Richmond City Council
December 3, 2024

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

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

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 3 of 63

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.

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

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.

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.)

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?

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.

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 app lication 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.

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

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 above- mentioned entities and community-based organizations and programs that meet the goals and eligible uses of the Fund (see Eligibility section for definition of collaboration – entities listed in this section can apply as a collaborative or single entity as long as the definition of collaboration is met);

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

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.

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.

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.

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.

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.

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.

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

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 investme nt. 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.

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 discrimi nation, 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 child ren, 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

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

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

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

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

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 26 of 63 ● Students at schools with high levels of free and reduced lunch ● Students in very high need locations

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

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

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 28 of 63 Desired Results
• 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

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 r aising 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.

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 30 of 63 Priority Populations
• Young people who themselves are homeless, or whose families are homeless or threatened by homelessness
• Young people living in poverty
• Immigrant and undocumented children and youth
• Teen parents and families, including single mothers
• Families with children and youth who are involved in or transitioning from the foster care, juvenile justice, criminal justice, or special education systems 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

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.

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 32 of 63 Step 1: Organization and Proposal Information
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.

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 33 of 63 Step 2: Proposal Narrative
The Proposal Narrative must include the following elements, presented in the order listed below.

Reviewers will score the Proposal Narratives based upon the adequacy and thoroughness of the response to the RFP requirements and according to the following point system3:

Narrative Element Points
Program Summary No Points
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.

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.

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.

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 36 of 63 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, 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.

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 37 of 63 Step 3: Budget
The program budget is an important component of your proposal that should be clearly linked to support the proposed program, with reasonable and justifiable expenses for staffing and program costs. The budget proposed should be an 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.

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 38 of 63 Direct Costs
Personnel
Please list all direct service staff including line staff, supervisory staff that supervises line staff, and support/clerical staff that work directly on the proposed program. • Create a separate line item for EACH individual staff working directly on the program including Lead 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.

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 39 of 63 Youth Wages and Stipends
Youth Wages and Fringe Benefits
This line item is for programs that offer youth an hourly wage for internships or employment experiences. Please enter a separate line item for each unique hourly wage. Do NOT enter a range for wages. 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.

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 40 of 63 Step 4: Required Documents
In the Required Documents section, you will upload the following attachments:
❑ Copy of IRS Letter Certifying Tax Exempt Status.
• Applicants must upload an IRS statement certifying their 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.

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 41 of 63 Step 5: Proposal Submission & Acknowledgement
The final step to complete your online proposal is to click “Submit”. Please review the elements of your application including all uploads. RDCY recommends that you wait until the entire application is complete before submitting the form. Once you submit, you will not be able to edit any of your work.

After all the forms are uploaded, review and confirm your agreement of the information in the Proposal Submission & Acknowledgement for the final confirmation of submission for your proposal. The form requires the applicant to verify the following:
(1) You are an Officer on the Board of Directors of the organization or have been authorized to submit the grant application,
(2) You have thoroughly read and understand the grant program guidelines and application questions and City of Richmond requirements (business license, insurance, and grant agreement),
(3) All questions contained in the application have been answered and the required documents are included as part of our application,
(4) Your organization will obtain comprehensive background checks and/or fingerprinting of all employees and/or volunteers that work directly with youth or such other vulnerable populations, and
(5) To the best of your knowledge, the information included as part of this application is true and accurate.

Following your agreement and completion of the Electronic Signature Agreement, click “Submit” to submit your application to RDCY. CivicPlus will generate and e -mail a Receipt of Submission to verify proof of submission. Save the e-mail of your receipt as a confirmation of your submission. Please note that all future communication regarding the submitted grant application will be sent to the Project Manager listed on the application.

ONLINE PROPOSAL DUE: 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.

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.

The City Of Richmond Department and Fund for Children and Youth FY 2025-28 Request for Proposals Page 43 of 63 VI. Funding Recommendations and Contract Negotiation
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.

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.

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 serv ice location, service to priority populations, strategic alignment, past program performance and organization capacity, and reasonableness of budget and scope of services.

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.

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.

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.

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:

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Organization Address:

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Executive Director Name:

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Program Manager Name (primary contact for the grant):

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Program Manager Phone Number:

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Program Manager Email Address:

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Program Summary (50-word limit):

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Fiscal Sponsor Information (Organization with 501(c)(3) tax status):

Name of Organization:

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Executive Director Name:

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Organization Address:

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Program Manager Name (primary contact for the grant):

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Program Manager Phone Number:

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Program Manager Email Address:

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Collaborative Partner Organization:

Name of Organization:

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Executive Director Name:

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Organization Address:

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Program Manager Name (primary contact for the grant):

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Program Manager Phone Number:

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Program Manager Email Address:

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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.

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.

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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 Com m unity & 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.

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ORGANIZATION HISTORY AND CAPACITY (10 POINTS)
1) Briefly describe your organization.

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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 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 on www.ci.richmond.ca.us/RFCYGrants.

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5) Describe the program and proposed services. Provide information on the program design, type of services, average length of participation, location of services (include the defined boundaries for each targeted neighborhood/geographical area), and how services will be delivered. a. In addition to responding to the prompt(s), also complete the Activity and Operations Table found on www.ci.richmond.ca.us/RFCYGrants.

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6) What role will youth have in program design, implementation and/or evaluation, if any? For example, how will they inform, consult, or collaborate with staff?
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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,

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, in cluding 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 one - time workshop. Do not include projected number of participants reached in outreach efforts.

Space is included in the fillable template to provide a narrative response.

NOTE: If awarded RFCY funding, organizations will provide 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 particip ate 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

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

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.

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.

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

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

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.

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 $ $

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 collab orations. 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

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.