Coverage.
The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured, including but not limited to bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.
ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not exclude products and completed operations coverage. If it does, then CG 20 37 (10/01) is also required. 662
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___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 3 of 4
Revised: September 2011
Additional Insured Endorsement
(continued)
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.
Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers Compensation and Builder’s Risk/ Course of Construction coverage during the life of this contract.
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.
Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.
Loss Payable Endorsement (only
required when Builder’s Risk
and/or Course of Construction
Insurance is required.)
Applicable to Builder’s Risk/Course of Construction naming the City of Richmond as Loss Payee.
SURETY BONDS
(If a Public Works/Engineering
Project)
The Contractor shall provide:
1. A Bid bond
2. A Performance Bond
3. A Payment Bond
Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.
Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or nonrenewed, 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.
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___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 4 of 4
Revised: September 2011
Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin. The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.
Original insurance certificates and required policy endorsements shall be mailed, or delivered to the Designated Project Manager for the City of Richmond.
Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.
Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.
If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.
Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.
Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.
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EXHIBIT G
SANCTUARY CITY COMPLIANCE STATEMENT
The undersigned, (hereafter "Contractor"), has had an opportunity to review the requirements of City of Richmond Ordinance 12-18 (hereafter "Sanctuary City Contracting Ordinance" or “SCCO”).
Contractor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting 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”). Contractor understands the meaning of the following terms used in the SCCO:
a. "Data Broker” means either of the following:
i. The collection of information, including personal information about consumers, from a wide variety of sources for the purposes of reselling such information to their customers, which include both private-sector business and government agencies;
ii. The aggregation of data that was collected for another purpose from that for which it is ultimately used.
b. “Extreme Vetting” means data mining, threat modeling, predictive risk analysis, or other similar services."
Contractor understands that it is not eligible to receive or retain a City contract if at the time the Contract is executed, or at any time during the term of the Contract, it provides Data Broker or Extreme Vetting services to ICE.
Contractor further understands and agrees that Contractor's failure to comply with the SCCO shall constitute a material default of the Contract and the City Manager may terminate the Contract and bar Contractor from bidding on future contracts with the City for five (5) years from the effective date of the contract termination.
By executing this statement, Contractor certifies that it complies with the requirements of the SCCO and that if at any time during the term of the Contract it ceases to comply, Contractor will promptly notify the City Manager in writing. Any person or entity who knowingly or willingly supplies false information in violation of the SCCO shall be guilty of a misdemeanor and subject to a $1,000 fine.
Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Printed Name: Title:
Signed: Date:
Business Entity:
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QUOTE MATRIX
Vendor Amount
QUOTE #1 EL SOL RESTAURANT $13,500.00
QUOTE #2 DIXSON’S DE-LITES $18,900.00
QUOTE #3 MIKE GRIFFIN CATERER $15,000.00
Attached are 3 quotes for catering bids. El Sol Restaurant is the company I prefer to make the purchase from as they are the lowest bid and we have used them for prior events.
Thank you,
Kymberlyn Carson-Thrower
Recreation Supervisor
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QUOTE #1
667
Dixson's De-lites Quote
Date: 8/30/2024
invoice #4190
Michelle Hayes
Rlchmond Commission of Aging
salesperson Job Payment Terms Due Date
racy Dixson
Senior Winter Ball
Richmond Memorial Auditorium Due on receipt December 16, 2023 Qty Descrip�on Unit Total
50 Food Prepara�on for 450 people
Proposed Menu:
• Chicken Piccata with Lemon Caper Sauce
• NOTE: Vegan alternative – Spinach Lasagna
• Rice Pilaf
• Fresh String Green Beans
• Dinner bun/rolls with butter (family style on tables) • Hearty Winter Salad (individual servings)
• Mixed Berry Crisp
Proposed Beverage Service (full service):
• Coffee & tea with usual condiments
• Water (decanters on the table) – no bottles
• Hot Chocolate Bar with sprinkles and whip cream
Proposed cost per person $35.00
Dinner subtotal $15,750.00
(Cost includes dinner for 450 guests)
Gratuity $3,150.00
(gratuity value is at 20%)
TOTAL COST: $18,900.00
Delivery, Set-up, Plated, Clean-up
$18,900.00 $18,900.00
Subtotal
Total
$18,900.00
$18,900 00
Invoice signed and prepared by: Tracy Dixson
his is a quota�on on the goods named, subject to the condi�ons noted below- (Describe any condi�ons pertaining to these prices and any addi�onal terms of the agreement. You may want to include con�ngencies that will affect the quota�on.) final Invoice, sign here:
Thank you for your business!
Dixson's De-Iites 1009 C Street An�och, CA Phone 415-424-9741 [email protected] QUOTE #2
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QUOTE
Commission On Aging
25th Annual Senior Winter Ball
Mike Griffin, Caterer
[email protected]:
Menu:
Proposed Menu:
• Chicken Piccata with Lemon Caper Sauce NOTE: Vegan alternative – Spinach Lasagna
• Rice Pilaf
• Fresh String Green Beans
• Dinner bun/rolls with butter (family style on tables) • Hearty Winter Salad (individual servings)
• Mixed Berry Crisp
Proposed Beverage Service (full service):
• Coffee & tea with usual condiments
• Water (decanters on the table) – no bottles
• Hot Chocolate Bar with sprinkles and whip cream
Service by my team for 450 guests, food, plates, cups
and utensils with clean up afterwards
Quoted price: $15,000
Michael Griffin 510-860-9391
Mike [email protected]
QUOTE #3
669
December 3, 2024
City Manager's Office
DATE: December 3, 2024
TO: Mayor Martinez and Members of the City Council
FROM: LaShonda White, Deputy City Manager – Community
Services
Patrick Seals, Administrative Chief
Nicholas Delgado, Associate Management Analyst
Subject: Calendar Years 2025-2027 Richmond Fund for Children and Youth Grant Awards
FINANCIAL IMPACT: The Kids First Amendment of the City of Richmond charter (Article 15 Section 2) requires the City to allocate one, two, and three percent of the City’s General Fund
(GF) in Fiscal Year (FY) 2021-2022, FY 2022-2023, and
FY 2023-2024, respectively, and three percent each
fiscal year thereafter through FY 2027-2028. These funds are to be set aside as annual revenue and appropriated
to support the Richmond Fund of Children and Youth
(RFCY). Per the Charter, a maximum of ten percent of
the Fund can be used for costs related to administering the Fund, including staff support, basic infrastructure, support for the agencies administering the contracts, and overhead costs; and (2) an additional maximum of five
percent of the Fund may be used to evaluate the results of this Article. The remaining 85 percent of the 3 percent allocation of the GF is used to fund eligible organizations through a competitive grant process.
During calendar years 2025, 2026 and 2027,
approximately $6,734,835 annually will fund grants to
eligible nonprofits and public agencies providing
programs and services to Richmond children and youth.
An appropriation of $4,000,000 from the RFCY Fund
AGENDA
REPORT
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December 3, 2024
Balance will be transferred into the FY 2024-25 budget, and future FY budgets to cover all RFCY grant awards
through the three-year grant cycle in CYs 2025-2027
(13371018-400201).
PREVIOUS COUNCIL
ACTION:
October 1, 2024
STATEMENT OF THE
ISSUE:
On June 5, 2018, Richmond voters approved Measures
E and K, known as the Richmond Kids First Initiative,
which approved a City of Richmond charter amendment
to create a Department (RDCY) and Fund for Children
and Youth (RFCY) and requires that a portion of the
General Fund be set aside to fund youth programs and
services. For the grant period Calendar Year (CY) 2025- 2027, and per Article 15 Section 9(b-c), the RDCY has
conducted an open and fair application process and is
recommending a list of organizations for grant award
approval by the City Council totaling approximately $6.73 million annually.
RECOMMENDED ACTION: ADOPT a resolution approving grant award recommendations from the Richmond Fund for Children
& Youth (RFCY) Oversight Board for Calendar Years
2025-2027 to 37 youth-serving public and nonprofit
organizations in a total amount not to exceed $6,734,835 annually; APPROPRIATE a total of $4,000,000 from the
RFCY Fund Balance into the Fiscal Year (FY) 2024-25
budget and future FY budgets to cover all RFCY grant
awards through the three-year grant cycle; ACCEPT and
APPROPRIATE all grant funds awarded to City of
Richmond departments up to the amounts awarded per
calendar year; and AUTHORIZE the city manager, or
their designee, to negotiate and execute grant service
agreements with approved grantees - City Manager’s
Office (Patrick Seals 510-307-8016/Nicholas Delgado
510-620-6523/LaShonda White 510-620-6828).
DISCUSSION:
The Richmond City Council is being asked to approve the Richmond Fund for Children & Youth (RFCY) Oversight Board’s recommendation for grant awards to 37 non-profit and public agency programs in the amount of $6.73 million for calendar year 2025 through calendar year 2027. Organizations that receive an RFCY grant will be awarded for a three-year period starting January 1, 2025, through December 31, 671
December 3, 2024
2027. RFCY staff decided to use a calendar year (CY) grant period, instead of a fiscal year (FY), to allow funds to seamlessly cover summer activities. Agencies applied for RFCY funding through a competitive solicitation process per Article 15 Section 9(b) of the City of Richmond Charter, in which 92 applications were submitted totaling approximately $19 million in requests. City staff is presenting a list of recommendations, finalized by the RFCY Oversight Board, based on scores and information submitted by a team of reviewers who read and scored all applications (Attachment 2).
Background:
On September 3, 2024, Richmond Department of Children and Youth (RDCY) staff released a Request for Proposals (RFP) for grant applications for CY 2025-2027 (Attachment 1). In alignment with the five Core Needs of the 2025-2028 RFCY Strategic Investment Plan, the funding allocations were based on an estimated $6.37 million per year in available grant funding as outlined in the table below. However, an appropriation of $4,000,000 will be made from the RFCY Fund Balance into the FY 2024-25 RFCY budget and future FY budgets to cover all the awards:
Core Need Area % of Total Funds
1 Mental & Behavioral Health Needs 30% = $1,911,000
2 Physical Health & Access 20% = $1,274,000
3 Learning Needs 30% = $1,911,000
4 Safety, Community, & Belonging Needs 20% = $1,274,000 5 Connective & Supporting Services
Total 100% = $6,370,000
External consultants recommended that RDCY staff embed the funding allocation dedicated to Connective and Supportive Services into Core Need Areas 1-4.
Organizations applying for RFCY funding were encouraged to build in Connective and Supportive Services into their program.
Funding parameters were based on the agency applicant type consisting of the following:
Small and Emerging Applicants
o Organization Parameter: annual revenue less than $250,000 o Grant Request Range: $50,000 up to $100,000
Single Agency Applicant
o Organization Parameter: annual revenue greater than $250,000 o Grant Request Range: $50,000 up to $200,000
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December 3, 2024
Collaborative Applicant
o Organization Parameter: apply in collaboration with at least one organization o Grant Request Range: $50,000 up to $300,000
Applicants were eligible to submit up to two (2) proposals both as a Single Agency applicant, Small and Emerging, or Collaborative applicant, as long as the proposals were substantially different.
Outreach and Technical Support
Information about the CY 2025-2027 RFCY grant cycle was posted to the City’s website, presented in the City Manager’s Weekly Report, posted on the Richmond Department of Children and Youth’s social media platforms, and emailed through various listservs to inform as many organizations as possible of the RFCY grant.
In addition, the City hosted two (2) pre-proposal conferences that focused on reviewing the grant guidelines and completing the application included in the RFP for interested applicants. All grant-related materials and video-recorded training sessions were posted on the City’s RFCY grant webpage for reference (www.richmondyouth.org).
Evaluation Process
A total of 92 grant applications were received. Applications were vetted by RDCY staff to ensure that they were complete. All eligible applications were submitted to the RFP Grant Review Committee (Committee) for evaluation and scoring during October and November 2024. The Committee was comprised of staff from various City, county, and federal agencies including City of Richmond Finance Department, City Attorney’s Office, Information Technology, Economic Development, Fire Department, Police Department, Community Development, City and County of San Francisco, Alameda County, and the U.S. Department of Education. The 92 applications equated to approximately $19 million in award requests. All reviewed applications were evaluated and rated independently by each Committee member using the criteria listed below.
Narrative Element Points
Program Summary (no points)
Agency History and Capacity 20
Program Design 35
Outcomes and Impact 25
Required Resources and Budget Request &
Connective and Supportive Services
20 TOTAL 100
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December 3, 2024
The eligible applications were organized into four (4) groups based on the four (4) Core Needs Areas. Each group consisted of a minimum of seven (7) reviewers, with each applicant receiving a minimum of four (4) reviews utilizing a standard scoresheet to score/rate each narrative element. All reviewers signed conflict of interest forms prior to reviewing applications and RDCY staff took additional steps to ensure no reviewers scored proposals where they may have such a conflict.
Applications were scored from one (1) to five (5) in individual sections and then given a multiplier that rendered scores up to a total of 100 points. Agencies located in Richmond received an extra five (5) bonus points per the City’s Business Opportunity Ordinance. Committee members submitted their final scores and evaluations to City staff in November 2024. City staff then totaled and averaged the scores for each application and generated rankings in each priority area (a ranking of 1 denoting the highest average score overall, a ranking of 2 denoting the second-highest average score overall, etc.) (Attachment 2). Small and emerging organizations were evaluated and ranked separately from larger organizations. The intent behind this choice was to preserve and allow for funding to those organizations’ program applications that represented the highest quality and standards of service offerings for Richmond youth and their families.
CY 2025-2027 RFCY Grant Award Recommendations
At a special meeting of the RFCY Oversight Board held on November 19, 2024, RDCY staff provided an overview of the aggregate scores, program details, projected demographic service metrics, activities tables, as well as service locations (Attachment 3).
The RFCY Oversight Board engaged in a robust discussion regarding potential grant awards and asked RDCY staff for additional information regarding organizations. As part of the Board’s discussions and recommendations, they decided and/or agreed with RDCY staff to (1) recommend that at least one small and emerging organization be allocated funds for each core need area, and (2) only provide a cap or maximum of $300,000 per organization per year. While organizations were eligible to submit multiple applications, the Oversight Board emphasized the importance of distributing grant funds to as many unique Richmond-serving organizations as possible to maximize the impact of the funding. As a result of this decision, the organizations selected for funding vary slightly from the overall rankings for each core need area.
Ultimately, the RFCY Oversight Board came to consensus on the organizations to set forward for recommended approval and award by the City Council (Attachment 4). The information in the tables below represents awards to public and/or nonprofit organizations (37 programs overall) in an amount not to exceed $6,734,835.
Due to a fund balance in the RFCY account, the RFCY Oversight Board is recommending grant awards above the $6,370,000 estimated to be available annually during the CY 2025-27 grant period. Therefore, RDCY staff is recommending an 674
December 3, 2024
appropriation of $4,000,000 that will be made from the RFCY Fund Balance into the FY 2024-25 RFCY budget and future FY budgets to cover all the awards. The following table shows the total recommended grant award per Core Need Area.
Core Need Areas
Total
Recommended
Grant Award
1 Mental & Behavioral Health Needs $2,011,200
2 Physical Health & Access $1,420,814
3 Learning Needs $2,243,475
4 Safety, Community, & Belonging Needs $1,059,346
5 Connective & Supporting Services
TOTAL PROPOSED ALLOCATION $6,734,835
Grant award recommendations are listed below by Core Need Areas. In each table, an “*” indicates a Richmond based organization, an “E” denotes a small and emerging applicant, an “S” denotes a single applicant, and a “C” denotes a collaborative applicant.
A high-level summary for each recommended organization is included in Attached 3.
Determinations for funding by the RFCY Oversight Board were based on scores from the reviewers, as well as analysis of the application and budget components. The RFCY Oversight Board recommended full funding to organizations to allow them to implement their proposed programs annually between CY 2025-2027, as organizations are eligible for 3 years of grant awards.
Core Need Area 1: Mental & Behavioral Health Needs
Organization Name Requested Amount
Grant Award
Recommendation
Desarrollo Familiar* S $200,000 $200,000
City of Richmond, Office of Neighborhood
Safety* C $300,000 $300,000
Greater Richmond Interfaith Program* C $300,000 $300,000 Child Abuse Prevention Council S $51,200 $51,200
West Contra Costa Unified School
District* C $300,000 $300,000
Contra Costa Family Justice Alliance* S $200,000 $200,000 Mindful Life Project* S $150,000 $150,000
Latina Center* C $200,000 $200,000
Bay Area Community Resources S $200,000 $200,000
Black Neighborhood* E $60,000 $60,000
Bay Area Girls Club* E $50,000 $50,000
TOTAL $2,011,200 $2,011,200
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December 3, 2024
Core Need Area 2: Physical Health & Access
Organization Name Requested Amount
RFP Committee
Recommendation
YES Nature to Neighborhoods* S $199,974 $199,974
Pogo Park* S $200,000 $200,000
Summer Search* S $50,000 $50,000
Richmond Outdoors Coalition* C $300,000 $300,000
Growing Together, Bay Area S $190,840 $190,840
Project Avary S $200,000 $200,000
18 Reasons S $200,000 $200,000
Richmond Steelers* E $80,000 $80,000
TOTAL $1,420,814 $1,420,814
Core Need Area 3: Learning Needs
Organization Name Requested Amount
RFP Committee
Recommendation
Hidden Genius Project * S $200,000 $200,000
RYSE * S $200,000 $200,000
Richmond Library* S $200,000 $200,000
Richmond Freedom School (Ed Fund)* S $200,000 $200,000
Watershed Project (NGSS) * S $125,000 $125,000
Fresh Approach S $200,000 $200,000
City of Richmond, Recreation Dept * S $300,000 $300,000 City of Richmond, Employment &
Training * C
$300,000 $300,000
Practice Space * S $200,000 $200,000
Richmond Promise * C $218,475 $218,475
Things That Creep * E $100,000 $100,000
TOTAL $2,243,475 $2,243,475
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December 3, 2024
Core Need Area 4: Safety Community, & Belonging Needs
Organization Name Requested Amount
RFP Committee
Recommendation
Richmond High School Music
Department* C $300,000 $300,000
East Bay Center for the Performing Arts*
C
$300,000 $300,000
Summer Search* S $173,000 $173,000
Fresh Lifelines for Youth* S $101,790 $101,790
Big Brothers Big Sisters, Bay Area S $60,000 $60,000
Nurturing Independence Through Artistic
Development (NIAD)* S $58,556 $58,556
Touch of New Life* E $66,000 $66,000
TOTAL $1,059,346 $1,059,346
Next Steps
Given City Council approval of the grant awards, City staff will enter into grant service agreements with awardees (Attachment 5). City staff will manage the contract processes which include, but are not limited to, entering into contracts with grantees, contract administration, serving as a point of contact for all grantees, conducting site visits, reviewing progress reports, and reviewing and approving invoices.
Per the Charter, RFCY receives 3 percent of the General Fund. Beginning in FY 2025- 26, RFCY anticipates an additional $1.5 million due to the $50 million the City is scheduled to receive in July 2025 per the settlement agreement with Chevron.
Furthermore, funds are expected to be available in the RFCY Fund Balance to support additional grant awards. RFCY staff plans to engage with the RFCY Oversight Board, the City Council, service providers, and the broader community to determine how to allocate additional future funding. As an example, there may be a decision to provide a new grant opportunity for youth-led projects and/or award grants to more organizations that applied as part of the current CY 2025-2027 grant cycle (i.e. expand grants awards to 5 new organizations based on the existing scores and ranking).
Along with potential new funding opportunities, City staff, reviewers, and the RFCY Oversight Board agreed that organizations not recommended for funding would most benefit from technical assistance or capacity building support. Such support (e.g., strategic planning, budgeting/financial, executive director coaching, grant writing, etc.) would allow for improved operations and grant awards in subsequent years. It is the intent of City staff to provide such support during CYs 2025-2027 and staff are working on an RFP to solicit those services and provide access to organizations that could best utilize the assistance.
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December 3, 2024
SYNERGISTIC POLICIES:
2024 Richmond Fund for Children & Youth Community Needs Assessment 2025-2028 Richmond Fund for Children & Youth Strategic Investment City of Richmond Charter Article 15 - Richmond Fund for Children and Youth DOCUMENTS ATTACHED:
Attachment 1 – CY 2025-27 RFP Grant Guidelines and Application Attachment 2 – CY 2025-27 RFCY Grant Program Evaluation Matrix and Ranking Attachment 3 – CY 2025-27 RFCY Grant Award Program Overview and Summaries Attachment 4 – Resolution Approving CY 2025-27 RFCY Grant Awards Attachment 5 – Draft RFCY Grant Service Agreement
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The City of Richmond and Department and
Fund for Children and Youth
FY 2025-28 REQUEST FOR PROPOSALS
For Direct Services in the Following Core Needs:
• Mental And Behavioral Health And Wellness
• Physical Health And Wellness
• Learning Needs
• Safety, Community, And Belonging
• Connective Supportive Services
Pre-Proposal Conferences:
Wednesday, September 11, 2024, 11:00 A.M. – 12:30 P.M.
Wednesday, September 18, 2024, 6:00 P.M. – 7:30 P.M.
PROPOSAL DUE DATE:
SUNDAY, OCTOBER 6, 2024, BY 11:59 PM
Richmond Fund for Children and Youth | 450 Civic Center Plaza, Suite 300 Richmond, CA 94804 Phone 510.620.6523 | www.richmondyouth.org 679
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 2 of 63 Table of Contents
I. Request for Proposal General Information ..........................................................................................................4 II. About the RFP and the Richmond Fund for Children and Youth (RFCY)..........................................................5 About the Richmond Fund for Children and Youth.......................................................................................................................... 5 Goals of the Richmond Fund for Children and Youth...................................................................................................................... 6 Roles and Responsibilities of the Department of Children and Youth ..................................................................................... 7 Community Needs Assessment (CNA) Guiding Principles............................................................................................................. 8 Funding Allocations Available by RFCY 2025-2028 Strategies..................................................................................................... 9 III. Application Process.............................................................................................................................................. 10 Eligibility...........................................................................................................................................................................................................10 Fiscal Sponsors ..............................................................................................................................................................................................11 Use of Funds...................................................................................................................................................................................................11 Type of Applicants........................................................................................................................................................................................12 Funding Amounts.........................................................................................................................................................................................15 Applying for Funding..................................................................................................................................................................................17 Pre-Proposal Meetings and Technical Assistance Information..................................................................................................18 Important Dates ............................................................................................................................................................................................19 IV. Funding Core Needs for FY 2025-2028.............................................................................................................. 20 Core Need: Mental and Behavioral Health & Wellness.................................................................................................................21 Core Need: Physical Health & Wellness ..............................................................................................................................................23 Core Need: Learning Needs .....................................................................................................................................................................25 Core Need: Community, Safety, and Belonging...............................................................................................................................27 Core Need: Connective Supporting Services.....................................................................................................................................29 V. Proposal Instructions ........................................................................................................................................... 31 Step 1: Organization and Proposal Information...............................................................................................................................32 Step 2: Proposal Narrative ........................................................................................................................................................................33 Step 3: Budget ...............................................................................................................................................................................................37 Step 4: Required Documents ...................................................................................................................................................................40 Step 5: Proposal Submission & Acknowledgement .......................................................................................................................41 VI. Funding Recommendations and Contract Negotiation................................................................................... 43 Proposal Review Process ...........................................................................................................................................................................43 Evaluation of Proposals..............................................................................................................................................................................44 Contract Negotiations ................................................................................................................................................................................46 Contract Award..............................................................................................................................................................................................46 Appendix A: Proposal Template ................................................................................................................................. 49 Appendix B: Demographic Projections Table(s) ....................................................................................................... 54 Appendix C: Activity and Operations Projection Table(s) ....................................................................................... 56 Appendix D: Budget Template.................................................................................................................................... 61 Appendix E: Letter of Agreement (LOA) Sample ...................................................................................................... 62 Appendix F: Compliance with City Council Policies and Applicable Laws ............................................................. 63 680
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 3 of 63 681
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 4 of 63 I. Request for Proposal General Information
Request for Proposal Overview
This Request for Proposals (RFP) is being issued by the City of Richmond, Department of Children and Youth (RDCY) for the Richmond Fund for Children and Youth (RFCY). This RFP aims to solicit program proposals from non-profit organizations and public agencies to provide services to children and youth from birth to 24 years old in Richmond and Unincorporated North Richmond.
Voluntary Pre-Proposal (Bidders Conference) Meeting Dates and Times:
To provide information regarding the RFP, the RDCY will host two virtual pre-proposal conferences for interested applicants. A video of the pre-proposal meeting will be available on the RFCY grants webpage at www.ci.richmond.ca.us/RFCYGrants by September 13, 2024.
Wednesday, September 11, 2024, from 11:00 a.m. to 12:30 p.m.
Wednesday, September 18, 2024, from 6:00 p.m. to 7:30 p.m.
Deadline for Questions:
September 13, by 5:00 p.m., by email to Children and Youth staff at [email protected].
Proposal Submittal Deadline Date and Time:
Sunday, October 6, 2024, by 11:59 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. 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:
Departmental staff are available to answer questions regarding this RFP at (510) 620-6523 or [email protected], Monday - Friday, excluding City holidays, from 8:30 a.m. - 5:00 p.m. 682
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 5 of 63 II. About the RFP and the Richmond Fund for Children and Youth (RFCY) The Richmond Fund for Children and Youth (RFCY) is pleased to release the 2025-2028 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 unincorporated 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 five core needs outlined in the 2025-2028 Strategic Investment Plan, which was developed through an extensive community engagement process and can be found on RFCY’s grant webpage (http://www.ci.richmond.ca.us/RFCYGrants). All applicants are strongly encouraged to read the 2025-2028 Strategic Investment Plan in addition to this RFP before starting the application process.
Grants awarded through this RFP process will be for a three-year period, January 1, 2025, to December 31, 2027. The total projected amount for FY2025-2028 grant awards through this RFP is approximately $6.37 million available annually (based on the 3% General Fund allocation per the Richmond Charter, Article 15).
About 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.
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 683
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 6 of 63 specified below:
• For Fiscal Year 2021-2022 the Fund had an amount equal to one percent (1%) of the City’s annual actual unrestricted general purpose revenues • For Fiscal Year 2022-2023, the Fund had 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, the Fund has 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.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 7 of 63 Roles and Responsibilities of the Department of Children and Youth 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.) 685
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 8 of 63 Community Needs Assessment (CNA) Guiding Principles
RDCY staff initiated a second needs assessment and strategic planning process in 2024 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?
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 9 of 63 Funding Allocations Available by RFCY 2025-2028 Strategies The following chart provides a summary of projected allocations for all core need areas, based on an estimated $6.37 million annually. For more comprehensive strategy summaries and guidelines, please refer to the Core Needs for FY2025-2028 section of the RFP and the 2025- 2028 Strategic Investment Plan, which can be found on RFCY’s website (www.richmondyouth.org).
Core Needs Estimated % of Total Funds
Mental & Behavioral Health Needs 30%
($1,911,000.00)
Physical Health & Access 20%
($1,274,000.00)
Learning Needs 30%
($1,911,000.00)
Safety, Community, & Belonging Needs 20%
($1,274,000.00)
Connective & Supportive Services
Total Estimated Funding in FY 2025- 2028 annually: $6.37 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 core need. Also, it is important to note that per the Charter, any change in an approved SIP, which could include the core need and allocations, shall be based on the community needs assessment and input from the community. 687
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 10 of 63 III. Application Process
Eligibility
Entities1 eligible to receive funding shall be public agencies and non-profit community-based organizations, including organizations with a non-profit fiscal agent, that serve children, youth and disconnected transitional-aged young adults. For-profit agencies are not eligible for funding. An applicant that is a community-based organization must be tax-exempt under section 501(c)(3) of the Internal Revenue Code.
Location: Entities eligible to receive funding include those (1) located outside but in close proximity (approximately 15 mile radius) to Richmond to the extent that those entities serve children, youth and disconnected transitional-aged young adults who reside in Richmond or unincorporated North Richmond, and (2) located in Richmond or unincorporated North Richmond that serve children, youth, and disconnected transitional-aged young adults in Richmond or unincorporated North Richmond, regardless of the residence of the children or youth.
Collaboration: Article 15, Section 5b of the Charter states that the Fund shall not fund the following services or types of expenditures: services provided by the West Contra Costa Unified School District, Richmond libraries, Office of Neighborhood Safety, Richmond Promise College Scholarship Program, Richmond Housing Authority and Youth Works, except for collaborations between the above mentioned entities and community-based organizations and programs that meet the goals and eligible uses of the Fund.
Collaboration Definition:
For the purposes of this RFP, collaboration between the entities listed in Article 15, Section 5b of the Charter (entities)1 and a community-based organization (CBO) is defined as cooperation between the entity and the CBO that includes at least one of the following activities: (1) seeking input from the CBO on how services provided can best respond to community needs (e.g. needs of children, youth, and young adults) OR (2) working together to plan or coordinate services. Collaboration can include but does not require the joint delivery of services or a formalized agreement. The nature of the collaboration can be described in the entity’s application for funding and does not require a joint application between the entity and the CBO.
Youth Voice: It is expected that eligible organizations that apply for funding will clearly demonstrate how youth voice, perspective, and input is central in the proposed program design, development, outreach, and/or implementation.
1. Entities included in Article 15, Section 5b include West Contra Costa Unified School District, Richmond libraries, Office of Neighborhood Safety, Richmond Promise College Scholarship Program, Richmond Housing Authority and Richmond YouthWORKS. 688
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 11 of 63 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 organization 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:
1. 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;
2. Services provided by the West Contra Costa Unified School District, Richmond libraries, Office of Neighborhood Safety, Richmond Promise College Scholarship Program, Richmond 689
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 12 of 63 Housing Authority and YouthWORKS, except for collaborations between the abovementioned 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);
3. Any service that primarily benefits adults over 24 years;
4. 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;
5. 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;
6. Capital expenditures for housing, or rent subsidies;
7. Primary and specialized medical and direct mental health services; however, prevention, education, and other behavioral and mental health support services are eligible for funding;
8. Income supports that supplant state or federal benefits or post-secondary tuition assistance;
9. Political campaigning or lobbying;
10. Subsidization of existing contracts;
11. Repayment of existing debt or pre-existing tax liens or obligations;
12. 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);
13. Legal, loan, or bank fees;
14. A project or program which is clearly intended for commercial gain;
15. A project or program that occurs before or after the grant award period; or
16. 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 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 690
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 13 of 63 as long as they demonstrate that they have met the definition of collaboration as defined in this RFP (see Eligibility section, page 10).
Single Organization Applicant
A Single Organization Applicant is one organization applying for RFCY funding, referred to as the lead organization and will be the one 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 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 organization 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 organization of a Collaborative will be the organization that contracts with the City of Richmond. Collaboratives must choose a lead organization 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.
The Collaborative should examine how the involvement of other collaborating organizations will be best coordinated within the model. RFCY will not consider lead organizations that act simply as a fiscal pass through. All agencies, schools, and/or program sites must be active parts of program implementation.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 14 of 63 Entities listed in Article 15, Section 5b of the Charter may apply as part of a Collaborative applicant in this category.
Proposal Submission Guidelines and Limitations
An entity may submit up to two proposals as a lead organization requesting funding. Each proposal must be for substantially different programming. "Substantially different programming" means that the programs differ in at least one of the following aspects: core area, program design, staffing, program location, or the target population receiving services.
Applicants may submit separate proposals for their own program and be part of a Collaborative proposal if the proposals are substantially different. Applicants may not receive funds as a single organization and as part of a Collaborative for the same program. Applicants may submit substantially different proposals within the same core need.
Applicants may not submit the same proposal more than one time to different RFCY core needs. Select the most appropriate core need that best aligns to your program and submit only one request proposal for the proposed program.
Please note that the reviewers will 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 can submit separate proposals per department and/or division, if the departments and/or divisions are substantially different in the services that they provide to the community and have separate and distinct budgets.
Special Note: Entities listed in Article 15, Section 5b of the Charter may apply as a Collaborative Applicant with a formalized agreement AND may also apply as a single organization 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.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 15 of 63 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 $50,000 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 Organization Applicant
• Single organization applicants 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, Single organization 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 $300,000. • No more than 20% may be allocated to indirect costs, calculated as a percentage of the total grant request.
• Organizations may submit multiple grant requests, but Collaboratives should limit total RFCY requests to no more than 40% of the lead organization’s current year overall budget, excluding current RFCY funding.
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 organization with an annual budget of $420,000 or more could request one or more grants for a maximum RFCY award of $168,000. 693
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 16 of 63 Summary Table By Application Type
Small and Emerging
(Budgets at or under
$250,000)
Single Organization
(Budgets over
$250,000)
Collaboratives
Minimum
Grant
Request
$50,000 $50,000 $50,000
Maximum Grant
Request $100,000 $200,000 $300,000
Maximum
Indirect Rate 20% 20% 20%
Minimum Match
Requirement
15%
of RFCY grant
request
15%
of RFCY grant
request
15%
of RFCY grant
request
Financial
Statements See Information and Requirements Below
Financial Statements
All financial statements (i.e., audited/reviewed financials or 990s/990Ns or income statements) must be from no earlier than 2022. If an applicant is a public organization, 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 organization 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 (CPA) as part of your application submission. In the Organization 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 organization 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, 2025 (electronic copy via email to [email protected]).
Matching Funds
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 Example: A lead organization 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.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 17 of 63 as a match. This 15% match of RFCY program funding must be a cash or in-kind match that supports the program. Grantees may NOT use one RFCY grant as a match.
Funding Period
This RFP represents a three-year grant cycle. The contract is for a three-year period (January 1, 2025, through December 31, 2027). 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.
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) Organization 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.
Example: An organization is seeking $100,000 from RFCY to run a 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.
Contact RDCY staff at [email protected] for all technical issues and questions regarding the online application system.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 18 of 63 Pre-Proposal Meetings and Technical Assistance Information 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:
o Wednesday, September 11, 2024, from 11:00 a.m. to 12:30 p.m. o Wednesday, September 18, 2024, from 6:00 p.m. to 7:30 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 September 3, 2024, and concludes Friday, September 13, at 5:00 p.m. E-mail TA and/or general questions to RDCY staff at [email protected]. Staff will answer questions about eligibility, funding parameters, and required information and documents for online submission.
The assistance is not intended to provide professional advice on program design, feasibility, or other program development and implementation issues.
This Technical Assistance is provided by email only. Frequently Asked Questions will be publicly posted to the RFCY webpage by 5:00 p.m. on September 20, 2024. 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.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 19 of 63 Important Dates
These dates are tentative and subject to change:
Date
Request for Proposals (RFP) Released September 3, 2024
Pre-Proposal Meetings Virtual/Video
Conferencing
Wednesday, September 11, 2024
11:00 a.m. to 12:30 p.m.
Wednesday, September 18, 2024
6:00 p.m. to 7:30 p.m.
Questions Due by E-mail September 13, 2024, 5:00 p.m.
Frequently Asked Questions Published September 20, 2024, 5:00 p.m.
Online Proposals Due
Sunday, October 6, 2024, by 11:59 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
November 2024
Contracting and Negotiations Begins November - December 2024 Program Cycle January 1, 2025 – December 31, 2027
Additional RFCY Resources
The following documents can be found on the RFCY website at www.ci.richmond.ca.us/RFCYGrants
• RFCY 2024 Community Needs Assessment
• RFCY 2025-2028 Strategic Investment Plan
• RFCY Contract Documents
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 20 of 63 IV. Funding Core Needs for FY 2025-2028
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.
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 five core needs for investment. Needs 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 five core needs were then assigned a percentage allocation based on considerations of the urgency of the need and potential for equity impact. The core needs, not listed in order of importance, are as follows:
Core Needs Estimated % of Total Funds
Mental & Behavioral Health 30% = $1,911,000
Physical Health & Wellness 20% = $1,274,000
Learning Needs 30% = $1,911,000
Safety Community & Belonging 20% = $1,274,000
Connective Supportive Services
Total Annual Estimated Funding in FY 2025-28 100% = $6.37M The approved SIP will guide RDCY’s three-year grant cycle between 2025 and 2028. The annual allocation of grant funding for each year is estimated to total approximately $6.37 million (based on the City’s Fiscal Year 2024-25 revenue amounts). Estimated funding is approximate for the core needs.
Tip: The five core needs 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.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 21 of 63 Core Need: Mental and Behavioral Health & Wellness
Mental health encompasses our emotional, psychological, and social well-being, affecting how we think, feel, and act. It plays a role in managing stress, relating to others, and making decisions. In Richmond, mental and behavioral health has emerged as a top concern for children and youth, as evidenced by focus groups with nearly 100 participants. High stress levels due to poverty, bullying, racial discrimination, safety concerns, and exposure to violence significantly impact their mental well-being. Depression and anxiety are prevalent, worsened by the pandemic’s effects on learning and social interactions. The pandemic intensified mental health issues, causing social isolation and increased screen time. Children missed opportunities to develop social skills, affecting their ability to interpret body language and facial expressions, while teens lost peer interactions as schools shut down. Social isolation was a recurring theme among focus group participants and 200 survey respondents, with three out of four rating the pandemic's negative impact as "Very High" or "High."
Two major challenges emerged: increased awareness and education about mental health, and lack of access to mental health resources. Despite insurance coverage through Medi-Cal; children and youth face long wait times to get an appointment with a provider fueled by the shortage of mental health providers in the Richmond area. Over half of the survey respondents feel that the mental health needs of Richmond’s children and youth are not being adequately met, which is influenced by lack of resources to meet the high demand. Survey respondents and Visioning Community Event attendees highlighted three priority services: (1) Affordable 1:1 Mental Health Counseling, (2) Access to Behavioral Health Services (e.g., anger management), (3) Programs addressing youth trauma and exposure to violence.
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
• Individual & group counseling/therapy sessions
• Mindfulness & emotional wellness programs
• Mental health/wellness support groups
• Behavioral health/ positive behavior intervention programs • Violence and trauma recovery programs
• Trauma informed training for staff, teachers, first-responders 699
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 22 of 63 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 behavioral health services; reduction in wait time from referral to first appointment
• Reduction in symptoms of anxiety, depression, etc.
• Increase in caregiver support through workshops and participation • Increase in collaborative projects and referral networks • Increase in engagement and retention for youth receiving services • Reduction of mental health stressors such as poverty, bullying, and discrimination 700
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 23 of 63 Core Need: Physical Health & Wellness
The physical well-being of children and youth in Richmond is significantly influenced by Social Determinants of Health (SDOH). These determinants include the conditions in which people live, learn, work, and play, which impact a wide range of health outcomes. Access to quality healthcare, safe and healthy outdoors, safe neighborhoods, and healthy food is vital for maintaining good health. In Richmond, many children grow up in neighborhoods facing significant challenges such as exposure to gun violence, pollutants, and a lack of safe recreational spaces. These adverse conditions fuel constant stress that subsequently affects physical development and cognitive growth.
The Childhood Opportunities Index (COI) highlighted in the 2024 Community Needs Assessment reveals that 45% of children and youth live in areas of concentrated poverty, and 37% live at 200% below the federal poverty level. Poverty is a significant social determinant of health. The COI measures various factors affecting health, including pollution, healthy environment, safety related resources, and healthcare access. Neighborhoods with "Very Low and Low" COI ratings indicate poor opportunities for achieving physical well-being shown by high incidences of negative health outcomes.
Community engagement through the CNA process demonstrated a significant need for better access to healthcare services and resources. Richmond is designated by the state Department of Health as a Medically Underserved Area (MSU) with shortages in primary health, mental health, and dental health professions. It further validates why access to services that treat and foster physical health is identified as a high need among the 400 voices heard throughout the community needs assessment process. caregivers and service providers.
Options for Supported Programming
• Community health center and clinic services
• Drug education and prevention programs
• Healthy eating and nutrition programs
• Gardening, sustainability, and food justice programs
• Outdoor and youth adventure programs
• Environmental health awareness and services
• Shelter and food services addressing basic needs
• Sports programs and recreation leagues
• Healthy lifestyle programs (e.g. yoga, walking clubs, aerobics) • Summer camps
• Promotion of hobby clubs such as cooking, gardening, and knitting 701
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 24 of 63 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
• Increase nutritional education and food justice; improvements in participants’ nutrition knowledge and households reports food security
• Increase in healthcare services accessed by target populations, and decrease in access barriers
• Increase in number of outdoor activities offered in healthy environments • Increase in physical activity among youth participants through sports recreation and summer camps
• Increase in chronic disease prevention programs
• Increase in healthy lifestyle programs, such as food, nutrition, drug prevention and awareness
• Improve overall health outcomes in key health metrics (e.g. BMI, blood pressure, weight loss) through holistic physical health and wellness
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 25 of 63 Core Need: Learning Needs
The scope of learning considered for the Community Needs Assessment spans from: early childhood, pre-kindergarten to post-secondary education and youth up to 24 years of age.
Discussions about learning needs were prominent among focus group participants, survey respondents, key informants, and Community Visioning event attendees. Key learning benchmarks along this continuum were identified to assess whether children and youth are falling behind, indicating specific learning needs.
The West Contra Costa School District (WCCUSD) serves a diverse student population of 26,312 students across 54 schools. Families in the district speak more than 50 different languages, with 36% of students being English Language Learners (ELL). The district's minority enrollment is 90%, and 31% of students are economically disadvantaged.
Pandemic-related learning loss is significant, with nearly 80% of survey respondents indicating that COVID-19 has had a "Very High or High Impact" on youth in Richmond. Youth attending focus groups shared their struggles with making up for lost time. Additionally, Richmond has the largest number of children in Contra Costa County, with more than half of preschool-aged children eligible for subsidized programs. However, childcare providers serve only 40% of eligible children, leaving 60% of needs for childcare being unmet.
Options for Supported Programming
● Caregiver “how to” workshops on helping children learn ● Early childhood development programs for children 5 years and under ● Literacy programs on reading from birth to high school ● STEM education programs, activities, and clubs
● Tutoring and homework assistance
● Access to high-speed broadband and technology (hardware/software) ● Life-skills, Communication, Leadership Training & Workshops ● Middle School Career Explorer/Awareness Programs
● College-prep and college-application mentoring & assistance ● Career Tech Training, internships, jobs for High School Students ● Employment & On the Job Training for youth 16 to 24 years ● Youth entrepreneurship programs and activities
● Music, Performing Arts and Arts Programs
Priority Populations
This could include all 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 ● Children with disabilities
● Students experiencing homelessness
● Students who are not engaged in out-of-school extracurricular activities 703
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Desired Results
• Increased accessibility to programs serving multilingual families that are culturally relevant • Increased in students meeting grade-level benchmarks and regular school attendance • Increase parental learning and support
• Increase in college and career readiness, jobs, mentorship programs, and internship • Increase in number of children enrolled in early childhood programs; increased awareness of Universal PreK (UPK)
• Increase in literacy programs offered across all ages to 24 years • Increase in collaborative projects, volunteer tutors, mentors and referrals to learning resources 704
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 27 of 63 Core Need: Community, Safety, and Belonging
Residents of Richmond express pride in their city, embracing its diversity and community spirit, while also recognizing its challenges. Safety is a significant concern, with 95% of survey respondents believing that youth worry about their safety in their neighborhoods. 75% think this fear has a high impact on their well-being, and 92% see a critical need for creating safe, quality spaces for youth aged 13 and older. Youth highlight varying safety levels across neighborhoods, the normalization of violence, a lack of safe public spaces, inadequate school safety, and the need for community policing without profiling.
Belonging is crucial for children and youth, requiring appreciation for their identity without harmful stereotypes. Focus groups revealed that justice-impacted and LGBTQIA+ youth feel their needs are not adequately met. Disconnected youth (18-24 years old out of school and work) and youth experiencing homelessness face significant challenges. Richmond's unhoused population has increased from the past year of whom 14% are under 24 years of age. Students experiencing homelessness in WCCUSD are reported to have high rates of chronic absenteeism that hinder their academic performance.
Community centers offering enrichment programs and resources for parents are highly valued for fostering child and youth development. However, issues like waiting lists and transportation barriers limit participation. Affordable after-school programs, summer camps, and jobs for youth are also in high demand. At a Community Needs Assessment Visioning Event, participants expressed a desire for community events throughout the year to build a stronger sense of community across Richmond.
Options for Supported programming
• Restorative Justice Programs focused on reconciliation • Programs mentoring, supporting justice-impacted youth and families • Mentoring and life-coach programs
• Prevention programs on domestic violence, child abuse, and sexual violence. • Police and community relations activities and programs • Neighborhood-based safety initiatives by police and community members • Cross cultural activities and spaces that foster community • Youth safe spaces that provide a welcome space to “chill,” socialize and enjoy activities to lean, grown, explore, create, and heal
Priority populations
• African American youth
• Latino/Latinx youth
• 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
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• Increase partnership and relationship building with Police • Increase youth involvement in decision making
• Increase Home-Owner Associations to promote safe neighborhoods • Increase Safety Routes to get to activities to and from school • Increase community events, gatherings, and seasonal events to foster family traditions • increase the number of community and recreation centers in neighborhoods • Increase sports facilities with a focus on providing activities specifically for girls • Increase of green spaces where youth and families can gather 706
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 29 of 63 Core Need: Connective Supporting Services
Throughout the community engagement process, involving over 400 individuals, 3 overarching needs emerged: transportation, navigation support, and a two-generation approach to services.
Transportation is a critical issue for moving beyond poverty in Richmond. Many low-income families cannot afford reliable transportation or the costly repairs that come with car ownership.
Public transportation schedules are often not conducive to balancing the demands of childcare, jobs, and after- school programs. This may explain why only 10% of workers in Richmond use public transportation, while 63% drive alone. Youth frequently mentioned that there are neighborhood centers and programs they would like to attend, but without reliable transportation, they cannot access these valuable resources. As a result, their opportunities for enrichment and personal development are limited.
Navigation Support is essential for helping families and individuals access social services, housing, education, and healthcare. Parents and grandparents highlighted the complexity and overwhelming nature of the eligibility criteria and application processes required to receive services. Each organization has its own set of requirements, making it a time-consuming task to track down necessary resources, determine eligibility, and provide the required documents.
Participants at the Community Needs Assessment Visioning event emphasized the need for a city-wide universal application for health and social services to simplify this process and make it more accessible.
Two-Generation Approach (2Gen) involves supporting both children and their parents/guardians simultaneously to build family well-being. This approach is based on the premise that uplifting guardians also uplifts children. Two-generation strategies aim to build family well-being by intentionally working with children and the adults in their lives together.
For instance, a center that offers socio-recreational activities and homework help for teens could also provide resume writing, job-hunting assistance, and financial literacy programs for guardians. This holistic approach ensures the economic security of the entire family and promotes the well-being of every member. The 2Gen approach also includes support for grandparents raising grandchildren, recognizing the diverse family structures within the community. The “Five Guiding Principles of 2Gen” can be found in Appendix C.
Options for Supported Programming
• Navigational: information support to access services addressing core needs • Transportation: initiatives and services that ensure children and youth have access to programs addressing the five core needs.
• Two Generation: programs and initiatives that ensure guardians or caring adults have the resources and support required to help their children thrive. 707
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• 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 Desired Results
• Increase in resource awareness and accessibility
• Increase in available transportation supports available to youth to attend programs • Decrease barriers for youth to attend activities, events, and programs • Increase in programs that uplift and support parents/caregivers, and grandparents economically
• Increase in promoting health and wellness of parents/caregivers, and grandparents • Increase in intergenerational programs
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 31 of 63 V. 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 – Organization and Proposal Information - Provide information specific to your organization and to the program your organization is requesting funding for, including the RFCY core need 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 before submitting. It is recommended that you wait until the entire application is complete before submitting each form. Once you submit, you will not be able to edit any of your work.
More information is provided on each of these steps on the following pages. Be sure to read these instructions carefully.
Questions about the content of the RFP can be directed by email to [email protected] . Questions by phone or in person will not be taken. 709
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Begin your application by completing the Organization and Proposal Information section.
Organizations may submit more than one (1) but not more than two (2) grant applications. If submitting more than one (1) application, organizations may apply for the same or different core needs. Each application must be submitted separately. Please review the Application Process section of this RFP for additional information.
To complete the Organization and Proposal Information, provide the requested information via the online portal at www.ci.richmond.ca.us/RFCYGrants:
• Name of Lead Organization
• Fiscal Sponsor Information (if Applicable)
• Project Manager Information
• Program/Project Budget
• Type of Applicant
• RFCY Core Needs
Type of Applicant
Select whether the organization is applying as a “Small and Emerging Applicant”, “Single Organization” or “Collaborative.” For collaborations, list the organization 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 Core Need
Select the appropriate strategy under which the proposal is being submitted for funding consideration. You must select ONE core need.
When you have finished with the Organization and Proposal Information section, move on to upload the Proposal Narrative, Demographics Table and Activities and Operations Projections Table, and Budget sections of the RFP.
Example: Organization ABC would like to apply as a Single Organization for the Physical Health and Wellness core need and as a Collaborative for the Learning Needs core need.
Organization ABC must submit two separate applications for each and list the preferred area for each application.
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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
Organization History and Capacity 10
Program Design 35
Outcomes and Impact 25
Required Resources and Budget Request 20
Connective and Supportive Services 10
Total 100
• Including the responses in Section 1 and Section 2, the Proposal Narrative form shall be limited to six (6) double sided pages or twelve (12) pages. This page limit is not inclusive of budgets, resumes, descriptions of work experience, or documents requested as part of the application, including Appendices B, C, and D. • All submitted materials should be typed in a 12-point font size and a Serif or Sans Serif font style (e.g., Times New Roman or Arial). Applications must be easily 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 Sunday, October 6, 2024, at 11:59 p.m.
Applications received after this date and time will not be considered and will not be eligible for review and scoring by the Review Committee.
For more information regarding scoring of the application, see the Evaluation of Proposals section.
3 This point system applies only to the scoring of the narrative section. The scoring committee will use this score along with other criteria, including but not limited to service location, service to priority populations, strategic alignment, past performance, and reasonableness of budget and activities, when making funding recommendations.
Tip: RDCY recommends that organizations first draft their responses to the Proposal Narrative section in the template provided. Be sure to review your submissions for accuracy, formatting, clarity and completeness prior to uploading your Proposal Narrative template.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 34 of 63 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).
Organization History And Capacity (10 Points)
1) Briefly describe your organization.
2) Describe your organization’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 (Program Manager). • Describe the staff working on the program and their qualifications serving young people.
• Any key staff that will be responsible for working with Department of Children and Youth external evaluators. It is anticipated that roughly 10 hours will be set aside for evaluator work each fiscal year.
Note that any resumes or external documentation related to staff working experience will not count towards the page limit.
Program Design (35 Points)
4) Identify the population that will be served in your program; and, if applicable, describe in detail the high-priority populations served by 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.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 35 of 63 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) Are there 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?
Outcomes and Impact (25 Points)
8) What are the needs that your proposed program is designed to address (provide data)? How will your program’s target population benefit from the proposed services? 9) Describe how your program will:
• measure its performance impact and achieve set outcomes. a. 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?
• How will your organization document participant enrollment, participation, and other indicators that are relevant to tour program such as number of participants, participation over time, number of referrals provided, etc.? • How will your program gather and assess participant outcomes throughout the grant period
10) List your program’s annual outcomes and performance for the past one to three years.
Explain any fluctuations in outcome and performance year-to-year.
Required Resources and Budget Request (20 Points)
11) What are the proposed total annual program expenses for the 2025-2028 fiscal year? What were the total program expenses in the most recently completed calendar or fiscal year? What is changing?
12) 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.
13) 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.
14) In addition to responding to all the prompt(s), also complete the Budget Template as referenced in Step 3 found in Appendix D.
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15) Connective supportive services provide a range of support mechanisms that help ensure participants have what they need to fully engage with and benefit from the program. Connective Support Services were identified in the 2024 Community Needs Assessment, including transportation, referrals and resources, 2 generation support, and meal support. Please describe in detail:
• Which Connective Support Services will program provides to participants? • What percentage of participants will receive these support services? • How frequently will participants access these services? Addendum (Optional)
For previous RFCY Grantees: Please address any challenges that arose for your organization that may have prevented you from completing your previous grant agreement in full. If there are multiple, please answer in detail for each challenge. 714
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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 accurate projection of the program expenses for an annual program year: FY 2025-2028 (January 1, 2025 to December 31, 2027).
This section also allows you to show the cost effectiveness of your program and demonstrate how you leverage other funds for the programs you are proposing. The proposed budget should reflect of what was written in the Proposal Narrative 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 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.
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.
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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 Organization 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 organization. In the Budget Narrative provide a clear response of how your organization 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. 716
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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. Describe what the employment is and how the cost was calculated. • Enter the total amount of fringe benefits associated with employing youth including benefits youth may receive and 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 Organization: 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.
Example: Indirect Costs are calculated as a percentage of the total RFCY Funds requested. A Single Organization applicant can request up to 20% of the total grant as Indirect Costs. If the organization applies for a grant requesting $100,000 from RFCY, the maximum indirect costs that can be requested is $20,000. 717
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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 nonprofit status under section 501(c)(3). To obtain this letter, call the IRS at 1-877-829-5500 (Note: it may take over two weeks). Public Agencies can submit a blank PDF as an attachment. ❑ Financial Statements
• Provide a copy of your organization’s most recent audited financials or Internal Revenue Service Form 990 or 990N or Income Statements (no later than 2022).
Reviewed annual financial statements are allowable for faith-based groups. ❑ Organizational Budget
• Provide the lead organization’s organizational budget for the current fiscal (FY 2024- 2025) or calendar year. The organizational budget must clearly list sources of income/revenue, and detail personnel, direct, and indirect expenses. • If applying with a fiscal sponsor, the organizational budgets of the lead organization and fiscal sponsor are required.
❑ List of Board of Directors
• Upload the current board roster with officers and affiliations for your organization, including fiscal sponsors and collaborative partners if applicable. ❑ 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 Organization 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. • Each LOA document can be uploaded in any format (e.g., word, pdf, excel, etc.). See Appendix E for a sample LOA.
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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: Sunday, October 6, 2024, BY 11:59 p.m.
You must have completed and submitted all forms and uploads by 11:59 p.m., on Sunday, October 6, 2024. All proposals submitted after 11:59 p.m. on Sunday, October 6, 2024, 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. 719
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 42 of 63 City Of Richmond/Richmond Department For Children And Youth Rights and Reservations By submitting a proposal, an applicant authorizes RDCY to verify any information the proposal contains. At any time before a contract is issued, RDCY may conduct site visits, interviews, and/or undertake other means to verify applicants’ provision of services before making a final determination of grant awards. RDCY has the right to disqualify applicants whose proposals present false, inaccurate, or incorrect information or are incomplete in any fashion.
Once a final award is made, all RFP responses, except financial and proprietary information, become a matter of public record and shall be regarded by the City as public records. To withhold financial and proprietary information, please label each page as "confidential" or "proprietary". Although a document may be labeled "confidential" or "proprietary", information is still subject to disclosure under the Public Records Act and is, at the City's discretion, based on the potential impact of the public’s interests whether or not to disclose "confidential" or "proprietary" information. The City shall not in any way be liable or responsible for the disclosure of any such records or portions thereof if the disclosure is made pursuant to a request under the Public Records Act.
If an inadequate number of proposals is received or the proposals received are deemed nonresponsive, not qualified, or not cost effective, the City may at its sole discretion reissue the RFP.
Additional Preference Points
Applicants will receive preference points from the City of Richmond for being an organization that is a Richmond business. (see Richmond Business Opportunity Ordinance, Richmond Municipal Code 2.50).
Richmond Business Opportunity Ordinance is incorporated into the Richmond Municipal Code (RMC) linked here: RMC Section 2.50. Be sure to review Section 2.50.040 for Definitions of the “Richmond business”, “Richmond nonprofit business”, and all other applicable sections, terms, and/or stipulations set forth within the RMC Section 2.50. 720
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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 core needs, 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 core need.
4. RFCY staff will provide the Committee with the average scores and ranking of proposals within each core need. Committee members will utilize this information to help make recommendations to the RFCY Oversight Board.
5. The RFCY Oversight Board will review Committee recommendations and will convene to approve funding decisions at their public monthly meeting in November 2024.
Award recommendations will align with the strategic objectives as detailed in the 2025-2028 RFCY Strategic Investment Plan.
The RFCY Oversight Board regular meetings are held monthly on the first Monday of the month, 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.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 44 of 63 Rejection of Proposal Elements
The City reserves the right to reject any or all proposals, whether 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 • Organization has not completed a grant term in previous years • If you fail to produce in a single FY, City has the right to rescind the rest of your grant award.
Evaluation of Proposals
The City has allocated up to eight weeks for review of the proposals. The following specific criteria and the points for each criterion, for a total of 100 points, will be used in evaluating and rating the proposals:
1) ORGANIZATION HISTORY & CAPACITY..................................................................10 POINTS • Past, recently completed, or on-going projects to substantiate experience. • Demonstration of ability and experience in working with diverse communities and youth. • Organization 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.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 45 of 63 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 core needs/funding strategies.
• Applicant demonstrate the ability to reasonably account for/track outcomes. 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. 5) CONNECTIVE AND SUPPORTING SERVICES................................................10 POINTS • Program provides Connective Supporting Services to Richmond youth and their guardians. 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 organization capacity, and reasonableness of budget and scope of services.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 46 of 63 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 core needs, 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.
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.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 47 of 63 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, timecards, 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.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 48 of 63 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. Grantees must comply with all local, state and federal laws including being in good standing with the California Department of Justice and Secretary of State.
5. 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. 726
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 49 of 63 Appendix A: Proposal Template
SECTION 1 – ORGANIZATION AND PROPOSAL INFORMATION
Including the responses in Section 1 and Section 2, this Proposal Narrative form shall be limited to six (6) double sided pages or twelve (12) pages.
Organization Information (Applicant):
Name of Organization or Lead Organization:
Click here to enter text.
Organization Address:
Click here to enter text.
Executive Director Name:
Click here to enter text.
Program Manager Name (primary contact for the grant):
Click here to enter text.
Program Manager Phone Number:
Click here to enter text.
Program Manager Email Address:
Click here to enter text.
Program Summary (50-word limit):
Click here to enter text.
Fiscal Sponsor Information (Organization with 501(c)(3) tax status):
Name of Organization:
Click here to enter text.
Executive Director Name:
Click here to enter text.
Organization Address:
Click here to enter text.
Program Manager Name (primary contact for the grant):
Click here to enter text.
Program Manager Phone Number:
Click here to enter text.
Program Manager Email Address:
Click here to enter text.
Collaborative Partner Organization:
Name of Organization:
Click here to enter text.
Executive Director Name:
Click here to enter text.
Organization Address:
Click here to enter text.
Program Manager Name (primary contact for the grant):
Click here to enter text.
Program Manager Phone Number:
Click here to enter text.
Program Manager Email Address:
Click here to enter text.
Program Budget:
Program Budget:
$ Click here to enter text.
Amount of Grant Funds Requested:
$ Click here to enter text.
Annual Organizational Budget:
$ Click here to enter text.
Fiscal-Sponsor Budget (if applicable):
$ Click here to enter text.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 50 of 63 Type of Applicant:
Choose whether the organization is applying as a Small and Emerging, Single Organization, or Collaborative Applicant and enter that information in the field below.
Click here to enter text.
For Collaborative Applicants and organizations listed in Article 15, Section 5b, list the information below for all collaborating organizations for the proposed program.
Organization Name Contact Name Major Responsibilities
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RFCY Core Needs:
Choose one (1) appropriate core need under which the proposal is being submitted for funding consideration and enter that information below:
Mental & Behavioral Health Needs Physical Health & Wellness Needs Learning Needs Safety Community & Belonging Needs What other areas of high needs (identified by the recent Community Needs Assessment) are addressed by your program? (Check all that apply and enter details below) ☐ Mental & Behavioral Health Needs
☐ Physical Health & Wellness Needs
☐ Learning Needs
☐ Safety, Community & Belonging Needs
SECTION 2 – PROPOSAL NARRATIVE
Including the responses in Section 1 (above) and Section 2, this Proposal Narrative form shall be limited to six (6) double sided pages or twelve (12) 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.
Click here to enter text.
ORGANIZATION HISTORY AND CAPACITY (10 POINTS)
1) Briefly describe your organization.
Click here to enter text.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 51 of 63 2) Describe your organization’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 similar projects (Program Manager).
• Describe the staff working on the program and their qualifications serving young people. • Any key staff that will be responsible for working with Department of Children and Youth external evaluators. It is anticipated that roughly 10 hours will be set aside for evaluator work each fiscal year.
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*Note that any resumes or external documentation related to staff working experience will not count towards the page limit.
Staff Name Roles and Responsibilities
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PROGRAM DESIGN (35 POINTS)
4) Identify the population that will be served in your program; and, if applicable, describe in detail the highpriority populations served by 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.
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6) What role will youth have in program design, implementation and/or evaluation, if any? For example, how will they inform, consult, or collaborate with staff?
Click here to enter text.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 52 of 63 7) Are there 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? Click here to enter text.
Collaborating Organization Roles and Responsibilities
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OUTCOMES AND IMPACT (25 POINTS)
8) What are the needs that your program is designed to address (provide data)? How will the population your program serves directly benefit from the proposed services? Click here to enter text.
9) Describe how your program will:
• Measure its performance impact and achieve set outcomes o 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? • How will your organization document participant enrollment, participation, and other indicators that are relevant to your program such as number of participants, participation over time, number of referrals provided, etc.?
• How will your program gather and assess participant outcomes throughout the grant period? Click here to enter text.
10) List your program’s annual outcomes and performances for the past one to three years. Explain any fluctuations in outcome and performance year-to-year.
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REQUIRED RESOURCES AND BUDGET REQUEST (20 POINTS)
11) What are the proposed total annual program expenses for the 2025-2028 fiscal year? What were the total program expenses in the most recently completed calendar or fiscal year? Are there changes? Click here to enter text.
12) Describe the proposed program expenses and explain how funds requested are reasonable to support the proposed numbers of children to be served, hours of service to be provided, and overall program design.
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13) 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 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, 730
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 53 of 63 estimated annual revenue, and estimated percent of students participating for free compared to students paying a fee.
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14) 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.
CONNECTIVE SUPPORTIVE SERVICES (10 POINTS)
15) Connective supportive services provide a range of support mechanisms that help ensure participants have what they need to fully engage with and benefit from the program. Connective Support Services were identified in the 2024 Community Needs Assessment, including transportation, referrals and resources, 2Generation support, meal support, etc. Please describe in detail:
• Which Connective Support Services will your program provide to participants? • What percentage of participants will receive these support services? • How frequently will participants access these services? Click here to enter text.
ADDENDUM (OPTIONAL)
For previous RFCY Grantees:
Please address any challenges that arose for your organization that may have prevented you from completing your previous grant agreement in full. If there are multiple, please answer in detail for each challenge.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 54 of 63 Appendix B: Demographic Projections Table(s)
Please estimate the total number of unique clients your program projects to enroll and serve during the period January 1, 2025, and December 31, 2027, if funded by RFCY. Do not include in your projections participants that only receive ancillary services such as sitting through a onetime 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 unique identifications, Date of Birth, Gender Identity, Race/Ethnicity, and address & 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 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
White
Native
American/Indigenous
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
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 55 of 63 Priority Population % of participants
Justice-impacted youth
Young people who have been pushed out of school
Young people who themselves are homeless, or whose families are threatened by homelessness
Young people living in poverty
Immigrant and undocumented children, youth, and families LGBTQIA+ 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
TOTALS
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 56 of 63 Appendix C: Activity and Operations Projection Table(s) Provide an overview of the total expected activities to be supported during each annual year of funding support. Provide an estimate on the overall activities in this section that correspond to the detailed activities provided throughout the year. Do not provide a detailed list of each expected activity that would constitute a completed Scope of Work. 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 core need 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. Ensure to project in hours, not minutes. For example, a 30-minute session should be entered as 0.5. • Service Description
o Provide a short summary of the activity to provide information on the type of activity proposed.
Example: A program will provide summer camp for 4 weeks for 100 students. Each day the program provides 3 hours of arts and enrichment, and 3 hours of academic programming. Select “Group Activities” and complete 1 activity to capture the arts and enrichment programming, and a 2nd activity to capture the academic programming. 734
The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 57 of 63
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.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 58 of 63 ACTIVITY PROJECTIONS TABLE:
Name of
Program
Activities
Category
(select from
menu below)
No.
Sessions
per
Quarter
Avg. No.
Participants
Avg.
Length
per
Session
(hours)
Activity
Description
Choose an item. hours
Choose an item. hours
Choose an item. hours
Choose an item. hours
Choose an item. hours
Choose an item. hours
Choose an item. hours
Choose an item. hours
Choose an item. hours
Choose an item. hours
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 59 of 63 PROGRAM OPERATIONS TABLE:
Number of Weeks
Operating
Days of Week
Operating
Grant Program Hours
of Operation
June 0
July 0
August 0
September 0
October 0
November 0
December 0
January 0
February 0
March 0
April 0
May 0
TOTAL Weeks Days Hours
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 60 of 63 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.
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 61 of 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 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 Total Project
Budget
Revenue Status
(Approved/Pending)
Revenue Total $ $
EXPENDITURES
Funding Category RFCY Request Total Project
Budget
Budget Narrative
(if applicable)
Expenditure Total $ $
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 62 of 63 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 if 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 successes and accomplishments of the collaboration.
• Responsibilities of each party detailing administrative and operational duties including staffing, service delivery specifics, facility space, data management, evaluation, etc. • Any funds being exchanged.
• Signature of director level person or someone who has the 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 2025-2028 grant cycle period because your grant was reviewed and awarded based on these collaborations. If there needs to be any potential changes in the scope of work and budget, these need to be brought to RFCY’s attention for approval of modification in the scope of work prior to implementation.
[ORGANIZATION 1] Date
[ORGANIZATION 2] Date
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The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 63 of 63 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. 741
CORE NEED 1 SCORES
CORE NEED 2 SCORES
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CORE NEED 3 SCORES
CORE NEED 4 SCORES
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Agenda
Item F-1
ADOPT a resolution approving the Richmond Fund for Children & Youth (RFCY) Oversight Board’s Calendar Years (CY) 2025- 27 grant award recommendations to 37 youth-serving public and nonprofit organizations in a total amount not to exceed $6,734,835 annually; APPROPRIATE a total of $4,000,000
from the RFCY Fund Balance into the FY 2024-25 budget and future FY budgets to cover all RFCY grant awards through the three-year grant cycle; ACCEPT and APPROPRIATE all grant funds awarded to City of Richmond departments up to the amounts awarded per calendar year; and AUTHORIZE the City Manager, or their designee, to negotiate and execute grant service agreements with approved grantees.
City Council Recommended Action –
12/3/2024
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Core Needs
Core Needs:
1. Mental Health & Wellness
2. Physical Health & Access
3. Learning Needs
4. Community, Safety & Belonging
5. Connective Supportive Services
745
Request for Proposals (RFP/Application) Process
Released September 3, 2024
Final due October 6, 2024
92 applications received (80 passed
threshold review)
$19 million in grant requests
746
Applicant Types
Small and Emerging
Budgets less than $250K
Grant request range of
$50,000 up to $100,000)
Single Agency
v Budgets more than $250K
v Grant request range of
$50,000 up to $200,000)
Collaborative
v Any budgets (2+ orgs)
v Grant request
range of $50,000 up to
$300,000)
747
EVALUATION
PROCESS
Narrative Element Points
Program Summary (no points)
Agency History and Capacity 20
Program Design 35
Outcomes and Impact 25
Required Resources &
Budget Request & Connective
Supportive Services
20 TOTAL 100*
* Five (5) extra points provided to Richmond-based organizations 748
6 Core Need 1: Mental Health & Wellness
Mental Health & Wellness
Organization Name Requested
Amount
Grant Renewal
Recommendation
Bay Area Community Resources S $200,000 $200,000
Bay Area Girls Club* E $50,000 $50,000
Black Neighborhood* E $60,000 $60,000
Child Abuse Prevention Council S $51,200 $51,200
City of Richmond, Office of Neighborhood Safety* C $300,000 $300,000 Contra Costa Family Justice Alliance* S $200,000 $200,000 Desarrollo Familiar* S $200,000 $200,000
Greater Richmond Interfaith Program* C $300,000 $300,000 Latina Center* C $200,000 $200,000
Mindful Life Project* S $150,000 $150,000
West Contra Costa Unified School District* C $300,000 $300,000 TOTAL for 11 Organizations $2,011,200 $2,011,200
Legend: * = Richmond-based organization, E = Small & Emerging Organization, S = Single Agency, C = Collaborative 749
Organization Name Total Projected Participants across Core Need 1: 10,003 Bay Area Community
Resources (S)
$200,000
• BACR will develop a Youth and Family Support and Advocacy Project at 4 elementary schools in Richmond:
Ford, King, Lincoln, and Coronado. The project will serve students and their families through school-based, trauma-responsive case management and family engagement strategies. • Grant funding will primarily support Staff salaries, program costs, transportation through counseling, case management, and workshops.
• Demographics: 160 participants, aged 6-12 years, predominantly Latinx/Black, 50% male/female Bay Area Girls Club (E)
$50,000
• BAGC will deliver the Take Care of You Health and Well-being Curriculum to elementary age girls ages 6-11 to WCCUSD school sites. It will teach valuable self-care skills to ensure adaptive functioning of emotions, improve mental well-being, and equip participants with the emotional awareness and tools to experience the numerous physical, emotional, and developmental benefits of being happy. • Grant funding will support staff salaries, programming costs, indirect costs • Demographics: 125 participants, aged 6-12, diverse race/ethnicity, 100% females, 94801-6 Black Neighborhood* (E)
$60,000
• TBN’s Youth Empowerment Program will provide mental health support, violence prevention education, outdoor adventures, cultural excursions, life skills workshops, and mentoring weekly at community centers.
Empowering youth facing poverty and mental health challenges to develop resilience and leadership. • Grant funding will primarily support staff salaries and some through educational workshops, excursions, and mentoring.
• Demographics: 150 participants, aged 13-24 years, predominantly Black, predominantly male participants Core Need 1: Mental Health & Wellness
750
Organization Name Total Projected Participants across Core Need 1: 10,003 Child Abuse Prevention Council
(S)
$51,200
• CAPC will offer Speak Up Be Safe to students and the Nurturing Parenting Program to 30 caregivers in Spanish/English at Richmond schools. It prevents child abuse, bullying, and sexual harassment and teaches technology and human trafficking. NPP offers evidence-informed, culturally-appropriate parent education. • Grant funding will primarily support staff salaries through the parenting programs. • Demographics: 623 participants, aged 6-12 years, predominantly Latinx, 50% male/female, 94801 City of Richmond, Office of
Neighborhood Safety* (C)
$300,000
• ONS will host the Care, Affirmation, Recovery for Richmond Youth (CARRY) that will address the most critical needs of those involved or affected by gun and community violence in Richmond by reaching out to individuals between the ages of 12-24 years and their families to provide access to therapy, grief care, and connective supportive services that can address the underlying causes and impacts of violence. • Grant funding will primarily support staff salaries, program costs, and supportive services through therapy and supportive services
• Demographics: 150 participants, aged 6-24 years, predominantly Black/Latinx, 93M/55F/1NB/1NL, 94801-6 • Collaboration with the RYSE Center
Contra Costa Family Justice
Alliance* (S)
$200,000
• The Richmond Children’s Mental Health Program will provide trauma-informed mental health counseling to Richmond who are impacted by violence, abuse, and neglect; and will provide Service Navigation to connect these children and their families with violence intervention and prevention services. • Grant funding will support staff salaries and some administration costs through counseling, case management, and workshops.
• Demographics: 70 participants, aged birth-12 years, diverse race/ethnicity, 25M/45F, 94801-6 Core Need 1: Mental Health & Wellness
751
Organization Name Total Projected Participants across Core Need 1: 10,003 Desarrollo Familiar* (S)
$200,000
• DF will host the Trauma-Informed Care in Schools program to provide bilingual (English/Spanish) mental health services for youth attending Richmond High and De Anza High, and their families, and consultation and coaching for teachers and other school staff at the two schools. • Grant funding will primarily support staff salaries and some indirect costs through counseling and case management.
• Demographics: 100 participants, aged 13-24 years, predominantly Latinx, 53M/42F/5NB, 94801-4 Greater Richmond Interfaith
Program* (C)
$300,000
• GRIP partners with the Early Childhood Mental Health Program to enhance mental health and case management services. Our program supports unsheltered children and their caregivers at GRIP, providing mental health assessments, therapy, child-parent workshops, and 2Gen case management. • Grant funding will primarily support staff salaries and some overhead through case management. • Demographics: 60 participants, aged birth-17 years, predominantly Black/Latinx, 35M/25F, 94801 • Collaborating with the Early Childhood Mental Health Program Latina Center* (C)
$200,000
• TLC will expand its Young Latinas, Future Leaders program by offering STEAM education, emotional coaching, and mental health support to Latina youth in Richmond over three years. We will serve low-income, immigrant girls attending under-resourced schools, addressing disparities in access to STEAM and culturally relevant services.
• Grant funding will primarily support staff salaries and some program costs through programming. • Demographics: 190 participants, aged 13-24 years, predominantly Black/Latinx, 45M/135F/5NB/5NL, 94801-6 • Collaborating with the Global Foundation for Arts, Science, and Technology Core Need 1: Mental Health & Wellness
752
Organization Name Total Projected Participants across Core Need 1: 10,003 Mindful Life Project* (S)
$150,000
• MLP supports the mental, emotional, and behavioral health of elementary and middle school students, teachers, and families through direct-service and social-emotional learning programming. • Grant funding will primarily support staff salaries and some program costs through group and supportive services
• Demographics: 7,425 participants, aged birth-17 years, predominantly Black/Latinx, 50% male and female, 94801,4-6
West Contra Costa Unified School
District* (C)
$300,000
• WCCUSD will partner with Ed Fund to provide (2) full-time Therapeutic and Restorative Behavior Clinicians will support our highest need Richmond students at Coronado Elementary School and Pinole Valley High School.
• Grant funding will primarily support staff salaries through counseling. • Demographics: 950 participants, aged birth-17 years, diverse race/ethnicity, 570M/380F, 94801-6 • Collaboration with the Ed Fund
Core Need 1: Mental Health & Wellness
753
11 Core Need 2: Physical Health & Access
Physical Health & Access
Organization Name Requested
Amount
Grant Renewal
Recommendation
18 Reasons S $200,000 $200,000
Growing Together, Bay Area S $190,840 $190,840
Pogo Park* S $200,000 $200,000
Project Avary S $200,000 $200,000
Richmond Outdoors Coalition* C $300,000 $300,000
Richmond Steelers* E $80,000 $80,000
Summer Search* S $50,000 $50,000
YES Nature to Neighborhoods* S $199,974 $199,974
TOTAL for 8 Organizations $1,420,814 $1,420,814
Legend: * = Richmond-based organization, E = Small & Emerging Organization, S = Single Agency, C = Collaborative 754
Organization Name Total Projected Participants across Core Need 2: 4,224 18 Reasons (S)
$200,000
• 18R offers "Cooking Matters for Teens," providing free cooking and nutrition classes to 200 low-income Richmond youth yearly, and "Food as Medicine for Kids," benefiting 1,800 families with groceries and online classes over three years. Both programs enhance food security, cooking skills, and health. • Funding supports staff salaries and food programs costs through cooking classes • Demographics: 800 participants, 6-24 years, diverse race/ethnicity, diverse gender, 94801-6 Growing Together, Bay Area (S)
$190,840
• GT will provide children with ongoing opportunities for outdoor, experiential learning, health/wellness activities, through school and after-school lessons that take place in school edible garden/”living schoolyard”.
• Funding supports staff salaries and some overhead costs through school programming. • Demographics: 1,483 participants, 6-12 years, diverse race/ethnicity, diverse gender, 94801-6 Pogo Park* (S)
$200,000
• PP will provide enrichment programs at parks in the Iron Triangle, Elm Playlot, and Harbour-8 Park, to support the healthy development and well-being of Richmond children and youth. • Funding supports staff salaries and some indirect costs through park programming. • Demographics: 1,500 participants, birth-24 years, diverse race/ethnicity, diverse gender, 94801 and -4 Project Avary (S)
$200,000
• PA will host a leadership program for children with incarcerated parents provides youth with a longterm community of support and the life and leadership skills to support youth to overcome the intergenerational cycles of violence and incarceration
• Funding supports staff salaries, program costs, transportation through educational programming. • Demographics: 40 participants, 6-17 years, diverse race/ethnicity, diverse gender, 94801-4 Core Need 2: Physical Health & Access
755
Organization Name Total Projected Participants across Core Need 2: 4,224 Richmond Outdoors Coalition* (C)
$300,000
• PA will host a leadership program for children with incarcerated parents provides youth with a longterm community of support and the life and leadership skills to support youth to overcome the intergenerational cycles of violence and incarceration
• Funding supports staff salaries, program costs, and transportation through educational programming. • Demographics: 40 participants, 6-17 years, diverse race/ethnicity, diverse gender, 94801-4 • Collaboration with multiple organizations
Richmond Steelers* (E)
$80,000
• RS will provide mentoring, leadership training, guidance, structure, direction, and discipline to the youth of Richmond. We provide a safe space for student athletes in Richmond to hone their athleticism and gain the necessary training to become successful student athletes. • Funding supports program costs through athletic programming. • Demographics: 171 participants, 0-17 years, predominantly Black/diverse, 129M/42F, 94801-6 Summer Search* (S)
$50,000
• SS offers intensive multi-week outdoor summer programs for youth of color from low-income backgrounds to develop greater physical fitness, mental health, self-confidence, and socio-emotional learning skills, offering opportunities to transform what they believe is possible for themselves during and after high school and thrive in educational and career pursuits. • Funding supports tuition and some program costs through outdoor programming. • Demographics: 15 participants, 13-17 years, predominantly Latinx/diverse, 8M/7F, 94801-6 YES Nature to Neighborhoods* (S)
$199,974
• YES will support Richmond youth through the Youth Leadership Pathway, a health and wellness program that expands access to safe outdoor environments, promotes food and environmental justice, and builds lasting healthy habits through nutrition education and physical activity in nature. • Funding staff salaries and some youth stipends through camp programming. • Demographics: 175 participants, 6-24 years, predominantly Latinx/Black, diverse gender, 94801-6 Core Need 2: Physical Health & Access
756
14 Core Need 3: Learning Needs
Learning Needs
Organization Name Requested
Amount
Grant Renewal
Recommendation
City of Richmond, Employment & Training * C $300,000 $300,000 City of Richmond, Recreation Dept * C $300,000 $300,000 Fresh Approach S $200,000 $200,000
Hidden Genius Project * S $200,000 $200,000
Practice Space * S $200,000 $200,000
Richmond Freedom School (Ed Fund)* S $200,000 $200,000
Richmond Promise * C $218,475 $218,475
Richmond Public Library $200,000 $200,000
RYSE * S $200,000 $200,000
Things That Creep * E $100,000 $100,000
Watershed Project * S $125,000 $125,000
TOTAL for 11 Organizations $2,243,475 $2,243,475
Legend: * = Richmond-based organization, E = Small & Emerging Organization, S = Single Agency, C = Collaborative 757
Organization Name Total Projected Participants across Core Need 3: 6,341 City of Richmond, Employment &
Training * (C)
$300,000
• The Richmond YouthBuild provides education, job training, and leadership development to low-income, Richmond youth who have dropped out of high school. Participants work towards their high school diploma or equivalent while learning construction skills, gaining industry-recognized certifications, and hands-on experience, enhancing their employment prospects after program completion. • Funding supports staff salaries through career training programming. • Demographics: 40 participants, 13-24 years, diverse race/ethnicity, 55M/7F/5NB, 94801,4,6 • Collaboration with John Muir Charter School
City of Richmond, Recreation Dept *
(C)
$300,000
• Rec will provide free, high-quality summer camps for K-8 youth at 4 community centers. Camp Achieve offers proven academic interventions and enrichment programs to combat summer learning loss and ensure meaningful experiences for Richmond youth.
• Funding supports staff salaries, some program costs and transportation through camp programming. • Demographics: 1,080 participants, birth-17 years, diverse race/ethnicity/gender, 94801,4,6 • Collaboration with the Ed Fund
Fresh Approach (S)
$200,000
• FA will host the Youth Community Ambassadors program to engage youth in part-time employment, mentorship, and training in nutrition, food access, and public health. Over 9 months, participants earn certifications, job shadowing experience at partner organizations, and support local farmers' markets, connecting residents to healthy food and nutrition benefits. • Funding supports staff salaries, professional development, and stipends through training programs. • Demographics: 20 participants, 18-24 years, diverse race/ethnicity, 7M/12F/1NB, 94801-6 Hidden Genius Project * (S)
$200,000
• The Intensive Immersion Program is a free, 15-month (800 hours), cohort-based model designed for high school students. It offers holistic, trauma-informed support, with high-touch mentorship to develop strong, responsible leaders equipped with coding and entrepreneurial skills. • Funding: staff salaries and student stipends
• Demographics 125 participants, aged 13-17, diverse race/ethnicity, 85M 35F, 5NB, 94801,3,4,5,6 Core Need 3: Learning Needs
758
Organization Name Total Projected Participants across Core Need 3: 6,341 Practice Space * (S)
$200,000
• PS will offer a year-round mentorship and leadership program helps WCCUSD youth in grades K-12 develop strong communication and literacy skills. The program includes family workshops to activate a community to support youth voice and immersive youth experiences such as after-school clubs, leadership workshops, jobs and training for youth, and events. • Funding for this program will be for staff salaries
• Demographics 1000 participants, aged 6 to 18, diverse race/ethnicity, 450M 545F 5NB, 94801,3,4,5,6 Richmond Freedom School (Ed
Fund)* (S)
$200,000
• RFS (Ed Fund) will provide the Richmond CDF Freedom School, a free, six-week summer-program for 150 Richmond students who have completed grades TK-8th. Freedom School is proven to curb summer learning loss, increase literacy and cultural knowledge and pride. • Funding will support staff salaries
• Demographics 148 participants, birth to age 12, diverse race/ethnicity, 81M 62F 5NB, 94801,3,4,5,6 Richmond Promise * (C)
$218,475
• RP will provide a student-centered program focused on equity for Richmond students as they access high-quality education. The program supports students as they successfully transition from high school to higher education and / or attain postsecondary degrees or certifications • Funding will be split between staff salaries and program supplies • Demographics 75 participants, aged 18-24, diverse race/ethnicity, 29M 44F 2NB, 94801,3,4,5,6 • Collaboration with Contra Costa College
Richmond Public Library (C)
$200,000
• RPL, in partnership with the Richmond Recreation Division and the LEAP literacy program, will collaborate with the Bay Area Tutoring Association to provide in-person multi-subject K-8 tutoring at library and recreation sites four days per week during the school year. • Funding will support staff salaries and some project costs • Demographics 1,013 participants, aged 6-17 years, diverse race/ethnicity/gender, 94801-6 • Collaboration with Recreation, LEAP
Core Need 3: Learning Needs
759
Organization Name Total Projected Participants across Core Need 3: 6,341 RYSE * (S)
$200,000
• RYSE’s Leadership Pathways Program works to ensure Richmond young people - especially those disconnected from other supports - have educational and employment resources and adult support. Implemented with free and stipend Tutoring and Academic Advocacy; College & Career Support; Arts & Media Skill-building; Health & Justice Skill-Building; and paid Internship/Assistant career development. • Funding supports staff salaries and program costs through tutoring, skill building, and college prep programs. • Demographics: 400 participants, 13-24 years, diverse race/ethnicity, 204M/185F/11NB, 94801-6 Things That Creep * (E)
$100,000
• TTC will host the Neighborhood Snakes and Neighborhood Reptiles programs to engage K-5th grade Richmond students with interactive science education focused on Bay Area reptiles and ecosystems. Teachers receive NGSS and Common Core-aligned curriculum, and students participate in a 40-minute session with bilingual educators and live, safe-to-handle reptiles, serving 1,800 students annually. • Funding supports staff salaries, program, and overhead expenses through interactive educational presentations. • Demographics: 1,800 participants, birth-12 years, diverse race/ethnicity, 895M/895F/10NB, 94801-6 Watershed Project * (S)
$125,000
• WP will partner with WCCUSD teachers to deliver high quality, interactive educational programs to 600 K-12 students in Richmond. WP will engage them with curricula that build Next Generation Science Standards-based education, community care, and connection to natural spaces in the community. • Funding supports staff salaries through lessons and field trips. • Demographics: 640 participants,6-17 years, diverse race/ethnicity, 324M/316F, 94801,4,6 Core Need 3: Learning Needs
760
18 Core Need 4: Safety, Community & Belonging
Safety, Community & Belonging
Organization Name Requested
Amount
Grant Renewal
Recommendation
Big Brothers Big Sisters, Bay Area S $60,000 $60,000
East Bay Center for the Performing Arts* C $300,000 $300,000 Fresh Lifelines for Youth* S $101,790 $101,790
Nurturing Independence Through Artistic
Development (NIAD)* S $58,556 $58,556
Richmond High School Music Department* C $300,000 $300,000 Summer Search* S $173,000 $173,000
Touch of New Life* E $66,000 $66,000
TOTAL for 7 Organizations $1,059,346 $1,059,346
Legend: * = Richmond-based organization, E = Small & Emerging Organization, S = Single Agency, C = Collaborative 761
Organization Name Total Projected Participants across Core Need 4: 366 Big Brothers Big Sisters, Bay Area (S)
$60,000
• BBBSBA will provide mentorship, case management and enrichment activities for Richmond youth toward outcomes spanning connectedness, belonging, social, emotional health, wellbeing, educational success and avoidance of high-risk behaviors including predictors of violence such as bullying. • Funding supports staff salaries and some indirect costs through mentoring programming. • Demographics: 20 participants, 6-17 years, Asian/Black/Latinx, 16M/4F, 94801-4 East Bay Center for the Performing
Arts* (C)
$300,000
• The Young Artist Diploma Program will support Richmond youth in grades 7-12 through cross-cultural performing arts programs that promote safety and belonging. It integrates violence prevention education with creative development, fostering cultural identity, self-determination, and community. • Funding supports staff salaries through music lessons, college prep, and tutoring. • Demographics: 83 participants, 13-17 years, diverse race/ethnicity, 26M/55F/2NB, 94801-6 • Collaboration with Contra Costa Family Justice Alliance Fresh Lifelines for Youth* (S)
$101,790
• FLY will reach Richmond/North Richmond youth with law-related education and mentoring. To reduce system involvement and increase community safety, FLY’s program equips youth with knowledge about their rights and responsibilities under the law and helps them build skills for success. • Funding supports staff salaries through workshops, field trips, and law education. • Demographics: 40 participants, 13-24 years, diverse race/ethnicity, 28M/10F/1NB/1NL, 94801-6 Nurturing Independence Through
Artistic Development* (S)
$58,556
• Young Artist Leaders at NIAD revitalizes NIAD’s pre-pandemic enrollment activities and expands them to meet the needs of 18–24-year-old young artists with Intellectual and Developmental Disabilities in Richmond.
• Funding supports staff salaries and program costs through art workshops and enrichment. • Demographics: 3 participants, 17-24 years, Latinx/White, 2M/1NB, 94801,4 Core Need 4: Safety, Community & Belonging
762
Organization Name Total Projected Participants across Core Need 4: 366 Richmond High School Music
Department* (C)
$300,000
• RHS will provide a safe, welcoming, youth-led space for 150+ low income students of color every year, and promote a sense of community by performing for thousands of Richmond residents at numerous events throughout the city and beyond.
• Funding supports staff salaries, equipment, and program costs through rehearsals and performances. • Demographics: 150 participants, 13-17 years, predominantly Latinx, 67M/80F/3NB, 94801-6 Summer Search* (S)
$173,000
• SS will host weekly one-on-one mentoring calls and group sessions with their peers on campus, offer safe spaces for participants to develop a positive self-identity, sense of belonging, socio-emotional learning skills, and other non-cognitive skills necessary to manage the challenges first-generation students of color face.
• Funding supports staff salaries, and program expenses through mentoring and group sessions. • Demographics: 44 participants, 13-17 years, predominantly Latinx, 22M/21F/1NB, 94801-6 Touch of New Life* (E)
$86,000
• TNL aims to improve job opportunities and readiness for Richmond youth. The program connects participants to various career paths in public and private sectors. Through essential life skills training and certifications, youth are prepared for higher education and careers in critical fields like first responders' professions.
• Funding supports staff salaries, scholarships, and training certifications. • Demographics: 26 participants,13-17 years, predominantly Latinx, 13M/13F, 94801-4 Core Need 4: Safety, Community & Belonging
763
Next Steps
City Council
Approval –
December 3, 2024
Execute contracts
in January 2025
Reimbursements
to follow executed
contracts
764
Thank You!
Any Feedback and/or Questions?
@richmondcayouth /richmondcayouth
www.richmondyouth.org
22 765
1 RESOLUTION NO. _______
RESOLUTION OF THE COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA APPROVING
GRANT AWARD RECOMMENDATIONS FROM THE RICHMOND FUND FOR CHILDREN & YOUTH (RFCY) OVERSIGHT BOARD FOR CALENDAR YEARS 2025-2027 TO 37 YOUTHSERVING PUBLIC AND NONPROFIT ORGANIZATIONS IN A TOTAL AMOUNT NOT TO EXCEED $6,734,835 ANNUALLY; APPROPRIATE A TOTAL OF $4,000,000 FROM THE RFCY FUND BALANCE INTO THE FISCAL YEAR (FY) 2024-25 BUDGET AND FUTURE FY
BUDGETS TO COVER ALL RFCY GRANT AWARDS THROUGH THE THREE-YEAR GRANT CYCLE; ACCEPT AND APPROPRIATE ALL GRANT FUNDS AWARDED TO CITY OF RICHMOND DEPARTMENTS UP TO THE AMOUNTS AWARDED PER CALENDAR YEAR;
AND AUTHORIZE THE CITY MANAGER, OR THEIR DESIGNEE, TO NEGOTIATE AND
EXECUTE GRANT SERVICE AGREEMENTS WITH APPROVED GRANTEES WHEREAS, On June 5, 2018, Richmond voters approved Measures E and K, known as the Richmond Kids First Initiative, which approved a City of Richmond Charter Amendment (Article 15); and
WHEREAS, the Charter Amendment required (1) the creation of a Department of Children and Youth (Department), (2) provided for increased and dedicated funding for youth programs and services through the establishment of the Richmond Fund for Children and Youth (Fund), (3) established a 15-member Oversight Board to oversee the Fund, and (4) required the development of a community needs assessment that would inform a three-year Strategic Investment Plan which will guide a “fair and open” grant-making process; and WHEREAS, the Department facilitates the allocation of funds for youth-serving organizations by administering an open and fair application process that is in compliance with the policies adopted by the Oversight Board; and
WHEREAS, the Oversight Board is responsible for overseeing the annual grant-making process of the Fund, monitoring the Department to ensure it operates in the best interests of the community, developing a Strategic Investment Plan every three (3) years, and facilitating an annual evaluation of the Fund and funded programs; and
WHEREAS, the Oversight Board helps guide funding for youth-serving organizations by developing policies, monitoring, and ensuring that the Fund is managed in a manner accountable to the community; and
WHEREAS, Article 15 Section 2 of the City of Richmond Charter requires the Fund be maintained separate and apart from all other City funds and shall be appropriated annually at the time of the City’s budget adoption; and
WHEREAS, the City of Richmond is required to set aside a portion of the annual actual unrestricted general purpose revenues of the City to be transferred in the amounts specified below:
For Fiscal Year 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 766
2 actual unrestricted general purpose revenues; and
WHEREAS, the Community Needs Assessment provided an overview of current data and findings related to children, youth, and their families in Richmond; and Core Needs were identified by synthesizing these data sources and surfacing issues that were raised across multiple groups and subgroups and within the framework of the legislation informing the Richmond Kids First Initiative; and
WHEREAS, the Core Needs are:
1. Mental & Behavioral Health Needs
2. Physical Health & Access
3. Learning Needs
4. Safety, Community, & Belonging Needs
5. Connective & Supportive Services
WHEREAS, the Strategic Investment Plan builds on the Core Needs identified through the Community Needs Assessment and guides the Department’s grant cycle between Calendar Years 2025 and 2027; and
WHEREAS, the cycle of grant funding for Calendar Years 2025-2027 (January 1, 2025 – December 31, 2027) is estimated to total approximately $6.37 million annually; and WHEREAS, on August 5, 2024, the Oversight Board approved the Strategic Investment Plan (SIP), and the City Council acknowledged receipt of the SIP at its regular meeting held on October 5, 2024; and
WHEREAS, the eligible organizations were required to have 501(c)(3) tax status and provide services to Richmond and/or North Richmond residents; and WHEREAS, the application for this grant cycle of funding was released on September 3, 2024; and
WHEREAS, applications were due on October 6, 2024, and ninety-two (92) applications were submitted totaling approximately $19 million in funding requests annually; and WHEREAS, after review by City staff for completeness, eighty (80) applications were forwarded for review and scoring by the Oversight Board Grant Review Committee; and WHEREAS, the Oversight Board recommends to the City Council that grants be awarded to the following thirty-seven (37) programs, for a total award amount not to exceed $6,734,835 annually; and
767
3 Core Need 1
Organization
Recommended
Award Amount
Desarrollo Familiar* S $200,000
City of Richmond, Office of Neighborhood Safety* C $300,000 Greater Richmond Interfaith Program* C $300,000
Child Abuse Prevention Council S $51,200
West Contra Costa Unified School District* C $300,000
Contra Costa Family Justice Alliance* S $200,000
Mindful Life Project* S $150,000
Latina Center* C $200,000
Bay Area Community Resources S $200,000
Black Neighborhood* E $60,000
Bay Area Girls Club* E $50,000
TOTAL $2,011,200
Core Need
2 Organization
Recommended
Award Amount
YES Nature to Neighborhoods* S $199,974
Pogo Park* S $200,000
Summer Search* S $50,000
Richmond Outdoors Coalition* C $300,000
Growing Together, Bay Area S $190,840
Project Avary S $200,000
18 Reasons S $200,000
Richmond Steelers* E $80,000
TOTAL $1,420,814
Core Need
3 Organization
Recommended
Award Amount
Hidden Genius Project * S $200,000
RYSE * S $200,000
Richmond Library* S $200,000
Richmond Freedom School (Ed Fund)* S $200,000
Watershed Project (NGSS) * S $125,000
Fresh Approach S $200,000
City of Richmond, Recreation Dept * S $300,000
City of Richmond, Employment & Training * C $300,000
Practice Space * S $200,000
Things That Creep * E $100,000
Richmond Promise * C $218,475
TOTAL $2,243,475
768
4 Core Need
4 Organization
Recommended
Award Amount
Richmond High School Music Department* C $300,000
East Bay Center for the Performing Arts* C $300,000
Summer Search* S $173,000
Fresh Lifelines for Youth* S $101,790
Big Brothers Big Sisters, Bay Area S $60,000
Nurturing Independence Through Artistic Development (NIAD)* S $58,556 Touch of New Life* E $66,000
TOTAL $1,059,346
WHEREAS, the Richmond City Council authorizes City Manager’s staff to negotiate and enter into grant service agreements with the recipient organizations and to provide oversight to assure that deliverables are met and that activities and expenses are consistent with the intent of each agreement; and
NOW, THEREFORE BE IT RESOLVED, that the Council of the City of Richmond, California, adopts the resolution to approve grant award recommendations from the Richmond Fund for Children & Youth (RFCY) Oversight Board for Calendar Years 2025-2027 to 37 youth-serving public and nonprofit organizations in a total amount not to exceed $6,734,835 annually; appropriate a total of $4,000,000 from the RFCY Fund Balance into the fiscal year (FY) 2024-25 budget and future FY budgets to cover all RFCY grant awards through the three-year grant cycle; accept and appropriate all grant funds awarded to City of Richmond departments up to the amounts awarded per calendar year; and authorize the City Manager, or their designee, to negotiate and execute grant service agreements with approved grantees. **********************
I hereby certify that the foregoing Resolution of the City Council of the City of Richmond was duly passed and adopted at a meeting thereof held December 3, 2024, by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
769
5 CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:
Mayor
Approved as to form:
City Attorney
770
1 GRANT SERVICES AGREEMENT
RICHMOND FUND FOR CHILDREN AND YOUTH
GRANT PROGRAM
Department: City Manager’s Office,
Richmond Department of Children and Youth
Project Manager:
Patrick Seals
Project Manager’s E-mail:
[email protected]
Project Manager’s Phone Number:
(510) 620-6523
Grantee: Contact Name:
Email:
Phone:
Vendor No: Contract No:
Term: 01/01/25 - 12/31/27 Payment Limit:
Program Summary:
THIS AGREEMENT is hereby entered into on _________________ (“Effective Date”) by and between the City of Richmond, a municipal corporation and charter city (“City”) and _______________, a California nonprofit corporation (“Grantee”) (collectively, the “Parties”).
RECITALS
A. On June 5, 2018, Measures E and K, known as the Richmond Kids First Initiative, approved a City of Richmond charter amendment (Article 15) to create the Richmond for Fund of Children and Youth (“Fund”), require that a portion of the General Fund be set aside to fund youth programs and services, establish a 15-member Oversight Board, conduct a Community Needs Assessment (CNA), and develop a three-year Strategic Investment Plan (SIP) which guides a 3-year grant-making process.
B. As stated in the Charter of the City of Richmond - Article 15 Section 2, the Fund will be maintained separate and apart from all other City funds and shall be appropriated annually at the time of the City’s budget adoption. The City of Richmond is required to set aside a portion of the annual actual unrestricted general purpose revenues of the City to be transferred in the amounts specified below:
1. For Fiscal Year 2021-2022, to be set aside for the Fund is an amount equal to one percent (1%) of the City’s annual actual unrestricted general purpose revenues.
2. For Fiscal Year 2022-2023, to be set aside for the Fund is an amount equal to two percent (2%) of the City’s annual actual unrestricted general purpose revenues.
3. For Fiscal Year 2023-2024, and each fiscal year thereafter through Fiscal Year 2027-2028, to be set aside for the Fund is an amount equal to three percent (3%) of the City’s annual actual unrestricted general purpose revenues.
C. On September XX, 2024, Grantee submitted an application for financial assistance in 771
2 carrying out a particular public purpose (“Grant”) that was evaluated and recommended for funding by the Fund Grant Review Panel and approved by the Richmond City Council on December XX, 2024.
Grantee and City now wish to enter into this Agreement for the provision of Grantee’s Program (as defined below) as approved by the Richmond City Council.
NOW, THEREFORE, it is agreed between the Parties hereto that:
ARTICLE I
PROVISIONS
Section 1.1 Scope of Services.
A. Program Delivery. Grantee shall, to the satisfaction of City, perform and provide the program and/or services outlined in the Service Plan attached hereto and made a part hereof as Exhibit A (“Program”).
B. General Administration. Grantee shall provide program management and general administrative services to support the Program. Administrative support includes but is not limited to the following: data collection and analysis, preparation and submission of a mid-year and a final (“CloseOut”) report, budget preparation and submission of demands for reimbursement, and any other function that will ensure compliance with this Agreement.
C. Staffing. For each employee funded by the Grant, Grantee shall provide the name of such employee(s), title, description of job responsibilities, hourly base pay rate or billable rate, and an estimate of time to be spent on the Program by employee per pay period. Such staff information shall be submitted within thirty (30) days of the Effective Date. Grantee shall inform City in writing, within ten (10) working days, of any changes to such staff that occur during the Term.
D. Performance Monitoring. City shall have the right to monitor Grantee’s compliance with the goals and performance standards established in this Agreement. Substandard performance, as determined by City, shall constitute noncompliance with this Agreement. If action to correct such substandard performance is not taken by Grantee within thirty (30) days after being notified by City, this Agreement may be suspended or terminated. Substandard performance may be shared with future RFCY Grant Review Panel members, Richmond City Council, and/or City staff and may impact Grantee’s ability to apply for and/or receive future City funds, including Grant funds.
E. Site Visits and Meetings. City may coordinate at least one (1) site visit of every Grantfunded Program during the Term. City may also convene at least one (1) mandatory meeting and/or training session. City will provide Grantee timely notice for each such meeting or training session.
F. Capital Improvement Projects. The City reserves the right to solicit competitive bids and proposals for any Capital Improvement Project on City or publicly land. Additionally, the City retains the authority to select contractors based on these bids, oversee the execution of the program, and manage all aspects of the project throughout its entire scope, ensuring that it is completed in accordance with the established requirements and standards
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3 Section 1.2 Term.
This Agreement shall commence effective January 1, 2025, and shall terminate on December 31, 2027, and thereafter the Agreement shall be null and void and of no further force or effect, except as otherwise provided herein.
Section 1.3 Funding.
This Agreement shall be deemed executory to the extent that the monies are appropriated in the current Grant Budget for the purposes of this Agreement and no liability shall be incurred by City, or any other department of City, beyond the monies budgeted and available for this purpose. The Agreement is not a general obligation of City. Neither the full faith and credit, nor the taxing power of City is pledged to the payment of any amount due or to become due under this Agreement. It is understood that neither this Agreement nor any representation by any City employee or officer creates any obligation to appropriate or make monies available beyond those monies appropriated in the current Grant Budget for the purposes of this Agreement.
ARTICLE II
DISBURSEMENT LIMIT
Section 2.1 Amount.
It is expressly agreed and understood that the total amount to be disbursed by City under this Agreement shall not exceed $__________ (“Disbursement Limit”). To the extent practicable, the use of Grant funds shall be used on a pro rata basis with other funds provided to the Program.
Section 2.2 Demands.
The Project Manager may disburse a twenty-five percent (25%) advance payment of the Disbursement Limit to Grantee (“Advance Payment”) in its sole discretion for Quarters 1, 2, and 3.
Grantees receiving an Advance Payment may be eligible for an additional Advance Payment of twentyfive percent (25%), contingent upon the submission of complete reporting and invoicing documentation, as set forth in Section 4.1(C) of this Agreement and as determined by the Project Manager. A final Advance Payment of twenty-five percent (25%) may be made, contingent upon submission of the complete reporting and invoicing documentation, as set forth in Section 4.1(C) of this Agreement and as determined by the Project Manager. Unless the Project Manager approves disbursement of an Advance Payment described herein, Grant funds will be disbursed on a reimbursement basis. The remaining twenty-five percent (25%) will be reserved until the completion of the Grant program and final submittal of all documentation required per this Agreement.
It is Grantee’s responsibility to ensure that Grant funds are used only for the eligible costs and amounts specified in the Program Budget, attached hereto and made a part hereof as Exhibit B. No more than twenty percent (20%) of the Grant funds may be allocated by Grantee to indirect costs, calculated as a percentage of the total Grant request. Should Grantee fail to use Grant funds in accordance with the Program Budget, the payment of Grant funds may be suspended or terminated. 773
4 Section 2.3 Non-Liability.
City shall not be liable for any cost that (a) has been paid, reimbursed, or is subject to payment or reimbursement from any other source; (b) was incurred prior to the beginning date of this Agreement; (c) is not in accordance with the terms of this Agreement, including all Exhibits; or (d) has not been billed to City within thirty (30) calendar days after the date this Agreement terminates.
ARTICLE III
LIMITATION ON CITY OBLIGATIONS
Section 3.1 Limitations.
A. Nothing in this Agreement shall make Grantee or Grantee’s employees (a) subject to any of the memoranda of understanding that apply to union represented City employees, (b) subject to the Personnel Rules, Employee Handbook, or Administrative Policy Manual that apply to City employees, (c) subject to any of the benefits received by employees of City, including but not limited to Medical, Dental, Vision, Retirement, Vacation or Sick Leave, and Administrative Leave, (d) covered by City’s Workers’ Compensation Insurance, or (e) employees of City for purposes of the Tort Claims Act (Govt.
Code Section 825, et seq) or for any other purpose.
B. Grantee and Grantee’s employees shall not be protected by the same immunities and right to indemnification and defense extended by the Tort Claims Act to public employees, including City employees.
Section 3.2 Termination for Convenience.
This Agreement may be terminated by the City, at its sole and absolute discretion, upon thirty (30) days advance written notice thereof to Grantee or cancelled immediately by written mutual consent of the Parties.
ARTICLE IV
ADMINISTRATIVE REQUIREMENTS
Section 4.1 Financial Management.
A. Accounting Standards. Grantee shall adhere to Generally Accepted Accounting Principles1, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred.
B. Documentation and Record-Keeping.
1 “Generally Accepted Accounting Principles” refers to the accounting standard adopted by the U.S.
Securities and Exchange Commission (SEC).
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5 (1) Records to be Maintained. Grantee shall maintain all required records pertinent to the activities being funded pursuant to this Agreement, in a manner satisfactory to the City. (2) Retention. Grantee shall retain all records related to the Program for a period of five (5) years after the termination of all activities funded under this Agreement. (3) Client Data. Grantee shall maintain all client-level data demonstrating client eligibility for the Program, including client name, address, basis for determining eligibility, and description of service provided. Such information shall be made available to City monitors or their designees for review upon request, pursuant to Section 1.1.D of this Agreement. (4) Close-Outs. Grantee’s obligation to City shall not end until all Close-Out requirements are completed, including preparation of a Close-Out Report at the end of the Term. Activities required during the Close-Out period shall include, but are not limited to: submission of the Close-Out Report, making all final paymentsto employees, vendors, and/or contractors, submission of a Final Invoice (per the invoice requirements set forth in Section 4.1.C(5) below), and return to City of all unspent cash advances (5) Audits and Inspections. All Grantee records with respect to any matters covered by this Agreement shall be made available to City at any time during normal business hours, as often as City deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be fully cured by Grantee within thirty (30) days after Grantee’s receipt of such reports. Failure by Grantee to comply with any audit requirements shall constitute a breach of this Agreement and may result in the withholding or termination of future Grant fund payments.
C. Reporting, Evaluation, and Payment Procedures.
(1) Budgets. The Program Budget (Exhibit B) shall include a list of expenditures to be paid for via Grant funds. No more than twenty percent (20%) of the Grant funds may be allocated to indirect costs, calculated as a percentage of the total grant award. The Parties may agree to revise the Program Budget from time to time in accordance with existing City policies. (2) Payment Procedures. Subject to the Disbursement Limit, City will pay Grantee the Grant funds available under this Agreement based upon information submitted by Grantee and consistent with the Program Budget and City policies concerning such payments.
Payments will be made via paper check or electronic funds transfer and only for eligible expenses actually incurred by Grantee, up to the Disbursement Limit. Any funds remaining shall revert back to City. Payments will be adjusted by City in accordance with any Advance Payments to Grantee.
(3) Progress Reports. Grantee shall submit quarterly grant reports (Progress Report) to the Project Manager in the form and content as set forth in the Grant Report Template, attached hereto as Exhibit C. The Progress Reports are due no later than the Due Dates listed below for each Term, unless an extension is authorized by City, in its sole and absolute discretion:
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6 Quarter Period to be covered in Progress Report Due Date 1 January 1 through March 31, 2025 April 30, 2025
2 April 1 through June 30, 2025 July 31, 2025
3 July 1 through September 30, 2025 October 31, 2025
4 October 1 through December 31, 2025 January 31, 2026
5 January 1 through March 31, 2026 April 30, 2026
6 April 1 through June 30, 2026 July 31, 2026
7 July 1 through September 30, 2026 October 31, 2026
8 October 1 through December 31, 2026 January 31, 2027
9 January 1 through March 31, 2027 April 30, 2027
10 April 1through June 30, 2027 July 31, 2027
11 July 1 through September 30, 2027 October 31, 2027
12 October 1 through December 31, 2027 January 31, 2028 (4) Close-Out Report. The Close-Out Report, covering the entire Grant period, is due no later than thirty (30) days after the end of the Term (as indicated below), unless an extension is authorized by City, in its sole and absolute discretion.
Period to be covered Due Date
January 1 through December 31, 2027 January 31, 2028
(5) Performance Measurement. On an annual basis, the Richmond Department of Children and Youth will review the Program’s performance scores as outlined in Exhibit A, Exhibit B, Appendix B, and Appendix C to assess program quality and accountability according to the City’s satisfaction. Failure by the Grantee to meet performance expectations will result in a program improvement process that may result in the withholding, rescinding, or termination of current or future Grant fund payments.
(6) Evaluations. Grantee shall participate in RFCY evaluation activities, including but not limited to administering parent and youth experience surveys, grantee surveys, and focus groups. Such activities can take place past the conclusion of the program end date. (7) Technical Assistance Activities. The City shall partner with external contractors to provide technical assistance related to data collection, reporting, and continuous improvement and will encourage the Grantee to participate to support the Program’s efforts continuous improvement efforts.
(8) Invoices. Invoices shall contain, but not be limited to, the following information in sufficient detail and shall be submitted in a form which adequately demonstrates consistency with the Service Plan and Program Budget:
a. Number of hours per task that Grantee staff performed work; b. Number of hours per Grantee staff member being billed for which stipends have been paid;
c. Hourly or flat rate provided to Grantee staff; and
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7 d. Itemization of any other direct costs (e.g., supplies, travel, operating expenses, etc.) incurred for which reimbursement is being requested within that Invoice period.
Note: Itemization of indirect cost (e.g., rent, utilities, etc.), although not required, may be requested by and shall be made available to City upon request. (9) Required Supporting Documentation. The following Required Supporting Documentation must be submitted with each Invoice, as applicable:
a. Each Invoice must contain all of the information specified in the Grant Report Template (Exhibit C).
b. If the Invoice is requesting reimbursement of any other direct costs (i.e., any costs other than Grantee staff time or stipends—for example, supplies, travel, operating expenses, etc.), the Invoice must be accompanied by copies of actual itemized invoices or receipts for all applicable direct costs.
c. If Grantee staff time or stipends are included in the Invoice, City may request that the Invoice be accompanied by copies of timesheets, daily logs, and/or payroll records covering all staff hours for which reimbursement is being requested. (10) Matching Funds. Matching Funds refers to all program funding above the RFCY award that are necessary to provide the services at the proposed levels. Grantee must demonstrate, and is accountable for, raising and documenting funding that equals at least fifteen percent (15%) of the RFCY grant award as a program match. This fifteen percent (15%) match of RFCY program funding must be a cash or in-kind match that supports the proposed program. Grantee must provide evidence of in-kind and cash matches at the end of the third quarter, (e.g., through letters, copies of checks, grants, or records of volunteer or donated services.)
ARTICLE V
GENERAL PROVISIONS
Section 5.1 Relationship of Parties.
Nothing contained in this Agreement shall be interpreted or understood by any of the Parties, or by any third persons, as creating the relationship of employer and employee, principal and agent, limited or general partnership, or joint venture by and between City and Grantee or either Party’s agents, employees volunteers, or subcontractors, and Grantee shall at all times be deemed an independent contractor and shall be wholly responsible for the manner in which it or its employees, volunteers, agents, and/or subcontractors, perform the services required of it by the terms of this Agreement.
Grantee has and retains the right to exercise full control of employment, direction, compensation, and discharge of all persons assisting in the performance of the Program under this Agreement.
Section 5.2 Compliance with Laws.
A. With respect to this Agreement, Grantee shall comply with all federal, state, and local laws, statutes, ordinances, rules, and regulations, and the orders and decrees of any courts or administrative 777
8 bodies or tribunals, including without limitation environmental laws, disability laws (including the Americans with Disability Act), employment discrimination laws, living wage, and prevailing wage laws, as well as all California Department of Justice and Secretary of State requirements. Compliance under this provision also means Grantee’s compliance with all provisions of the Municipal Code of the City of Richmond (“Municipal Code”), including Chapter 2.28 and Chapters 2.50, 2.52, 2.56, 2.60, and
2.65, if applicable, which are hereby incorporated by reference.
B. Living Wage Ordinance. Grantee acknowledges that under Section 2.60.070 of the Municipal Code (“Living Wage Ordinance”), Grantee shall promptly provide to City documents and information verifying its compliance with the Living Wage Ordinance. Also, as prescribed in Section
2.60.070 of the Municipal Code, Grantee shall notify each of its affected employees regarding the wages that are required to be paid pursuant to the Living Wage Ordinance.
C. Non-Discrimination.
(1) Grantee agrees to observe the provisions of Section 2.28.030 of the Municipal Code of the City of Richmond, obligating every contractor or subcontractor under a contract or subcontract with the City of Richmond for services to refrain from discriminatory employment or subcontracting practices on the basis of the race, color, sex, sexual orientation, gender identity, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential subcontractor. Said Section 2.28.030 is, by this reference, a part of this Agreement.
(2) If Grantee is found in violation of the nondiscrimination provisions of the State of California Fair Employment Practices Act or similar provisions of federal law or executive order in the performance of this Agreement, it will be in default of this Agreement.
Thereupon, City will have the power to cancel or suspend this Agreement, in whole or in part.
D. Sanctuary City Contracting Ordinance (SCCO). 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”).
Grantees must submit the Sanctuary City Compliance Statement included herein as Exhibit D along with the bid or proposal prior to execution of the contract.
Section 5.3 Publicity and Acknowledgement of Support.
A. Grantee shall give appropriate credit to City and the RFCY program for their financial support in any and all press releases, publications, annual reports, video credits, dedications, and other public communications regarding the Program and services performed pursuant to this Agreement, including but not limited to any tangible final products produced pursuant to this Agreement. Copies of such materials shall be provided to City for review prior to their release.
B. Grantee hereby grants to City the right and authority to publicize City and RFCY program support for the Program in press releases, publications, and other public communications of any 778
9 type including, without limitation, digital and web publications, and to use Grantee’s name, likeness, logo, or other official representation of Grantee in such communications.
C. Website Links: Grantee grants revocable permission to City to place links to Grantee’s web site on City’s RFCY website. City also grants revocable permission to Grantee to place links to City’s RFCY website on Grantee’s web site. Revocation of such permissions shall be noticed in writing and the Party in receipt of such notice shall have thirty (30) days to remove all links to the other Party’s website from its own website.
Section 5.4 Background Checks.
If Grantee provides services to youth or other vulnerable populations (including, but not limited to elderly, differently-abled, chronically ill, unhoused, etc.), Grantee shall require comprehensive background checks and fingerprinting of all its employees, volunteers, agents, or subcontractors that work directly with youth or such other vulnerable populations. The cost of the background checks and fingerprinting shall be borne solely by the Grantee. Grantee agrees to provide City with an affidavit certifying that these background check and fingerprinting processes were completed and that all aforementioned individuals supporting Grantee who provide services to vulnerable populations have successfully passed the background and fingerprinting checks. At City’s discretion, Grantee may also be subject to an audit of the underlying records referred to in and relied upon in preparing the affidavit.
In addition, Grantee must ensure that all its employees, volunteers, agents, and subcontractors have a responsibility to self-report to Grantee within three (3) calendar days any arrest. Grantee must notify the Project Manager within forty-eight (48) hours of all details concerning any reported arrest. Upon City’s request, Grantee shall re-screen any of its employees, volunteers, agents, and/or subcontractors during the term of this Agreement.
Section 5.5 Default.
In the event Grantee fails to perform properly any of its obligations hereunder, Grantee shall have thirty (30) days after receipt of written notice from City to cure such failure of performance. If Grantee does not cure the failure within thirty (30) days , or if Grantee fails to commence to cure or, within a reasonable time thereafter, fails to complete the cure, City may, in addition to any other remedies, suspend or terminate this Agreement, complete Grantee’s obligations in any reasonable manner it chooses, or operate or maintain the Program as the City may deem necessary to fulfill requirements of the Grant. Grantee shall reimburse City for any costs or expenses incurred by City because of such failure to perform. If Grantee fails to comply with any of rules, regulations, ordinances, requirements, or provisions of City, in addition to other remedies as provided by law, this Agreement may be suspended or terminated.
Section 5.6 Copyright.
If this Agreement results in any copyrightable material, City reserves the right to royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use, the work for government purposes.
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10 Section 5.7 No Claims.
Nothing contained in this Agreement shall create or justify any claim against City by any person that Grantee may have employed or with whom Grantee may have contracted relative to the purchase of materials, supplies, or equipment, or to the furnishing or the performance of any work or services for the Program or otherwise.
Section 5.8 Indemnification.
A. To the fullest extent permissible by law, Grantee shall indemnify, defend and hold harmless, and require its contractors and subcontractors to defend, indemnify and hold harmless, City, its elected and appointed officials, and all of City’s employees and agents (“Indemnified Parties”), from all liability, penalties, costs, losses, damages, expenses, causes of action, claims, or judgments, including attorney's fees and other defense costs (collectively, “Claims”) resulting from injury to or death sustained by any person (including Grantee’s or any contractors’ or subcontractors' employees), or damage to property of any kind, or any other injury or damage whatsoever, which Claims arise out of or are in any way connected with the provision of Program services performed pursuant to this Agreement, regardless of Grantee’s fault or negligence; provided, however, that Grantee’s indemnity obligations hereunder shall not apply to the extent any Claims are caused by the sole and active gross negligence or willful act or omission of an Indemnified Party. The indemnification obligations of Grantee and its contractors and subcontractors shall extend to Claims asserted after termination of this Agreement for whatever reason.
B. In Claims against any person or entity indemnified under Section 5.8.A above by an employee of Grantee, or its contractors and subcontractors, anyone directly or indirectly employed by any one of them or anyone for whose acts one of them may be liable, the indemnification obligation under Section 5.8.A above shall not be limited by a limitation on amount or type of damages, compensation of benefits payable under workers' compensation acts, disability benefit acts, or other employee benefit acts.
Section 5.9 Non-Liability of City Officials, Employees, and Agents.
No member, official, employee, or agent of City shall be personally liable to Grantee in the event of any default or breach by City, for any amount which may become due to Grantee or its successor, or on any obligation under the terms of this Agreement.
Section 5.10 Insurance.
Grantee shall submit to City evidence of and keep current the insurance coverage meeting the general requirements set forth in the Insurance Requirements, attached hereto and made a part hereof as Exhibit E.
Section 5.11 No Third-Party Beneficiaries.
There shall be no third-party beneficiaries to this Agreement.
Section 5.12 Conflict of Interest.
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11 A. Except for approved eligible administrative or personnel costs, no person described in Section 5.12.B below who exercises or has exercised any functions or responsibilities with respect to the activities funded pursuant to this Agreement or who is in a position to participate in a decisionmaking process or gain inside information with regard to such activities, may obtain a personal or financial interest or benefit from the activity, or have an interest in any contract, subcontract, or agreement with respect thereto, or the proceeds thereunder, either for themselves or for those with whom they have family or business ties, during or at any time after such person's tenure. Grantee shall exercise due diligence to ensure that the prohibition in this Section 5.12.A is followed.
B. The conflict of interest provisions of Section 5.12.A above apply to any person who is an employee, agent, consultant, officer, or any immediate family member of such person, or any elected or appointed official of City, or any person related within the third (3rd) degree of such persons.
Section 5.13 Notices, Demands, and Communications.
If at any time after the execution of this Agreement it shall become necessary or convenient for one of the Parties hereto to serve any notice, demand, or communication upon the other Party, such notice, demand, or communication shall be in writing and shall be served personally or by depositing the same in the registered United States mail with return receipt requested and postage prepaid or delivered by express delivery service with return receipt requested.
If intended for City, it shall be addressed to:
City of Richmond
450 Civic Center Plaza, Suite 300
Richmond, California 94804
Attention: City Manager
With copy to:
City of Richmond
450 Civic Center Plaza, Suite 340
Richmond, CA 94804
Attention: City Attorney
If intended for Grantee, it shall be addressed to:
_______________
_______________
_______________
_______________
Any notice, demand, or communication shall be deemed given, received, made, or communicated on the date personal delivery is affected or, if mailed in the manner herein specified, on the delivery date or date delivery is refused by the addressee, as shown on the return receipt. Either Party may change its 781
12 mailing address at any time by giving written notice of such change at least ten (10) days prior to the date such change is desired to be effective.
Section 5.14 Applicable Law.
This Agreement shall be governed by California law. This Agreement is made in Contra Costa County, California, and any action relating to this Agreement shall be instituted and prosecuted in the courts of Contra Costa County, California.
Section 5.15 Parties Bound.
Except as otherwise limited herein, the provisions of this Agreement shall be binding upon and inure to the benefit of the Parties and their heirs, executors, administrators, legal representatives, successors in interest, and assigns. Any reference in this Agreement to a specifically named Party shall be deemed to apply to any successor, heir, administrator, executor, successor, or assign of such Party who has acquired an interest in compliance with the terms of this Agreement or under law.
Section 5.16 Attorneys' Fees.
If any lawsuit is commenced to enforce any of the terms of this Agreement, the prevailing Party will have the right to recover its reasonable attorneys’ fees and costs of suit from the other Party.
Section 5.17 Severability.
If any term of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remainder of the provisions shall continue in full force and effect unless the rights and obligations of the Parties have been materially altered or abridged by such invalidation, voiding, or unenforceability.
Section 5.18 Waivers.
Any waiver by City of any obligation or condition in this Agreement must be in writing. No waiver will be implied from any delay or failure by City to take action on any breach or default of Grantee or to pursue any remedy allowed under this Agreement or applicable law. Any extension of time granted to Grantee to perform any obligation under this Agreement shall not operate as a waiver or release from any of its obligations under this Agreement. Consent by City to any act or omission by Grantee shall not be construed to be consent to any other or subsequent act or omission or to waive the requirement for Grantee’s written consent to future waivers.
Section 5.19 Title of Parts and Sections.
Any titles of the sections or subsections of this Agreement are inserted for convenience of reference only and shall be disregarded in interpreting any part of the Agreement’s provisions.
Section 5.20 Entire Understanding of the Parties.
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13 This Agreement constitutes the entire understanding and agreement of the Parties with respect to its subject matter. All modifications, amendments, or waivers of any terms of this Agreement shall be in writing and signed by the duly authorized representatives of the Parties.
Section 5.21 Multiple Originals; Counterpart.
This Agreement may be executed in multiple originals, each of which is deemed to be an original, and may be signed in counterparts.
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the day and year first written above.
CITY OF RICHMOND:
Kinshasa Curl Date
City Manager
Approved as to form: Attest:
____________________________ _________________________________ James Atencio Pamela Christian
Senior Assistant City Attorney City Clerk
GRANTEE:
Name Date
_________________________________ ____________________________________ Title Signature
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