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 [email protected]
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