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ALPINE COUNTY PROBATION YOUTHFUL OFFENDER BLOCK GRANT FISCAL YEAR 2019/ 2020 REQUEST FOR PROPOSALS (RFP) Request for Proposal Youthful Offender Block Grant Approved: May 21, 2019 BOS Project Background The State of California through the Youthful Offender Block Grant (YOBG) is anticipated to award Alpine County Probation $117,000.00 in FY 2019.2020 for the care and custody of non-violent juvenile offenders who will no longer be housed in state facilities. The purpose of the Youthful Offender Block Grant (YOBG) is to enhance the capacity of local communities to implement an effective continuum of response to juvenile crime and delinquency. Allocations from the Youthful Offender Block Grant Fund must be used to enhance the capacity of county probation, mental health, drug and alcohol, and other county departments to provide appropriate rehabilitative and supervision services to youthful offenders subject to Welfare & Institutions Code (WIC) Sections 731.1, 733, 1766, and 1767.35. Counties, in expending the Youthful Offender Block Grant allocation, must provide all necessary services related to the custody and parole of the offenders. Of the total amount received by the County, $100,000.00 is allocated for community based best practice strategies and programs that qualify for funding within the parameters established by SB81. Examples of eligible activities include: Delinquency Prevention - Programs to prevent or reduce the incidence of delinquent acts and directed to youth at risk of becoming delinquent to prevent them from entering the juvenile justice system or to intervene with first-time and non-serious offenders to keep them out of the juvenile justice system. Disproportionate Minority Contact - Delinquency prevention programs primarily to address the disproportionate number of juvenile members of minority groups who come into contact with the juvenile justice system. Mental Health Services - and evaluations and treatment, counseling services, and/or family support services for at-risk juveniles and/or first-time and non-serious juvenile offenders. Mentoring - Programs to develop and sustain a one-to-one supportive relationship between a responsible adult age 18 or older and an at-risk juvenile and/or first-time and non-serious juvenile offender that takes place on a regular basis. School Programs - Education programs and/or related services to prevent truancy, suspension, and expulsion. School safety programs may include support for school resource officers and law-related education. Substance Abuse - Programs to prevent and treat the use and abuse of illegal and other prescription and non-prescription drugs and the use and abuse of alcohol among at-risk juveniles and/or non- serious juvenile offenders. Gender – Specific Services – Services to address the needs of at-risk girls and first-time and non- serious female offenders. Organized Recreational Activities – Organized recreational activities designed to strengthen families and keep youth out of the juvenile justice system. ---PAGE BREAK--- 2 Request for Proposal Youthful Offender Block Grant Approved: May 21, 2019 BOS Eligibility and Application Guidelines 1. Applicants from all geographic areas of Alpine County are strongly encouraged to apply. Depending upon the specific project, proposals that reach all areas of the County and provide direct services may score higher in the review process. 2. Applicants may submit only one proposal per organization or entity. Funds may not be used to supplant existing programs. 3. Grants may be awarded to non-profit community based organization, faith-based organizations, school-based entities or organizations, and/or tribal entities or organizations. Applicants must provide a federal tax identification number OR submit a tax identification number from an organization or entity willing to act as financial agent if they are not recognized as a nonprofit organization. 4. Funds may not be used to purchase alcohol or tobacco products; or be used for any type of capital purchase. Purchases of supplies or services must be specifically identified. 5. Funds must be used for programs or one-time projects that demonstrate local community benefit. Programs and/or projects shall serve Alpine County residents, and to the greatest extent possible, be hosted within Alpine County. 6. Grant recipients may not discriminate in employment practices or in the delivery of services on the basis of race, creed, national origin, sex, age, and marital status or physical or mental handicap. 7. The YOBG program shall not exceed the amount of available YOBG funds allocated in any given year or create an additional General Fund obligation in any given year. Due to the limited amount of funds available, continuation of the program shall be subject to Board review and authorization. 8. All applications will be subject to a review process for rating. The review panel will consist of: Chief Probation Officer; an elected member of the Board of Supervisors; and interested citizen/s who does not have an affiliation with any organization seeking funding through the grant process. There will be four participants in this review process. 9. All grantees will be required to execute an agreement for receipt of funds and provide evidence of minimum required insurance coverage(s), as applicable. Expenditures incurred prior to approval of an agreement will not be eligible for reimbursement. 10. All successful grantees will be required to provide a Final Report to the Board of Supervisors describing how the grant funds were utilized, the population served, and the benefits realized as a result of the funding. 11. The Board of Supervisors reserves the right to modify or reject any and all bids. Timeline Release of RFP May 21, 2019 Proposal Due Date July 19, 2019 Review and Selection July 26, 2019 BOS Approval August 20, 2019 Contract Starts September 1, 2019 Contract End Date June 30, 2020 ---PAGE BREAK--- 3 Request for Proposal Youthful Offender Block Grant Approved: May 21, 2019 BOS HOW TO APPLY Electronic versions of the application materials are available online at www.alpinecountyca.com. If you would like a hardcopy of the RFP, please contact the Alpine Co. Probation Department at (530) 694- 2192. General – The RFP may be completed electronically, but must be printed and signed for submittal. Proposals should be single-spaced, typed with 12-point font, and contain one-inch margins on all sides. Seven stapled copies should be submitted. Cover Page Summary of Project Answers to Narrative Questions Scope of Work Budget- Administrative Charges should be limited to 5% of overall budget Budget Narrative (Attachment F – continued) Cover Page – Use Attachment A as your cover page and have it signed and dated by the person in your group or organization who is legally authorized to sign agreements. This signature certifies that the information and statements made are correct and supported within the organization. Project Summary- Please include a brief summary of the project you plan on providing. Indicate the nature of the program, who the target population is, what services will be provided and how they will benefit Alpine County youth. Please be specific. Narrative Questions- These questions are intended to provide an overview of the capacity of the organization hosting the proposed project. Answers should be more specific than those provided in the Project Summary. Scope of Work – Describe specific activities and related goals and objectives of the program. Final program reporting and evaluation will be required for closeout of grant and final payment. Budget – Provide the details on your proposed budget capturing all costs. If funded, documentation is requested. Budget Narrative – Applicants are required to provide written justification for the budgeted amounts listed, identifying the source of all program funds and the explicit purpose for the requested funding. For each line item identified in the budget, please provide an explanation of the costs. Submit Proposal – Applications for funding must be submitted in writing and signed by an officer of the organization submitting the application. At a minimum, required information shall include, but is not limited to: name of the applicant and certification of its ability to carry out the program; certification that the applicant meets the minimum qualifications for funding; a narrative description of the project, activities or undertakings to be funded; the proposed timeline for completion; a budget for use of the grant funds; and the manner in which grant funds will be administered. Post marked documents are not acceptable. Please submit signed original and six copies no later than 4:00 p.m. on July 19, 2019 to: Alpine County Clerk’s Office Attn: RFP – Youthful Offender Block Grant 99 Water Street PO Box 158 Markleeville, CA 96120 ---PAGE BREAK--- 4 Alpine County Probation Department Request for Proposal Youthful Offender Block Grant Youthful Offender Block Grant Request for Proposals Approved: May 21, 2019 BOS I. Request for Proposal Overview A. Award Information: 1. Request for Proposals are Due: Friday, July 19, 2019 LATE PROPOSALS WILL NOT BE CONSIDERED. 2. Anticipated total funding: $100,000.00 3. Estimated number of awards: 3-4 4. Estimated award amounts by category as approved by State: $25,000.00 in Mentoring Category $50,000.00 in Recreational Category $25,000.00 in Other Direct Services/includes counseling 5. Review and selection: July 26, 2019 6. Funding period: September 1, 2019 – June 30, 2020, dependent upon California State Budget Approval and Award to Probation Department. B. Important Dates: 1) Request for Proposals released on May 21, 2019. 2) Request for Proposal Due: July 19, 2019. 3) Evaluation Committee Reviews of RFP’s: July 26, 2019. 4) Recommendations to the Board of Supervisors: August 20, 2019. 5) Board of Supervisor award funding to successful proposals: August 20, 2019. 6) Board of Supervisors final approval of professional service agreement: August 20, 2019. ---PAGE BREAK--- 5 Alpine County Probation Department Youthful Offender Block Grant Request for Proposals Questions regarding the Request for Proposals may be submitted in writing prior to June 30, 2019. Please forward any questions to: Tami DiSalvo, Chief Probation Officer Alpine County Probation Department PO Box 458 Markleeville, CA 96120 [EMAIL REDACTED] Or [EMAIL REDACTED] Any questions and answers will then be sent to all applicants via their e-mail contact information. Any changes to the Request for Proposals will then be provided in writing to all applicants. This process may or may not require Board of Supervisor approval. C. Proposal Submission Information: The applicant shall submit one original and six copies of the Proposal and one electronic copy, either on CD or via email. Windows-based software, preferably Microsoft Word, would be appreciated. If your agency does not have this capability, the Probation Department can scan it using a PDF format. Please submit proposals to: Alpine County Clerk’s Office Attn: RFP –Youthful Offender Block Grant PO Box 158 99 Water Street Markleeville, CA 96120 Proposals may be delivered in person, by courier service, or by mail to the address indicated above. ALL PROPOSALS MUST BE SEALED AND RECEIVED NO LATER THAN 4:00 PM ON July 19, 2019. Late proposals will not be considered. ---PAGE BREAK--- 6 Alpine County Probation Department Youthful Offender Block Grant Request for Proposals D. Proposal review and Selection Process: Each proposal received by the deadline will be previewed to determine technical compliance and completion. An incomplete proposal will not be submitted for the final review process. Proposals should be single-spaced, typed with 12-point font, and contain one-inch margins on all sides. Proposals shall include the following components: 1) Cover Sheet; including appropriate signatures. Attachment A. 2) Project Summary; includes statement of need 3) Program Narrative Questions - Capacity; Agency organization experience 4) Scope of Work and Evaluation Plan 5) Budget ; Justification and Narrative 6) Additional Items; Letters of Support 7) Additional Background Material 8) Funding Application Checklist E. Selection Process: A Youthful Offender Block Grant Review Panel will review all proposals received by the specified deadlines. The Evaluation Committee will rate each proposal that passes the technical preview by evaluating each proposal for statement of need, program narrative, and plan for service delivery. Agency qualifications, evaluation plan, outcome measures, timeline of activities and cost effectiveness will be considered. The Youthful Offender Block Grant Review Panel will then recommend funding awards for the top ranked proposals to the Alpine County Board of Supervisors for final approval. The Youthful Offender Grant Review Panel has the right to reject any and all Proposals and to waive informalities and minor irregularities in any Proposal received. Absence of the required information may render a Proposal non-responsive, resulting in rejection of the Proposal. ---PAGE BREAK--- 7 Alpine County Probation Department Youthful Offender Block Grant Request for Proposals The YOBG Review Panel may, during the evaluation process, request from any applicant, any additional information that is deemed necessary to determine the applicant’s ability to perform the required services. If such information is requested, the applicant shall be permitted five working days to submit the information requested. The YOBG Review Panel reserves the right to select the Proposal that in its’ sole judgment, best meets the needs of the Youthful Offender Block Grant. The lowest proposed cost is not the sole criterion for recommending contract awards. All agencies responding to this Request for Proposal will be notified of their selection, or non- selection in writing after the YOBG Review Panel has completed the selection process. Alpine County employees will not participate in the selection process when those employees or their immediate families have a relationship with a person or agency submitting a Proposal that would subject those employees to the prohibition of §87100 of the Government Code. Any person or agency submitting a Proposal who has such a relationship with a Probation Department Employee or county employee who may be involved in the selection process, shall advise the Youthful Offender Block Grant Review Panel of the name of the county employee in the Proposal. Those individuals participating in the Evaluation Review Committee will not be eligible to receive funding under this Request for Proposal. Any person or agency that engages in practices which might result in unlawful activity relating to the selection process including, but not limited to “kickback,” or other unlawful consideration paid to an Alpine County employee, will be disqualified from the selection process. Proposals will be scored based on the applicant’s ability to adequately address the criteria. These criteria will be used by the YOBG Review Panel to determine recommendations of awards of funding to the Board of Supervisors. ---PAGE BREAK--- 8 Alpine County Probation Department Youthful Offender Block Grant Request for Proposals II. FUNDING OPPORTUNITY DISCRIPTION A. Introduction and Background: In September of 2007, The Division of Juvenile Justice, which was formerly the California Youth Authority, stopped accepting juvenile court commitments and parole violators, except for those convicted of violent, serious offences, or sex offences. As the State of California no longer accepted the less violent, yet serious chronic offenders, the State enacted the Youthful Offender Block Grant. This grant is meant to enhance the capacity of the county probation department with juvenile intervention by means of preventative, rehabilitative and supervisory services. Hopefully, such interventions will yield a reduction of incarceration and/or probation of juvenile offenders. Prior to the release of funds to the public, the Probation Department must apply for the Youthful Offender Block Grant, via a grant application to the State of California. If the Alpine County Probation is awarded its grant, these funds are then put out for a competitive bid process. These funds are subject to the California State Budget approval and are received out of realignment funds. Youthful Offender Block Grant funds can sunset at any given year, and are subject to approval by the State of California by budget and scope of work. Alpine County Probation Department is currently accepting proposals for the Youthful Offender Block Grant. This Request for Proposal (RFP) seeks proposals from qualified contractors/applicants who are willing to work closely with the Alpine County Probation Department in providing services to the resident youth of Alpine County by engaging them (youth) with in prevention activities, prevention education activities, rehabilitative activities, supervisory activities, or counseling activities that demonstrate a means of reducing recidivism in the juvenile justice system. Evidence based strategies are a top priority for the State of California as are those programs that provide the “biggest bang for the buck.” It should be noted that the target audience for this proposal are youth from the ages of 8-17. Private, Non-Profit Organizations, public agencies such as schools, and Not-For-Profit institutions, with programs that serve the needs of at-risk youth and have demonstrated effectiveness in providing a means to reduce the juvenile justice rolls, may submit proposals for the purpose of providing strategies to enhance and engage youth utilizing the funds available by the grant. ---PAGE BREAK--- 9 Alpine County Probation Department Youthful Offender Block Grant Request for Proposals Proposers will be eligible for funding provided evidence is submitted as part of their proposal, demonstrating broad-based community support. In addition, the application must demonstrate that the proposed service(s) is not duplicative of other services in the community, must be based on the needs of youth at-risk, and proposed services do not supplant existing services which are supported but not limited to a local public governmental agency. These services may include, but are not limited to, the following: A public law enforcement agency County probation department County board of supervisors Tribal entity County mental health department A school district In addition, proposers must demonstrate that they will efficiently and effectively meet the needs of at-risk youth. Target Population of adolescent at-risk youth includes: Youth with disabilities, physical or otherwise Youth who are Native American/Non-Native Members of underserved or underrepresented groups Geographically isolated youth. Homeless youth The Youthful Offender Block Grant encourages applicants that: Support community-based efforts to develop, operate, expand, enhance, and where appropriate, to network initiatives aimed at the prevention of juvenile incarceration/probation. Support networks of coordinated resources and activities to better strengthen and support youth that will reduce the likelihood of juvenile criminal activity and incarceration and/or probation. Foster an understanding, appreciation, and knowledge of diverse populations in order to be effective in preventing juvenile incarceration. ---PAGE BREAK--- 10 Alpine County Probation Department Youthful Offender Block Grant Request for Proposals B. Services provided by Alpine County Probation Department: The Alpine County Probation Department has limited hours and currently has one Chief Probation Officer who works 32 hours a week and one Administrative Staff member who works a 40 hour week. The primary function of the probation department is to oversee/support felony and misdemeanor clients and to ensure that those clients are meeting the terms of their Formal Probation or Informal Probation Orders given by the Alpine County Superior Court. Therefore, our support is limited. Tami DiSalvo, Chief Probation Officer of the Probation Department will be the primary point of contact with respect to this grant. The Administrative Assistant, Lisa K. Arnold is the Administrator of the Youthful Offender Block Grant. The Probation Department is open Monday – Friday, 8-4:30. Court dates take priority and we may not be able to answer questions or concerns immediately; however, we will respond as quickly as possible. Email addresses are: Tami DiSalvo: [EMAIL REDACTED] Lisa K. Arnold: [EMAIL REDACTED] C. Solicitation Caveat The issue of this solicitation does not constitute an award commitment on the part of the Alpine County Probation Department, and the Alpine County Probation Department shall not pay for costs incurred in the preparation or submission of Proposals. The Alpine County Probation Department reserves the right to reject any or all Proposals or portions thereof if the Alpine County Probation Department determines it is in the best interest of the Alpine County Probation Department to do so. Failure to furnish all information requested or to follow the format requested herein, or the submission of false information, may disqualify the proposal. The Alpine County Probation Department may waive any deviation in a Proposal. The Alpine County Probation Department waiver of a deviation shall in no way modify the RFP requirement nor excuse the successful proposer with full compliance with any resultant agreement requirements or obligations. D. Time: Time and time limits stated in this RFP are of essence for this Request for Proposal. Be advised that NO LATE PROPOSALS WILL BE ACCEPTED. ---PAGE BREAK--- 11 Alpine County Probation Department Youthful Offender Block Grant Request for Proposals E. Form of Agreement/Contracts: No agreement with Alpine County Probation Department for the Youthful Offender Block Grant is in effect until both parties have signed a contract and is subject to State of California budget approval and funding. The final agreement may include the contents of the RFP, any addenda to this RFP, portions of the successful proposer’s Proposal and any other modifications determined by the Alpine County Probation Department or Alpine County Counsel to be necessary prior to its execution by the parties. The selected Applicant will be required to execute an agreement with Alpine County for the services requested within 30 days of the award. If agreement on the terms and conditions that are acceptable to the Alpine County Probation Department cannot be achieved within that timeframe, Alpine County Probation Department has the right to continue negotiations or to award the bid to another Agency and begin negotiations with that Agency. Utilizing Attachment A, Cover Letter, Agency (ies) must identify and provide contact information in their proposal of the individual within their organization who is authorized to negotiate the terms and conditions of any agreement between Agency and Alpine County/Alpine County Probation Department. F Modifications to Scope of Services: If state funds are not available to fully fund the services initially outlined in the project proposal, the scope of services may be amended by the Alpine County Probation Department, Alpine County Board of Supervisors, with the assistance of the successful Applicant. The Alpine County Probation Department may also request changes in and/or additions to the services provided by the successful proposer due to changes in award amounts. Such changes, including any increase or decrease in compensation, which are mutually agreed upon by and between the Alpine County Probation Department and the successful proposer, shall be incorporated into the contract prior to the execution of the contract, and by written amendments thereto after execution and must be submitted along with a modified budget to the Alpine County Probation Department with 30 days of award. G. News Releases News releases pertaining to any award resulting from this RFP may not be made without prior written approval of the Chief Probation Officer. News Releases regarding activities or successful activities such as youth event, may be published in the local paper and included in the quarterly paperwork under the “successes,” category. ---PAGE BREAK--- 12 Alpine County Probation Department Youthful Offender Block Grant Request for Proposals H. Payment Schedule: Invoices with appropriate documentation and original receipts, will be reimbursed within 45 days of submittal; however, routinely these reimbursements are posted within a couple of weeks. Reimbursement will be issued to the successful applicant agency/program upon submission of an original invoice, for reimbursement of payment as outlined via the signed contract. I. Statues and Rules The terms and conditions of this Request for Proposal, and the resulting services and activities performed by the successful recipient, shall conform to all applicable statutes, rules and regulations of the federal government, the State of California and the County of Alpine. III. PROPOSAL INFORMATION AND REQUIREMENTS: A. General Instructions To receive consideration, proposals shall be made in accordance with the following general instructions: 1) The signature of all persons signing the proposal shall be in long hand. The completed proposal shall be without alterations or erasures. Errors may be crossed out and corrections printed in ink or typed adjacent, and must be initialed in ink by the person signing the proposal. 2) The original proposal, and six copies, shall be delivered at the required address, no later than 4:00 p.m., July 19, 2019. No oral, telephonic, telegraphic, e-mailed or faxed proposals will be considered. 3) The submission of a proposal shall be an indication that the proposer has investigated and satisfied him/herself as to the conditions to be encountered, the character, quality and scope of the work to be performed, and the requirements of the Alpine County Probation Department. B. Business Address Proposers shall furnish their business street address. ---PAGE BREAK--- 13 Alpine County Probation Department Youthful Offender Block Grant Request for Proposals C. Corrections and Addenda If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in their RFP, the proposer shall immediately notify the Contact Person of such error in writing and request clarification or modification of the document. Modifications will be made by addenda as indicated below to all parties in receipt of this Request for Proposal. If a proposer fails to notify the Contact Person prior to the date fixed for submission of Proposal of a known error in the RFP, or an error that reasonably should have been known, the proposer shall submit a Proposal at their own risk, and if the proposer is awarded a contract, they shall not be entitled to additional compensation or time by reason of the error or its subsequent correction. Addenda issued by the Alpine County Probation Department interpreting or changing any of the items in this Request for Proposal, including all modifications thereof shall be incorporated in the Proposal. Any oral communication by the Alpine County Probation Department designated Contact Person or any Alpine County Probation department staff member concerning this Request for Proposal is not binding on the Alpine County Probation Department and shall in no way modify this RFP or the obligations of the Alpine County Probation Department or any proposers. D. Insurance Requirements Contractor shall obtain, provide and require its subcontractors to obtain, the types and amounts of insurance described below. 1) Commercial General Liability Insurance: Contractor shall maintain occurrence version commercial general liability insurance of equivalent form with a combined single limit of not less than $1,000,000.00 per occurrence and $2,000,000.00 aggregate is minimum. If such insurance contains a general aggregate limit, it shall apply separately to this Agreement or be no less than two times the occurrence limit. **Abuse and Sexual Molestation Endorsement for Minors: If the services provided in relation to this Agreement relate in any way to minors, then this policy shall also include an endorsement for abuse and sexual molestation.**A COPY OF THIS INSURANCE POLICY MUST BE PROVIDED TO THE ALPINE COUNTY PROBATION DEPARTMENT PRIOR TO ANY PROGRAM BEGINNING ACTIVITIES. If your agency has a policy which will be in effect prior and during this FY Grant Period, please attach it to your Request for Proposal application 2) Business Automobile Liability Insurance: Contractor shall maintain business automobile liability insurance or equivalent form with a combined single limit of not less than $1,000,000.00 property and $1,000,000.00 liability per occurrence. Such insurance shall include coverage for owned, hired, and non-owned automobiles. 3) Workers' Compensation Insurance: Contractor shall maintain workers' compensation insurance with statutory limits: 4) Additional Insured: Such insurance shall name County, its officers, employees, agents, and Contractors, as insured with respect to performance of services. Such insured status shall ---PAGE BREAK--- 14 Alpine County Probation Department Youthful Offender Block Grant Request for Proposals contain no special limitations on the scope of its protection to the above-listed Insured. All insurance shall be primary with respect to any insurance or self-insurance programs covering County, its officials, officers, employees, agents, and Contracts shall contain standard separation of insured provisions. Also the Contractor shall attach insured verification to contract and a copy on file with the County prior to commencement of any work. Certificates of Insurance: Contractor shall, prior to commencement of the services, furnish to the County, properly executed certificates of insurance and, if requested by the County, certified copies of endorsements and policies which, shall clearly evidence all insurance required in this Section. Contractor shall not allow such insurance to be canceled, expired, or be materially reduced in coverage except on 30 days' prior written notice to County. 5) Term of Coverage: Contractor shall maintain all insurance required by this Agreement from the time services commence until services are completed, except as may be otherwise required by this Article. Contractor shall replace any policies, certificates, and endorsements for any insurance expiring prior to completion of the services. 6) Insurance requirements are to be set by the Board of Supervisors and are subject to change. E. Withdrawal and Submission of Modified Proposal A proposer may withdraw a proposal, at any time, prior to the submission deadline by submitting a written notification of withdrawal signed by the proposer or his/her authorized agent. The proposer must, in person, retrieve the original sealed submission package. Another proposal may be submitted prior to the deadline. A proposal may not be changed after the designated deadline for submission of proposals. F. Disposition of Proposal and Proprietary Data All materials submitted in response to this RFP become the property of Alpine County Probation Department. Materials designated as proprietary or confidential shall accompany the proposal and each page shall be clearly marked and readily separable from the proposal. Alpine County Probation Department will endeavor to restrict distribution of materials designated as confidential or proprietary to only those individuals involved in the review and analysis of the proposals. Proposers are cautioned that materials designated as confidential may nevertheless be subject to disclosure. Proposers are advised that the Alpine County Probation Department does not wish to receive confidential or proprietary information, and proposers are not to supply such information except when it is absolutely necessary. ---PAGE BREAK--- 15 Alpine County Probation Department Youthful Offender Block Grant Request for Proposals If any information or materials in any proposal submitted is labeled confidential or proprietary, the proposal shall include the following clause: “(legal name of proposer) shall indemnify, defend and hold harmless the Alpine County Probation Department, County of Alpine, their officers, agents, and employees from and against any request, action or proceeding of any nature and any damages or liability of any nature, specifically including attorneys’ fees awarded under the California Public Records Act (Government Code Section 6250 et seq.) arising out or concerning or in any way involving any materials or information in this proposal that (legal name of proposer) has labeled as confidential, proprietary or otherwise not subject to disclosure as a public record.” ---PAGE BREAK--- 16 Category Max. Points Statement of Need: Clear description of data used to outline the nature of the problem (juvenile criminal activity) being targeted by the proposed project, the extent of the need for proposed services, and activities for the identified population to be served Description of the problem (juvenile criminal activity), its impact on the juvenile justice system, and how the proposed project will address the problem in the defined target community 5 Program Narrative (10 page limit): Description of the mission, goals, and objectives of the project Description of the program activities, how they will meet program goals, and produce meaningful and relevant results in the prevention of juvenile incarceration/criminal activity for county residents Description of how the prevention activities will improve reduction of juvenile probationers Description of the target population and how it meets the funding priorities Description of the scope of work and how it can be successfully implemented, based on the budget and funding parameters Description of how the proposed project meets state and local funding priorities and meets all geographic need of Alpine County. 40 Agency/Organization Description and Experience: Project staff meet necessary qualifications/experience to carry out project activities and meet state requirements Agency demonstrates stability and credibility regarding past performance , including sustainability Agency demonstrates program and fiscal management experience Agency demonstrates experience in delivering quality and timely services Agency has a history of linkages with relevant organizations, such as coordination between Alpine County Probation and other public and private providers Agency demonstrates a strong history of collaboration with local organizations 15 Evaluation Plan and Description and Data Collection Forms Used to Collect Outcome Measures Clients and staff are involved in program evaluation activities Evaluation plan clearly describes outcome measures and a clear plan for collecting and reporting data at regular intervals throughout the project. Evaluation plan describes methods for reliably collecting performance measures Include data collection forms used to collect outcome measures which include pre and post baselines Evaluation plan clearly demonstrates the agency’s ability to transmit data electronically Organization submits documented experience in submitting data in a timely manner 15 Accuracy of paperwork, are all documents attached? IRS forms/insurance, etc. 10 Budget and Narrative Organization/Agency fiscal management and sustainability? Accurate program/project budget with appropriate line-item costs Cost-effectiveness (e.g. cost/unit of services) Relationship of program to organization/agency budget 15 Total 100 ---PAGE BREAK--- Alpine County Probation Department Youthful Offender Block Grant Request for Proposals IV. Funding Proposal Guidelines For each separate project proposed by the organization, please provide the information outlined below. The proposal shall use a 12-point font and 1-inch margins. A. Cover Sheet Use “Attachment A” as a Cover Sheet for the proposal. B. Statement of Need (5 points) 1) Provide a brief description of the program and identified needs in the county. Include which geographic area your program will be targeting. Encompassing all areas of the county are encouraged. Points will be reduced for lack of service to all geographic areas. Include a description of data used to outline the nature of the problem being targeted by the project, the extent of the need for the services, and activities for the identified population to be served. 2) Provide a description of the scope of the problem, its impact on the juvenile justice system and how the project will address the problem in the defined target community. 3) Describe your program’s relationship to similar projects in the area and how your program addresses a different need in the community. C. Program Narrative (10 page limit) (40 points) 1) Describe the mission, goals, and objectives of your proposal (the desired effect on an individual, group or community as a result of the proposed program or project. This should correspond to the stated grant outcomes). 2) Describe the program activities, how they will meet program goals, and produce meaningful and relevant results to enhance child and family well-being. 3) Describe how the prevention activities will reduce juvenile criminal activity. 4) Describe the target population that the project will be serving and how it meets the funding priorities. 5) Describe the scope of work and how it can be successfully implemented, based on the budget and funding parameters. Include a description of how the program will reduce juvenile probationers. Describe how the program will enhance and maintain a system for delivering services to resident juveniles and how these strategies address critical juvenile issues are comprehensive, collaborative, and efficient. 6) Describe the types of services including a description of best practice models utilized. 7) Describe how the project meets state and local funding priorities. Delivery Systems utilizing Evidence Based Practices are encouraged. Be specific regarding type of model used. 8) Describe how your project will ensure access for isolated juveniles in Alpine County. 9) Describe the outreach strategy(ies) that will be used to identify, reach, and effectively engage Alpine County resident youth who are at-risk of criminal behavior and/or juvenile incarceration or probation, especially, ethnically diverse, minority, and special needs ---PAGE BREAK--- Alpine County Probation Department Youthful Offender Block Grant Request for Proposals 10) Populations; Include the number of resident Alpine County juveniles that will receive the proposed services annually 11) Describe how services will be prioritized to resident juveniles. D. Agency/Organization Description and Experience (15 points) 1) Provide the name and location of site(s) where the services are to be performed, including the legal name, type of entity (school, non-profit corporation, public agency), and/or governance structure. Attach a current roster of the agency’s Board of Directors (if applicable) that includes each Director’s professional affiliation and/or stakeholder group (i.e. parent/consumer representative). If two or more agencies are involved in a joint venture or association, the Proposal must clearly delineate the respective areas of authority and responsibility of each party. All parties signing the Agreement with the Alpine County Probation Department must be individually liable for the completion of the entire project even when the areas of responsibility under the terms of the joint venture or association are limited. 2) Provide information on the following personnel, their qualifications, and the amount of time devoted to the project: a) Individual-in-Charge b) Project Coordinator c) Project Supervisor (if different than Project Coordinator) d) Project Staff – state titles, if applicable. 3) Provide specific information on the agency’s experience administering public funds and providing services specified in this RFP, preferably within Alpine County. 4) List any consultant firms that you plan to use for this project and their experience in the provision and/or evaluation of juvenile incarceration prevention services. 5) Descriptions of accreditation awards, completed/existing projects, and relevant outcome data that demonstrate the agency’s effective delivery of services similar to those proposed should be submitted. This includes providing the following type(s) of data from services previously/currently implemented (i.e. # of juveniles served, % of clients who meet the target population). 6) Describe your organization’s overall capacity to complete the proposed project. 7) Describe your organization’s/program’s relationship with other organizations working to meet the same needs or providing similar services and how you plan to coordinate services to ensure services are not duplicated. Include a description of any coordination between the Alpine County Probation Department and other public and private providers. 8) Provide information on the percentage of funding provided to the program by this grant. If funding will be used to leverage additional funding, name the anticipated source of leveraged funds and required match requirements. ---PAGE BREAK--- Alpine County Probation Department Youthful Offender Block Grant Request for Proposals E. Evaluation Plan (Narrative Questions – Capacity (15 points) 1) Provide a description of the Evaluation Plan addressing how the program and results of the program will be evaluated. Include a description of how the organization has involved clients and /or staff in the development of the program and evaluation activities. 2) Discuss the criteria to be used to evaluate results, and explain the methodology that will be used to determine if the needs identified and discussed are being met, and if the results and benefits are being achieved. Evidence Based Practices are encouraged. 3) Clearly describe the outcomes to be achieved, how staff will collect the data, the frequency of data collection, instruments used to collect the information, plans to evaluate the data, and submission of a final report at the end of the funding period. 4) Describe how the project will achieve the outcomes. Be sure to integrate required outcomes and additional RFP criteria into this action plan description. Describe the sequence of strategies/steps needed to implement your program and the time frames in which this will occur. Provide data collection forms that will be used to collect outcome measures. 5) Outline evaluation strategies that will be used in addressing the indicators and outcomes included in the grant criteria and describe how these results will be used to improve future effort. 6) Describe your organization’s experience and ability to transmit data electronically. FAX and email are acceptable. 7) Provide examples of the data collection forms used to collect the project’s outcome measures. F. Accuracy of paperwork, Are all documents attached? Is anything missing? (10 points) G. Budget and Narrative (15 points) a. Provide a program budget with appropriate line-item costs (Attachment). Include all expenses that will be charged to the Alpine County Youthful Offender Block Grant, including but not limited to personnel costs, training, supplies, travel, etc. Failure to not clearly identify all costs associated with the proposal may be cause for rejection of the Agency’s proposal. b. Provide a brief budget narrative for each category. Clearly explain and justify the budget. Include a budget narrative that justifies all costs that will be charged to the Alpine County Probation Youthful Offender Block Grant (e.g. if supplies are budgeted, what types of supplies will be purchased? How many project hours will each funded staff person provide services?). c. Describe how the budget expenditures are consistent with the goal’s outcomes, and activities proposed. 4) Describe in-kind match. Agencies must include a minimum of a ten (10) percent match (in- kind or cash) for all funds that will be charged to the Alpine County Probation Youthful Offender Block Grant. Please identify the source of the matching funds. 5) A maximum of ten (10) percent of the total budgeted for Personnel and Services and Supplies may be budgeted for agency indirect costs. ---PAGE BREAK--- ATTACHMENT A Alpine County Youthful Offender Block Grant FY 2019/2020 GENERAL INFORMATION Organization Name: Start Date: End Date: Name of Contact Person: Address: City: Zip: Phone: Email Address: Fax: Tax ID Number: Name of Person Authorized to Sign Contracts: Authorized Signature: Date: Name of Fiscal Agent: Date: Requested funding amount TYPE OF ORGANIZATION Community-Based Organization School-Based Organization Education Non-Profit Faith-Based Organization For-Profit Other – Please Specify: TAX STATUS Tax-Exempt 501(c) 3 organization (include IRS certification) Public Agency Other – Please Specify: GEOGRAPHIC AREAS SERVED BY THIS PROJECT Markleeville and Woodfords Bear Valley Hung A Lel Ti Community Kirkwood All of the Above ---PAGE BREAK--- BUDGET AND NARRATIVE Budget – Provide the details on your proposed budget capturing all costs, including other grants or in-kind contributions. Organization Name: Start Date: End Date: PERSONNEL EXPENSES POSTIONS SALARY % TIME Requested Budget Amount In-Kind Budget Amount TOTAL Budget Amount Total Salaries Total Benefits TOTAL PERSONNEL EXPENSES OPERATING EXPENSES Requested Budget Amount In-Kind Budget Amount TOTAL Budget Amount General Operating Expenses Office Supplies Educational Materials Travel – Training Media Consultants Other Expenses (Specify) Total Operating Expenses IN-KIND AND MATCH FUNDS: ---PAGE BREAK--- Attach your FY 2019/2020 Budget Narrative to this section. I. Proposed Project Budget that includes dollar amounts for: a. Personnel Costs Title/position and brief description of major duties. Existing or new position? Annual salary of position with benefits and % of position if not full time. Portion of the salary requested through this grant. b. Operating Expenses Include cost of all operating expenses, along with narrative justifications where additional clarity on purpose may be needed. c. Administrative Expenses Supply summary of needs and total amount along with the percentage of entire project budget dedicated to administrative costs. These costs should be limited to 10% of overall budget. d. Total of in-kind funds Supply summary, total amount, and percentage of entire project budget for any in-kind funds to be contributed. ---PAGE BREAK--- ATTACHMENT Letters of Support Describe partner agency/collaborative support. (E.g. referral of clients, office space, support services, volunteers, etc.). Include letters of support. ---PAGE BREAK--- ATTACHMENT Additional Background Material to be considered are attached here ---PAGE BREAK--- Background Materials to be submitted Only by Private Non-Profit Agencies The Agency/Organization certifies that all documents listed below are valid as of the date of this application and that current, dated copies have been submitted with this application). Please submit only one copy of these documents, unattached to the application. IRS Status Certification (e.g. 501 and Articles of Incorporation By-Laws. Current Board of Directors Roster (agency name on roster, dated) for private non- profit organizations only. Proof of General Liability Insurance ($1,000,000.00 per occurrence and $2,000,000.00 aggregate is minimum)* Abuse and Sexual Molestation Endorsement for Minors: If the services provided in relation to this agreement relate in any way to minors, then this policy shall also include an endorsement for abuse and sexual molestation.** Business Automobile Liability Insurance $1,000,000.00 property and $1,000,000.00 liability per occurrence. Such insurance shall include coverage for owned, hired, and non-owned automobiles. Worker’s compensation insurance—current certificate and endorsement showing 30- day cancellation notification. A statement, signed by chief officer of organization, certifying compliance with Federal and State law prohibiting discrimination in the provision of services on the basis of color, race, religion, national origin, sex, age, or physical or mental disabilities. Copy of licenses, permits, etc. required to legitimately operate the programs funded through this application. * Liability coverage must specify that Alpine County government is additionally insured. Insurance requirements are to be set by the Board of Supervisors and are subject to change