GRANTS MANAGEMENT Victim Services & Public Safety Branch

REQUEST FOR PROPOSALPROCESS/OVERVIEW

Goals of this Presentation

• To provide an overview of the Cal OES Request for Proposal (RFP) process

• To provide an overview and general guidance on the required components of Cal OES Program Grant Proposal

Cal OES Grants Management References

• Request For Proposal (RFP): The process by which Cal OES issues a solicitation for competitive proposals to select projects for funding state and federally funded grant programs

• Request for Application (RFA): A non-competitive process to obtain applications from applicants previously selected for funding (for continued funding)

• Subrecipient: The entity funded to implement Cal OES funded grant programs (aka “grantee”)

• Grant Subaward: Signed final agreement between Cal OES and Subrecipient entity

Cal OES Grants Management References (con’t)

• Grant Funding Cycle: Number of years a program is funded without a competitive process

• Performance Period: Timeframe of a specific grant subaward

• Terms of the Program: Applicable program guidelines, application requests (RFP/RFA), Grant Subaward, and Cal OES policy statements and applicable statutes

Cal OES Grants Management References (con’t)

(Sample RFP) There is approximately $120,000 available for the FV Program for FY 2017-18. Successful Applicants will receive an annual allocation of $50,000 . The three-year funding cycle will begin July 1, 2017, and end June 30, 2020. Each grant period will be for twelve months. The first grant period is July 1, 2017 – June 30, 2018. A non-competitive reapplication for continuation of funding must be submitted for the second and third year of funding

Grant Funding Cycle• 3-year funding cycle• Up to $250,000 per project

1st Performance Period(7/1/17 – 6/30/18)

$50,000

2nd Performance Period (awarded via noncompetitive RFA)

(7/1/18 – 6/30/19)$50,000

2nd Performance Period (awarded via noncompetitive RFA)

(7/1/19 – 6/30/20)$50,000

Search for Cal OES Grants Opportunities…caloes.ca.gov

Search for Cal OES Grants Opportunities…

• On the Grants Management Page, click “Search for Grants” from the menu on the right-hand side of the page, for VS&PS Grants

or here

Search for Cal OES Grants Opportunities…

• All current RFPs and RFAs are posted in the “Search for Grants” page, in order by Due Date

Search for Cal OES Grants Opportunities…

• Click onto an RFP or RFA to access the specific details and documents for the grant

REVIEWING THE RFP• Check for eligibility to apply

• RFP Cover Letter• Part I (Overview) – Eligibility Section

• Understand purpose/focus of Program• RFP Cover Letter• Part I (Overview) – Program Information

• Determine program funding• RFP Cover Letter• Part I (Overview) – Funding

• Identify funding sources• Delineate any funding restrictions• Understand funding cycle or performance period(s)• Check for “Match” requirements

REVIEWING THE RFP (con’t)

• Check for specific RFP details• Submission deadline• RFP/Program contact information

• Questions or inquiries regarding the RFP or funded program must be submitted in writing (e-mail) only to the contact person noted (Part I – Overview – Contact Information section)

• RFP Checklist• Determine all of the required forms/components for

proposals

RFP Checklist

Standard Forms and Documents (required in all RFPs)

Appendix Documents(varies)

Where to find Cal OES Grant Subaward Proposal/Application forms…

caloes.ca.gov

Where to find Cal OES Grant Subaward Proposal/Application forms…

Where to find Cal OES Grant Subaward Proposal/Application forms…

Grant Subaward Application

forms

Select Certification of Assurance of Compliance Form, based on program funding sources

Listing of Cal OES Grant Subaward Proposal/Application forms…

APPENDIX FORMS: Operational Agreement (Cal OES 2-161) Project Service Area Information (Cal OES 2-154)

GRANT SUBAWARD FACE SHEET (Cal OES 2-101)

DUNS # is provided in lines 1a and 2a.

Disaster/Program Title is (grant program name)

Performance Period is accurate (per RFP)

Indirect Cost Rate (ICRP) option is checked (If applicant agency has a federally-approved ICRP, must include a copy of approval letter, if claiming Indirect Costs in project budget.)

GRANT SUBAWARD FACE SHEET (con’t)

Insert proposed funding amount in the correct FUND SOURCE column (State or Federal fund)

FUNDING AMOUNT is consistent with proposed Project Budget Pages

(NEW) CA Public Records Act exemption certification (if applicable)

Federal Employer ID # provided

Contact information and signature is completed for the “Official Designee” (#6) listed on the Project Contact Information form (Cal OES 2-102)

PROJECT CONTACT INFORMATION (Cal OES 2-102)

Contact information for key project staff is complete, including a physical/street address (not just P.O. Box)

“Official Designee” is same as person who signed Subgrant Award Face Sheet (Cal OES 2-101) and top section of signature page on Certification of Assurance of Compliance

Governing Board Chair is same as Authorizing signer on Certification of Assurance of Compliance

SIGNATURE AUTHORIZATION FORM (Cal OES 2-103)

Authorized Project Director and Financial Officer as same as listed on Project Contact Information Form (Cal OES 2-102)

Signature for each authorized (typed) name

NOTE: One person cannot be simultaneously authorized to sign for BOTH Project Director and Financial Officer

CERTIFICATION OF ASSURANCE OF COMPLIANCE FORM # 3 – CERTIFICATION(Cal OES 2OF ASSURANCE-104)OF COMPLIANCE

FORM # 3 – CERTIFICATION OF ASSURANCE OF COMPLIANCECERTIFICATION OF ASSURANCE OF COMPLIANCE

Official Designee (signer of Grant Subaward)

Agency and project information same as noted on Grant Subaward Face Sheet

Federal Grants Funds received by Subrecipient (whether $750,000 or more) is noted

Information for EEO Officer is complete

CERTIFICATION OF ASSURANCE OF COMPLIANCE (con’t)ERTIFICATION OF SSURANCE OF OMPLIANCEFORM # 3 – C A C

By submitting a completed Certification of Assurance of Compliance, the Subrecipient agency ensures it is abiding by the following requirements:

Equal Employment Opportunity (EEO)

Drug-Free Workplace

California Environmental Quality Act (CEQA)

Lobbying prohibition

Debarment and Suspension

Proof of Authority to enter into grant award is documented

CERTIFICATION OF ASSURANCE OF COMPLIANCE (con’t)FORM # 3 – CERTIFICATION OF ASSURANCE OF COMPLIANCE

Subrecipient is also agreeing to:

Civil Rights Compliance

Special Conditions related to the funding

CERTIFICATION OF ASSURANCE OF COMPLIANCE (con’t)FORM # 3 – CERTIFICATION OF ASSURANCE OF COMPLIANCE

Signed by Authorized Official (“Official Designee” and same signer on Grant Subaward Face Sheet (Cal OES 2-101) and#6 in Project Contact Information (Cal OES 2-102)

Federal Employer ID# is same as Grant Subaward Face Sheet (Cal OES 2-101)

Federal DUNS # is same as line 1a on Grant Subaward Face Sheet (Cal OES 2-101)

Signed by applicable individual/Authority (cannot be same as Official Designee (“Authorized Official”) above

Cal OES Grant Subaward Proposal

PROJECT NARRATIVE

PROJECT NARRATIVE

• Purpose:• Demonstrates the applicant’s understanding of

the purpose or intent of the program• Delineates proposed goals and objectives for

applicant• Provides insight of the applicant’s capacity for

implementing the grant• Project Narrative Sections

• Problem Statement• Plan• Capabilities

FORM # 16 – PROJECT SERVICE AREA INFORMATIONPROJECT NARRATIVE (Cal OES 2-108)

Find out the what is being asked/required for the Project Narrative (Part II – Project Narrative section of RFP)

• Determine maximum number of pages for each component of the Project Narrative

• Verify formatting requirements (i.e., font, spacing)

• Identify the questions or required descriptions

FORM # 16 – PROJECT SERVICE AREA INFORMATIONPROJECT NARRATIVE (Cal OES 2-108)

Check RFP Rating Form for guidance

FORM # 16 – PROJECT SERVICE AREA INFORMATIONPROJECT NARRATIVE (Cal OES 2-108)

Tips for an effective Project Narrative

• Title each section to provide clarity (Problem Statement, Plan, Capabilities)

• Provide in-depth data to support narrative– Statistical information – General and/or specific demographic data– Citation(s) from current studies/reports

• Give detailed descriptions or specifics– Delineate various aspects for plan– Historical information/record for capabilities

Cal OES Grant Subaward Proposal

PROJECT BUDGET• Budget Narrative (Cal OES 2-107)

• Budget Pages (Cal OES 2-106)

Preparing a Proposed Budget

• Refer to RFP for information on: Allowable or allocable costs Required components (e.g., FTE, services)

Budget Categories Funding or Program Restrictions

Budget Pages (Cal OES 2-106)

Budget Pages (Cal OES 2-106)BUDGET CATEGORIES and COSTS

Personal Services Operating Expenses Equipment

• Salary• Benefits• Overtime• Volunteer Time

(In-Kind Match)

• Contract Employees/Consultants

• Supplies• Travel• Indirect Costs• *Equipment (lease or

purchase of less than$5,000)

• Nonexpendable personalproperty having a useful lifeof more than one year andan acquisition cost of$5,000 or more per unit(including tax andinstallation)

*Single or multiple equipmentpurchases of less than $5,000 would beallocated in the Operating Expenses

BUDGET PAGESLINE ITEM DETAIL SAMPLE

(Personal Services)

SAMPLE CALCULATIONS PERSONNEL COSTS

salary

FTE (or % of time charged)

job title/position

Project Managertimeframe

$4,000/month x 12 months x 50% FTEProvides counseling services, advocacy, accompaniment and supportive services of clients

# of hours to be charged job title/position and timeframe

Project Technicianrate of pay $20/hr x 80 hrs/mo x 12 months

Provides counseling services, advocacy, accompaniment and supportive services of clients

BUDGET PAGESLINE ITEM DETAIL SAMPLE

(Personal Services)

CALCULATION OF BENEFITS

calculation

Benefits22% of $56,362 (total salaries)FICA=6.2%, Medicare=1.45%, Health/Dental Insurance=12%, SUI and W/C=2.35%

description of what is included

Checklist Item 9: BUDGET PAGES

CASH MATCH VS. IN-KIND MATCH

CASH MATCH(Hard Match)

IN-KIND MATCH(Soft Match)

Income from a source other than federal funds

Non-cash outlay of materials or resources, including non-cash outlay contributed by other public agencies and institutions, private organizations, and individuals

Example: personnel, facilities, supplies

Examples: donated office supplies,equipment, professional services, volunteer time

Checklist Item 9: BUDGET PAGESREQUIRED MATCH CALCULATIONS

Allocation Match: Recipient must provide % of funds (cash)

10% Match Example$100,000 = $10,000 Match$100,000 x .10 = $10,000

Total Project Cost Match: Recipient must provide % of total project cost

20% Match Example$100,000 = $25,000 Match$100,000 ÷ .80 – $100,000 = $25,000

BUDGET PAGESPERSONAL SERVICES BUDGET SAMPLE

Applicant Name Included

Calculations and descriptions for allowable staff positions and allocated work activities are consistent

BUDGET PAGESLINE ITEM DETAIL SAMPLE

(Operating Expenses)

expense item

Tank Removal & StorageQuantity 200 tanks x $1,200/tank Unit Costs

Costs for demobilization, removal and storage of supported water tanks during the grant period

Calculation of proposed costs allocated (unit x rate x duration)

Staff Mileage1,627 miles/mo x $.535/mile x x 12 monthsMileage travelled by staff to provide monitoring, oversight and coordination of tank removal or demobilization

Checklist Item 9: BUDGET PAGESComponents for “good” Operating Expenses Budget

Each expense should provide a calculation and explanation to support the cost being charged to grant

Expenses must be allowable per RFP

Consultant Costs: If subcontractor or consultant costs exceed $3,500 a Noncompetitive Bid Justification may be required

Indirect Cost Rate calculation should be provided. If agency has an approved ICR, documentation should be provided (attached to grant application)

Checklist Item 9: BUDGET PAGES

MOST FREQUENT MISTAKES:• Calculations not provided, or

do not calculate to cost amount budgeted

• Totals off by $1

• Indirect line-item exceeds allowable amount

• Unallowable items included in the proposed budget

Budget Narrative (Cal OES 2-107)

FORM # 16 – PROJECT SERVICE AREA INFORMATIONBUDGET NARRATIVE (Cal OES 2-107)

Tips for an effective Budget Narrative• Identify each Budget Category, in alignment

with the Budget Pages (Personal Services, Operating Expenses, Equipment)

• Provide details to support the budget – Job descriptions– Time allocated (FTE) to the project– Provide calculations to support costs– Operating and Equipment costs– Indirect Costs detail (if applicable)

• Remember to address the required elements for the Budget Narrative (RFP – Part II – Budget Narrative section)

FORM # 16 – PROJECT SERVICE AREA INFORMATIONBUDGET NARRATIVE (Cal OES 2-107)

Required Budget Narrative Details(noted in Part II – Budget Narrative section of RFP)

FORM # 16 – PROJECT SERVICE AREA INFORMATIONBUDGET NARRATIVE (Cal OES 2-107)

Check RFP Rating Form for guidance

GRANT SUBAWARD APPENDIX FORMS

Additional forms or documents required by RFP

• Organizational Chart

• Project Service Area Information (Cal OES 2-154)

• Project Summary Form (Cal OES 2-150)

• Other Funding Sources (Cal OES 2-151)

• Prior, Current and Proposed Cal OES Funding (Cal OES 2-152)

• Operational Agreements Summary Form (Cal OES 2-160)

PROJECT SERVICE AREA INFORMATIONFORM # 16 – PROJECT SERVICE AREA INFORMATION

Include ALL areas served (counties and legislative districts)

Check that legislative district where the project is located marked with asterisk (*)

Data collected from Project Service Area Information can be helpful to inquiries from legislative members or research regarding service areas.

For assistance with identifying Congressional and State Legislative district(s) served under TW project, go to:

http://www.legislature.ca.gov/legislators_and_districts/legislators/your_legislator.html

http://congressional-district.insidegov.com/d/d/California

GRANT SUBAWARD PROPOSAL: APPENDIX FORMS

Appendix Documents to Support Specific Operating Expense Items

• Out-of-State Travel Request (Cal OES 2-158)

• Noncompetitive Bid Checklist (Cal OES 2-156) and written sole source justification

• Emergency Fund Procedures (Cal OES 2-153)

• Computers and Automated Systems Purchase Justification (Cal OES 2-157)

• Automobile Purchase justification (cost comparison)

FORM # 16 – PROJECT SERVICE AREA INFORMATIONCal OES RFP – Proposal Scoring/Rating

RFP Rating Form (RFP Attachments–Rating

Form)

• Provides an understanding of scoring to be used

• Delineates the “weight” for each part of the proposal

While the required Cal OES forms are not scored specifically, they could provide some supporting information to the Project Narrative or Budget Narrative, and may be factored into the overall “Comprehensive Assessment” scoring

Cal OES RFP Process

RFP Posted (up to 8 weeks)

Reading and Rating (2-6 weeks after submission due

date)

Funding Selection & Recommend

.Process(2 weeks)

Appeals Period

(up 30 days)

Selected proposal

applications signed into

grant subaward

QUESTIONS?

Michelle Mahon, Federal Funds AdministratorCal OES Grants Management

Victim Services and Public Safety Branchmichelle.mahon@caloes.ca.gov

THANK YOU FOR YOUR PARTICIPATION

• Recording of the webinar, and presentation materials will be posted on Cal OES website http://www.caloes.ca.gov/Cal-OES-Divisions/Grants-Management