Attachment A

CITY OF ALAMEDA

CDBG PUBLIC SERVICES

REQUEST FOR PROPOSALS

NOTE: This is a COPY of the current City of Alameda Application. This application must be filled out and submitted through our ONLINE SYSTEM. Contact Terri Wright at for information.

FUNDING PERIOD:July 1, 2010 – June 30, 2011

ELIGIBLE APPLICANT:Non-profits including faith-based, and certain public agencies, providing CDBG-eligible services. All applicants must be incorporated or partner with a satisfactory Fiscal Agent.

PROJECT ELIGIBILITY: Project must benefit low- and moderate- income persons/households or neighborhood (refer to Map and Income Limits)

AVAILABLE FUNDS:15% of CDBG funds (approximately $225,000 for FY 2010)

PROPOSALS DUE:4:00 PM February 8, 2010

TO APPLY:See attached proposal instructions

PRIORITIES FOR FUNDING

  • Strengthening Alameda’s safety net for families and individuals who are in crisis or vulnerable, through programs such as food, shelter, health and wellness services, personal safety services, and other homeless prevention services such as short term rental and utility assistance;
  • Empowering Alamedans to improve economic and social self-sufficiency and stability through education, youth development, job training, health and wellness services, employment and employment support services such as transportation and childcare;
  • Sustain and improve access to affordable housing in Alameda through programs such as fair housing (including disability related housing issues); and
  • Ensuring that people with disabilities, seniors, single parents, and culturally and linguistically isolated populations have awareness of and access to services through increased outreach, publicity, and technologies that encourage collaboration among service providers.

OTHER ELIGIBLE PUBLIC SERVICES

Attachment A

  • Child Care Services
  • Disabled Services
  • Domestic Violence
  • Employment Training
  • Financial Literacy
  • Homeownership Assistance
  • Legal Services
  • Senior Services
  • Mental Health Services
  • Tenant/Landlord Counseling
  • Transportation Services
  • Welfare Services
  • Youth Services

Attachment A

CITY OF ALAMEDA

FY 2010-2011 CDBG

Public Service Proposal Instructions

GENERAL INFORMATION

  • All proposals will be evaluated for completeness and accuracy. Work plans must be reasonable and efficient.
  • Proposals must be accessed and submitted through the City’s online application system by visiting
  • A strongly recommended pre-proposal workship will be held Tuesday, January 13, 2010 from 2:00 p.m. to 4:00 p.m. in conference room B of the Alameda Free Library, located at 1550 Oak Street,Alameda, CA94501. RSVP by contacting Susie Brown at (510) 749-5805, or by email by 9:00 a.m. on January 8, 2010.

PROPOSAL SUBMISSION REQUIREMENTS

STEP ONE: APPLICATION COVER SHEET (Must use attached format)

STEP TWO: APPLICATION NARRATIVE (See attached Narrative Instructions)

STEP THREE: PROGRAM BUDGET (Must use attached format)

STEP FOUR: HUD PERFORMANCE MEASUREMENT (Must use attached format)

STEP FIVE: JOB DESCRIPTIONS AND RESUMES (Submit for any positions proposed for

CDBG funding).

STEP SIX: PROGRAM MATERIAL (Attach brochures and client outreach material)

STEP SEVEN: BOARD OF DIRECTORS (Attach list)

------

NEW APPLICANTS ONLY:

STEP EIGHT: NEW APPLICANT CHECKLIST (Must use attached format)

STEP NINE: ACCOUNTING SYSTEM CERTIFICATION (Must use attached format)

STEP TEN: REFERENCES AND IRS DOCUMENTATION (Attach the following:)

  • Letter of reference from current funding source and/or local community based organizations
  • IRS Tax Exempt Status letter
  • Most recent year Tax Forms (either Federal Form 990 or State Form 199)

Attachment A

CITY OF ALAMEDA

Public Services

Proposal Cover Sheet

AGENCY/FISCAL SPONSOR INFORMATION

Organization:

Address/City/Zip:

Executive Director: Board President:

Agency Phone: Fax: E-Mail (required):

Days/Hours of Operation: (Organization) (Proposed Project)

Total Agency Budget: ______

Agency Mission Statement and Services:

PROPOSED PROJECT INFORMATION

Proposed Project Name:

Proposed Contract Manager’s Name: Title:

If Project Address, Phone, Fax and or E-Mail is different than above, please provide:

Address/City/Zip:

Project Phone: Fax: E-Mail (required):

Total Alameda CDBG Funds Requested:

Total Matching Funds Anticipated:

Total Program Budget:

Number of Staff Participating in this Activity:

Anticipated number of individuals served:

Brief Description of Activity and Anticipated Outcomes:

(WANT THIS TO BE AUTOMATED CHECK BOX WITH DOCUMENT AVAILABILITY ONLINE)

The Grant Agreement boilerplate will be essentially unchanged from 2007/2008. Please initial one of the following statements to accept the use of the current boilerplate. Please call Susie Brown at (510) 749-5805 if you need a copy for review.

We are a current 2007/08 sub-grantee and accept the use of the current Grant Agreement boilerplate in any contract for 2008/09 and 2009/2010.

We are a new applicant. We have requested and reviewed the boiler plate. We accept the use of the Grant Agreement boilerplate in any contract for 2008/09 and 2009/10.

Submitted by:

SignatureDate

Attachment A

CITY OF ALAMEDA

Public Services

Narrative Instructions

  1. In the lower right-hand corner of each page, indicate the Organization Name, Proposed Project Name and Page Number. Double Space all responses.
  2. Clearly label each response to each question with the appropriate heading, e.g. Experience with Similar Programs.

REQUIRED NARRATIVE QUESTIONS

PROGRAM DESIGN:
Maximum Length 4 pages /
  1. Need: Describe the housing or community development need(s) this project or activity is intended to address. Describe the specific population targeted by your program and their needs.
  2. Work Plan: Describe your program and list major actions/milestones and the anticipated dates for implementation. Describe how this work plan will meet the identified community need. You may use a chart or narrative to respond to this question.
  3. Empowerment: Explain how your program empowers your clients and/or how your clients provide feedback/ input into the services that your agency provides.
  4. Outreach and Accessibility: Describe your strategies for informing your target population about the proposed services. Describe how to your outreach efforts and service model provide access for linguistically isolated populations, people with disabilities, single parents or other special populations.
  5. Diversity: Explain how your program will help to maintain or promote Alameda’s diversity.

ORGANIZATIONAL CHARACTERISTICS

Maximum of 3 pages

/
  1. Experience with Similar Programs: Describe your organization’s experience and the program staff’s experience operating similar programs or activities. Provide information about past successes and challenges.
  2. Management Capacity: Describe the management capacity of your organization, including the capacity of administrative and governance staff/volunteers.
  3. Experience Administering Grant Funds: Describe your organization’s experience administering grant funds.
  4. Leveraging of Resources: Describe other financial and human resources your organization will bring to this activity. Provide a list of anticipated match funds.
  5. Inter-Organization Coordination and Collaboration: Describe how your organization coordinates and/or collaborates with other organizations in delivering programming, recruiting clients, and resource sharing.

Attachment A

CITY OF ALAMEDA

FY 2010-2011 CDBG
Public Service Proposal Budget Form
a / + b / + c / = d
ITEM / FY 09-10 CITY FUNDING (if applicable) / FY 10 GRANT FUNDS REQUESTED / FY 10 LEVERAGED FUNDS[*] / FY 10 ANTICIPATED PROGRAM INCOME[*]* / FY 10 TOTAL PROGRAM BUDGET
A. PROGRAM STAFF, including Payroll Taxes/Fringe Benefit. Note % FTE on this project[***]
A. SUBTOTAL PROGRAM STAFF
B. PROGRAM EXPENSES
B. SUBTOTAL PROGRAM EXPENSES
TOTAL PROGRAM BUDGET (A+B=C)

Attachment A

CITY OF ALAMEDA

Public Services

HUD Performance Measurement Instructions

Please complete the Worksheet on the next page and submit with your application packet utilizing historical knowledge of your client base and the information below on HUD Objectives and Outcomes.

HUD has implemented a new performance measurement system designed to improve CDBG accomplishment reporting at the national level. To comply with the new measurement requirements, CDBG funded projects must provide accurate client data, and identify an Objective and Outcome, as defined by HUD. To assist the City in complying with these requirements, Subgrantees must submit anticipated client data and project Objectives and Outcomes.

Objective Choices:

Suitable Living Environment: In general, this objective relates to activities that are designed to benefit communities, families, or individuals by addressing issues in their living environment. This objective is intended to address a wide range of issues faced by low and moderate-income persons, from physical problems with their environment, such as poor quality of infrastructure, to social issues such as crime prevention, literacy or elderly health services.

Decent Housing: This objective focuses on housing programs where the purpose of the program is to meet individual family or community needs, and not programs where housing is an element of a larger effort (such as would be captured above under Suitable Living Environment.)

Economic Opportunity: This objective applies to the types of activities related to economic development, commercial revitalization, or job creation.

Outcome Choices:

Availability/Accessibility: This outcome category applies to activities that make services, infrastructure, housing, or shelter available or accessible to low and moderate-income people, including persons with disabilities. In this category, accessibility does not refer only to physical barriers, but also to making the affordable basics of daily living available and accessible to lower income people.

Affordability: This outcome category applies to activities that provide affordability in a variety of ways in the lives of low and moderate-income people. It can include the creation or maintenance of affordable housing, basic infrastructure hook-ups, or services such as transportation or day care.

Sustainability: This outcome applies to projects where the activity or activities are aimed at improving communities or neighborhoods, helping to make them livable or viable by providing benefit to persons of low and moderate -income, or by removing or eliminating slums or blighted areas, through multiple activities or services that sustain communities or neighborhoods.

Attachment A

CITY OF ALAMEDA

HUD Performance Measurement Worksheet

AGENCY NAME: PROJECT:

1. HUD OBJECTIVE (select one) / 2. HUD OUTCOME (select one)
Creating a Suitable Living Environment
Providing Decent Affordable Housing
Creating Economic Opportunities / Availability/Accessibility
Affordability
Sustainability

(See income chart included with NOFA cover)

3. Client Data (Identify the number of clients you anticipate serving in the following categories)
Low Income
(50%-80%) / Very Low Income
(<50%) / Disabled / Female Headed Households / Senior / Youth / Homeless
4. Client Race and Ethnicity: (Identify the number of clients you anticipate serving in the following race/ethnicity categories)
Categories / # Total Persons
in each category / # of Hispanics
in each category
White
Black/African American
Asian
American Indian/ Alaskan Native
Native Hawaiian/Other Pacific Islander
Other Multi Racial
TOTAL:

Attachment A

CITY OF ALAMEDA

New Agency Organizational Checklist

Organization Name:

Proposed Project:

For new applicants only.

To be completed by agency not currently receiving City of Alameda CDBG funding.

Please read question and check yes or no. / YES / NO
TRACKING CLIENT DATA
Does your agency have a system for recording the type, location and results of services provided?
Does your agency have a system for recording information necessary to determine number of clients served and to track demographic information?
HUMAN RESOURCES POLICIES AND PROCEDURES
Does your agency have a code of standards governing procurement procedures?
Does your agency have a conflict of interest policy?
Does your agency have a personnel policy?
Does your agency have a policy on non-discrimination and harassment?
Are your existing facilities, programs, and activities readily accessible to and usable by individuals with disabilities?
FINANCIAL POLICIES AND PROCEDURES
Does your agency have a system for recording and storing financial data and documents?
Does your agency have a method for identifying and tracking federal and non-federal sources of income and expenditures?
Does your agency have a method for determining allowability, reasonableness and allocation of costs and for approving disbursement of funds?
Does your agency have a method for comparing expenditures with budgeted amounts?
Does your agency have a method for identifying program income, i.e. income directly generated from the use of CDBG grant funds?
Does your agency prepare an annual audit or financial report?
Does your agency have any outstanding audit or monitoring findings?
Does your agency have a code of standards governing procurement procedures?
Does your agency have a system for tracking real property or equipment?

Attachment A

CITY OF ALAMEDA

Accounting System Certification

STATEMENT OF PUBLIC ACCOUNTANT:

I am a certified or duly licensed public accountant and have been engaged to examine and report on the financial accounts of (Name of Agency), which is a private non-profit organization (or public agency). I have reviewed the accounting system that this agency has established and, in my opinion, it includes internal controls adequate to safeguard the assets of such agency(ies), checks the accuracy and reliability of accounting data, promotes operating efficiency, and encourages compliance with the prescribed management policies of OMB Circulars A-110, A-122 and A-133.

NAME OF AGENCYADDRESS

TYPED NAME OF PUBLIC ACCOUNTANT

ADDRESS OF PUBLIC ACCOUNTANT

SIGNATURE OF PUBLIC ACCOUNTANTDATE

G:\CDBG\CONSPLAN\AnnPlans\2010\10 Work Papers\2-PS Att A.doc

[*] Please identify the source and commitment status other non-City funding and in-kind contributions that directly benefit the activity for which CDBG funding is requested. Please explain your basis for valuing any in-kind contributions.

[*]** Revenues resulting from the use of Grant funds, including fees for service.

[***]Agency FTE (full time equivalent) = _____hours per week. Include Position titles and percentage of FTE or number of hours assigned to the program. Attach job descriptions and staff person’s name for each position for which CDBG funding is sought.