Attachment 1 – FY 2026-2027 ECIA Competitive Grant Program Request for Proposals.pdf

Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -1-

FY 2026-27

CITY OF 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 (https://www.richmondca.gov/3250/Richmond-ECIA-Grants) to ensure that they receive any addendums to this RFA, emails or special announcements.

Application is due on Friday, March 13, 2026, at 11:59 p.m. (NO EXCEPTIONS)

Materials must be submitted electronically to:

http://richmondca.submittable.com/

Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -2-

RICHMOND - ECIA COMMUNITY GRANT PROGRAM
FY 2026-2027 GRANT GUIDELINES

Table of Contents

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

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

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

Grant Program Timeline .................................................................. 5

Eligible and Ineligible Uses of Grant Funds .................................... 5

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

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

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

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

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

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

Late Application or Modification to Applications ............................ 10

Technical Assistance/Capacity Building ........................................ 11

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

Grantee Requirements .................................................................. 11

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

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

Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -3-

RICHMOND - ECIA COMMUNITY GRANT PROGRAM
FY 2026-2027 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 $715,000 is allocated for the total FY 2026-27 ECIA grant cycle. This RFA is relevant to Categories 1 and 2 only, with a total available award amount of $565,000.

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.

Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -4-

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 2025-26) ECIA grant cycle are ineligible to apply in the current grant cycle (FY 2026-76).

GRANT AWARD AMOUNTS AND CATEGORIES

Grant allocation amount: The amount available for the FY 2026-2027 grant cycle (July 1, 2026 – June 30, 2027) is $715,000.

Minimum and maximum grant awards: The minimum grant award is $5,000. The maximum grant award is $50,000. The number of awards available will be determined based on the amount of each final award.

Number of applications per grant cycle: Organizations may submit only one application per grant cycle (applicants may submit one (1) application for the ECIA cycle and also one (1) for the CSD Mini-Grant cycle in the same fiscal year).

Award categories: $715,000 available for grants is allocated over four different categories listed below. Categories 1 and 2 are relevant to this Request for Application:

Grant Award
Options
Eligibility Award Decision
Made By
Award
Range
Total Award
Amount
1 Competitive
Grant
Awards
(Relevant for
this RFA)

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

$10,000 -
$50,000

$ 565,000

See Special
Note Below
2 Competitive
Grant
Awards
(Relevant for
this RFA)
Non-profit organizations
reporting gross receipts of more
than $50,000 annually
City Council
(Recommendations
made by ECIA
Review Panel)
Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -5- 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 $ 715,000

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).

GRANT PROGRAM TIMELINE

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

TASK DATE
Application Release Date Friday, January 23, 2026
FY 2026-27 ECIA Information Session (virtual) February 4, 2026, 2:30 pm Applications Due (No Exceptions) Friday, March 13, 2026 by 11:59 p.m.

Application Review and Scoring March – April 2026
City Council Review and Approval April 2026
Grant Award Notification May 2026
Grant Award Period (Start Date is Dependent Upon
Execution of Grant Agreement)
July 1, 2026 - June 30, 2027

ELIGIBLE AND INELIGIBLE 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
Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -6- • 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?
• 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.

Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -7-

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

Applications must be completed and submitted electronically via http://richmondca.submittable.com/ by 11:59 p.m. on Friday, March 13, 2026. Only applications submitted through the online portal will be accepted. The inability to adhere to the requirements below may impact an organization’s overall scores.

• Applicants need to create one (1) log on to submit their application • Applicants are limited to one (1) Category 1/2 application and one (1) Category 4 application per organization.

Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -8- • Responses to the narrative application questions shall have word limits within the online application. Word limits are not inclusive of budgets, résumés, descriptions of work experience, or documents requested as part of the application. •
• Staff will correct organizational budgets to reflect audited financial statements submitted with the application.
• All uploaded materials should be typed in a 12 point font size and Arial font style. • All costs incurred in the preparation of an application are the applicant’s responsibility.
• Applications received after the published due date will not be considered and will not be eligible for review and scoring by the Review Panel.

The following materials must be submitted as part of a completed application packet (feel free to use this section as a check-list):
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 Revenue Service) or fiscal sponsor’s corresponding documents 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 applicable
o Signed agreement between the organization and the fiscal sponsor, if applicable

Your application will be disqualified if your organization:
● 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.

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.

Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -9-

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, Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -10- cost-effective, accurate and realistic
• 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.

Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -11-

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.

TECHNICAL ASSISTANCE/CAPACITY BUILDING

The City, recognizing the technical, skill-based components of a grant application process, will provide free technical assistance/capacity-building for this RFA. The dates and times of all supports will be shared via the City’s ECIA website, separate from this RFA. Although recommended, organizations are not required to attend any of the capacity-building workshops offered by the City.

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.

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:

• 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.

Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -12- • 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].

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 Guidelines FY 2026-2027 ECIA Grant (Categories 1&2) -13- 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.

FY 2026-2027

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.richmondca.gov/3250/Richmond-ECIA-Grants) to ensure that they receive any addendums to this RFA, emails or special announcements.

Application is due on Friday, March 13, 2026, at 11:59 p.m. (NO EXCEPTIONS)

Materials must be submitted electronically to:

http://richmondca.submittable.com/

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2026-2027
Guidelines FY 2026-2027 ECIA Mini Grant (Cat.4)

-2-

Table of Contents

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

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

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

Grant Program Timeline ................................................................. 5

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

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

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

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

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

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

Late Applications or Modifications to Applications ........................ 10

Technical Assistance/Capacity Building ...................................... 10

Questions About or Addendums to this RFA ................................ 11

Grantee Requirements ................................................................. 11

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

General Terms and Conditions .................................................... 12

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2026-2027
Guidelines FY 2026-2027 ECIA Mini Grant (Cat.4)

-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 Mini-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 Category 4 in the FY 2026-27 cycle for this mini- grant.

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). Fiscal sponsors can be used.

• Provide services to Richmond residents (Richmond-serving) ▪ 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/Mini-Grant, 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 2025-26) ECIA grant cycle are ineligible to apply in the current grant cycle (FY 2026-27).

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2026-2027
Guidelines FY 2026-2027 ECIA Mini Grant (Cat.4)

-4-

GRANT AWARD AMOUNTS AND CATEGORIES
Grant allocation amount: The total amount available for the overall ECIA Grant Program FY 2026-2027 grant cycle (July 1, 2026 – June 30, 2027) is $715,000.

Minimum and maximum grant awards: The minimum grant award is $5,000. The maximum grant award is $10,000. Applicants need to choose between a $5,000 or a $10,000 grant award. Other amounts will not be accepted.The number of awards available will be determined based on the amount of each final award.

Number of applications per grant cycle: Organizations may submit only one application per grant cycle (applicants may submit one (1) application for this CSD Mini-Grant cycle and also one (1) for the ECIA cycle in the same fiscal year).

Award categories: $715,000 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
(Recommendation
s made by ECIA
Review Panel) $10,000 -
$50,000

$ 565,000

2 Competitive
Grant Awards
(900)

Non-profit organizations
reporting gross receipts of
more than $50,000
annually
City Council
(Recommendation
s 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
(Relevant to
this RFA)

Non-profit organizations
with 501(c)(3) tax status
with programming
connected to the
Community Services
Department
Community
Services
Department
Either
$5,000 or
$10,000
$ 100,000

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2026-2027
Guidelines FY 2026-2027 ECIA Mini Grant (Cat.4)

-5-
TOTAL $715,000

GRANT PROGRAM TIMELINE

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

TASK DATE
Application Release Friday, January 23, 2026
FY 2026-27 ECIA Information Session (virtual) February 4, 2026, 2:30 pm Application Deadline Friday, March 13, 2026 by 11:59 p.m.

Grant Application Review and Scoring March – April 2026 Review and Approval April 2026
Grant Award Notification May 2026
Grant Award Period (Start Date is Dependent
Upon Execution of Grant Agreement)
July 1, 2026 - June 30, 2027

ELIGIBLE AND INELIGIBLE USES OF GRANT FUNDS
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
• 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

COMMUNITY SERVICES DEPARTMENT MINI-

GRANT PROGRAM

Guidelines Fiscal Year 2026-2027
Guidelines FY 2026-2027 ECIA Mini Grant (Cat.4)

-6-

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.

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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.

APPLICATION SUBMISSION REQUIREMENTS
Applications must be completed and submitted electronically via http://richmondca.submittable.com/ by 11:59 p.m. on Friday, March 13, 2026. Only applications submitted through the online portal will be accepted. The inability to adhere to the requirements below may impact an organization’s overall scores.

• Applicants need to create one (1) log on to submit their application • Applicants are limited to one (1) Category 1/2 application and one (1) Category 4 application per organization.
• Responses to the narrative application questions shall have word limits within the online application. Word limits are not inclusive of budgets, résumés, descriptions of work experience, or documents requested as part of the application. • Staff will correct organizational budgets to reflect audited financial statements submitted with the application.
• All uploaded materials should be typed in a 12 point font size and Arial font style. • All costs incurred in the preparation of an application are the applicant’s responsibility. • Applications received after the published due date will not be considered and will not be eligible for review and scoring by the Review Panel.

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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 applicable
o 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.

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.

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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

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

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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 2026. The selection process is divided into the following steps:

1. Applications are received by the due date.

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.

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.

TECHNICAL ASSISTANCE/CAPACITY BUILDING

The City, recognizing the technical, skill-based components of a grant application process, may provide free technical assistance/capacity-building workshops in 2026 prior to the

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application due date. The dates and times of all subsequent supports 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. The City will release information separately from this RFA with regards to TA/CB supports.

QUESTIONS ABOUT OR ADDENDUMS TO THIS RFA

It is strongly recommended that organizations 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.

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 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 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 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.

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• 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].

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.

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.

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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), California Department of Justice, and Secretary of State requirements. Please contact the City Attorney’s office for further information regarding the above requirements.

Richmond City CouncilJuly 28, 2026

Richmond City Council
July 28, 2026