Request for Proposals (RFP)
City of San Pablo
Lead Agency Grant Management
San Pablo Beacon Community School Initiative (SPBCSI) and Violence Prevention & Intervention Services at Richmond High School
FY 24-25 through FY 26-27
Team For Youth (TFY) Grant Program
Release date: February 26, 2024
Proposal due date: April 11, 2024 at 5 pm
For more information, please contact:
City of San Pablo Community Services Department
Youth, School, & Community Partnerships Division
Email: [email protected]
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INTRODUCTION
The City of San Pablo (City) is offering organizations the opportunity to apply for Team For Youth Lead Agency Grantee funds to coordinate and manage programs and services for youth and families in six San Pablo schools under the San Pablo Beacon Community Schools Initiative (SPBCSI) and in Richmond High School , located in Richmond, CA, under a separate Violence Prevention & Intervention/Mental Health (VPI) support services program.
The purpose of this Request for Proposals (RFP) is to identify qualified Lead Agencies capable of contracting and partnering with the City to:
• Provide effective and sustainable coordination and implementat ion of the SPBCSI at the following six school sites in San Pablo (Beacon Community Schools):
o Bayview Elementary School
o Dover Elementary School
o E.M. Downer Elementary School
o Lake Elementary School
o Riverside Elementary School
o Walter T. Helms Middle School
• Provide services and programs that address violence prevention, intervention, and mental health services at Richmond High School.
ELIGIBILITY CRITERIA
To be considered for Team For Youth grant funding from the City, proposers must meet eligibility criteria at time of submittal. Proposers who do not meet eligibility criteria may not be considered and no evaluation of the proposal may be made. Proposals submitted must be responsive to all instructions and requirements.
Proposer Eligibility
Proposers must be one of the following types of entities:
1. Incorporated as a private non-profit corporation in the State of California and tax-exempt under Section 501(c)(3) of the U.S. Internal Revenue Code.
2. Government Agency. School sites and Local Educational Agencies (LEAs) are not eligible to apply as a Proposer.
Proposers must also meet the terms and conditions as outlined in Form C – Certifications and Assurances.
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PART I: PROGRAM OVERVIEW AND FUNDING PROCESS
A. Background
On November 21, 2011, the City of San Pablo City Council adopted a resolution to develop a San Pablo Full Service Community Schools Initiative with the goal of transforming all schools in the City into Full Service Community Schools. In a Full-Service Community School, the school district, city, county and community, along with faith-based organizations, businesses, families and philanthropists, form a strong, deep and transparent partnership to jointly address the identified needs of students, families, and the community in a comprehensive, integrated and accountable way.
In 2015, the Team for Youth Grant Program was established as the funding arm of the Community Schools Initiative (now known as San Pablo Beacon School Community Initiative) to support agencies interested in expanding or enhancing current programs and services for San Pablo youth and families. The City’s Community Services Department’s Youth, School, and Community Partnerships Division (YSCP) published a 2015-2019 Strategic Workplan that outlined the strategic areas being funded by the grant program over several subsequent years.
The most recent San Pablo Needs Assessment Report, along with San Pablo’s current City Council Adopted Priority Workplan, informs this RFP and identifies the following priority areas for 2024- 2027:
• Coordination of Community Schools (CS)
• Core Strategy Areas:
o Youth voice & leadership (YL)
o Family & caregiver engagement (FE)
• Focused Strategy Areas:
o College & career supports (CC)
o Violence prevention & intervention/mental health (VPI) o Childhood obesity prevention (COP)
COMPLEMENTARY SERVICES PROGRAMS
Complementary services program s describe the funded strategies of the SPBCSI in support of community schools . These complementary services programs are aligned with the Core and Focused Strategy Areas outline above. These complementary services are informed by the findings of the San Pablo Community needs assessment. See Part III, D. Strategy Areas below for detailed information.
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B. Funding Allocation
The Team for Youth grant program has budgeted $2,790,250 for grant funding from July 2024 - June 2027. The funds provided must be used for the outlined strategies and awards are subject to availability of funds and grant terms. See Tables 1-3 for detailed allocations per school. School allocations are based on a combination of factors, including population size and identified need.
Funding is subject to future appropriation of funds by the San Pablo City Council, and additional funding, if any, received by the City from the West Contra Costa County School District (WCCUSD) to be used exclusively for Beacon Director salaries and benefits. By issuing this RFP, the City does not make any assurances that it will enter into any grant agreements. The grant award provided to any Lead Agency will be for up to a maximum of three (3) years.
Table 1: San Pablo Beacon Community School Initiative (SPBCSI) Total Funds
Funding Source
FY 24/25 FY 25/26 FY 26/27
City of San Pablo Beacon
Director Funding $ 502,938 $ 514,375 $ 530,275
WCCUSD Beacon Director
Matching Funding $ 119,500 $ 121,000 $ 122,350
City of San Pablo
Complementary Services
Funding
$ 237,062 $ 244,000 $ 227,750
TOTAL $ 859,500 $ 879,375 $ 880,375
Table 2: Richmond High School Violence Prevention & Intervention/Mental Health (VPI -MH) Total Funds
Funding Source Amount Amount Amount
FY 24/25 FY 25/26 FY 26/27
City of San Pablo VPI-MH
Funding, Richmond High School $ 54,000 $ 57,000 $ 60,000
Table 3: By Site Allocation, Total Funds (2024-2027)
Helms Bayview Dover Downer Lake Riverside Richmond
High
Coordination of
Community
Schools: Salaries
$ 324,156
$ 315,531
$ 324,156
$ 315,531
$ 315,531
$ 315,531
N/A
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Core Program
Funds
$ 20,375 $ 17,440 $ 20,375 $ 18,750 $ 17,436 $ 17,436 N/A College & Career
Supports
$ 15,500
$ 9,500
$ 15,500
$ 12,500
$ 9,500
$ 9,500
N/A
Violence
Prevention &
Intervention/
Mental Health
$ 45,000
$ 72,000
$ 72,000
$ 42,000
$ 42,000
$ 0
$ 171,000
Childhood
Obesity
Prevention
$ 42,000
$ 42,000
$ 42,000
$ 42,000
$ 42,000
$ 42,000
N/A
TOTAL
Maximum
possible funds
$ 447,031
$ 456,471
$ 474,031
$ 430,781
$ 426,467
$ 384,467
$ 171,000
Minimum or Maximum Scope of Services
Proposers may apply to provide a single service or any combination of services described below.
Each proposal must be a school -site based service or program in collaboration and alignment with school site administration.
San Pablo Beacon Community School Initiative
• Prospective proposers must apply for a minimum of two (2) Community School sites and may apply for up to six (6) Community School sites.
• Proposers can also choose to apply to provide to services at Richmond High in addition to a minimum of two (2) Community School sites.
Richmond High School Violence Prevention & Intervention/Mental Health Services Program
• Prospective proposers may apply to solely provide VPI/MH services at Richmond High School.
• Proposers can also choose to apply to provide to services at Richmond High in addition to a minimum of two (2) Community School sites.
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Table 4: General Timeline and Important Elements
ESTIMATED TIMELINE (Dates are subject to change)
RFP Issued February 26, 2024
Question Submission Period Ends March 14, 2024 by 5:00 pm Answers to Questions Posted Week of March 18, 2024
Proposals Due to [email protected] April 11, 2024 by 5:00 p.m.
Interviews (if needed) Week of April 29, 2024
Contract Negotiation with Grantees Month of May 2024
Proposals Recommended for Funding
Presented to City Council Month of June 2024
C. Evaluation Process Grantee Selection
The City’s Review Team will review proposals that meet the minimum eligibility requirements.
Members of the Review Team will evaluate and score each proposal, may elect to interview one or more qualified proposers for presentations/ interviews as needed, and make funding recommendations to City Council. The Review Team will evaluate Proposals based on the criteria set forth below. Final selection of agencies and authority to proceed with project services, shall be at the sole discretion of the City and upon approval of the San Pablo City Council.
D. RFP Cost/No City Obligation
This RFP does not commit the City to pay any cost incurred by a proposer in submission of a proposal or making any necessary studies or designs for the preparation thereof , or for the cost of services retained by a proposer in connection with the preparation of a proposal. The City is
SELECTION CRITERIA
Criteria Maximum
Points
Quality of proposed Scope of Work and program delivery 25 Quality of management, supervision, agency infrastructure and ability to provide quality supervision 25
Knowledge of school(s), school community, and experience with similar kinds of work 20
Fiscal management and proposed budget 20
Proposed approach to local hiring and local contracting 10 Total Possible Points 100
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not obligated to enter into any grant agreements and may in its sole discretion reject all proposals.
E. Inquiries and/or Requests for Clarification
The City is committed to providing as much clarity as possible during this RFP process. All questions about the RFP must be submitted in writing to [email protected]. City staff will not answer questions via telephone or in person. The deadline to submit questions is March 14, 2024 at 5:00 pm. To ensure proposers have access to both submitted questions and their corresponding answers, the City will publish all questions received by the question deadline during the week of March 1 8 at the City’s San Pablo Team For Youth website:
https://www.sanpabloca.gov/2800/San-Pablo-Team-for-Youth.
Any City response resulting in a change to the RFP will be made in the form of an addendum to the RFP and will be also be posted on the City’s website. Such revisions and amendments, if any, shall be posted on the City of San Pablo website alongside of the RFP. If the revisions and addendums require changes, the due date set for proposals may be postponed by such number of days as in the opinion of the City shall enable proposers to revise their proposals. In any case, the due date shall be at least five (5) working days after the last addendum, and the addendum shall include an announcement of the new due date, if applicable.
F. Confidentiality
Proposals submitted in response to this RFP become the property of the City. At such time as one or more proposers are recommended to City Council for a grant award, all responses become a matter of public record and shall be regarded as such.
Each proposer should be aware that, although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of San Pablo might not be in a position to establish that the information that a proposer submits may be withheld from disclosure. If a Public Records Act request is made for information marked in a proposal as “Confidential” the City will give notice to the proposer to allow the proposer the opportunity to seek protection from disclosure by a court of competent jurisdiction, before disclosing the information.
The City deem any proposal that contains language purported to render all or significant portions of the response as “Confidential,” “Trade Secret,” or “Proprietary” as non-responsive.
G. Reservation of Rights by the City of San Pablo
Organizations submitting a proposal agree that, by submitting a proposal, they authorize the City to verify any or all information provided in the proposal. The award of a grant by the City to an organization should not be interpreted to limit the City’s right to approve or reject subcontractors. The City of San Pablo reserves the right to revise or amend any part of this RFP San Pablo Team For Youth Request for Proposals (RFP) Page 8 of 19 2024 - 2027
up to the deadline for accepting proposals. See above Part I, E: Inquiries and/or Requests for Clarification for additional information.
H. Local Economic Opportunity Policy
The City of San Pablo has adopted a Local Economic Opportunity Policy to encourage agencies and contractors to consider San Pablo residents and businesses when providing services under contract to the City of San Pablo. Proposals shall address how the proposer intends to effectuate the City’s Local Economic Opportunity Policy. In addition, the contract for the successful proposer shall include the following provisions:
● Employment of Local Residents. Pursuant to the San Pablo Economic Opportunity Policy, the Grantee and any subcontractors shall contact the San Pablo Economic Development Corporation ( [email protected] or 510-215-3200) at least ten (10) business days prior to hiring or staffing for fulfillment of the Contract, describing number, duties and qualifications needed for available positions, and shall fairly consider for employment any workers referred by the EDC within three (3) business days. “Local Resident” means an individual having an adjusted household income of less than the Area Median Income for Contra Costa County, and domiciled in the City of San Pablo as of the relevant hiring date, with “domiciled” as defined by Section 349(b) of the California Election Code. Discrimination against Local Residents on the basis of their local status is prohibited.
● Local Subcontracting – Outreach. Grantee shall contact the San Pablo Economic Development Corporation ( [email protected] or 510 -215-3200) at least two (2) weeks prior to any subcontract award, providing notice and details regarding subcontracting opportunity. The EDC shall notify qualified local businesses of subcontracting opportunities, and provide tec hnical assistance to qualified local businesses during the subcontracting bidding process.
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PART II: REQUIREMENTS
A. Service Agreements
Upon successful qualification and award of a contract, the successful proposers will enter into a contract with the City in substantially the form attached a s Attachment A – Grant Funding Agreement.
Attachment A is the form of the City’s proposed Grant Funding Agreement, subject to changes approved by the City during negotiations with selected proposers. If proposers have any concerns signing this agreement “as is”, proposers must include a letter with their proposal stating that the form agreement cannot be executed by their organization and listing the specific changes requested . Failure to provide such a letter with the proposals shall be deemed acceptance by the proposer to all terms of the Form Agreement. Proposers not willing to sign the form agreement “as is” may not be awarded a grant.
The content of the agreement exhibits will be determined upon successful negotiations with Grantees. Exhibits will define areas of service, measurable outputs, and client objectives, as derived from the proposal. This will ensure that funds are spent toward achievin g measurable outcomes and not utilized for extraneous services or unrelated overhead.
Actual award of funding is dependent on a successful contract negotiation and execution. If a grant agreement in the form and substance acceptable to the City cannot be completed successfully within a reasonable time frame , as determined solely by the City, the City may terminate negotiations and pursue an agreement with a different proposer.
B. Matching Funds Requirement
Agencies are required to provide at least a 25% match of the grant amount requested per school site. This match must include a minimum of a 10% cash match of the requested amount for each school site applied for; the remaining match to reach the 25% total minimum can be either cash and/or in-kind, as long as it is not existing City funding . Examples of in -kind matches include:
When used to augment the proposed pro gram, expenditures for items such as personnel and operating expenses may be considered an in-kind match. All matching items specified in the budget submitted with the proposal will become a requirement under the contract.
C. Beacon Director and Grantee Meetings Participation
The City is committed to the development and success of Beacon Directors. Beacon Directors provide onsite leadership alongside site administrators at their respective schools and are the lead for the coordination of support services, partner management, and internal/external systems that are required to deliver quality services to youth and their families. Lead Agencies receiving funding are required to have their Beacon Directors be active participants in regular Beacon Director Meetings. See section below Part III: Services Requested for full description.
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D. Evaluation Model Participation
This grant program utilizes a rigorous evaluation model to evaluate funded services. Funded organizations will participate in technical assistance training workshops, help to design the program-specific components of the evaluation, and administer data collection activities. Lead Agencies will have the opportunity to articulate their accomplishments, practice continuous improvement, and explain the impact of services on youth customers as a result of their participation in funded program(s).
E. Service Partner Agreements
Selected lead agencies will be required to submit a separate Service Partner Agreement between all proposed collaborative partners during the contract negotiation period. Collaborative partners are all entities that will contribute resources, whether personnel, cash match, or in-kind, that impact the delivery of the proposed service. Examples of collaborative partners may include, but are not limited to, other non-profit community-based organizations.
F. Insurance
If selected, Lead Agencies will be required to submit Certificates of Insurance in accordance with the insurance requirements set forth in the Grant Funding Agreement after final awards are approved by the City Council and in conjunction with execution of the agreement.
G. San Pablo Business License
Selected Grantees will be required to apply for a San Pablo Business License in conjunction with the execution of the Grant Funding Agreement. Information on the San Pablo Business License is posted on the City of San Pablo website at http://sanpabloca.gov/907/Business-License.
I. Subcontracting
Selected Lead Agencies may subcontract with community -based organizations to provide programs and services in alignment with the SPBCSI. Subcontracted agencies must comply with Grant Funding Agreement terms and conditions.
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PART III: SERVICES REQUESTED
A. Beacon Community Schools Initiative Lead CBO(s) – Collaborative Roles & Responsibilities
City is seeking Lead Agency Grantees to lead the implementation of the Community Schools strategy. The Grantee is responsible for the following services:
Advocacy & Communication
• Establishes and maintains mutually beneficial relationships with key internal and external stakeholders including families, District staff, local businesses, leaders, and community - based organizations, etc.
• Promotes the Initiative, its programs and services, through marketing, social media, and communications.
Strategic Planning & Sustainability
• Develops consensus among key stakeholders in alignment with the Initiative vision, goals, and priority service areas.
• Provides a work plan documenting SMART (specific, measurable, achievable, realistic, timely) goals and strategies to achieve identified priorities. • Provides match funding to City of San Pablo grant dollars. • Demonstrates and documents best practices and progress toward established Initiative vision, and concrete results for children, youth, and families in the school community and neighborhood.
Staffing & Program Development
• Hires, supervises, trains and provides performance reviews of six (6) Beacon Directors and staff. Includes City of San Pablo and District in hiring of Beacon Director Program staff. • Oversees day to day operations of the Initiative activities, programs and services. • Provides professional development for Beacon Directors to maintain high quality staff. • Supports Beacon Director integration within the Community School Site, Lead CBO(s), and community.
• Develops, implements, and improves program offerings based on children, youth and family strengths and needs.
• Oversees subcontracting contract development and compliance, including adherence to provisions in the City of San Pablo Lead Agenc y Grant Agreement and District requirements.
• Fosters innovation in youth development, community development and education strategies.
• Regularly assesses and documents Initiative programs and staff progress. • Supports and participates in City of San Pablo programs and signature events. • Maintains ongoing communication with City of San Pablo staff.
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Fiscal Management & Minimum Grant Requirements
• Provides financial oversight of all Initiative programs and services. • Develops accurate, comprehensive, up to date budgets and provides them to the City of San Pablo.
• Ensures adequate cash flow and timely invoicing to the City of San Pablo. • Provides timely reports to City of San Pablo.
• Provides insurance documents to the City of San Pablo – Certificate of Insuranc e, Additionally Insured Endorsement, Waiver of Subrogation, Physical Abuse and Molestation Insurance, among others as required by this MOU. Provides these documents to District upon request.
• Monitors and meets participant and attendance targets for Initiat ive programs and services.
In addition, the following outlines the collaborative roles and responsibilities of the City:
City of San Pablo, Youth, School & Community Partnerships Division
• Sets the overall mission, principles, values, and strategic direction of the Initiative, in collaboration with the District and informed by community needs and input. • Develops and executes Lead CBO contracts, ensures contract compliance, monitors fiscal practices and reports to City Finance Department and City Council. • Monitors programmatic implementation of Initiative and scale-up strategy. • In collaboration with Program Evaluator, monitors Lead CBO(s)’s adherence to the evaluation model, including data collection activities, continuous improvement, and reporting on the impact of services on children, youth, and families. • Facilitates and sustains relationships among multiple and diverse entities (District, Community School Sites, Lead CBO(s), County, others).
• Leverages resources to maximize investments in Community School Sites. • Facilitates Beacon Director and Lead CBO(s) meetings. • Produces Initiative-wide communications; develops and distributes program information. • Sets accountability and quality standards for Initiative program areas funded by the City. • In colla boration with District, fosters consistency in Initiative philosophy and direction across all Community School Sites.
B. Beacon Community School Director Role
Lead CBO(s) employs one full -time Beacon Director at each of the following six (6) Community School Sites:
• Bayview Elementary School
• Dover Elementary School
• E.M. Downer Elementary School
• Lake Elementary School
• Riverside Elementary School
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• Walter T. Helms Middle School
The main role of each Beacon Director is to serve as the lead for each Beacon Community School Site’s community partnerships and coordination of services teams, co -lead, co -develop, and support school-wide systems focusing on positive schoo l culture and community engagement, and support data collection, analysis, and communication to the larger school community. The Beacon Directors work closely with their respective Community School Site principals, staff, community partners and Lead CBO(s) to plan, align priorities, and implement the Complementary Services Programs set forth in Part III, D. Strategy Areas.
In addition, the District, each Community School Site and its administration, may work directly with the Beacon Director and Lead CBO(s) to add other focus areas to address specific and emergent needs at the respective Community School Site.
C. Youth Developmental Assets
The strategies developed by the SPBSCI are part of a larger effort by the City to provide comprehensive youth services to the youth and families of San Pablo. Efforts are founded on a developmental asset model of youth services. The model acknowledges that all youth progress through critical developmental transitions and that optimum healthy development is best achieved by promoting assets or strengths in youth, families, communities and schools. A description of the Search Institute’s Developmental Assets can be found at www.search- institute.org/developmental-assets/lists.
Developmental planning of model services delivery has shifted from fixing youth’s problems to promoting youth’s strengths. It has also moved beyond programs to relationships. The 40 Developmental Asset s defined by the Search Institute are essential building blocks for young people’s achievement, as well as for the avoidance of high-risk behaviors. However, programs need not address all 40 assets, but addressing a tactical combination of them is critical. Our focus will be on Empowerment, Commitment to Learning, Social Competency, and Support. We want our youth to be empowered, committed to learning, and socially competent to support their positive identity development. The following are some general ideas for how providers can build assets for children and adolescents:
● Involve youth in leadership program planning and program evaluation; ● Provide a range of structured culturally relevant activities for youth with diverse interests and needs;
● Provide opportunities where young people feel supported and safe; ● Coordinate activities and priorities with other Lead Agencies; ● Focus on asset building in programming, including building social competencies, engaging youth in service, strengthening personal identity, and shaping risk-avoidance behaviors.
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The City aims to work with Lead Agencies to expand and enhance programs focusing on developing skills and competencies resulting in healthy and thriving youth and families.
Personal and social competencies that should be developed for youth include the following:
● Active engagement and motivation to succeed
● A healthy lifestyle
● Positive identity
● Physical and emotional safety
● Commitment to helping others in the community
● Ability to navigate negative peer pressure and dangerous situations ● Positive and caring relationships with adults
D. Strategy Areas
Strategy areas described in this RFP represent identified needs of the San Pablo community, and proposals are expected to propose programs and services that address these areas. The final scope of services, grant deliverables, b udget and performance measures will be determined through the contract negotiation process.
CORE STRATEGY AREAS
The following areas have been identified as core strategy areas and components of SPBCSI’s community school strategy. These core areas align with and contribute to the growth of key developmental assets that young people need to succeed. The Team for Youth Grant Program prioritizes four developmental assets: Empowerme nt, Commitment to Learning, Social Competency, and Support.1 Core Program Funds at each school (see Table 3) can be utilized for these core areas. Grantees are required to incorporate these core strategies as a foundation for their Beacon Schools systems, programs, and services. Core Program Funds can also be used to augment the salary of the Beacon Director position, with prior approval from the City. Richmond High School is not an eligible school site under the Core Strategy Area.
• Coordination of Community School (CS). The primary strategy of this Initiative, Beacon Directors provide key leadership and support of systems, programs, and services at each San Pablo Beacon school site. Beacon Directors support the positive development of youth by forming and sustaining partnerships with City, District, and County services and non-profit agencies to deliver supports and opportunities to students and families.
• Youth voice & leadership (YL). Cultivation and amplification of the voice and leadership of young people engages them as civic leaders within their respective community schools as well as within their City. Actively centering youth will allow lead agencies, services providers, and program staff the opportunity to implement relevant programming and
1 Drawn from the Search Institute’s list of 40 Developmental Assets: www.search-institute.org/developmental-assets/lists
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services. Examples of activities and services can include leadership clubs, racial / identity groups, student councils, and school/community service clubs.
• Family & caregiver engagement (FE). As the primary adults responsible for youth’s well - being, caregivers , parents, and family members are uniquely positioned and informed about youth needs. They are also positioned to be effective partners of lead agencies and schools in deeply engaging students and creating positive outcomes for young people.
Examples of activities and services can include family engagement nights, family data meetings, caregiver leadership clubs, and parent training on identified needs in the school.
FOCUSED STRATEGY AREAS
The City establishes focused strategy areas at the onset of each City funding cycle, based on identified community needs. These focused strategy areas may change in future funding cycles depending on evolving community needs and City budgetary constraints and approvals. Each school has been allocated specific funds in different focused strategy areas (as listed in Table 3:
By Site Allocation, Total Maximum Funds (2024-2027) and in Proposed Budget Template). Lead agencies will collaborate with school sites to determine the programs and services under each category that best serves the needs of their respective school community. The following three focused strategy areas reflect community needs as outlined in the most recent San Pablo Needs Assessment. Monies in these focused strategy areas are categorical and cannot be used for salaries or other core areas. Richmond High School is funded under the Violence Prevention & Intervention/Mental Health Strategy Area.
• College and Career Supports (CC). Services should expose, promote, and/or educate students to post -secondary educational and career options. Examples of potential programs and services can include fairs, college week, field trips to local colleges/universities or job sites, and student clubs centered on professional fields (engineering club, future nurses club, etc.).
• Violence Prevention & Intervention/Mental Health (VP I). Services should proactively or responsively address mental health or violence preven tion or intervention needs of students. Examples of potential programs and services can include individual therapy, case management, support groups, and positive behavior intervention and supports.
• Childhood Obesity Prevention (COP). Services should proactively or responsively address physical and nutritional health of students. Examples of potential programs and services can include sports and other movement activities, healthy cooking classes, tobacco education, and school-wide events such as runs/walkathons.
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E. Performance Measures
The evaluation system will measure the services contracted for and delivered. Grantees are responsible for data collection as required, and responsible for complying with any monitoring and reporting requests that are made by City’s Program Evaluator during the evaluation process.
The Program Evaluator will work with Grantees to develop and distribute evaluation tools that will track performance measures. The mixed methods study design combines program attendance; observations from site visits; stakeholder interviews; document review; and youth surveys to explore the evaluation questions.
● Program Attendance: Sites will record program enrollment and attendance data into a database.
● Site Visits: Program Evaluator will conduct site visits at programs selected by the City.
Visits will be scheduled in advance.
● Youth Surveys: Programs that last the full academic year will survey youth once in the Spring. Programs that have multiple cycles per year will survey youth both in the Fall and the Spring.
● Stakeholder Interviews: Stakeholder interviews will be conducted with grantee and school staff.
● Document Review: Program Evaluator will review documents related to all the identified strategy and focus areas. Documents may include literacy data, self -assessment reports, youth/parent feedback, or any other prepared reports compiled by the Grantee and/or City.
● Population level data: Program Evaluator will collect and analyze publicly available population level indicators to include in the findings report.
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PART IV: PROPOSAL SUBMISSION REQUIREMENTS
Proposals will be assessed for their ability to achieve the intent of this grant funding cycle as outlined in this RFP. For current and former grantees, the City will consider information about existing and prior program performance and agency fiscal compliance. Proposals shall include:
• Form A - Coversheet & Proposal Checklist (required): This check list serves as a cove r sheet of a complete proposal. Applicants need to submit just one completed coversheet and check list per proposal packet, but are responsible to ensuring that all required components are included in the submission.
• Narrative (required): Complete a separate Project Narrative Section per school site . Ten (10) page maximum – 1 school application; if multi-school application, applicant may add an additional page per additional school where funding is sought (maximum of 16 total)
▪ Knowledge of and experi ence working within School Site(s), Community School Strategy, and School Partnerships
o Provide a narrative description of the school’s demographics, characteristics, and needs. Describe the student populations’ needs, strengths, and priorities. o Describe your agency’s knowledge of and experience with Community Schools and how the agency will support the implementation of San Pablo’s Beacon Community Schools Initiative. If applying for Richmond High School, describe your agency’s knowledge of and experience w ith implementing violence prevention, intervention, and/or mental health services in public schools. o Describe your agency’s experience in delivering and managing programs with an approach that supports and/or implements:
✓ Centering youth voice and leadershi p in program planning and implementation
✓ Family/caregiver engagement
✓ College & career readiness
✓ Violence prevention & intervention/mental health
✓ Obesity prevention programs
▪ Agency and Staff Experience
o Describe the experience of your agency working with students and families in public schools, and the resources and activities that qualify your agency for the grant(s) your agency seeks.
o Describe your working relationship with the school site for which your agency seeks a grant, including the principal, faculty, mental health service providers, and other staff.
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organizations, post-secondary institutions, or other entities. How do you use these partnerships to effectively meet student, family, and school needs?
▪ Agency Approach, Management, and Fiscal Capacity
o Describe applicant’s internal capacity to implement , manage, monitor and support proposed program, including hiring and supporting staff, especially Beacon Directors; effectively partnering with school site(s); and sound fiscal management. If existing staff are in place for key positions, please include their resumes and please describe their exper ience. Describe how Beacon Directors will engage students, families, school staff, and City staff in providing input to the strategy and programming areas specific to this RFP’s core and focused strategy areas.
o Describe the agency’s system for working wit h subcontractors. Briefly explain how the agency works with subcontractors in: setting goals and measurable objectives for the proposed program; collecting, using, and sharing data on participant and program performance; communicating performance information internally and externally; and problem solving.
o Describe briefly agency’s accounting system and internal controls. Include any fiscal experience managing large grants.
o Describe how proposer intends to comply with the San Pablo Local Economic Opportunity Policy.
• Form B - Proposed Budget (required): Provide a proposed budget for the applicant’s proposal. Total budget must include all costs associated to the program at each respective school that proposer is applying for over the three-year period of the grant.
Review definitions below for budget sections and Part II, B: Matching Funds Requirement. Submitted budgets must utilize the Excel file template provided with the RFP. Budgets in other forms will not be accepted.
▪ Direct Personnel Costs
o Position: The position/title and the salary for each staff member to be supported by Program funds; include the Full -Time Equivalent (FTE) estimate. The Beacon Director position is required to be a full time, year -round position that is assigned to just one school. Budget must follow required minimum salary requirements for Beacon Director roles as outlined on Budget Form. Core Program Funds can also be used to augment the minimum salary of the Beacon Director position, with prior approval from the City.
o Fringe Benefits: Payroll -related costs such as FICA, health insurance and retirement benefits, and Workers’ Compensation, and other payments on behalf of employee.
▪ Direct Non-Personnel Costs
o Communication: Costs for telephone, fax, postage, and other communication costs that are essential to program operation.
San Pablo Team For Youth Request for Proposals (RFP) Page 19 of 19 2024 - 2027
o Contract Services: Payments made to individuals who provide professional, scientific, or technical services. Include any services that the agency does not have the capability to perform itself, in order to operate the project, but who are not employees. (i.e. consultants, trainers, evaluator, therapists, and social workers.) o Equipment: Costs of equipment that is essential for program operation. o Office Supplies: Costs for office supplies that are essential to program operation. o Printing & Duplicating: Costs for printing, d uplicating and/or binding of books, pamphlets, newsletters and other reading materials essential to program operation.
o Program Supplies: Costs for consumable commodities that have a useful life of one (1) year or less that render services essential to program operation. o Travel: Cost for automobile mileage, transportation, and necessary and ordinary travel expenses while on official program business, not including commuting to and from work. Can also include professional development for program staff. o Other: Any items not covered by the previous categories that are essential to the program operation. Indirect costs may not exceed 15%. Indirect costs can include administrative and other costs that doesn’t directly benefit frontline program operations, including accounting, human resources, rental fees, etc. o Some Non-Personnel Costs should be itemized, as shown on the proposed budget template.
o For each proposed school site, agency should describe briefly how they will use Site-level Categorical funds. Monies in these focused strategy areas cannot be used for salaries or other core areas.
• Form C - Certification and Assurances form (required): Submit a completed form signed by a valid agency representative
• Letter(s) of Support:
▪ Submit one letter of support from the Principal for each school proposal (required) ▪ Supplementary letters of support from the school district, community partners, etc. can be submitted but are optional
• Proof of Non-Profit Status – IRS Determination Letter of 501(c)(3) (required)