Pre-Proposal Meeting

OFCY 2019-2022

Request for Proposals

1

Agenda1) OFCY - Kids First! History & Overview

2) 2019-2022 Strategic Investment Plan

3) Funding Strategies & Eligibility

4) Application Process

5) Funding Recommendations

6) Important Dates

7) Contracts & Compliance Division

8) Question & Answers

2

OFCY

Kids First! Overview

3

The Oakland Fund for

Children and Youth was

established in November

1996, when Oakland’s

voters passed the

Kids First! Initiative.

OFCY

Kids First! History

(page 3)

4

Over the past 20 years,

OFCY has provided over

$215 Million in funding

to support programs

providing direct services

for Oakland children and

youth from birth

through 21 years of age.

Oakland Fund for

Children and Youth

OFCY

5

OFCY Funding FY 2018-2019

6

Strategy Area# of

Programs

Funded

OFCY Award 18-19% of Funds

Granted

Early Childhood Mental Health Consultations 3 $772,500 5.1%

Parent Support and Education 14 $1,788,272 11.8%

School-based After School 59 $5,006,596 33.2%

Student Engagement in Learning 9 $783,171 5.2%

Year-Round Youth Development and Empowerment 36 $3,646,760 24.2%

Summer Youth Development and Empowerment 12 $1,075,218 7.1%

Career Awareness and Academic Support for Older Youth 13 $2,019,349 13.4%

TOTAL: 146 $15,091,866 100%

OFCY 2019-2022

Strategic

Investment Plan

7

The 2019-2022 Strategic

Investment Plan builds on

OFCY’s twenty-two years of

experience serving the young

people of Oakland, building a

community of direct service

providers, and working with its

partners. In the 2019-2022

funding cycle, OFCY anticipates

awarding approximately $18

million each year.

8

OFCY 2019-2022

Strategic

Investment Plan

www.ofcy.org

/about-us/

strategic-plan

9

OFCY 2019-2022

Strategic

Investment Plan

Partners

The 2019-2022 Strategic

Investment Plan was

developed with the involvement

of young people, parents, and

service providers throughout

the city, and the Oakland

Unified School District, the

County of Alameda, and the City

of Oakland.

10

Oakland Unified School District (OUSD)

Oakland Head Start

Oakland Unite/City of Oakland

Department of Violence Prevention

Oakland Starting Smart and Strong

Initiative (OSSSI)

First Five of Alameda County

Oakland Summer Learning Network

Oakland Literacy Coalition

Oakland Promise

Youth Ventures Joint Powers Authority

Opportunity Youth Incentive Fund

City of Oakland Human Services Division

/ Oakland ReCAST

Oakland Workforce Development Board

Key Partners that helped develop strategies include:

OFCY 2019-2022

Strategic

Investment Plan

Partners

kindergarten readiness

school attendance

3rd grade literacy

opportunities for youth development, learning, and enrichment

high school graduation

juvenile arrest rate

youth summer employment

youth employment particularly for opportunity youth

Shared Goals for Children and Youth

11

Priority PopulationsOFCY is a citywide fund with the vision

that all children and youth in Oakland

will thrive and have the support of the

entire community to lead safe, healthy

and productive lives.

A guiding value for the Fund is Social

and Economic Equity, and the

intention to direct resources towards

those youth in greatest need.

The Fund seeks to support programs

through the nine funding strategies that

effectively engage and provide services

to specific populations that face the

greatest disparities in positive

outcomes, with an intentional focus on

addressing racial equity.

12

Priority GeographiesOFCY seeks to support programming and services that

reaches children and youth with the greatest needs in

their neighborhoods, communities, and schools.

13

Priority GeographiesCurrent data indicates that Oakland children, youth,

and families reside in greater numbers in East Oakland,

West Oakland, Central Oakland/ Fruitvale District, and

have the highest concentration in East Oakland.

14

OFCY 2019-2022

Funding Strategies

and Eligibility

15

16

OFCY 2019-2022 Funding Strategies

Parent Engagement and Support

Family Resource Centers

Socioemotional Well-Being in Preschool and Early

Childhood Education Settings

Comprehensive Afterschool Programs

Student Engagement & Success in Elementary & Middle

School

Summer Programming

Youth Development and Leadership

High School and Postsecondary Student Success

Career Awareness and Employment Support

1

2

3

4

5

6

7

8

9

17

ESTIMATED Funding by Strategy

Goal Area 1: Early Childhood 18% $3,240,000

1) Parent Engagement and Support 6-7% $1,080,000 -

$1,260,000

2) Family Resource Centers 6-7%$1,080,000 -

$1,260,000

3) Socioemotional Well-Being in Preschool & Early Childhood Education 5% $900,000

Goal Area 2: Student Success in School 35% $6,300,000

4) Comprehensive Afterschool Programs 32% $5,760,000

5) Student Engagement & Success in Elementary & Middle School 3% $540,000

Goal Area 3: Positive Youth Development 27% $4,860,000

6) Summer Programming 6% $1,080,000

7) Youth Development & Leadership 21% $3,780,000

Goal Area 4: Transition to Adulthood 20% $3,600,000

8) High School and Postsecondary Student Success 6% $1,080,000

9) Career Awareness and Employment Support 14% $2,520,000

Total estimated annual funding: ~$18,000,000

OFCY 2019-2022 Funding Strategies

18

Funding &

Eligibility

(pages 5-10)

An applicant must be either a public

agency or be tax-exempt under

section 501(c)(3) of the Internal

Revenue Code. For-profit agencies

are not eligible for funding.

Organizations that do not have

501(c)(3) status must apply using a

fiscal sponsor.

A public agency must apply on its

own behalf and may not use a fiscal

sponsor.

Funding will support Single Agencies, Small and

Emerging organizations, and Collaborations.

Application TypeMinimum Match

Requirement

Total OFCY Request as

% of Org. Budget

Minimum Grant

Request

Maximum Grant

Request

Maximum

Indirect Rate

Single/Lead

Agency

25% of OFCY

grant request

35% of Lead

Agency Budget$25,000 $200,000 15%

Collaboratives25% of OFCY

grant request

35% of Lead

Agency Budget$50,000 $400,000 15%

Small and

Emerging

25% of OFCY

grant request

50% of Lead

Agency Budget$25,000 $100,000 20%

Maximum Grant Size and Budget Requirements Summary Table

Funding & Eligibility

20

Funding &

Eligibility

Grant Term

Grants will be for a

three-year period.

• Begin July 1, 2019

• End June 30, 2022

• Annual Grant awards:

Renewed in Year 2 & 3 based

on performance & meeting

contractual requirements

21

The proposed program must

provide direct services to

children and youth from birth

through 21 years of age who

live in Oakland.

Programs applying for funding

through the Early Childhood

strategies must provide services

to parents or caregivers of

children residing in Oakland.

Funding &

Eligibility

Use of Funds

22

Proposals must provide matching

funding for their proposed project.

Matching funding must equal at

least 25% of the OFCY grant award

as a program match.

Grantees may NOT use one OFCY

grant as a match for another.

School site facility or regular school

costs may NOT be used as match for

an OFCY proposed program.

Funding &

Eligibility

Matching

Funds

23

An agency can submit more than one

proposal requesting funding, as long as

the proposals are requesting funding for

programming that is substantially different.

Substantially different programming is

defined as having a different program

design, staffing, program location, or target

population receiving services.

Applicants may not submit the same

proposal more than one time to different

OFCY funding strategies. Select the most

appropriate funding strategy that aligns to

your program, and submit only one request

proposal for the proposed program.

Funding &

Eligibility

Number of

Proposals

OFCY

Application Process

24

Proposal

Instructions

Pages 31-66

The OFCY Application must be

completed online.

The OFCY application process is

online through the Cityspan data

management system. All proposals

must be completed and submitted

through the online application

system to be considered for funding.

No hard copies of proposals will

be accepted.

2525

Proposal

Instructions

Pages 31-66

The OFCY Application must be

completed online.

HOWEVER:

After completing and submitting

your proposal(s) online, the City of

Oakland requires that all potential

funding recipients also submit

Schedules to the Contracts &

Compliance Division. Be sure to

follow instructions to submit these

Schedules correctly!2626

Proposal

Instructions

Pages 31-66

There are Nine Steps to Completing &

Submitting a Proposal:

1) Registration

2) Agency Information

3) Proposal Information

4) Narrative

5) Demographics and Operations

6) Activity Projections

7) Budget

8) Proposal Signoff

9) Contracts & Compliance – Schedules E, O, W

2727

ONLINE - CITYSPAN

HAND DELIVER – CONTRACTS & COMPLIANCE

Registration

Page 31

Registrationhttps://ofcyrfp.cityspan.com/registration.asp

2828

Agency

Information

Page 32

2929

Agency Information To complete the Agency Information,

provide your location, annual agency

budget, mission statement, years in

operation, staffing, and contact information

for key leadership.

Upload the following:

IRS 501(c)3 Letter Certifying Tax Exempt Status.

Fiscal Audit Documents

IRS Form 990

Organizational Budget

Board Roster

Fiscal Sponsorship Letter of Agreement (LOA) (if

applicable)

Proposal

Information

Page 34

3030

Proposal Information

1st Proposal = “Unnamed Proposal”

You can OVERWRITE the Proposal Name in

the Program Information Section

Proposal

Information

Page 34

3131

Proposal Information

This Must Be Completed to Access the Other Proposal Forms

Narrative

Page 35-53

3232

Narrative The proposal will require completion of a Narrative

set of questions that is dependent on the Funding

Strategy selected.

Narrative Question Sets all include:

Program Summary

Agency History and Capacity

Program Design

Outcomes and Impact

Required Resources and Budget Request

Letter of Agreement Upload (if required)

Tip: OFCY recommends that programs first draft responses to the Narrative section in a word

processing document, and then cut & paste completed responses into the Cityspan system. Be

sure to review your submissions in Cityspan for accuracy, formatting, and character spacing.

Demographics

& Operations

Page 54

3333

Demographics & Operations

Provide Estimates on Demographics of the

participants to be served by your program over

the course of one year. Includes projections of:

Race/ Ethnicity

Age Ranges

Residence (by Oakland City Council District)

Gender Identity

Average Dosage (hours of service)

Demographics

& Operations

Page 54

3434

Demographics & Operations Provide information on Program Operations

Months of Operations

Weeks of Operations

Days of Operations

Hours of Operations

Budget

Pages 59-62

3535

Budget The budget section is organized in three columns:

Total Program Budget

OFCY Funds Requested

Projected Match

Provide a narrative justification for each

line item in the budget.

Budget

Pages 59-62

3636

Budget

Direct Costs

Personnel

Fringe and Benefits

Other Direct Costs

Enter “N/A” if not

applicable

Budget

Pages 59-62

3737

BudgetYouth Wages & Stipends

The Youth Wages line item is for programs that

offer youth an hourly wage for internships or

employment experiences.

Stipends are used to support youth

participants enrolled in your program in

limited duration work experiences and

internships.

Indirect

Indirect Costs are calculated as a percentage of

the total OFCY Funds requested

Subcontractors

Provide separate budget for subcontractors

Signoff

Page 64

3838

Proposal Signoff

Signoff

Page 64

3939

Proposal Signoff

After submitting, Cityspan will

generate a Receipt verifying the

proposal was submitted and received

by deadline.

Save a copy of this Receipt.

Use this Receipt when submitting

Schedules to the Contracts &

Compliance Division

Application

Process

Technical

Assistance

4040

Contact the Cityspan Help Desk at 1-866-

469-6884 for all technical issues and

questions regarding the online application

system. Cityspan Help Desk will be available

Monday – Friday, 8:00 AM to 5:00 PM.

OFCY will host technical assistance

trainings for potential applicants. Register

for training through www.ofcy.org

For general RFP questions regarding

eligibility, funding parameters, and required

information and documents for submission,

email Scott Kim (sskim@oaklandca.gov)

OFCY

Funding Recommendations

41

42

Proposal Review

OFCY staff will review applications to

ensure that the required proposal

elements have all been provided.

Funding Recommendations

Review

43

Proposal Review

Reviewers will then score the

Proposal Narratives according to

the following point system:

Agency History and Capacity 15 points

Program Design 50 points

Outcomes and Impact 15 points

Required Resources/ Budget 20 points

TOTAL 100 points

Funding Recommendations

Review

44

Funding Recommendations

The average of reviewer scores will

be used to provide a ranking of

submissions by funding strategy.

Additional preference points

awarded by the Contract Compliance

Division will be considered.

The POC will establish an ad-hoc

Review Subcommittee to guide the

review of proposals and make the

recommendations for funding to the

POC and City Council.

Funding Recommendations

Selection

45

Funding Recommendations

The POC will consider proposals for

funding based on the ranking of

proposals, along with additional

considerations including but not

limited to service location, service to

priority populations, strategic

alignment, past program

performance and agency capacity,

reasonableness of budget and scope

of services, and considerations for

equitable distribution of funds to

achieve strategic goals.

Funding Recommendations

Selection

46

Funding Recommendations

POC funding recommendations are

expected in March and April 2019.

City Council approval is expected

approximately 6 weeks after POC

approval.

OFCY’s goal is to prioritize review for

summer programs, recognizing the

need for an earlier start to

programming for these programs.

Funding Recommendations

Approval

47

Funding Appeals

There will be an appeals process for

applicants not recommended for funding.

The deadline is two weeks after the list of

recommended programs is approved by

the POC.

Appeals must be based on:

unfair process

material error

conflict of interest

Funding Recommendations

Appeals(page 71)

A substantive disagreement with the funding recommendations is not grounds for appeal.

48

Important DatesDate

Request for Proposals (RFP) Released December 7, 2018

Pre-Proposal MeetingsDecember 17, 2018, 10am- 12pm

December 18, 2018, 10am- 12pm

General Technical Assistance by E-mail Available December 7 – January 11, 2019

Training Sessions to Apply Online December 20, 2018, 10am- 12pm

January 9, 2019, 10am- 12pm

General Technical Assistance by E-mail Ends January 11, 2019, 5:00 p.m.

Online Cityspan Proposals Due January 25, 2018 BEFORE 5:00pm

Schedules E, O, and W Due (hand-delivered) Monday, January 28, 2018

Schedule E-2 (optional) Tuesday, January 29, 2018

Programs Recommended for Funding March/April 2019

Written Appeals from Applicants Due March/April 2019

City Council Approves Recommendations for Funding May/June 2019

Contracting and Negotiations Begins June 2019

Program Year/ Contract BeginsJuly 1, 2019

(June 1 for Summer Programs)

Contracts & Compliance Division

49

Questions & Answers

50

Additional Resources

51

OFCY 2019-2022 Strategic Investment Plan www.ofcy.org/about-us/strategic-

plan

OFCY Planning and Oversight Committeewww.ofcy.org/about-us/planning-

oversight-committee

OFCY Evaluation Reports www.ofcy.org/evaluation

OFCY Contract Documentswww.ofcy.org/grantee/contract-

documents

The following documents can be found on

the OFCY website at www.ofcy.org: