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Released by Alpine County Term for Services: July 1, 2018 – June 30, 2019 Due Date and Time: April 13, 2018 before 4:00 p.m. Submit To: Community Small Grants Program Alpine County Administration 99 Water St. Markleeville, CA 96120 ---PAGE BREAK--- 2 Table of Contents I. RFP Overview 3 II. Evaluation Criteria and Points per Section 5 III. Funding Opportunity Description 6 IV. Proposal Information and Requirements 8 Attachments Attachment A: Cover Sheet Attachment B: Budget and Narrative Attachment C: Funding Application Checklist ---PAGE BREAK--- 3 Alpine County Community Small Grants Program Request for Proposals I. RFP OVERVIEW A. Award Information: 1) Request for Proposals Due: April 13, 2018 Late proposals will not be considered. 2) Anticipated total available funding: $25,000 3) Anticipated number of funded projects: 5 4) Funding period: July 1, 2018 – June 30, 2019 B. Important Dates: 1) Request for Proposals released on: March 1, 2018 2) Mandatory Bidders Conference: March 12, 2018 2 p.m.-4 p.m. Health & Human Services Conference Room 75A Diamond Valley Road Markleeville, CA 96120 3) RFP Due: April 13, 2018 4) Board of Supervisors review the recommendations and award funding to successful proposals: June 5, 2018 C. Proposal Submission Information: The proposer shall submit Alpine County Administration 99 Water St. 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 BY no later than 4:00 P.M. on April, 13, 2018 at the above office and address. 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. Requests for Proposals will be double-spaced in single page format with 12 point font size. Proposals shall include the following components: E. Selection Process 1) A Board of Supervisor’s appointed Committee will review all proposals received by the specified deadline. The 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, and cost effectiveness. The Committee will then recommend funding awards for the top ranked proposals to the Alpine County Board of Supervisors for final approval. ---PAGE BREAK--- 4 2) The Committee reserves 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. 3) The Board of Supervisors reserves the right to select the Proposals that in its sole judgment best meets the needs of Alpine County in the focus areas. The lowest proposed cost is not the sole criterion for recommending awards. 4) All agencies responding to this RFP will be notified of their selection or non selection in writing after the Board of Supervisors has completed the selection process. 5) Alpine County employees will not participate in the selection process when those employees have a relationship with a person or agency submitting a Proposal that would subject those employees to the prohibition of Section 87100 of the Government Code. Any person or agency submitting a Proposal who has such a relationship with an Alpine County employee, and who may be involved in the selection process, shall advise Alpine County of the name of the employee in the Proposal. 6) Those individuals participating in the Evaluation Review Committee will not be eligible to received funding under this RFP. 7) 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 Alpine County employees, will be disqualified from the selection process. 8) Proposals will be scored based on the applicant’s ability to adequately address the following criteria. These criteria will be used by the Evaluation Committee in determining recommendation to the Board of Supervisors. ---PAGE BREAK--- 5 II. EVALUATION CRITERIA AND POINTS PER SECTION Category Max. Points Statement of Need: • Clear description of proposed project, the extent of the need for proposed services, and activities for the identified population to be served • Description of the scope of the problem, and how the proposed project will address the problem in the defined target community • Identify the focus area to be addressed 20 Program Narrative: • Description of the mission, goals, and objectives of the project • Description of the program activities, how they will meet program • Description of how the proposed project meets local funding priorities • Scope of work and how it will be successfully implemented 40 Organization Description and Experience: • Organization meets necessary qualifications/experience to carry out project activities and meet state requirements • Organization demonstrates stability and credibility regarding past performance • Organization demonstrates program and fiscal management experience, describe the manner the grant funds will be administered • Organization demonstrates a strong history of collaboration with local organizations • Tobacco use in the workplace policy 15 Evaluation/Reporting requirements • Statement of compliance 5 Timeline of Activities • Completion of timeline 5 Budget and Narrative (Attachment • Organization fiscal management • Organization program/project budget with appropriate line-item costs • Relationship of program to organization budget 15 Total 100 ---PAGE BREAK--- 6 III. FUNDING OPPORTUNITY DESCRIPTION A. Introduction Alpine County Community Small Grants Program is accepting proposals for Tobacco Master Settlement Funds. The focus areas described below were identified as priorities by the Alpine County Board of Supervisors in Resolution 20016-42. These are the only projects that will be funded in this Request for Proposal process. B. Project Focus Areas: 1. Parks/Recreation/Youth/Seniors 2. Public Safety for Schools 3. Prevention of tobacco-related illnesses and/or effects of second-hand smoke 4. Community-based outreach programs 5. Scholarships for school-aged youth related to leadership skills and community service 6. Community-based cultural, theatric, musical or artistic programs 7. Natural Hazard Preparedness C. Basic Requirements Applicants must not have been convicted of a criminal offense related to the provision of health care items or services and/or criminal sexual offenses. Applicants must comply with all applicable federal, state, and local regulations regarding smoking in the workplace and have a policy relating to the use of Tobacco products by staff and/or volunteers or clients. All grant funds must be used for programs within the “Focus Areas” approved by the Board of Supervisors, such that they support physical, mental, cultural and/or health-oriented programs related to prevention, education and community outreach for citizens of the County. All applicant’s and all grant funded activities, projects and undertakings must comply with all applicable laws, including those pertaining to civil rights, confidentiality and privacy, regulatory compliance, and, where applicable, employment and housing. All funding awards must be used for the provision of services to residents of Alpine County. D. Eligibility Projects which reflect any one or more of the focus areas adopted by the Board of Supervisors (Section B) will be considered for funding. Funding will be made available for gap funding for sustainable projects and one-time grant projects which illustrate community benefit and sustainability within the grant time frame. Grants may be awarded to for profit or non-profit community-based organization, faith-based organizations, school-based organizations and tribal organizations. All applicants must provide a tax identification number. Community groups will have to submit the tax ID number from an organization willing to act as a financial agent if they are not recognized as a 501c organization. Funding requests for major capital acquisitions will not be considered. Funding for existing, sustainable projects will be considered on a case by case basis against all grant criteria in the RFP. Proposals which demonstrate significant financial match and/or volunteer efforts may be given preferential consideration. Proposals which promote the prevention or reduction of second hand smoke may be given preferential consideration. Alpine County will not fund individuals, political parties, candidates or partisan political organizations; governmental ---PAGE BREAK--- 7 organizations seeking supplantation of funds, including those currently receiving funds from the California Department of Public Health Tobacco Control Program. Applicants may only submit one proposal per organization. E. Solicitation Caveat The issue of this solicitation does not constitute an award commitment on the part of Alpine County, and shall not pay for costs incurred in the preparation or submission of Proposals. Alpine County reserves the right to reject any or all Proposals or portions thereof if the County determines it is in the best interest of the County 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 proposer, is the sole discretion of Alpine County. The County may waive any deviation in a Proposal. Alpine County 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. F. Time Time and time limits stated in this RFP are of essence for this Request for Proposal. G. Form of Agreement No agreement with Alpine County is in effect until both parties have signed a contract. 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 Alpine County to be necessary prior to its execution by the parties. The selected Agency (ies) will be required to execute an agreement with Alpine County for the project requested within 30 days of the award. If agreement on the terms and conditions that are acceptable to Alpine County cannot be achieved within that timeframe, Alpine County 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. H. 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 Alpine County. I. Payment Schedule Upon receipt of satisfactory invoices, payment will be processed. The successful applicants must submit an annual invoice. ---PAGE BREAK--- 8 IV. 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 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 Alpine County. B. Business Address Proposers shall furnish their business street address. C. 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. D. Disposition of Proposal and Proprietary Data All materials submitted in response to this RFP become the property of Alpine County. V. Funding Proposal Guidelines 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 (20 points) One page maximum 1) Provide a brief description of the program and identified focus area in the County. 2) Provide a description of the scope of the problem, 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 (40 points) One page maximum 1) Describe the mission, goals, objectives and activities of your proposal (the desired effect on an individual, group or community as a result of the proposed program or project –should correspond to the stated grant outcomes). ---PAGE BREAK--- 9 2) Describe the target population that the project will be serving and how it meets the focus area. 3) Describe the scope of work and how it can be successfully implemented. D. Agency/Organization Description and Experience (15 points) One page maximum 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 governance structure. Attach a current roster of the agency’s Board of Directors (if applicable) and/or stakeholder group. 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 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 a statement that the organization complies with all applicable federal, state, and local regulations regarding smoke in the workplace and your policy relating to the use of Tobacco products by staff and/or volunteers and/or clients. 3) Provide a statement that the organization complies with all applicable laws, including those pertaining to civil rights, confidentiality and privacy, regulatory compliance, and, where applicable, employment and housing. 4) Describe the manner in which the grant funds will be administered. ---PAGE BREAK--- 10 E. Reporting Requirements (5 points) 1) Provide a statement that the organization will provide an annual report to the Board of Supervisor describing how the grant funds were used and the community benefits achieved as a result. F. Project Timeline: (5 points) 1) Provide a project timeline including completion date. G. Budget (15 points) 1) Attachment B ---PAGE BREAK--- 11 ATTACHMENT A Alpine County 2018-2019 Community Small Grants Program RFP 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: 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--- 12 ATTACHMENT B BUDGET 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:* not required TOTAL BUDGET Requested Budget Amount In-Kind Budget Amount TOTAL Budget Amount ---PAGE BREAK--- 13 ATTACHMENT C Funding Application Checklist: (To be completed by the applicant) Cover Sheet and Appropriate Signatures (Attachment A) Statement of Needs Program Narrative Agency/Organization Description and Experience Budget (Attachment B) Additional Background Material to be Attached (Attachment C) Proof of non-profit status and business license, if applicable