HomeMy WebLinkAboutMINUTES - 12151987 - IO.1 Th BOARD OF SUPERVISORS
FROM: INTERNAL OPERATIONS COMMITTEE C=tra
December 14 , 1987 Costa
DATE: C V1/'II1/
SUBJECT: Challenge Grant Fund �AI �t�
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND 'AND JUSTIFICATION
RECOMMENDATIONS:
1 . Approve the attached planning schedule for implementation of
the Challenge Grant Program.
2 . Approve the design and format of the attached Challenge
Grant proposal Question and Answer letter and authorize its
publication upon determination by Consortium and HSAC as to
( 1 ) the -number and size of proposals to be funded, ( 2 ) the
size and composition of required match, ( 3 ) the criteria for
evaluation, ranking and selection of Letter of Intent, and
( 4 ) other details required of the applicant in meeting the
goals and objectives for the Challenge Grant as set by the
Board. of Supervisors.
3 . Request staff to follow up on the letters of. intent to .
insure that eligible nonprofit organizations have an
opportunity to apply.
4 . Approve the design - and format of the Letter of Intent and
authorize its use upon determination of the Consortium and
HSAC in the matter noted above.
5 . Remove. this item as a referral to our Committee.
BACKGROUND:
The Board of Supervisors, in adopting the 1987-88 FY Budget,
allocated $225 , 000 in support of the County Challenge Grant
Program. Funds were allocated to support the Library ( $25,000 ) ;
to provide administrative support to HSAC and the Challenge Grant
Program for six months ( $25 ,000 ) ; . and to provide matching grant
funds to support human services programs to people-in-need in the
County ( $175 ,000) . The Board of Supervisors indicated that the
Human Services Advisory Commission should be involved in the
design and administration of this grant.
On August 10, 1987 , the • Internal Operations Committee
recommended, and on October 13 , 1987, the Board of Supervisors.
approved that HSAC should consult and plan with other y
CONTINUED ON ATTACHMENT: /L YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR _� RECOMMENDATION OF BOARD COMMITTEE
X APPROVE OTHER
SIGNATUREIS r. Nancy C. hden Tom Torlakson
ACTION OF BOARD ON December. 15, 1987 A, -PROVED AS RECOMMENDED \ 'OTHER
VOTE OF SUPERVISORS ..
HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS (ABSENT ) ' .AND CORRECT COPY OF AN ACTION TAKEN
AYES; 'NOES: - AND 'ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
County Administrator
CC: Chair, HSAC ATTESTED
Chair, Consortium PHIL BATCHELOR, CLERK OF THE BOARD OF
George Johnson, Staff, HSAC SUPERVISORS AND COUNTY ADMINISTRATOR
M382/7-83 BY �j. � DEPUTY .
Page 2
Board-appointed advisory boards, committees and commissions in
the preparation of a process to solicit proposals for the use of
grant funds. In addition, the Board Order directed, " . . .the
Human Services Advisory Commission to report the ,following to
the Board of Supervisors for the Board's approval:
o The process and methodology which is proposed to be
used in soliciting applications, judging those
applications and reaching recommendations for the award
of such funds.
o Their recommendations for award of grants.
o Their evaluation of the extent to which the funds have
been used to accomplish the purposes for which funds
were granted after programs to which funds have been
granted have . been in operation for six months after
award and receipt of the grant funds. "
It was agreed that HSAC should provide a report to the I . O.
Committee on December 14 , 1987 , regarding the implementation of
Challenge Grants.
HSAC reported to our Committee, as requested, on December 14.
HSAC has brought together representatives of 15 of the human
services advisory bodies to the. Board of Supervisors. This
group, now called the Consortium, has been working closely with
members and -staff of HSAC. To date, the Consortium and HSAC have
completed the following:
1 . Challenge Grant Funding Process Schedule
The attached planning schedule for development and
implementation shows the steps necessary for the
Consortium and HSAC to solicit and review proposals for
referral to the Board of Supervisors. This will be a
two-phase application process calling for .submission of
Letters of � Intent ..by all interested agencies in
response to RFP ' issued by the County. Selected
agencies will then be invited to submit full detailed
proposals. The schedule indicates that the process
should result in contracts being signed by mid-April
1988 .
This schedule has been approved by the Consortium and
HSAC.
2 . Challenge Grant Proposal - A Question and Answer
Information Document
The draft Question and Answer document has been
developed to inform applicants about the Challenge
Grant and how to apply for funding. Included in the
document will be information on the Challenge Grant,
where the money comes from, how much money is
available, the limits on the size and number of grants
to be awarded and amount of match to be required, who
is eligible to apply, limitation and priorities on use
of funds , the review process, role of the various
County officials and the appeal process.
Page 3
2 . (continued)
This document is in draft form as the members of the
Consortium are finalizing ( 1) the number and size of
grants to be awarded and amount of match to be
required, and ( 2) the criteria to be used in the
screening and selecting the Letter of Intent and Full
Proposal.
3 . Letter of Intent
The draft Letter of Intent is designed for use by
private nonprofit agencies 'to submit their proposals in
a short and simple manner. The letter is in draft
form, waiting for the completion of the items noted
above.
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PLANNING SCHEDULE
FOR DEVELOPMENT AND IMPLEMENTATION
OF THE CONTRA COSTA COUNTY CHALLENGE GRANT FUNDS
Date Action
11/18/87 First meeting of Consortium: Organization and
Planning
11/19 thru Meetings of Consortium Sub-Committees
12/02/87
12/08 Meeting of Consortium: Develop criteria and
application process
12/08 Meeting of HSAC to review and adopt criteria
as recommended by Consortium for presenta-
tion to I .O. Committee
12/14 Meeting of I .O. Committee to review and take
action on HSAC presentation re: Challenge
Grant
12/15 Meeting of Board of Supervisors to review and
take action on I .O. Committee recommenda-
tion re: Challenge Grant
01/07/88 Meeting of Consortium to review and adopt
criteria, process and evaluation standards
01/13/88 Meeting of HSAC to ( 1) review and adopt
recommendations from Consortium, and (2)
authorize issue of RFP
01/14-15 RFP notices, including Letter of Intent forms
mailed to 300+ private non-profit human
services agencies within the County, plus
County Department Heads and County Offices
01/18 thru Private non-profit agencies complete Letter
01/29/88 of Intent forms and submit to HSAC staff.
No Letters of Intent processed if received
after 5:00 p.m. , Friday, January 29, 1988
02/01 thru Consortium Sub-Committee evaluates Letters of
02/09/88 Intent and selects those applicants who
will be invited to submit full proposals
02/09/88 Meeting of Consortium to review
recommendations of Sub-Committee and
submit to HSAC
02/10/88 Meeting of HSAC to review and accept recom-
mendations from Consortium
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Date Action
02/11-02/12 Notices sent to all applicants notifying if
or if not selected to submit full proposal.
Includes instructions and forms for submis-
sion of full proposal, as appropriate
02/15 thru Agencies complete forms and submit to HSAC
03/04/88 staff (no applications to be processed if
received after 5: 00 p.m. , Friday, February
19 , 1988)
03/07 thru Consortium committee review full proposal and
03/22 select those for funding recommendation
03/22 Meeting of Consortium to review recommenda-
tion of Sub-Committee and to submit to HSAC
03/23 Meeting of HSAC to review and accept recom-
mendation from Consortium for presentation
to Board of Supervisors
04/05 Meeting of Board of Supervisors on HSAC
presentation
04/06 to Process contracts and initial program
04/29/88
ContraArr
Costa Tg
_ County
HUMAN SERVICES ADVISORY COMMISSION
CHALLENGE GRANT PROJECT
Dear Potential Challenge Grant Applicant:
The Contra Costa County Human Services Advisory Commission and the
Consortium of Human Services Advisory Boards, Committees and
Commissions are pleased to provide you with information about the
Contra Costa County Challenge Grant Program. You are encouraged to
consider applying for these match funds to help bring in new or
enhanced human services programs to those in need within our County.
The following information will help you better understand our process
for distributing the $175 ,000 initially allocated by the Board of
Supervisors. While the process may look complicated, we have tried
to design it so that you, the applicant, can easily submit your
initial proposal without undue expenditure of your limited resources.
In addition, we have strived to develop a process that will help our
staff, committee members and the County Board of Supervisors to
quickly and accurately evaluate each proposal.
We hope that the following Questions and Answers will help you. Let
us know if you have additional questions.
OFFICE OF THE COUNTY ADMINISTRATOR .COUNTY ADMINISTRATION BUILDING .MARTINEZ .CA •94553 .(415)372-2601
1
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1. WHAT IS THE -CHALLENGE GRANT FUND PROGRAM?
This fund was established by the Contra Costa County Board of
Supervisors to be used as challenge grants in broadly specified
human service program areas. The goal of the program is to aid
organizations to provide new or enhanced human services to
persons in need within Contra Costa County. The Challenge Grant
Program will emphasize support to innovative projects: projects
which can be replicated by other organizations, which maximize
public-private linkage, are multi-target oriented, and which
show program linkage with other human service agencies within
the County.
2. WHERE DOES THE MONEY COME FROM?
The fund was created by the Contra Costa Board of Supervisors
when they approved the County' s 1987-88 FY Budget.
3. HOW MUCH MONEY IS AVAILABLE?
The Board of Supervisors allocated $225,000 of General Fund
monies to support the Challenge Grant Program. Of this amount,
$175,000 is available for award to applicants as match funds
during the 1987-88 fiscal year.
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4. IS THERE A LIMIT ON THE AMOUNT AWARDED FOR A GRANT?
Yes. There are three levels of grant awards:
a. $15 ,000 to $25,000 range: Total awards in this range not to
exceed $85 ,000 and will require $3.00 of match for each
$1 . 00 of Challenge Grant funding.
b. $10, 000 to $14, 999 range: Total awards not to exceed
$50 ,000 and will require $2.00 of match for each $1 .00 of
Challenge Grant funding.
C. $2 ,000 to $9, 999 range: Total awards not to exceed $40 ,000,
and will require $1.00 of match for each $1. 00 of Challenge
Grant funding.
The award of Challenge Grant funds at these levels requires
that the applicnt can guarantee the provision of the
required match as shown above.
Matching funds can be (1 ) monetary in nature; (that is,
cash contributions, grants and/or contracts from non-county
sources) , or (2 ) in-kind contributions in nature; (that is,
donated goods, services, vehicles and/or facilities or
other non-monetary resources valued at the cost that the
agency would have had to pay if purchased on the open
market in the San Francisco Bay Area) ; or ( 3 ) a combination
of (1) and ( 2) .
l
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In all cases, the applicant must be able to document that
the required match is identified, committed and available
for use. Volunteers must be identified and valued at the
wages normally paid for the work being donated to the
agency.
5. WHO IS ELIGIBLE TO APPLY?
To be eligible for Challenge Grant funds, an applicant must:
a. Be a private non-profit organization, incorporated within
the State of California and have a 501C3 status with the
Internal Revenue Service.
b. Meet program priorities listed in Question 7, below.
C. Meet match requirements listed in Question 4 , above.
d. Show that the agency can meet County contract requirements,
including fiscal responsibility and insurance coverage.
e. Develop a plan to implement contract services within the
required funding period.
f. Have evidence of continuing fiscal responsibility.
NOTE: While applicants must be private/non-profit, such
organizations may wish to consider joining with public or
for-profit organizations in developing Challenge Grant
projects.
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6. ARE THERE LINIITATIONS ON USE OF THE FUNDS?
Yes, Challenge Grant funds cannot be used to supplant or
substitute on-going operating funds already committed to support
the program under consideration. Challenge Grant funds are to
be used to establish new programs or to supplement and/or
enhance existing ones. In addition, no more than 15% of grant
funds can be used for administrative purposes, no more than
% for indirect overhead, and no more than % for fiscal
audit costs.
Please note that the Board of Supervisors has not indicated that
these funds will be made available in future years. Agencies
should not assume or base future plans on continuation funding
from this source. If, however, the Board does allocate future
funding, agencies may submit application for continuation
funding. Each application would then be evaluated on its own
merits in relation to criteria established at that time.
7. WHAT ARE CHALLENGE GRANT FUND PRIORITIES?
In order to be considered for funding, an applicant must address
human service needs of individuals and families in Contra Costa
County. By design, no specific program or target area or areas
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have been designated. Applicants are to identify areas of need
they wish to address and indicate the rationale for selecting
such area(s) . The following needs are typical of those that
have been identified as facing people in the County:
Homelessness
Hunger
Substance Abuse (particularly among teenage population)
Lack of residential treatment facilities
Child/elder abuse
Lack of Respite Care
Lack of access to the system for benefit of services
Lack of out-of-home 'placement
This listing is only representative of the types of needs facing the
County. Applicants are encouraged to address broad range,
longitudinal, multi-cultural, intergenerational, and cross-geographic
problem/target areas.
Consideration will be given to applications that show innovation,
prevention, bringing new and/or additional resources to help meet the
needs of the County, and those that show inter-agency collaboration
and coordination, as well as public-private partnerships.
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8. WHAT IS THE APPLICATION REVIEW PROCESS?
The County has adopted a two-part process.
Part I. Letter of Intent
Agencies submit an initial application by Letter of
Intent. . This letter is a brief summary of the
proposal and will be reviewed by a committee of
representatives of human services advisory bodies for
the County Board of Supervisors. Letter of Intent
must be submitted on forms provided by the County.
Part II . Complete application
Applicants selected from those who submitted Letters
of Intent will be invited to complete a more detailed
grant application package. The Application Review
Committee will be using a specific evaluation form to
assist in the final ranking of the applications.
9. ARE THERE ANY LIMITS ON THE NUMBER OF APPLICATIONS THAT CAN BE
SUBMITTED?
An agency may submit as many Letters of Intent as it wishes.
The County may invite as many agencies as it desires to submit
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full applications. This number will be based upon the number
and content of the Letters of Intent that are submitted and to
the extent funds are available for this purpose.
10. WHAT IS THE ROLE OF THE VARIOUS COUNTY OFFICIALS IN THIS
PROCESS?
The Challenge Grant Program is a program fully supported by the
County funds and does not include either state or federal grant
funds. Accordingly, the Board of Supervisors has final
authority on the allocation review process and the selection,
funding level, and program content of all contracts under this
program.
The Board of Supervisors has directed the Human Services
Advisory Committee (HSAC) to consult and plan with the
Consortium of other Board of Supervisors ' appointed advisory
boards, committees and commissions in the preparation of a
process to solicit and select proposals in the use of the
Challenge Grant funds. Acting upon recommendations of the
Consortium as submitteed by HSAC, the Board of Supervisors has
approved the grant application process. This process identifies
the role of the various County officials as follows:
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1. Board of Supervisors
The County Board of Supervisors has final authority on all
phases of the Challenge Grant Program. The Board must
approve award of all grants. All decisions of the
Consortium, HSAC and County staff can be referred to the
Board of Supervisors for review, but only after formal
review and recommendation has been made by the Consortium
and HSAC.
2. Human Services Advisory Commission
The Human Services Advisory Committee (HSAC) has been
designated by the Board of Supervisors to organize and work
with the Consortium as the Consortium develops and
implements the criteria and design of the application
review process. HSAC acts as the formal link between the
grant application process and Board of Supervisors. HSAC
will review and make recommendations to the Board of
Supervisors on any appeals submitted by applicants
regarding the review process, but only after the Consortium
has reviewed and made recommendation on such complaint.
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3 . The Consortium of Board of Supervisors Appointed Advisory
Board, Committees and Commissions
The Consortium is responsible for developing criteria and
processes for the solicitation, review and evaluation of
applicatons for use of Challenge Grant Funds. Committees
of the Consortium will review and evaluate: ( 1) Letters of
Intent; ( 2) final applications; and, ( 3 ) the on-going
operations of funded programs. The Consortium will be
responsible for reviewing complaints and making
recommendations to HSAC as necessary.
11. HOW CAN APPLICANTS GET HELP IN APPLYING?
Applicants are responsible for writing of Letters of Intent and
Final Applications and for preparing and submitting necessary
documents. Staff to HSAC and the Consortium will be available
to answer questions regarding the grant application process.
Please call George Johnson at 646-5661 for this type of
assistance.
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12. WHO MARES THE DECISIONS?
All Letters of Intent and full proposals will be reviewed and
evaluated by a committee of the Consortium of Advisory Boards,
Committees, and Commissions. The Human Services Advisory
Commission will submit recommendations regarding selection of
full applications, as selected by the Consortium, to the Board
of Supervisors.
The Board of Supervisors approves all awards of Challenge Grant
funding.
Funds are distributed through the County contract procedures.
All contracts must follow format and procedures as set by the
Board of Supervisors, the County Auditor-Controller, the County
Counsel, the County Administrator' s Office, and the Risk
Management Unit of the CAO.
13 . WHAT IF THE APPLICANT DISAGREES WITH THE REVIEW AND EVALUATION
DECISIONS OF THE CONSORTIUM?
Decisions of the Review and Evaluation Committee of the
Consortium may be appealed to the full Consortium, HSAC, and
then finally, to the Board of Supervisors.
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14 . ANY ADVICE?
Yes. Please follow instructions closely and carefully. Call
staff if you have questions. Be sure that documents are in the
office of HSAC staff prior to deadline times. Late entries will
not be reviewed. Be clear in your mind what human services you
are going to provide to what target group(s) , and over what
period of time.
The provision of local match is very important. You will be
required to document source, amount, and timing of all promised
match. Note that a different level of match is required for
each level of award funding from the Challenge Grant fund.
This is the first year of this Challenge Grant. Please share
your insight and concerns with us. We will use your ideas when
we make application to the Board of Supervisors for the
continuance of this program in the 1988-89 fiscal year.
We look forward to your Letter of Intent.
GWJ:cvd
12 .08. 87
Contra
Costa ��( �
County
HUMAN SERVICES ADVISORY COMMISSION
LETTER OF INTENT FORM
Instructions: Applicants are to submit a Letter of Intent for each
proposal being submitted for funding consideration from the Contra
Costa County Challenge Grant Fund. No substitute forms will be
considered for evaluation.
The deadline for receipt of Letter of Intent is 5:00 p.m. , Friday,
January 29, 1988. The Letter must be in the office of the staff to
the Human Services Advisory Commission by that deadline to be eligible
for evaluation.
Address: Challenge Grant Application
Review Committee
2425 Bisso Lane, Suite 103
Concord, CA 94520
Please complete this Letter of Intent form. Be sure that all
questions are answered in the space provided. No additional
information, documents, brochures, news clippings, or letters of
support should be submitted with this Letter of Intent. The
Application Review Committee will read only the Letter of Intent form,
and no attachments or other information.
If your Letter of Intent is selected, you will be requested to
complete a Full Proposal Plan. (See attachment to this form for
information regarding the documentation that will be needed at that
time. )
1. ORGANIZATION Date of Incorpor-
ation 19
Address:
TOTAL AGENCY BUDGET
Telephone: $
Person to Contact:
OFFICE OF THE COUNTY ADMINISTRATOR .COUNTY ADMINISTRATION BUILDING •MARTINEZ .CA •94553 .(415)372-2601
4.1rla1�4W,' � r
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2. FUNDING
a. Challenge Grant Funding:
$ for months
b. Match Funding
$ monetary (cash, grant, contract, etc. )
$ In-Kind (goods, services, facilities,
vehicles, etc. )
TOTAL
3. Project Summary: Briefly describe the specific purpose and
objectives of the project for which you are requesting funds.
How do the purpose and objectives of the proposed project relate
to the objectives and priorities of the Challenge Grant Fund
Program?
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Please outline the major activities planned to achieve project
objectives.
What existing agencies and other community resources will be
incorporated into the project?
4. Problem statement: Briefly state the general problem and
specific community needs to be addressed by the proposed project.
Where possible, cite specific data on numbers of individuals
and/or families affected, duration of the problem, etc.
What individuals and agencies assisted in identifying the needs
and designing the project for this proposal? How were potential
clients and agencies involved?
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How have these needs been met in the past in your community?
5. What are the sources of contributed income and/or in-kind support
that you will be using as match? Please list and indicate status
of these sources.
ATTACHMENT
INFORMATION REGARDING POSSIBLE SUBMISSION
OF THE FULL PROPOSAL
Following review of the Letters of Intent, the County will invite full
proposals from applicants who submit promising Letters of Intent.
Each full proposal will be expected to address in greater detail,
points outlined in the Letter of Intent. The full proposal must also
include the following documents:
Evidence of Federal and State tax exemption.
A letter of resolution or statement from your governing body,
signed by its president or chairman, authorizing submission of
this proposal for Contra Costa County Challenge Grant funds.
A typed listing of your governing board, indicating their
affiliations, dates of current terms, and length of service. on
your board.
Last year's financial statement and copy of certified audit.
Budget for proposed project must follow the format to be
provided by the County.
A brief description of the applicant organization.
A copy of your long-range funding program ( 3 to 5 years) .
A list of current and previous contracts with Contra Costa
County showing county's amount, agency match and type of services
covered.
PLEASE DO NOT SEND THE ABOVE INFORMATION WITH YOUR LETTER OF
INTENT. IT WILL BE REQUIRED TO BE SUBMITTED AT THE TIME THE FULL
PROPOSALS ARE COMPT•i?TED. THE COUNTY WILL NOTIFY YOU IF YOU HAVE
BEEN SELECTED TO SUBMIT A FULL PROPOSAL.
GWJ/cvd
12. 07. 87
Consortium of Human Services Advisory Boards, Committees
and Commissions to Contra Costa County
Board of Supervisors
Advisory Body Representative
1. Adult Day Health Care Council A.C. Hollister, M.D.
2. Advisory Council on Aging Richard Allen
3 . Alcoholism Advisory Board Tom McClure
4. Developmental Disabilities Council Dorothy Miller
5 . Drug Abuse Advisory Board Richard Calicura
6. Economic Opportunity Council Joe Rodgers
7. Family & Children' s Services
Advisory Committee Marilyn Zito
8 . Family & Children' s Trust
Committee Pam Shaw
9. Task Force on Homelessness Robert Olney
10. Hunger Task Force Mary Fujii
11. Intergenerational Network Sydni Shollenberger
v 12. Juvenile Justice - Delinquency
Prevention Commission Steve Woolpert
13 . Maternal Child & Adolescent
Health Board Helaine Gann
14 . Mental Health Advisory Board Dennis Lepak
15 . Advisory Committee on the
Employment and Economic
Status of Women JoAnne Aiello