Agenda — Richmond City Council, December 17, 2024 (part 7 of 9)

December 17, 2024

Library and Community Services

DATE: December 17, 2024
TO: Mayor Martinez and Members of the City Council
FROM:

LaShonda White, Deputy City Manager – Community
Services
Sam Vaughn, Deputy Director of Community Services –
Office of Neighborhood Safety
Michael Romero, Community Crisis Response Program
Manager

Subject:

Contract with Bonterra Tech for Apricot 360 Case
Management and Data Management Software Services
FINANCIAL IMPACT: The proposed $87,260 expenditure for three years is included within the approved fiscal year 2024 – 2025
budget of the Community Crisis Response Program
(01401113-400201-RI200).

PREVIOUS COUNCIL
ACTION:

None

STATEMENT OF THE
ISSUE:

As part of program and case management software system
implementation, the Community Crisis Response Program
is requesting City Council approval of a contract with
Bonterra Tech to provide Apricot 360 for case management and data management services.

RECOMMENDED
ACTION:

APPROVE a contract with Bonterra Tech for the Apricot
360 case management software for the Community Crisis
Response Program for an amount not to exceed $87,260,
for a contract term from December 17, 2024 through
December 16, 2027 - Community Services (Sam Vaughn
510-620-5404/Michael Romero 510-620-6791).

AGENDA
REPORT
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Page 2 of 2 ends

December 17, 2024
DISCUSSION:

The Community Crisis Response Program (CCRP) seeks approval of a contract with Bonterra Tech for the Apricot 360 Case Management software for a term of three years, from the period of December 17, 2024 through December 16, 2027 (Attachment 1).

City staff is proposing the purchase of Apricot 360, as it will provide a case management system that will support the overarching implementation goals for CCRP.

Apricot 360 will provide specific tools to alleviate and better track significant client data that will support and provide specific metrics to aid program development.

In alignment with the City’s procurement process, City staff solicited three quotes from the following firms for the purchase and implementation of a case management system through individual contact:

 Bonterra Tech
 Eccovia
 Salesforce

Of the three vendors contacted, only two provided written quotes: Bonterra Tech and Eccovia (Attachment 2). The quotes were then evaluated based on the following five standards:

 Lowest price
 User friendly software
 Familiarity the data needs of other community crisis response programs
 Ability to integrate with other Microsoft Tools such as Power BI  Ability to provide extensive reporting capabilities

Using the standards listed above, Bonterra Tech’s Apricot 360 satisfactorily met each standard. Ultimately, City staff chose Bonterra Tech due to having the lowest quoted price and their previous known history working with similar community crisis response programs. The Apricot 360 case management system will aid the CCRP program development, assist in data management, and track program outcomes.

City staff is seeking approval of a contract for Bonterra Tech’s Apricot 360 software to provide case management and data management services for the period from December 17, 2024 to December 16, 2027, for the contract amount not to exceed $87,260.

DOCUMENTS ATTACHED:

Attachment 1 – Contract with Bonterra
Attachment 2 – Quotes from Bonterra and Eccovia
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CITY OF RICHMOND

STANDARD CONTRACT
Department: City Project Manager:

City Project Manager E-mail: City Project Manager Phone No:

Vendor No: Contract No:

Description of Services:

The parties to this STANDARD CONTRACT do mutually agree and promise as follows:

1. Parties. The parties to this Contract are the City of Richmond, a municipal corporation (“the City”), and the following named Contractor:

Contractor Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

Business License No:
☐ A California corporation, ☐ limited liability corporation ☐ general partnership, ☐ limited partnership, ☐ individual, ☐ non-profit corporation, ☐ individual dba as [specify:] ____________________ ☐ other [specify:] _______________________________

2. Term. The effective date of this Contract is _______________________ and terminates _________________ unless terminated earlier as set forth herein.

3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $______________ (“Contract Payment Limit”) unless a Contract Amendment has been approved by the City Council or City Manager. If this amount includes a contingency, Contractor acknowledges that any use of such contingency shall be for work beyond the original scope of services and requires prior written authorization by the City. If noted below, Compensation for work done under this Contract, shall not exceed as follows:

FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________

4. Contractor’s Obligations. Contractor agrees to perform all work at its own cost and expense, to furnish all labor, tools, equipment, materials, except as otherwise specified, in accordance with the Service Plan set forth in Exhibit A, attached hereto and incorporated herein.

5. City Obligations. City shall make payments to the Contractor in accordance with the Payment Provisions set forth in Exhibit B, attached hereto and incorporated herein.1032

6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C), attached hereto and incorporated herein.

7. General Conditions. This Contract is subject to the General Conditions (Exhibit D), which are attached hereto and incorporated herein.

8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any), which are attached hereto and incorporated herein.

9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F), which are attached hereto and incorporated herein.

10. Sanctuary City Compliance Statement. This Contract is subject to the Sanctuary City Compliance Statement (Exhibit G), which is attached hereto and incorporated herein.

11. Signatures. These signatures attest the parties' agreement hereto:

CITY OF RICHMOND,
a municipal corporation [BUSINESS NAME]
(* The Corporation Chairperson of the Board, President, or Vice President should sign below)

By: _________________________ By: ___________________________ Title: ________________________ Title: __________________________ Date Signed: _________________ Date Signed: ___________________

I hereby certify that this Contract (* The Corporation Chief Financial Officer or Assistant has been approved by City Council Treasurer, or Secretary or Assistant Secretary should or the City Manager. sign below)

By: _________________________ By: ___________________________ City Clerk Title: __________________________
Date Signed: ____________________
Approved as to form:
(NOTE: Pursuant to California Corporations Code Section By: _________________________ 313, if Contractor is a corporation or nonprofit organization, City Attorney this Contract (1) must be signed by (a) the Chairperson of the Board, President, or Vice-President and (b) the
Chief Financial Officer or Assistant Treasurer, or
Secretary or Assistant Secretary)

LIST OF ATTACHMENTS:

Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Sanctuary City Compliance Statement Exhibit G

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Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT A

SERVICE PLAN

Contractor shall, to the satisfaction of the Project Manager ( set forth in Exhibit B) , perform the following services and be compensated as outlined below [or attach service plan if necessary]:

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Bonterra Order Q-80221

BONTERRA ORDER FORM

City of Richmond Bonterra Tech LLC
440 Civic Center Plaza 10801-2 N Mopac Expressway, Ste. 300 Richmond, California, 94804 Austin, Texas 78759

This Order Form (“Order”) is entered into and effective as of the last signature date (“Order Effective Date”) by and between the Customer named above and Bonterra Tech LLC. The Parties hereby agree as follows:

TERMS & CONDITIONS
A. AGREEMENT
This Order is subject to the Bonterra Tech Online Master Subscription and Services Agreement (“Agreement”) found at https://www.bonterratech.com/legal. Capitalized terms not otherwise defined in this Order have the meaning ascribed to them in the Agreement.

B. SERVICE DESCRIPTIONS
The description(s) for the Services ordered in the Fee Tables below can be found at the following links:
https://www.bonterratech.com/legal/product-terms-conditions If Services have been ordered, then the Services Statement of Work (SOW) is incorporated into this Order.

INVOICING
Annual Fees for the Subscription Term are invoiced upon the execution of this Order, then on an Annual basis thereafter per the terms of the Agreement. If the Customer is ordering additional Annual services, then the Annual Fees are invoiced upon the execution of this Order on a prorated basis for the remainder of the current coterminous term of the then current Subscription and then the full Annual Fees will be invoiced on an annual basis thereafter at the same time as the fees for the current Annual Subscription. Implementation Fees are invoiced upon completion of the following: One-half (50%) of Total Implementation Fees upon execution of this Order, One-half (50%) of Total Implementation Fees upon Go Live or ten (10) business days after delivery per the SOW (whichever occurs first).

C. SPECIAL TERMS AND CONDITIONS:

None

Fee Schedule
Customer will pay the following amounts for the Services in accordance with the terms of the Agreement:

SUBSCRIPTION FEES
Product Product Description Start Date End Date Quantity Unit Price Total Price Impact
Management
Enterprise

The Impact Management
Enterprise subscription is
priced per user and includes:
- Unlimited Sites
- 2 Administrative User
Assignments
- 20 Guest Users
- Maximum of 10 GB of
Storage
- Up to 5,000 Text Messages
per Month
- Unlimited Emails 10/1/2024 9/30/2025 20.00 $810.00 $16,200.00 Impact
Management
Enterprise

The Impact Management
Enterprise subscription is
priced per user and includes:
- Unlimited Sites
- 2 Administrative User
Assignments
- 20 Guest Users
- Maximum of 10 GB of
Storage
- Up to 5,000 Text Messages
per Month
- Unlimited Emails 10/1/2025 9/30/2026 20.00 $810.00 $16,200.00 Impact
Management
Enterprise

The Impact Management
Enterprise subscription is
priced per user and includes:
- Unlimited Sites
- 2 Administrative User
Assignments 10/1/2026 9/30/2027 20.00 $810.00 $16,200.00 1035

Bonterra Order Q-80221
- 20 Guest Users
- Maximum of 10 GB of
Storage
- Up to 5,000 Text Messages
per Month
- Unlimited Emails
IM Training
Subscription

10/1/2024 9/30/2025 2.00 $1,500.00 $3,000.00
IM Training
Subscription

10/1/2025 9/30/2026 2.00 $1,500.00 $3,000.00
IM Training
Subscription

10/1/2026 9/30/2027 2.00 $1,500.00 $3,000.00
Impact
Management
Enhanced
Support

Unlock the full potential of
your impact management
systems with a combination of
premium customer support
and a set of premium
professional services designed
to maximize your impact and
your funding.

Includes up to 24 hours of
consulting per year. 10/1/2024 9/30/2025 1.00 $6,000.00 $6,000.00 Impact
Management
Enhanced
Support

Includes up to 24 hours of
consulting per year. 10/1/2025 9/30/2026 1.00 $6,000.00 $6,000.00 Impact
Management
Enhanced
Support

Includes up to 24 hours of
consulting per year. 10/1/2026 9/30/2027 1.00 $6,000.00 $6,000.00

Discounts $0.00
Subscription Total $75,600.00

ONE-TIME FEES
Product Product Description Start Date Quantity Unit Price Total Price Impact
Management
Enterprise
Implementation
Fifteen (15) week Professional Services
engagement to implement one program in
Impact Management Enterprise 10/1/2024 1.00 $9,900.00 $9,900.00 1036

Bonterra Order Q-80221

Consulting

5 hour add-on to support an
implementation or expansion of an Impact
Management solution. Can be used for any
combination of: Discovery, Solution Design,
Configuration, Migration, Testing, Go-Live
Support, General Consulting. 10/1/2024 1.00 $1,540.00 $1,540.00 One Time Custom
SOW

Any combination of: Project Management,
Discovery, Solution Design, Configuration,
Migration, Testing, Go-Live Support, General
Consulting. 10/1/2024 1.00 $220.00 $220.00

Discounts $0.00
One-Time Total $11,660.00

Total Contract Value* $87,260.00

*The fees stated herein do not include applicable taxes; any applicable taxes will be applied at the time of invoicing.

This Order and terms herein are agreed to and accepted upon signature of Customer, or upon Customer’s remittance to Bonterra of a purchase order with the Quote/Order Number written above.

\s1\

\s2\

City of Richmond Bonterra Tech LLC
Name Name
Title Title
Date \d1\ Date \d2\

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Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT B

PAYMENT PROVISIONS

1. COMPENSATION TO CONTRACTOR:

a. Provided Contractor is not in default under this Contract, Contractor shall be compensated in the manner set forth herein.

b. All payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photocopying, meals and travel, etc.). Invoices shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request.

c. All City vendors receiving new contracts shall sign up to receive electronic payments through the City’s Automated Clearinghouse (ACH) payments service/provider.

2. SUBMISSION OF INVOICES:

Contractor shall submit timely invoices by email to
[email protected] and/or to the following address:

Attention: City of Richmond Finance/Account Payable
Project Manager: _______________________
P.O. Box 4046
Richmond, CA 94804

3. All invoices that are submitted by Contractor shall be subject to the approval of the City Project Manager, _______________________, before payments shall be authorized.

a. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.

b. All appropriate permits, certificates, and licenses, including a City business license shall be obtained and maintained for the duration of this Contract before any payment is authorized.

4. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract is executed by the City. The insurance coverage required by this Contract shall be maintained by Contractor for the duration of this Contract and must be in place before any payment is authorized.
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Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT C

AUTHORIZED REPRESENTATIVES AND NOTICES

1. All required written notices shall be delivered: (i) by hand; or (ii) sent by registered, express, or certified mail, with return receipt requested or with delivery confirmation requested from the U.S. postal service; or (iii) sent by overnight or same day courier service at the party’s respective address listed in this Section.

2. Each notice shall be deemed to have been received on the earlier to occur of:
actual delivery or the date on which delivery is refused; or three (3) days after notice is deposited in the U.S. mail or with a courier service in the manner described above (Sundays and City holidays excepted).

3. Either party may, at any time, change its notice address (other than to a post office box address) by giving the other party three (3) days prior written notice of the new address.

4. All notices, demands, requests, or approvals from Contractor to the City shall be addressed to the City at:

City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Email: ________________________________________________

5. All notices, demands, requests, or approvals from the City to Contractor shall be addressed to Contractor at:

Attn:

Email: ________________________________________________ 1039
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_____________________________

EXHIBIT D

GENERAL CONDITIONS

1. INDEPENDENT PARTIES:

Contractor hereby declares that Contractor is engaged as an independent business and Contractor agrees to perform the services as an independent contractor.

The manner and means of conducting the services and tasks are under the control of Contractor except to the extent they are limited by statute, rule or regulation and the express terms of this Contract. No civil service status or other right of employment will be acquired by virtue of Contractor’s services. None of the benefits provided by the City to its employees, including but not limited to unemployment insurance, workers’ compensation plans, vacation and sick leave, are available from the City to Contractor, its employees or agents. Deductions shall not be made for any state or federal taxes, FICA payments, PERS payments, or other purposes normally associated with an employer-employee relationship from any compensation due to Contractor. Payments of the above items, if required, are the responsibility of Contractor.

2. TIME IS OF THE ESSENCE:

Contractor and the City agree that time is of the essence regarding the performance of this Contract.

3. STANDARD OF CARE:

Contractor agrees to perform all services hereunder in a manner commensurate with the prevailing standards of like professionals or service Contractors, as applicable, in the San Francisco Bay Area and agrees that all services shall be performed by qualified and experienced personnel who are not employed by the City.

4. IMMIGRATION REFORM AND CONTROL ACT (IRCA):

Contractor assumes all responsibility for verifying the identity and employment authorization of all of its employees performing work hereunder, pursuant to all applicable IRCA or other federal, or state rules and regulations. Contractor shall indemnify, defend, and hold the City harmless from and against any loss, damage, liability, costs or expenses arising from any noncompliance of this provision by Contractor.

5. NON-DISCRIMINATION:

Consistent with the City’s policy and state and federal law that harassment and discrimination are unacceptable conduct, Contractor and its employees, contractors, and agents shall not harass or discriminate against any job applicant, City employee, or any other person on the basis of any kind of any statutorily (federal, state or local) protected class, including but not limited to: race, religious creed, color, national origin, ancestry, 1040
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
disability (both mental and physical) including HIV and AIDS, medical condition (e.g. cancer), genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, pregnancy, political affiliation, military and veteran status or legitimate union activities. Contractor agrees that any violation of this provision shall constitute a material breach of this Contract.

6. CITY PROPERTY:
a. Each and every report, draft, work product, map, record, applicable plans, drawings, calculation, data, specification, video, graphic, or any other material or document produced, prepared or caused to be prepared by Contractor pursuant to or in connection with this Contract shall be the exclusive property of the City.

b. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 11 below, indemnify, defend and hold the City harmless from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data.

c. No report, information or other data given to or prepared or assembled by Contractor pursuant to this Contract shall be made available to any individual or organization by Contractor without prior approval of the City Manager or their designee.

d. Contractor shall, at such time and in such form as City Manager or their designee may require, furnish reports concerning the status of services and tasks required under this Contract.

7. RECORDS:

a. Contractor shall maintain complete and accurate records with respect to the services, tasks, work, documents and data in sufficient detail to permit an evaluation of Contractor’s performance under the Contract, as well as maintain books and records related to sales, costs, expenses, receipts and other such information required by the City that relate to the performance of the services and tasks under this Contract (collectively the “Records”).

b. All Records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Contractor shall provide free access to the Records to the representatives of the City or its designees during regular business hours upon reasonable prior notice. The City has the right to examine and audit the Records, and to make copies or transcripts therefrom as necessary, and to allow inspection of all proceedings and activities related to this Contract. Such Records, together with supporting documents, shall be kept separate from other documents and records and shall be maintained by Contractor for a period of five (5) years after receipt of final payment.

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_____________________________
c. If supplemental examination or audit of the Records is necessary due to concerns raised by the City’s preliminary examination or audit of records, and the City’s supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of this Contract or failure to act in good faith, then Contractor shall reimburse the City for all reasonable costs and expenses associated with the supplemental examination or audit.

8. PERMITS AND LICENSES:

Contractor, at its sole expense, shall obtain and maintain during the term of this Contract, all appropriate permits, certificates and licenses, including a City business license, required in connection with the performance of the services and tasks hereunder.

The failure to obtain such permits and licenses shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.

9. TERMINATION:

a. Termination Without Default. Notwithstanding any provision herein to the contrary, the City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder immediately upon transmission of written notice to Contractor as provided in Exhibit C “Authorized Representatives and Notices”.

b. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Exhibit B; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.

10. CONFLICT OF INTEREST:

Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under 1042
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_____________________________
this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.

11. HOLD HARMLESS:

a. To the fullest extent permitted by law, Contractor shall indemnify, defend (with counsel acceptable to the City) and hold harmless the City, its City Council, boards, commissions, officials, employees, agents and volunteers (“Indemnitees”) from and against any and all loss, damages, liability, obligations, claims, suits, judgments, costs and expenses whatsoever, including attorney’s fees and costs of litigation (“Claims”), arising from or in any manner connected to Contractor’s performance of its obligations under this Contract or failure to comply with any of its obligations under this Contract or out of the operations conducted by Contractor even if the City is found to have been negligent. If the Claims filed against Indemnitees allege negligence, recklessness or willful misconduct on the part of Contractor, Contractor shall have no right of reimbursement against Indemnitees for the costs of defense even if negligence, recklessness or willful misconduct is not found on the part of Contractor. Contractor shall not have any obligations to indemnify Indemnitees if the loss or damage is found to have resulted solely from the negligence or the willful misconduct of the City. The defense and indemnification obligations of this Contract are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Contract.

b. This indemnification obligation shall survive this Contract and shall not be limited by any term of any insurance policy required under this Contract; provided however, that if this Contract is for design professional services, this indemnity provision is limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional (as defined in California Civil Code section 2782.8).

12. LIMITATIONS UPON SUBCONTRACTING AND ASSIGNMENT:

a. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.

b. Contractor shall not assign, sublease, hypothecate, or transfer this Contract, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of the City Manager. Contractor shall submit a written request for consent to transfer to the City Manager at least thirty (30) days in advance of the desired transfer.

The City Manager or their designee may consent or reject such request in their sole and absolute discretion. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for 1043
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_____________________________
money against the City under this Contract may be assigned by Contractor to a bank, trust company or other financial institution without prior written consent.

c. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or joint- venture or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.

d. Only those persons and/or businesses whose names and resumés are attached to this Contract shall be used in the performance of this Contract. However, if after the start of this Contract, Contractor wishes to use sub-contractors, at no additional costs to the City, then Contractor shall submit a written request for consent to add sub- contractors including the names of the sub-contractors and the reasons for the request to the City Manager at least five (5) days in advance. The City Manager may consent or reject such requests in their sole and absolute discretion.

e. Each sub-contractor shall be required to furnish proof of workers’ compensation insurance and shall also be required to carry general, automobile and professional liability insurance (as applicable) in reasonable conformity to the insurance carried by Contractor.

f. In addition, any tasks or services performed by sub-contractors shall be subject to each provision of this Contract. Contractor shall include the following language in their Contract with any sub-contractor: “Sub-Contractors hired by Contractor agree to be bound to Contractor and the City in the same manner and to the same extent as Contractor is bound to the City.”

g. The requirements in this Section 12 shall not apply to persons who are merely providing materials, supplies, data or information that Contractor then analyzes and incorporates into its work product.

13. SAFETY:

a. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor will be solely and completely responsible for conditions of all vehicles owned or operated by Contractor, including the safety of all persons and property during performance of the services and tasks under this Contract.

Contractor shall assume sole and complete responsibility for the safety of Contractor's employees and any of subcontractor's employees This requirement will apply continuously and not be limited to normal working hours. In addition, Contractor will comply with all safety provisions in conformance with U.S. Department of Labor Occupational Safety and Health Act, any equivalent state law, and all other applicable 1044
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_____________________________
federal, state, county and local laws, ordinances, codes, and any regulations that may be detailed in other parts of the Contract. Where any of these are in conflict, the more stringent requirements will be followed. Contractor’s failure to thoroughly familiarize itself with the aforementioned safety provisions will not relieve it from compliance with the obligations and penalties set forth herein.

b. Contractor will immediately notify the City (in no event less than 24 hours) of any incident of death, serious personal injury or substantial property damage that occurs in connection with the performance of this Contract. Contractor will promptly submit to the City a written report of all incidents that occur in connection with this Contract. This report must include the following information: (i) name and address of injured or deceased person(s); (ii) name and address of Contractor’s employee(s) involved in the incident; (iii) name and address of Contractor’s liability insurance carrier; (iv) a detailed description of the incident; and (v) a police report.

c. Contractor acknowledges that the City shall have the right to impose, at the City’s sole discretion, requirements that it deems are necessary to protect the health and safety of the City employees, residents, and visitors. Contractor agrees to comply with all such requirements, including, but not limited to, mandatory vaccinations, the use of personal protective equipment (e.g. masks), physical distancing, and health screenings.

Contractor also agrees to make available to the City, at the City’s request, records to demonstrate Contractor’s compliance with this Section.

14. INSURANCE:

Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.

15. COMPLIANCE WITH ALL APPLICABLE LAWS:

a. During the term of this Contract, Contractor shall keep fully informed of all existing and future state and federal laws and all municipal ordinances and regulations of the City of Richmond which affect the manner in which the services or tasks are to be performed by Contractor, as well as all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Contractor shall comply with all applicable laws, state and federal and all ordinances, rules and regulations enacted or issued by the City. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50,

2.52, 2.56, and 2.60, if applicable.

b. Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor is required to provide the City with documents and information verifying its compliance with the Living Wage Ordinance. Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance as prescribed in § 2.60.070 of the Municipal Code.
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c. Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or sub-Contractor under an agreement or sub-agreement with the City for public works, goods or services to refrain from discriminatory employment or practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential sub-contractor.

d. Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at http://www.ci.richmond.ca.us/workplacepolicies.

Contractor agrees to abide by the terms and conditions of said policies.

16. INTEGRATED CONTRACT:

The Recitals and exhibits are a material part of this Contract and are expressly incorporated herein. This Contract represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Contract will be effective only by written execution signed by both the City and Contractor.

17. CONFLICTING PROVISIONS:

In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Condition as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.

18. FORCE MAJEURE:

Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.

19. CONFLICT OF LAW:

This Contract shall be interpreted under, and enforced by the laws of the State of 1046
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
California without regard to any choice of law rules which may direct the application of laws of another jurisdiction. The Contract and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Contract (or the successors of those authorities). Any suits brought pursuant to this Contract shall be filed with the courts of the County of Contra Costa, State of California.

20. CLAIMS:

Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.

21. INTERPRETATION:

This Contract shall be interpreted as if drafted by both parties.

22. WARRANTY:

If any product is be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.

23. SEVERABILITY:

In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.

24. AUTHORITY:

City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that they are duly authorized to enter into and execute this Contract on behalf of Contractor, 1047
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
and shall be personally liable to City if they are not duly authorized to enter into and execute this Contract on behalf of Contractor.

25. WAIVER:

The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach. Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payment therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.

26. COUNTERPARTS:

This Contract may be executed in any number of counterparts (including by fax, PDF, DocuSign, or other electronic means), each of which shall be deemed an original, but all of which shall constitute one and the same instrument.

27. SANCTUARY CITY CONTRACTING ORDINANCE (SCCO):

The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor must submit the Sanctuary City Compliance Statement, attached hereto as Exhibit G. 1048
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT E

SPECIAL CONDITIONS

The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable, otherwise please state “NONE”):

1049
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT F

INSURANCE PROVISIONS
☐ CHECK HERE IF RISK MANAGEMENT HAS APPROVED WAIVING INSURANCE REQUIREMENTS FOR THIS CONTRACT.

1. CERTIFICATES: Before the commencement of the terms of this Contract, and during the entire term of this Contract and any extension or modification thereof, Contractor shall furnish the City’s Risk Manager with certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance coverage in compliance with coverage requirements set forth by the City and incorporated herein.

Such certificates, which do not limit Contractor’s indemnification, shall also contain substantially the following statement:
“Should any of the above insurance covered by this certificate be canceled or coverage reduced before the expiration date thereof, the insurer affording coverage shall provide thirty (30) days’ advance written notice to the City of Richmond.

Attention: Risk Manager.”
Contractor shall maintain in force at all times during the performance of this Contract all appropriate coverage of insurance required by this Contract with an insurance company licensed to offer insurance business in the State of California with a current A.M. Best’s rating of no less than A:VII or Standard & Poor’s Rating (if rated) of at least BBB unless otherwise acceptable to the City. Contractor shall deliver updated insurance certificates to the City at the address set forth in Exhibit C prior to the expiration of the existing insurance certificate for the duration of the term of Contract.

Endorsements naming the City, its City Council, boards, commissions, officials, employees, agents, and volunteers as additional insured shall be submitted with the insurance certificates.

2. COVERAGE REQUIREMENTS: The City’s insurance requirements depend upon the type of service being provided and/or the provider. The City’s insurance requirements will fall into one of the following categories (unless otherwise provided by the City):

Consultants and Contractors – Type 1
Professional Services – Type 2
Environmental Risk/Hazardous Waste Material – Type 3
Lease of City Property – Type 4
Vendors, Suppliers, Small Grant Recipients & Nonprofit Organizations – Type 5 Transportation Providers – Type 6
Professional Services Pyrotechnics – Type 7
Cyber and I.T. Risks – Type 8
1050
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
The insurance requirements classification applicable to this Contract shall be attached to this Exhibit F and made a part hereof.

3. FAILURE TO SECURE: If Contractor at any time during the term hereof should fail to secure or maintain the foregoing insurance, the City shall be permitted to obtain such insurance in Contractor’s name or as an agent of Contractor and shall be compensated by Contractor for the costs of the insurance premiums at the maximum rate permitted by law and computed from the date written notice is received that the premiums have not been paid.

4. SUFFICIENCY OF INSURANCE: The insurance limits required by the City are not represented as being sufficient to protect Contractor. Contractor is advised to consult Contractor’s insurance broker to determine adequate coverage for Contractor. The coverage and limits shall be (1) the minimum coverage and limits specified in this Contract; or (2) the broader coverage and maximum limits of the coverage carried by or available to Contractor; whichever is greater.

INSERT INSURANCE REQUIREMENTS CLASSIFICATION APPLICABLE TO THIS CONTRACT: (IF NECESSARY, CONFIRM WITH RISK MANAGER)
1051
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:

Consultants and Contractors

Type 1 – Page 1 of 4

Revised: September 2011

In all instances where a CONTRACTOR or its representatives will be conducting business and/or providing services, the City requires the following MINIMUM insurance requirements and limits.

CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.

CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery. CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.

Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.

City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.

Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy.

The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.

Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:

1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001) including coverage for bodily and personal injury, property damage, and products and completed operations.

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

3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.

4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.

5. Original and Separate Waiver of Subrogation for Workers’ Compensation and Builder’s Risk/ Course of Construction Insurance.

6. Builder’s Risk/Course of Construction insurance covering all risks of loss less policy exclusions when the City of Richmond has a financial interest in the property. – (Only required for Construction Contracts involving property)

7. Contractor’s Pollution Liability (if applicable for Construction Contractors)

Required Coverage

Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.

If CONTRACTOR
is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.

1052
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:

Consultants and Contractors

Type 1 – Page 2 of 4

Revised: September 2011

PROJECT COST R EQUIRED LIMIT
$0 - $5 million $2 million p/o
$5 million - $10 million $5 million p/o
Over $10 million $10 million p/o
Fireworks $5 million p/o
General Liability
(primary and excess limits
combined)

Includes coverage for bodily injury, personal injury, property damage and products and completed operations. The policy shall not exclude coverage for XCU perils (explosion, collapse, or damage to underground property).

If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate limit).

Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.

Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.

Builders’ Risk/Course of
Construction – Covers property
under construction, repair or
renovation as well as equipment
and materials to be installed.

(Only required for Construction
Projects involving property and
equipment installation.)
Coverage shall include all risks of direct physical loss, excluding earthquake, for an amount equal to the full completed value of the covered structure or replacement value of alterations or additions, including soft costs and business interruption.

If the project does not involve new or major reconstruction, an Installation Floater may be acceptable. For such projects, a property installation floater shall be obtained that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, processes, machinery and equipment. The Property Installation Floater shall provide property damage coverage for any building, structure, machinery or equipment damaged, impaired, broken or destroyed during the performance of the Work, including during transit, installation and testing at the City of Richmond’s site.

The City of Richmond shall be named as loss payee as its interest may appear. The insurer shall waive all rights of subrogation against City.

Contractor’s Pollution Liability (if
applicable)
Protects against:
unexpected/unintended release of
pollution resulting from contractors
covered operations such as:

HVAC, paving, carpentry, pipeline
& tank installation, drillers,
remediation contractors,
maintenance, mechanical,
demolition, excavation, grading,
street/road construction,
residential & commercial builders.

Same limits as General Liability.

Required Policy Conditions
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.

Additional Insured Endorsement

Applicable to General Liability Coverage.

The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured, including but not limited to bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.

ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not
exclude products and completed operations
coverage. If it does, then CG 20 37 (10/01) is also required. 1053
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:

Consultants and Contractors

Type 1 – Page 3 of 4

Revised: September 2011
Additional Insured Endorsement
(continued)

SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.

Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers Compensation and Builder’s Risk/ Course of Construction coverage during the life of this contract.

SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.

Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.

Loss Payable Endorsement (only
required when Builder’s Risk
and/or Course of Construction
Insurance is required.)
Applicable to Builder’s Risk/Course of Construction naming the City of Richmond as Loss Payee.

SURETY BONDS
(If a Public Works/Engineering
Project)
The Contractor shall provide:

1. A Bid bond

2. A Performance Bond

3. A Payment Bond

Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.

Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or non- renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.

Subcontractors

CONTRACTOR
shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.

CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
1054
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:

Consultants and Contractors

Type 1 – Page 4 of 4

Revised: September 2011

Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin . The City
of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.

Original insurance certificates and required policy endorsements shall be mailed, or delivered to the Designated Project Manager for the City of Richmond.

Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.

Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.

If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.

Cancellation

CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.

Reporting Requirements

Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.

Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.

1055
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT G

SANCTUARY CITY COMPLIANCE STATEMENT

The undersigned, (hereafter "Contractor"), has had an opportunity to review the requirements of City of Richmond Ordinance 12-18 (hereafter "Sanctuary City Contracting Ordinance" or “SCCO”).

Contractor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor understands the meaning of the following terms used in the SCCO:

a. "Data Broker” means either of the following:

i. The collection of information, including personal information about consumers, from a wide variety of sources for the purposes of reselling such information to their customers, which include both private-sector business and government agencies;

ii. The aggregation of data that was collected for another purpose from that for which it is ultimately used.

b. “Extreme Vetting” means data mining, threat modeling, predictive risk analysis, or other similar services."

Contractor understands that it is not eligible to receive or retain a City contract if at the time the Contract is executed, or at any time during the term of the Contract, it provides Data Broker or Extreme Vetting services to ICE.

Contractor further understands and agrees that Contractor's failure to comply with the SCCO shall constitute a material default of the Contract and the City Manager may terminate the Contract and bar Contractor from bidding on future contracts with the City for five (5) years from the effective date of the contract termination.

By executing this statement, Contractor certifies that it complies with the requirements of the SCCO and that if at any time during the term of the Contract it ceases to comply, Contractor will promptly notify the City Manager in writing. Any person or entity who knowingly or willingly supplies false information in violation of the SCCO shall be guilty of a misdemeanor and subject to a $1,000 fine.

Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Printed Name: Title:

Signed: Date:

Business Entity:
1056
2/1/2024
City of Richmond, CA
Crisis Response
Pricing Estimate
1057
Bonterra Order Q-80221

BONTERRA ORDER FORM
City of Richmond Bonterra Tech LLC
440 Civic Center Plaza 10801-2 N Mopac Expressway, Ste. 300 Richmond, California, 94804 Austin, Texas 78759
This Order Form (“Order”) is entered into and effective as of the last signature date (“Order Effective Date”) by and between the Customer named above and Bonterra Tech LLC. The Parties hereby agree as follows:

C. SPECIAL TERMS AND CONDITIONS:

None
Fee Schedule
Customer will pay the following amounts for the Services in accordance with the terms of the Agreement:

SUBSCRIPTION FEES
Product Product Description Start Date End Date Quantity Unit Price Total Price Impact
Management
Enterprise
The Impact Management
Enterprise subscription is
priced per user and includes:
- Unlimited Sites
- 2 Administrative User
Assignments
- 20 Guest Users
- Maximum of 10 GB of
Storage
- Up to 5,000 Text Messages
per Month
- Unlimited Emails 10/1/2024 9/30/2025 20.00 $810.00 $16,200.00 Impact
Management
Enterprise
The Impact Management
Enterprise subscription is
priced per user and includes:
- Unlimited Sites
- 2 Administrative User
Assignments
- 20 Guest Users
- Maximum of 10 GB of
Storage
- Up to 5,000 Text Messages
per Month
- Unlimited Emails 10/1/2025 9/30/2026 20.00 $810.00 $16,200.00 Impact
Management
Enterprise
The Impact Management
Enterprise subscription is
priced per user and includes:
- Unlimited Sites
- 2 Administrative User
Assignments 10/1/2026 9/30/2027 20.00 $810.00 $16,200.00 1058

Bonterra Order Q-80221
- 20 Guest Users
- Maximum of 10 GB of
Storage
- Up to 5,000 Text Messages
per Month
- Unlimited Emails
IM Training
Subscription

10/1/2024 9/30/2025 2.00 $1,500.00 $3,000.00
IM Training
Subscription

10/1/2025 9/30/2026 2.00 $1,500.00 $3,000.00
IM Training
Subscription

10/1/2026 9/30/2027 2.00 $1,500.00 $3,000.00
Impact
Management
Enhanced
Support

Includes up to 24 hours of
consulting per year. 10/1/2024 9/30/2025 1.00 $6,000.00 $6,000.00 Impact
Management
Enhanced
Support

Includes up to 24 hours of
consulting per year. 10/1/2025 9/30/2026 1.00 $6,000.00 $6,000.00 Impact
Management
Enhanced
Support

Includes up to 24 hours of
consulting per year. 10/1/2026 9/30/2027 1.00 $6,000.00 $6,000.00

Discounts $0.00
Subscription Total $75,600.00

Bonterra Order Q-80221

Consulting

Any combination of: Project Management,
Discovery, Solution Design, Configuration,
Migration, Testing, Go-Live Support, General
Consulting. 10/1/2024 1.00 $220.00 $220.00

Discounts $0.00
One-Time Total $11,660.00

Total Contract Value* $87,260.00

*The fees stated herein do not include applicable taxes; any applicable taxes will be applied at the time of invoicing.

This Order and terms herein are agreed to and accepted upon signature of Customer, or upon Customer’s remittance to Bonterra of a purchase order with the Quote/Order Number written above.

\s1\

\s2\

City of Richmond Bonterra Tech LLC
Name Name
Title Title
Date \d1\ Date \d2\

1060

Page 1 of 5 ends

December 17, 2024

City Manager's Office

DATE: December 17, 2024
TO: Mayor Martinez and Members of the City Council
FROM:

LaShonda White, Deputy City Manager – Community
Services
Patrick Seals, Administrative Chief
Nicholas Delgado, Associate Management Analyst
Guadalupe Morales, Associate Management Analyst

Subject:

FY 2025-2026 Environmental Community and Investment
Agreement (ECIA) Competitive Grant Program
FINANCIAL IMPACT: The ECIA provides $90 million in revenue to Richmond over a 10-year period. From this total, $6 million is
allocated to fund the competitive grant program to
support community programs and non-profits focused on
community, youth, and youth sports. An allocation of
$650,000 is proposed for the FY 2025-2026 grant cycle.

As in previous grant cycles, additional funding will be allocated to support staff time and a possible capacity- building program for community-based organizations.
(11771018-400201-2A111)

PREVIOUS COUNCIL
ACTION:

None

STATEMENT OF THE
ISSUE:

The City of Richmond and Chevron agreed to an
Environmental and Community Investment Agreement
(ECIA), to provide $90 million dollars to the Richmond
community over ten years to support various programs
including a competitive grant program. City staff
members are requesting City Council acknowledge
release of guidelines and application for the Fiscal Year (FY) 2025-2026 ECIA Community Grant Program for the
10th grant cycle.

AGENDA
REPORT
1061

Page 2 of 5 ends

December 17, 2024
RECOMMENDED ACTION:

ACKNOWLEDGE the release of the Request for
Application and Guidelines for the Fiscal Year 2025-2026 Environmental and Community Investment Agreement
(ECIA) Competitive Grant Program for Categories 1-4,
with an annual allocation of $650,000 – City Manager’s
Office (Patrick Seals/Nicholas Delgado/Guadlupe
Morales 510-620-6512).

DISCUSSION:

The Environmental and Community Investment Agreement (ECIA) Competitive Grant Program is entering into its 10th funding cycle for Richmond-serving organizations that support community, youth, and youth sports. Typically, the ECIA Competitive Grant Program has allocated $600,000 annually across four (4) categories, including the Competitive Grant Awards (990N and 990), City Council Approved Awards, and the Community Services Mini-Grant Awards. To date, the ECIA has awarded more than 185 grants totaling approximately $4 million.

Proposed FY 2025-2026 ECIA Grant Application and Guidelines

ECIA grant staff is bringing forth proposed guidelines and an application for the FY 2025-2026 ECIA Community Grant Program. To provide opportunities for organizations with different capacities and different financial needs to have access to grant funds, the $650,000 available for grants is allocated in the method described below (See Table 1):

Grant Award Options Award Decision
Made By Award Range(s)
Proposed
Award
Amount
1 Competitive Grant Awards
Gross Receipts Less than
$50,000
City Council
(Recommendations made
by ECIA Review Panel)

$10,000 -
$100,000

$500,000

2 Competitive Grant Awards
Gross Receipts More than
$50,000
City Council
(Recommendations made
by ECIA Review Panel)
3 City Council Approved
Awards City Council Amounts based on
Council discretion $50,000
4 Community Services Mini-
Grant Awards
(separate application)
Community Services
Department Up to $10,000 $100,000
TOTAL $650,0001

1 Final amounts may differ slightly

1062

Page 3 of 5 ends

December 17, 2024
Organizations are eligible to apply for and receive funding from multiple ECIA categories.

Categories 1 & 2: Competitive Grant Awards – Total Allocation of $500,000 For categories 1 and 2, organizations will be grouped based on their annual gross receipts (verified using 990s, 990-Ns, or audited financials). Organizations whose budgets are similarly situated will be reviewed in context with comparable organizations.

The major components of the competitive grant program include the following:

 Funding Allocations:
o $500,000 is available to award to organizations under categories 1 and 2 o A maximum of $100,000 is available to organizations with annual budgets over $750,000 (per last completed 990s or audited financials)

 Eligibility Requirements:
o Per the ECIA, organizations must provide services focused on the community, youth, and/or youth sports to Richmond and North Richmond residents
o Organizations must operate as a non-profit entity with 501(c)(3) tax status with current financial statements (i.e., Filed I.R.S. Form 990 or 990-N or current audited financials). Fiscal sponsors may be used. o A minimum of 80 percent (80%) of the organization’s proposed grant-funded program/services must be provided to Richmond residents. Richmond-based organizations will receive extra points through the application review process.

If awarded an ECIA grant, grant funds may only be spent serving Richmond residents.
o Organizations that received an ECIA grant award of more than $10,000 during the FY 2024-25 grant cycle (current grant cycle) are not eligible to apply during the FY 2025-26 ECIA grant cycle.

 Application Submission Requirements:
o Completed application
o Proof of 501(c)(3) status
o Financial statements
o List of Board of Directors and affiliations
o Signed agreement between the organization and the fiscal sponsor, if applicable

1063

Page 4 of 5 ends

December 17, 2024
Tentative schedule (subject to change)
TASK DATE(S) (Tentative)
Application Release Date January 2, 2025
FY 2025-26 ECIA Information Session January 2024
Applications Due (No Exceptions) February 9, 2025, by 11:59 p.m.

Application Review and Scoring March – April 2025
City Council Review and Approval April 2025
Grant Award Notification May 2025
Grant Award Period July 1, 2025 - June 30, 2026

Category 3: City Council Approved Awards - Total Allocation of $50,000 A total of $50,000 is allocated for Category 3 which allows for the re-evaluation of applications submitted by organizations that applied for the ECIA Grant (through categories 1 and 2), met all submission requirements, were evaluated by the ECIA Grant Review Committee, but were not recommended for funding. The City Council Ad Hoc Committee, currently consisting of Councilmembers Bana, Zepeda, and Willis, will make a recommendation to the full City Council regarding grant awards in May 2025. City staff will then enter into grant agreements with the organizations.

Category 4: Community Services Mini-Grant Award Allocation – Total Allocation of $100,000
A total of $100,000 is allocated for Category 4 - Community Services Department (CSD) Mini-Grant Awards. Grant awards will be up to $10,000, and the number of awards available is determined based on the amount of each award. The Richmond Community Services Department mini-grant program is a component of the ECIA Grant Program.

Richmond-serving organizations that provide services that meet the needs of the community and youth, and that partner with and/or consistently utilize facilities managed by the Community Services Departments can apply for the mini-grant (Attachment 3).

Grant applications are reviewed and scored by a review panel that may consist of representatives from the Community Services Department, Recreation and Parks Commissioners, and/or community members. Grant award amounts are on a reimbursement basis; however, if needed, organizations can request advance payments.

The tentative schedule associated with the application and administration of the CSD Mini-Grant follows that of the ECIA Category 1 and 2 noted above, with an application release date of January 2, 2025, and a due date of February 9, 2025.

Next Steps

City staff is requesting that City Council acknowledge release of the FY 2025-2026 guidelines and application, and be aware that staff may make changes, as needed, for clarification purposes and logistics.

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December 17, 2024

SYNERGISTIC POLICIES:

Environmental and Community Investment Agreement - The City of Richmond and Chevron agreed to an Environmental and Community Investment Agreement (ECIA), to provide $90 million dollars to the Richmond community over ten years. This included investments in community programs, competitive community grants, community-based greenhouse gas reduction programs and a photovoltaic solar farm. The initial ECIA ("initial ECIA") was adopted by the Richmond City Council on July 29, 2014. The City Council adopted the current amended ECIA ("current amended ECIA") on December 15, 2015.

DOCUMENTS ATTACHED:

Attachment 1 – FY 2025-2026 Richmond ECIA Community Grant Program Guidelines
Attachment 2 – FY 2025-2026 Richmond ECIA Community Grant Program Application
Attachment 3 – FY 2025-2026 CSD Mini-Grant Program Guidelines Attachment 4 – FY 2025-2026 CSD Mini-Grant Program Application 1065
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FY 2025-2026

RICHMOND - ENVIRONMENTAL & COMMUNITY INVESTMENT

AGREEMENT (ECIA)

COMMUNITY GRANT PROGRAM GUIDELINES &

APPLICATION

REQUEST FOR APPLICATION (RFA)

All interested applicants should check the City’s ECIA website (www.ci.richmond.ca.us/ECIAgrants) to ensure that they receive any addendums to this RFA, emails or special announcements.

Application is due on Sunday, February 9, 2025, at 11:59 p.m. (NO EXCEPTIONS)

Materials must be submitted electronically to:

www.ci.richmond.ca.us/ECIAapplications

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RICHMOND - ECIA COMMUNITY GRANT PROGRAM
FY 2025-2026 GRANT GUIDELINES AND APPLICATION

Table of Contents

ECIA Background ........................................................................... 3

Eligibility Requirements ................................................................... 4

Grant Award Amounts and Categories ........................................... 4

Eligible Uses of Grant Funds .......................................................... 5

Ineligible Uses of Grant Funds ........................................................ 5

Fiscal Sponsorships ........................................................................ 6

Collaborating Organizations ............................................................ 7

Application Submission Requirements ............................................ 7

Application Submission Details ....................................................... 8

Payment Provisions ........................................................................ 8

Review Criteria ............................................................................... 9

Application Review and Selection Process ....................................10

Application Deadline ..................................................................... 11

Late Application or Modification to Applications ............................ 11

Applicant Assistance Prior to Due Date ........................................ 11

Schedule ....................................................................................... 11

Questions or Addendums to the Applications ............................... 11

Grantee Requirements .................................................................. 12

City Staff Contact .......................................................................... 12

General Terms and Conditions ..................................................... 13

Exhibits ......................................................................................... 14 1067
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RICHMOND - ECIA COMMUNITY GRANT PROGRAM
FY 2025-2026 GRANT APPLICATION GUIDELINES

ECIA BACKGROUND

On July 29, 2014, the Richmond City Council approved the Chevron Environmental and Community Investment Agreement (ECIA), which will invest $90 million dollars to the Richmond community over 10-years. The ECIA includes investments in community programs, a scholarship program, competitive community grants, community-based greenhouse gas reduction programs, and a photovoltaic solar farm.

The ECIA specifies the amount and disbursement timeline of Chevron’s funding obligation, as well as funding allocations over a ten-year period (beginning in 2016) for the following programs:

 Scholarship program - $35 million
 Electric City and Easy Go - $18 million
 Roof-top solar, energy retrofit, zoning ordinance update - $6.25 million  Job training program - $6 million
 Competitive grant program - $6 million
 Transportation and transit programs - $2.75 million
 Public safety programs - $2 million
 Urban Forestry - $2 million
 Free internet access - $1 million
 Climate Action Plan - $1 million

It is proposed that $650,000 is allocated for the FY 2025-26 grant cycle.

It is the goal of the Richmond City Council to provide opportunities for organizations with varying capacities and financial needs to have access to ECIA grant funds. ECIA grant funds are awarded on an annual basis and therefore, organizations should not become reliant on this funding source. All Richmond-serving non-profit organizations are eligible to apply for funding; however, in an attempt to fund a variety of organizations, the City Council would like to allocate the majority of the available grant funding to organizations that have smaller annual budgets, greater needs for capacity building and limited staffing, and that might not have access to other forms of funding.

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ELIGIBILITY REQUIREMENTS

Organizations must meet the following conditions to be eligible to apply for a grant:

 Provide services focused on the community, youth and/or youth sports to Richmond and North Richmond residents

 Operate as a non-profit entity with 501(c)(3) tax status with current financial statements (i.e., Filed I.R.S. Form 990 or 990-N or current audited financials). Fiscal sponsors can be used.

 Provide services to Richmond residents (Richmond-serving)  A minimum of 80 percent of the organization’s proposed grant-funded programs/services must be provided to Richmond residents. If awarded an ECIA grant, grant funds can only be spent serving Richmond residents.

 Note: Organizations that received an ECIA grant award of more than $10,000 during the previous (FY 2024-25) ECIA grant cycle are ineligible to apply in the current grant cycle (FY 2025-26).

GRANT AWARD AMOUNTS AND CATEGORIES

Grant allocation amount: The amount available for the FY 2025-2026 grant cycle (July 1, 2025 – June 30, 2026) is $650,000.

Minimum and maximum grant awards: The minimum grant award is $5,000. The maximum grant award is $500,000. The number of awards available will be determined based on the amount of each award.

Number of applications per grant cycle: Organizations may submit only one application per grant cycle.

Award categories: $650,000 available for grants is allocated over four different categories listed below. Categories 1 and 2 are relevant to this Request for Application:

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Grant Award
Options
Eligibility Award Decision
Made By
Award Range Total Award
Amount

1 Competitive
Grant Awards
(Relevant for this
Application)

Non-profit organizations
reporting gross receipts of
less than $50,000
annually
City Council
(Recommendations
made by ECIA
Review Panel)
$10,000 -
$100,000

$500,000

See Special
Note Below
2 Competitive
Grant Awards
(Relevant for this
Application)

Non-profit organizations
reporting gross receipts of
more than $50,000
annually
City Council
(Recommendations
made by ECIA
Review Panel)
3 City Council
Approved
Awards

Organizations that applied
for the ECIA Grant
(categories 1 and 2) but
were not recommended
for funding
City Council Amounts based
on Council
discretion
$ 50,000
4 Community
Services Mini-
Grant Awards

Non-profit organizations
with 501(c)(3) tax status
with programming
connected to the
Community Services
Department
Community
Services
Department
Up to $10,000 $ 100,000
TOTAL $650,000

SPECIAL NOTE:

 A maximum of $100,000 in grant awards is available to organizations with annual budgets over $750,000 (per last completed 990s or audited financials).

ELIGIBLE USES OF GRANT FUNDS

Grants will be awarded to projects or programs in the following areas:
 Youth programs (through age 21)
 Youth sports programs (through age 21)
 Community-focused programs

*Youth-serving organizations are defined as those organizations where 80% of ECIA grant-funded programs/services will be provided to youth (birth through age 21)

Examples of eligible projects or programs include but are not limited to:
 Youth enrichment projects
 Summer camps
 Youth sports programs
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 Programs that support health and wellness and eliminate health disparities  Bike and pedestrian pathway enhancements and construction projects  Programs that support students and parents at Richmond schools  Service-learning programs
 Gardening and urban greening projects

INELIGIBLE USES OF GRANT FUNDS

Grant funds may not be used for the following reasons:

 Repayment of existing debt or pre-existing tax liens or obligations  Legal, loan, or bank fees
 Subsidization of existing contracts
 Political campaigns or lobbying
 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 groups)
 Fundraisers or other events not open to the general public  A project or program which is clearly intended for commercial gain  A project or program that occurs before or after the grant award period  Support of individuals
 For businesses established for personal benefit or profit  To support annual fund drives
 To fund an agency’s deficit or endowment
 To repay loans
 Furniture
 Cell phones
 Bonuses
 For the direct support of religious activities. Secular activities offered to the Richmond community that is provided by religious organizations regardless of congregational membership or statements of belief may be eligible for grant funds.

FISCAL SPONSORSHIPS

What types of organizations should utilize a fiscal sponsor?  A non-governmental organization (sponsoree) that does not have 501(c)(3) tax status must utilize a fiscal sponsor to apply for this grant. It is the sole responsibility of the sponsoree to find an organization with 501(c)(3) tax status that is willing to serve as a fiscal sponsor.

What is fiscal sponsorship?
 Fiscal sponsorship allows organizations without 501(c)(3) tax status to apply for the ECIA grant, as well as other grants that require an organization to have such status.  A fiscal sponsorship agreement should be entered into between the sponsoree and an organization that has 501(c)(3) tax status.
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 The fiscal sponsorship agreement allows the sponsoree to raise tax-deductible contributions through grants and individual donations.
 Tax-deductible funds are given to the fiscal sponsor and restricted to the use of the sponsoree.

How does a fiscal sponsorship work for the ECIA grant process?:
 The fiscal sponsor will serve as the applicant. Fiscal sponsors will enter into a grant services agreement with the City of Richmond and must meet all requirements and submit all required documents.
 A signed agreement between the sponsoree and fiscal sponsor must be included in the submitted application. The organization actually implementing the program and performing the services will act as the sponsoree or fiscal sponsor’s sub-grantee.  Fiscal sponsors can also apply for grants.
 In addition to requesting funds for its own purposes, organizations may also act as a fiscal agent for other organizations.

COLLABORATING ORGANIZATIONS

Through this grant program, the City strongly encourages applicants to collaborate with other organizations. Collaboration is a mutually beneficial relationship to meet a common goal. Collaboration can come in many forms, from information sharing to joint programming. It can help organizations reduce redundancy in service sectors, leverage resources, share strengths, and increase efficiencies.

For purposes of this grant, when partnering with another organization, the application and budget of the lead organization will be considered for review and determination of funding. Therefore, the partnering organization is free to apply independently for funding for another project or program.

If the successful implementation of your proposed ECIA grant-funded program is dependent on the collaboration with a governmental entity (i.e., state, county, city, school district, etc.), then a written agreement authorizing the collaborative relationship must accompany your grant application. At a minimum, the agreement should contain the following information: names of the government entity(ies) or agency(ies) which will participate in the collaboration, contact information for the partner(s), and a description of the primary purpose of the collaboration. For example, if the implementation of your proposed program is contingent upon working at a school in the West Contra Costa County Unified School District or utilizing space at a Richmond recreation center, then a letter from the collaborating entity must agree to the proposed partnership.

APPLICATION SUBMISSION REQUIREMENTS

The following materials must be submitted as part of a complete application packet by 11:59 p.m. on Sunday, February 9, 2025, to be considered for funding (feel free to use this section as a check -list). The inability to adhere to the requirements below may impact an organization’s overall scores:
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 Completed application
o Eight (8) pages
o Applicant Organizational Budget
o Applicant Program Budget
 Proof of 501(c)(3) status (Non-Profit Status Determination letter from the Internal Revenue Service) or fiscal sponsor’s corresponding documents  Financial statements – most recent (current) audited financials or Internal Revenue Service Form 990 or 990-N for tax-exempt organizations whose gross receipts are typically $50,000 or less or fiscal sponsor’s corresponding documents. Faith-based organizations may submit reviewed or annual financial statements.  List of Board of Directors and affiliations or fiscal sponsor’s corresponding documents
 Letter describing and authorizing collaboration (if with a governmental entity), if applicable
 Signed agreement between the organization and the fiscal sponsor, if applicable

Note: City staff will confirm that the organization has filed the required document(s) in California and is authorized to carry out its business activities (California Secretary of State - https://businesssearch.sos.ca.gov and the State of California Department of Justice - https://oag.ca.gov/charities). Applications submitted by organizations not identified with “active” or “current” status may be disqualified.

For organizations with 501(c)(3) tax status, City staff may check websites such as the Internal Revenue Service at www.irs.gov and GuideStar at www.guidestar.org to gather additional information about the applicant organization.

APPLICATION SUBMISSION DETAILS

 Submit completed grant application (include budgets and résumés and/or descriptions of work experience with the application) and a set of all additional required documents.  The responses to the application questions shall be limited to eight (8) pages. This page limit is not inclusive of budgets, résumés, descriptions of work experience, or documents requested as part of the application.
 Staff will correct organizational budget to financial statements submission with the application.
 All submitted materials should be typed in a 12 point font size and Arial font style.

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 via www.ci.richmond.ca.us/ECIAapplication by Sunday, February 9, 2025, 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 Panel.

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PAYMENT PROVISIONS

An initial advance payment of fifty percent (50%) of the total award amount will 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 thirty-five percent (35%) of the award amount, contingent upon the submission of complete and adequate reporting and invoicing documentation. The remaining fifteen percent (15%) will be reserved until the completion of the grant program and final submittal of all required 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.

REVIEW CRITERIA

All submitted applications, which comply with the grant requirements, will be evaluated and rated using the criteria listed below. The maximum score that an application can receive is 110 points. This includes 100 points from criteria areas #1-5 and an extra 10 points if the organization is Richmond-based (10 points)

Total Points Available for Criteria Areas #1-5: 100 Points

1. Program/Project Description and Concept (Total 40 points)  Applicant adhered to all stated guidelines
 Application is complete, clear and understandable
 Program/project description and components are clearly stated and specific  Timeline is practical, and the proposed activities are well defined and technically feasible
 Management and staff are qualified to implement the project or program and achieve stated goals
 Staff has experience working on the project or program and/or similar programs or projects
 A collaborative initiative is described to deliver the program or project

2. Impact and Goals (Total 40 points)
 The program or project has the ability to positively contribute to the targeted population
 Goals are clearly articulated and measurable
 An evaluation component is included and connected to the program goals  The organization has a plan on how to sustain the program or project after grant funds are expended

3. Financial Viability (Total 20 points)
 Program/project budget and organizational budgets are included, clearly defined, cost-effective, accurate and realistic
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 Relationship between grant funds requested and the program budget is clearly shown

Total Extra Points Available to Richmond-based organizations (10 Points)  Richmond-based is defined as maintaining principal offices, studios, or other facilities within the boundaries of the City of Richmond. Applicable to organizations providing services (sponsoree), not fiscal sponsors.

APPLICATION REVIEW AND SELECTION PROCESS

The City's overall objective is to award grants to highly qualified organizations that provide needed services to Richmond and North Richmond residents. Within this overall objective, it is also the City’s intent that the selection process is fair and transparent.

Applications will be evaluated and scored by a City Council-approved ECIA Grant Review Panel (Review Panel) consisting of no more than five (5) individuals residing in or employed in Richmond (not City of Richmond employees).

The selection process is divided into the following steps:

1. Applications are received by the due date.

2. All applications are reviewed in depth by City staff for responsiveness, completeness, and satisfaction of eligibility requirements. Based on this review, eligible claims will proceed to the application evaluation process.

3. All complete and eligible applications are forwarded to the Review Panel, which will review and score the applications using the criteria listed in the guidelines and make an award recommendation to City Council. The inability to adhere to the application requirements may impact an organization’s overall scores. Grant awards can be less than the applicant’s original request.

4. The Review Panel’s recommendations are forwarded to the City Council for review, discussion, and approval.

Any party applying shall not contact or lobby any City Council member, ECIA Review Panel member, City official, employee (except those specified for contact) or agent regarding the RFA. Any party attempting to influence or circumvent the RFA, application submittal, and/or review process may have their application rejected for violating this provision of the RFA.

All scores are final. There is no grievance process.

Copies of Review Panel comments and scoring will be made available upon request.

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APPLICATION DEADLINE

The deadline to submit an application and all relevant attachments is Sunday, February 9, 2025, at 11:59 p.m. There are no exceptions for applications submitted after the deadline.

LATE APPLICATIONS OR MODIFICATIONS TO APPLICATIONS

Applications submitted after the specified date and time will not be considered.

Organizations assume responsibility for the timely submission of applications and all required documents. Any applications may be withdrawn or modified by a written request signed by the applicant.

APPLICANT ASSISTANCE BEFORE DUE DATE

Capacity Building - The City, recognizing the technical, skill-based components of a grant application process, may provide free capacity-building workshops in 2024. The dates and times of all subsequent workshops will be shared via the City’s ECIA website. Although recommended, organizations are not required to attend any of the capacity-building workshops offered by the City.

SCHEDULE

The schedule associated with the application is below. The City reserves the right to alter this schedule as necessary.

TASK DATE

Application Release Date January 2, 2025
FY 2025-26 ECIA Information Session January 2025
Applications Due (No Exceptions) February 9, 2025, by 11:59 p.m.

Application Review and Scoring March – April 2025
City Council Review and Approval April 2025
Grant Award Notification May 2025
Grant Award Period July 1, 2025 - June 30, 2026

QUESTIONS OR ADDENDUMS TO THE APPLICATIONS

It is strongly recommended that o rganizations register on the City’s E-Notify Me webpage (http://www.ci.richmond.ca.us/list.aspx) to ensure that they receive any addendums to or notifications regarding this RFA or the ECIA grant program.

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Any requests for clarification or other questions concerning this RFA should be submitted in writing to City staff via [email protected].

GRANTEE REQUIREMENTS

If awarded a grant, organizations will be required to do the following:

 A Grant Service Agreement with specific deliverables will be executed. All organizations are expected to initiate projects within three (3) months of execution of the grant agreement. The scope of work will be based on the application submitted.

 Submit bi-annual progress reports and reimbursement requests (templates will be included as part of the executed grant agreement):
o Progress and Final Report - 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.
o Funding Requests – Requests 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.

 Host City staff and/or members of the Review Panel for one or more site visit and/or program evaluation.

 Published program materials shall include the City seal or logo and shall state, “Made possible in part by the Richmond-ECIA Community Grant Program.” The material must be appropriate, relevant, and aligned with the approved project and should be reviewed and approved by City staff before release.

 Complete and submit a W-9 form and Supplemental Vendor Application.

 Obtain a City of Richmond business license. Organizations are responsible for all associated fees. Information can be found at
http://www.ci.richmond.ca.us/66/Business-Licenses.

 Meet the City of Richmond insurance requirements. Fiscal sponsors, serving as the grantee, must have insurance that covers all actions of the non-profit and/or community-based organization acting as the sub-grantee. Organizations may use grant awards to cover insurance costs.

CITY STAFF CONTACT

For inquiries or clarification regarding this program or application, please contact ECIA staff at [email protected] or Patrick Seals, Richmond Department of Children & Youth at (510) 307-8016.
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GENERAL TERMS AND CONDITIONS

Background Checks: Organizations that provide services to youth or other vulnerable populations (elderly, people with disabilities, etc.) must require comprehensive background checks and fingerprinting of all employees and/or volunteers that work directly with youth or such other vulnerable populations.

Limitations: All facts and opinions stated herein are based upon available information and no representations or warranties are made with respect to their accuracy or completeness.

The application and the selection process shall in no way be deemed to create a binding contract, agreement, or offer of any kind between the City and the applicant organization.

If the City selects a grantee pursuant to this RFA, any legal rights and obligations between the successful applicant, if any, and the City will come into existence only when a grant agreement is fully executed by the parties, and the legal rights and obligations of each party shall at that time be only those rights and obligations which are set forth in the grant agreement and any other documents specifically referred to in that grant agreement.

Each organization submitting applications in response to this RFA agrees that the preparation of all materials for submittal to the City are at the organization’s sole cost and expense, and the City shall not, under any circumstances, be responsible for any costs or expenses incurred by any candidate. In addition, each organization agrees that all documentation and materials submitted in response to this RFA shall remain the property of the City and may be used by the City for any reason whatsoever. In accordance with California law relating to access to public records, the City may be required to publicly disclose all submitted information and materials to third parties requesting such information.

Award: The City reserves the right to accept or reject any or all applications, to alter the selection process in any way, to postpone the selection process for its own convenience at any time for any reason whatsoever, to waive any defects in any application, to issue a new RFA at any time, or to provide a grant to any organization it deems appropriate in its sole and absolute discretion within or outside of the RFA evaluation process. City reserves the right to terminate a grant agreement within sixty (60) days without cause. All materials submitted become the property of the City and will not be returned. Funds awarded are public funds and any information submitted or generated is subject to public disclosure requirements, including the Public Records Act.

Federal, State and Local Laws: As part of the RFA process, the selected grantee 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 Attorney’s office for further information regarding the above requirements.

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2025-2026 ECIA COMMUNITY

GRANT PROGRAM APPLICATION

APPLICATION DEADLINE: Sunday, February 9, 2025, NO LATER THAN 11:59 p.m.

SECTION I – ORGANIZATION INFORMATION

Community-Based Organization Information (Applicant Information):

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

Name of Organization:

Click here to enter text.

Executive Director Name:

Click here to enter text.

Organization Address:

Click here to enter text.

Project Manager Name (primary contact for
the grant):

Click here to enter text.

Project Manager Title:

Click here to enter text.

Phone Number:

Click here to enter text.

Email Address:

Click here to enter text.

Program/Project Budget:

Program/Project Budget:
$ Click here to enter text.

Amount of Grant Funds requested:
$ Click here to enter text.

Organizational Budget:
$ Click here to enter text.

Fiscal-Sponsor Budget (If applicable):
$ Click here to enter text.

Program/Project:

Program/Project Title: Click here to enter text.

Program Project Summary (50-word limit): Click here to enter text.

% of Richmond Residents Served by Your Proposed Program/Project?: Click here to enter text.

Will Your Program or Project Serve Youth (through age 21)?: Click here to select “Yes” or “No”

Please select one (1) category that BEST describes the type of project or program that your organization plans to provide with the requested grant funds from the drop-down list:

CLICK HERE and Select the program category from the drop-down.

Name of Organization:

Click here to enter text.

Executive Director Name:

Click here to enter text.

Organization Address
Click here to enter text.

Project Manager Name (primary contact for
the grant):

Click here to enter text.

Project Manager Title:

Click here to enter text.

Email Address:

Click here to enter text.

Phone Number:

Click here to enter text.
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2025-2026 ECIA COMMUNITY

GRANT PROGRAM APPLICATION

SECTION 2 – PROGRAM/PROJECT DESCRIPTION

a. Provide information about your organization (e.g., number of years in operation, description of services provided and the population served).

Click here to enter text.

b. Describe in detail the program or project your organization is proposing to implement with the grant funds. Clearly list the major components or aspects of your program or project.

Click here to enter text.

c. Provide a timeline for project implementation using the template below. Include specific tasks/activities that will be accomplished within each quarter.

Task/Activities Month

1st Term (July 1– December 31)
Click here to list, bullet, or number entries. Click here to list corresponding dates.
2nd Term (January 1– June 30)
Click here to list, bullet, or number entries. Click here to list corresponding dates.

d. List the staff members responsible for the implementation of the program or project. Briefly describe the staff’s experience working on the proposed program/project and/or similar projects. Include résumés or provide descriptions of work experience with each copy of the application.

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e. If you plan to collaborate with other entities (i.e., non-profits, governmental entities, private entities) to implement your program or project, please complete the table below.

Note: A letter of collaboration must be included as a part of your application ONLY IF your organization plans to partner with a government entity(ies) (e.g., city, state, county, school district, etc.).

Partner Specific Role:

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

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2025-2026 ECIA COMMUNITY

GRANT PROGRAM APPLICATION

SECTION 3 – PROJECT IMPACT AND GOALS

a. Describe the target population and geographic area that your organization plans to serve with the grant funds and what impact the proposed program or project will have on the target population.

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b. List the number of individuals that will be served as a result of your program or project.

Total Number of Individuals Served by
Proposed ECIA Funded Program or
Project
Total Number of Richmond Residents
Served by Proposed ECIA Funded
Program or Project
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c. List the major program or project goal(s) and how your organization will measure if you reach your desired goal. The goal should be measurable and data-driven. There should be at least one (1) expected outcome per major program or project component.

Major Program
Component(s)
Major Program
Outcome(s)
Indicator/
Measurement
Goal Evaluation
Method
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text.

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enter text.

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here.

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text.

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text.

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here.

Click here to enter
text.

d. How will your organization assess or gauge the success of your pr ogram/project at its completion?
Click here to enter text.

e. How do you plan to sustain the program or project after the grant funds are expended? Click here to enter text.

SECTION 4 – FINANCIAL VIABILITY

a. Attach your organizational budget to each copy of the application. The organizational budget can be submitted in any format as long as it shows revenue and expenditures for your organization’s current operating year.

b. Complete the program budget table using the provided MS Word or MS Excel template to complete the table.

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FY 2025-26 ECIA Grant Application - 4-

2025-2026 ECIA COMMUNITY

GRANT PROGRAM APPLICATION

ECIA GRANT APPLICATION SUBMISSION ACKNOWLEDGMENT

This page should be included in your application packet. It will not count toward your page limit.

By submitting this application and the supporting application materials, you agree that:

• You are an Officer on the Board of Directors of the organization submitting the grant application

• You have thoroughly read and understand the grant program guidelines and application questions and City of Richmond requirements (business license, insurance, and grant agreement)

• All questions contained in the application have been answered and the following required documents are included as part of our application packet:
☐Completed application (all sections completed and questions answered, including resumes)
☐Organizational budget
☐Proof of 501(c)(3) status (Non-Profit Status Determination letter from the Internal Revenue Service)
☐Financial statements – most recent (current) audited financials or Internal Revenue Service Form 990 or 990-N. Reviewed or compiled annual financial statements are allowable for faith-based organizations.
☐List of Board of Directors and their affiliations
☐Letter describing and authorizing collaboration with a governmental entity(ies), if applicable
☐Signed agreement between the organization and the fiscal sponsor, if applicable

• Your organization will obtain comprehensive background checks and/or fingerprinting of all employees and/or volunteers.
• Volunteers that work directly with youth or such other vulnerable populations. (For applicable organizations requesting funds to support an existing or new youth program and/or program that works with other vulnerable populations.)

• To the best of your knowledge, the information included as part of this application is true and accurate
------------------------------------------

Click here to enter Organization Name.

Click here to enter a date from drop-down.

Click here to enter Name of Board Officer.

Click here to enter Title of Board Officer.

Signature – Officer of Board
1082

FY 2025-2026

CITY OF RICHMOND

COMMUNITY SERVICES DEPARTMENT MINI GRANT PROGRAM

GUIDELINES & APPLICATION

REQUEST FOR APPLICATION (RFA)

All interested applicants should check the City’s CSD Mini Grant website (https://www.ci.richmond.ca.us/3508/CSD-Mini-Grant-Program) to ensure that they receive any addendums to this RFA, emails or special announcements.

Application is due on Sunday, February 9, 2025, at 11:59 p.m. (NO EXCEPTIONS)

Materials must be submitted electronically to:

https://www.ci.richmond.ca.us/3508/CSD-Mini-Grant-Program

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COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2025-2026
2 Table of Contents

CSD Mini Grant Program Background ........................................... 3

Eligibility Requirements .................................................................. 3

Grant Award Amounts and Categories ........................................... 4

Mini-Grant Program Timeline and Deadlines ................................. 5

Eligible & Ineligible of Grant Funds ................................................ 5

Fiscal Sponsorships ....................................................................... 6

Application Submission Requirements ........................................... 7

Payment Provisions ....................................................................... 8

Review Criteria ............................................................................... 8

Application Review and Selection Process .................................... 9

Grantee Requirements ................................................................. 10

City Staff Contact ......................................................................... 11

General Terms and Conditions .................................................... 11

Exhibits......................................................................................... 12

1084

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2025-2026
3 BACKGROUND
The Richmond Community Services Department (CSD) Mini-Grant, a component of the Richmond Environmental Community Investment Agreement (ECIA) Grant Program (Category 4), was approved by the City Council in January 2017. In alignment with the ECIA Grant, the Community Services Grant provides support for those organizations that serve the needs of community, youth, and youth sports. The CSD Mini-Grant is designed to support organizations that are Richmond-serving and that partner with and/or consistently utilize facilities managed by the Community Services Department, Recreation Division.

It is proposed that $100,000 is allocated for the FY 2025-26 grant cycle.

ELIGIBILITY REQUIREMENTS
Organizations must meet the following conditions to be eligible to apply:
• Provide services focused on the community, youth, and/or youth sports to Richmond and North Richmond residents.
• Operate as a non-profit entity with 501(c)(3) tax status with current financial statements (i.e., Filed I.R.S. Form 990 or 990-N or current audited financials) in good financial standing and is currently in compliance with applicable California Department of Justice and Secretary of State requirements. Fiscal sponsors can be used. • Provide services to Richmond residents (Richmond-serving) o A minimum of 80% of the organization’s proposed grant-funded programs/services must be provided to Richmond residents. If awarded a mini grant, grant funds can only be spent serving Richmond residents. • NOTE: For Category 4, the proposal must support programs and/or projects that make use of the CSD’s aquatic centers, community centers, parks, and the Richmond Memorial Auditorium.

Note: Organizations that received an ECIA grant award of more than $10,000 during the previous (FY 2024-25) ECIA grant cycle are ineligible to apply in the current grant cycle (FY 2025-26).

GRANT AWARD AMOUNTS AND CATEGORIES
Grant allocation amount: The total amount available for the overall ECIA Grant Program FY 2025-2026 grant cycle (July 1, 2025 – June 30, 2026) is $650,000.

Minimum and maximum grant awards: The minimum grant award is $5,000. The maximum grant award is $10,000. The number of awards available will be determined based on the amount of each award.
1085

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2025-2026
4 Number of applications per grant cycle: Organizations may submit only one application per grant cycle.

Award categories: $650,000 available for grants is allocated over four (4) different categories listed below. Category 4 is relevant to this Request for Application:

Grant Award
Options
Eligibility Award Decision
Made By
Award
Range
Total
Award
Amount

1 Competitive
Grant Awards
(900N)

Non-profit
organizations
reporting gross
receipts of less than
$50,000 annually
City Council
(Recommendations
made by ECIA
Review Panel) $10,000 -
$100,000

$ 500,000

2 Competitive
Grant Awards
(900)

Non-profit
organizations
reporting gross
receipts of more
than $50,000
annually
City Council
(Recommendations
made by ECIA
Review Panel)
3 City Council
Approved
Awards

Organizations that
applied for the ECIA
Grant (categories 1
and 2) but were not
recommended for
funding
City Council
Amounts
based on
Council
discretion,
minimum at
$10,000
$ 50,000
4 Community
Services Mini-
Grant Awards
(Relevant to
this Request
for
Application)
Non-profit
organizations with
501(c)(3) tax status
with programming
connected to the
Community
Services
Department
Community Services
Department
Up to
$10,000 $ 100,000
TOTAL $650,000

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COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2025-2026
5 GRANT FUNDS AVAILABLE
The total amount available for the FY 2025-2026 grant cycle (July 1, 2025 – June 30, 2026) is $100,000. Grant awards can be up to $10,000, and the number of grant awards available will be determined based on the amount of each award, awarded in amounts of $5,000 or $10,000.

Grant awards will be paid on a reimbursement basis. Decisions regarding grant award amounts and advance payments will be based on the discretion of the CSD and the review panel.

MINI-GRANT PROGRAM TIMELINE AND DEADLINES

TASK DATE
Application Release January 2, 2025
FY 2025-26 ECIA Information Session January 2025
Application Deadline February 9, 2025
Grant Application Review and Scoring February – March 2025 Review and Approval April – May 2025
Grant Award Notification April – May 2025
Grant Award Period (Start Date is Dependent
Upon Execution of Grant Agreement)
July 1, 2025 – June 30, 2026

DEADLINE TO SUBMIT APPLICATIONS
The grant application opens on Tuesday, January 2, 2025, and the deadline to submit applications is Sunday, February 9, 2025, at 11:59 p.m. Note that the grant application portal will automatically close at that time and applications will no longer be accepted.

ELIGIBLE AND INELIGIBLE USES
Grants are available to support youth programs (through age 21), youth sports programs (through age 21), and community-focused programs and/or projects that make use of the CSD’s aquatic centers, community centers, parks, and the convention center.

Eligible uses include but may not be limited to:
• CSD facility fees
• Youth enrichment projects
• Summer camps
1087

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2025-2026
6 • Youth sports programs
• Programs that support health and wellness and eliminate health disparities • Bike and pedestrian pathway enhancements and construction projects • Programs that support students and parents at Richmond schools • Service- learning programs
• Gardening and urban greening projects

Ineligible uses include but may not be limited to:
• Repayment of existing debt or pre-existing tax liens or obligations • Legal, loan, or bank fees
• Subsidization of existing contracts
• Political campaigns or lobbying
• 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 groups)
• Fundraisers or other events not open to the general public. • A project or program which is clearly intended for commercial gain • A project or program that occurs before or after the grant award period • Support of individuals
• For businesses established for personal benefit or profit • To support annual fund drives
• To fund an agency’s deficit or endowment
• To repay loans
• Furniture
• Cell phones
• Bonuses
• For the direct support of religious activities. Secular activities offered to the Richmond community that is provided by religious organizations regardless of congregational membership or statements of belief may be eligible for grant funds.

FISCAL SPONSORSHIPS
What types of organizations should utilize a fiscal sponsor? • A non-governmental organization (sponsoree) that does not have 501(c)(3) tax status must utilize a fiscal sponsor to apply for this grant. It is the sole responsibility of the sponsoree to find an organization with 501(c)(3) tax status that is willing to serve as a fiscal sponsor.

What is fiscal sponsorship?
1088

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2025-2026
7 • Fiscal sponsorship allows organizations without 501(c)(3) tax status to apply for the ECIA grant, as well as other grants that require an organization to have such status. • A fiscal sponsorship agreement should be entered into between the sponsoree and an organization that has 501(c)(3) tax status.
• The fiscal sponsorship agreement allows the sponsoree to raise tax-deductible contributions through grants and individual donations.
• Tax-deductible funds are given to the fiscal sponsor and restricted to the use of the sponsoree.

How does a fiscal sponsorship work for the ECIA grant process? • The fiscal sponsor will serve as the applicant. Fiscal sponsors will enter into a grant services agreement with the City of Richmond and must meet all requirements and submit all required documents.
• A signed agreement between the sponsoree and fiscal sponsor must be included in the submitted application. The organization actually implementing the program and performing the services will act as the sponsoree or fiscal sponsor’s sub-grantee. • Fiscal sponsors can also apply for grants.
• In addition to requesting funds for its own purposes, organizations may also act as a fiscal agent for other organizations.

APPLICATION SUBMISSION REQUIREMENTS
The grant applications may be submitted through Sunday, February 9, 2025, by 11:59 p.m., via the online application form on the main CSD Grant subpage. We only accept grant applications submitted through the online application portal--all other submission formats are not accepted.

The following materials must be submitted as part of a completed application packet:
o Completed online application, including budget (all sections completed, and questions answered).
o Proof of 501(c)(3) status (Non-Profit Status Determination letter from the Internal o Revenue Service) or fiscal sponsor’s corresponding documents City of Richmond. o Financial statements – most recent (current) audited financials or Internal Revenue Service Form 990 or 990-N for tax-exempt organizations whose gross receipts are typically $50,000 or less or fiscal sponsor’s corresponding documents. Faith-based organizations may submit reviewed or annual financial statements. o List of Board of Directors and affiliations or fiscal sponsor’s corresponding documents o Letter describing and authorizing collaboration (if with a governmental entity), if 1089

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2025-2026
8 applicable
o Signed agreement between the organization and the fiscal sponsor, if applicable

Your application will be disqualified if your organization:
● Submits more than one (1) application per fiscal year. ● Submits an application in a format other than the online form portal. ● Submits an incomplete application.
● Requests grant funding for one-time special events with no supplemental enrichment programming.
● Requests grant funding solely for sports teams travel expenses.

Note: City staff will confirm that the organization has filed the required document(s) in California and is authorized to carry out its business activities (California Secretary of State - https://businesssearch.sos.ca.gov/ and the State of California Department of Justice - https://oag.ca.gov/charities). Applications submitted by organizations not identified with “active” or “current” status may be disqualified.

PAYMENT PROVISIONS
Upon case review and discretion by City staff, an initial advance payment of fifty percent (70%) of the total award amount may be advanced to all grantees as part of the application award process. The remaining fifteen percent (30%) will be reserved, contingent upon the submission of complete, adequate, and final reporting and all required documentation.

Payments will only be made for the eligible items and amounts specified in the approved grant agreement budget and in a manner consistent with the payment provisions contained in the executed grant agreement.

REVIEW CRITERIA
Applications will be evaluated by a review panel which may consist of three to five reviewers, which can include CSD and/or City staff, Recreation and Parks Commissioners, and community members using the criteria listed below:

Total Points Available for Criteria Areas #1-5: 100 Points 1090

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2025-2026
9 Program/Project (Description and Concept) – 40 points ● Application is filled out appropriately and completely with all sections and parts of questions answered clearly and is easy to follow.
● Timeline is practical and the proposed activities are well-defined and technically feasible.
● Management and staff are qualified to implement the project or program and achieve stated goals and has experience working on the project or program and/or similar programs or projects.
● Project or program aligns with both organizational vision and goals of the grant. ● Project utilizes a CSD-managed site and/or park.

Impact and Goals – 40 points
● The program or project can positively contribute to the targeted population. ● Goals and outcomes are measurable, clear, and data-driven. ● An evaluation component is included and connected to the program goals. ● The organization has a plan on how to sustain the program or project after grant funds are expended.

Financial Viability – 20 points
• Program/project budget is included, meets all requirements listed in the guidelines, cost- effective, accurate, and feasible.
• Relationship between grant funds requested and the program budget is clearly shown.

Bonus Points – 3 points
• If the applying organization is based in Richmond, the applicant will receive 3 bonus points. Richmond-based is defined as maintaining principal offices, studios, or other facilities within the boundaries of the City of Richmond. Applicable to organizations providing services (sponsoree), not fiscal sponsors.

APPLICATION REVIEW AND SELECTION PROCESS
Grantees will be tentatively notified of decisions by April-May 2025.The selection process is divided into the following steps:

1. Applications are received by the due date.
1091

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2025-2026
10 2. All applications are reviewed in depth by City staff for responsiveness, completeness, and satisfaction of eligibility requirements. Based on this review, eligible claims will proceed to the application evaluation process.

3. All complete and eligible applications are forwarded to the Review Panel, which will review and score the applications using the criteria listed in the guidelines and make an award recommendation. The inability to adhere to the application requirements may impact an organization’s overall scores. Grant awards can be less than the applicant’s original request.

4. The Review Panel’s recommendations are forwarded to City staff for review, discussion, and approval.

All scores are final. There is no grievance process. Copies of Review Panel comments and scoring will be made available upon request.

GRANTEE REQUIREMENTS
If awarded a grant, organizations will be required to do the following:

• A Grant Service Agreement with specific deliverables will be executed. All organizations are expected to initiate projects within three (3) months of execution of the grant agreement. The scope of work will be based on the application submitted. • Submit progress reports and reimbursement requests (templates will be included as part of the executed grant agreement):
o Progress and Final Report - 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.
o F
unding Requests – Requests 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. • Host City staff and/or members of the Review Panel for one or more site visits and/or program evaluation.
• Published program materials shall include the City seal or logo and shall state, “Made possible in part by the Richmond ECIA CSD Mini-Grant Program.” The material must be 1092

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2025-2026
11 appropriate, relevant, and aligned with the approved project and should be reviewed and approved by City staff before release.
• Complete and submit a W-9 form and Supplemental Vendor Application. • Obtain a City of Richmond business license (if grant amount is over $5,000. Organizations are responsible for all associated fees. Information can be found at http://www.ci.richmond.ca.us/66/Business-Licenses
.
• Meet the City of Richmond insurance requirements. Fiscal sponsors, serving as the grantee, must have insurance that covers all actions of the non-profit and/or community- based organization acting as the sub-grantee. Organizations may use grant awards to cover insurance costs.

CITY STAFF CONTACT

For inquiries or clarification regarding this program or application, please contact ECIA staff at [email protected] or Guadalupe Morales, City Manager’s Office at (510) 620-6553 or email at [email protected].

GENERAL TERMS AND CONDITIONS

Limitations: All facts and opinions stated herein are based upon available information and no representations or warranties are made with respect to their accuracy or completeness.

The application and the selection process shall in no way be deemed to create a binding contract, agreement, or offer of any kind between the City and the applicant organization. If the City selects a grantee pursuant to this RFA, any legal rights and obligations between the successful applicant, if any, and the City will come into existence only when a grant agreement is fully executed by the parties, and the legal rights and obligations of each party shall at that time be only those rights and obligations which are set forth in the grant agreement and any other documents specifically referred to in that grant agreement.

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2025-2026
12 public records, the City may be required to publicly disclose all submitted information and materials to third parties requesting such information.

Federal, State and Local Laws: As part of the RFA process, the selected grantee 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), California Department of Justice, and Secretary of State requirements. Please contact the City Attorney’s office for further information regarding the above requirements.

1094

FY 2025-26 ECIA Grant Application - 1-

2025-2026 CSD MINI GRANT COMMUNITY

GRANT PROGRAM APPLICATION

APPLICATION DEADLINE: Friday, February 7, 2025, NO LATER THAN 11:59 p.m.

SECTION I – ORGANIZATION INFORMATION

Community-Based Organization Information (Applicant Information):

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

Name of Organization:

Click here to enter text.

Executive Director Name:

Click here to enter text.

Organization Address:

Click here to enter text.

Project Manager Name (primary contact for
the grant):

Click here to enter text.

Project Manager Title:

Click here to enter text.

Phone Number:

Click here to enter text.

Email Address:

Click here to enter text.

Program/Project Budget:

Program/Project Budget:
$ Click here to enter text.

Amount of Grant Funds requested (in either
$5,000 or $10,000 amount only):
$ Choose an item.

Organizational Budget:
$ Click here to enter text.

Fiscal-Sponsor Budget (If applicable):
$ Click here to enter text.

Program/Project:

Program/Project Title: Click here to enter text.

Program Project Summary (50-word limit): Click here to enter text.

% of Richmond Residents Served by Your Proposed Program/Project?: Click here to enter text.

Will Your Program or Project Serve Youth (through age 21)?: Click here to select “Yes” or “No”

Please select one (1) category that BEST describes the type of project or program that your organization plans to provide with the requested grant funds from the drop-down list:

CLICK HERE and Select the program category from the drop-down.

Name of Organization:

Click here to enter text.

Executive Director Name:

Click here to enter text.

Organization Address
Click here to enter text.

Project Manager Name (primary contact for
the grant):

Click here to enter text.

Project Manager Title:

Click here to enter text.

Email Address:

Click here to enter text.

Phone Number:

Click here to enter text.
1095

FY 2025-26 ECIA Grant Application - 2-

2025-2026 CSD MINI GRANT COMMUNITY

GRANT PROGRAM APPLICATION

SECTION 2 – PROGRAM/PROJECT DESCRIPTION

a. Provide information about your organization (e.g., number of years in operation, description of services provided and the population served).

Click here to enter text.

b. Describe in detail the program or project your organization is proposing to implement with the grant funds . Clearly list the major components or aspects of your program or project.

NOTE: All CSD Mini- Grant programming is required to take place at Community Services Department facilities (e.g. Richmond Auditorium, Recreation Complex, Senior Center, etc.) Click here to enter text.

c. Provide a timeline for project implementation using the template below. Include specific tasks/activities that will be accomplished within each quarter.

Task/Activities Month

Click here to enter text.

e. If you plan to collaborate with other entities (i.e. , non-profits, governmental entities, private entities) to implement your program or project, please complete the table below.

Partner Specific Role:

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

1096

FY 2025-26 ECIA Grant Application - 3-

2025-2026 CSD MINI GRANT COMMUNITY

GRANT PROGRAM APPLICATION

SECTION 3 – PROJECT IMPACT AND GOALS

a. Describe the target population and geographic area that your organization plans to serve with the grant funds and what impact the proposed program or project will have on the target population.

Click here to enter text.

b. List the number of individuals that will be served as a result of your program or project.

Total Number of Individuals Served by
Proposed ECIA Funded Program or
Project
Total Number of Richmond Residents
Served by Proposed ECIA Funded
Program or Project
Click here to enter text.

Click here to enter text.

Major Program
Component(s)
Major Program
Outcome(s)
Indicator/
Measurement
Goal Evaluation
Method
Click here to enter text. Click here to enter
text.

Click here to
enter text.

Click
here.

Click here to enter
text.

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

Click here to
enter text.

Click
here.

Click here to enter
text.

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

Click here to
enter text.

Click
here.

Click here to enter
text.

d. How will your organization assess or gauge the success of your pr ogram/project at its completion?
Click here to enter text.

e. How do you plan to sustain the program or project after the grant funds are expended? Click here to enter text.

SECTION 4 – FINANCIAL VIABILITY

b. Complete the program budget table using the provided MS Word or MS Excel template to complete the table.

1097

FY 2025-26 ECIA Grant Application - 4-

2025-2026 CSD MINI GRANT COMMUNITY

GRANT PROGRAM APPLICATION

ECIA GRANT APPLICATION SUBMISSION ACKNOWLEDGMENT

This page should be included in your application packet. It will not count toward your page limit.

By submitting this application and the supporting application materials, you agree that:

• You are an Officer on the Board of Directors of the organization submitting the grant application

• You have thoroughly read and understand the grant program guidelines and application questions and City of Richmond requirements (business license, insurance, and grant agreement)

• To the best of your knowledge, the information included as part of this application is true and accurate
------------------------------------------

Click here to enter Organization Name.

Click here to enter a date from drop-down.

Click here to enter Name of Board Officer.

Click here to enter Title of Board Officer.

Signature – Officer of Board
1098

Page 1 of 3 ends

December 17, 2024

Library and Community Services

DATE: December 17, 2024
TO: Mayor Martinez and Members of the City Council
FROM: LaShonda White, Deputy City Manager – Community
Services
Ranjana Maharaj, Deputy Director, Community Services -
Recreation
Tetteh Kisseh, Recreation Supervisor

Subject:

Contract With All Seasons Ice Company To Provide Ice
For Snow Day
FINANCIAL IMPACT: The expenditure for this contract is proposed in account number 01251051-400280 within the Community
Services-Recreation’s fiscal year budget as listed below:
2024-2025 - $7,000
2025-2026 - $7,000
2026-2027 - $7,000

PREVIOUS COUNCIL
ACTION:

None

STATEMENT OF THE
ISSUE:

Approve the Contract between the City of Richmond and
All Seasons Ice Company to provide ice for the Snow
Day Event at Nicholl Park in December of 2024, 2025
and 2026.

AGENDA
REPORT
1099

Page 2 of 3 ends

December 17, 2024
RECOMMENDED ACTION:

APPROVE a three-year contract with All Seasons Ice
Company in a not to exceed amount of $21,000, to
provide 10 tons of ice for a fee of $7,000 annually, and a donation of 20 tons of ice during the Winter Break Camp in December of 2024, 2025, and 2026, with a contract
term from December 17, 2024, through December 31,
2026 – Community Services Department (Tetteh Kisseh
510-620-6919/Ranjana Maharaj 510-620-6792/LaShonda
White 510-620-6828).

DISCUSSION:

Since 2022, All Seasons Ice Company has been partnering with Community Services- Recreation by providing ice for a snow day for the Winter Camp participants and Richmond residents on an established date in December. During the last two years, All Season Ice Company has donated the ice for this event.

Seeing the success of this event, City staff is interested in expanding the snow area so that more people can enjoy the snow day. City staff reached out to two vendors to solicit quotes for an additional 10 tons of ice needed to expand the capacity of the snow area.

Below is a matrix of the request for quote responses from vendors:

VENDOR NAME QUOTE AMOUNT NOTES

1. All Seasons Ice
Company

$6,682.20 for 10 tons of
ice
 All Season Ice Company will
donate 20 tons of ice.
 They will also create a snow
area

2. San Jose Ice
Company
$8,000.00 to $8,500.00
for 15 tons of ice
 San Jose Ice Company only
delivers the ice

City staff evaluated the quotes provided by the two vendors and recommended that the contract be awarded to All Seasons Ice Company based upon the criteria below. All Seasons Ice Company has:
 Demonstrated experience in providing ice that will create the snow area. They have worked with Community Services-Recreation for the last two years in providing this service.
 Demonstrated experience in managing the company, i.e., internal controls, management personnel, etc.
 Demonstrated flexibility and reliability as the company will deliver the ice and will make snow for this event. The City will not have to rent any equipment to create the snow.
1100

Page 3 of 3 ends

December 17, 2024

In addition, All Seasons Ice Company will donate 20 tons of ice for this event, which would cost $14,000 annually. The City will purchase 10 tons of ice for the expanded snow area at a cost of $7,000 annually.

The snow day in 2024 is planned for December 23, 2024. In the event of rain, All Season Ice Company and staff will work on a rescheduled date. For 2025 and 2026, the dates of the snow day will be determined by All Season Ice Company and City staff.

City staff is seeking City Council approval of the three-year contract with All Seasons Ice Company to purchase the 10 tons of ice for a total not to exceed amount of $21,000 and to receive a donation of 20 tons of ice annually for snow day events in December 2024, 2025, and 2026.

DOCUMENTS ATTACHED:

Attachment 1 – Contract-All Season Ice for Snow Day Event (2024-2026)

1101

CITY OF RICHMOND

STANDARD CONTRACT
Department: City Project Manager:

City Project Manager E-mail: City Project Manager Phone No:

Vendor No: Contract No:

Description of Services:

The parties to this STANDARD CONTRACT do mutually agree and promise as follows:

1. Parties. The parties to this Contract are the City of Richmond, a municipal corporation (“the City”), and the following named Contractor:

Contractor Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

2. Term. The effective date of this Contract is _______________________ and terminates _________________ unless terminated earlier as set forth herein.

5. City Obligations. City shall make payments to the Contractor in accordance with the Payment Provisions set forth in Exhibit B, attached hereto and incorporated herein.1102