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CITY OF POMONA

COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM

REQUEST FOR PROPOSALS (RFP) PROGRAM YEAR 2012-2013

APPLICATION PACKET

Mark Lazzaretto, DirectorCommunity Development Department

P.O. Box, 660 505 So. Garey Avenue

Pomona, CA 91766

TABLE OF CONTENTS

SECTION I – APPLICATION INTRODUCTION………………………………………….……1

A. REQUEST FOR PROPOSAL (RFP) APPLICATION WORKSHOP………….....2B. CDBG PROGRAM PURPOSE AND OVERVIEW…………………………………5C. RFP APPLICATION AND SELECTION CRITERIA……………………………….6D. RFP APPLICATION AND SELECTION REQUIREMENTS………………………6E. RFP EVALUATION – SCORING CRITERIA……………………………………….8F. RFP REVIEW AND APPEALS PROCESS…………………………………………9G. BASIC INSTRUCTIONS FOR SUBMITTING A REQUEST FOR FUNDING

PROPOSAL (RFP) APPLICATION………………………………………………….9

SECTION II – RFP APPLICATION PACKAGE…………………………………...............…11

A. RFP APPLICATION PACKAGE……………………………………………….…...11B. ELIGIBILITY REQUIREMENTS…………………………………………………....12C. APPLICATION CHECKLIST……………………………………………………..…14

CDBG FUNDING APPLICATION……………………………………………………..………...16 PERFORMANCE MEASUREMENT SYSTEM AND OUTCOMES STATEMENT……….….18-19.ATTACHMENT “A” BUDGET PROPOSAL…………………..…………...……………………….……………...……….…25

ATTACHMENT “A” OPERATING BUDGET………………...…………….….……………………………………………………….…..26

ATTACHMENT “A” ALTERNATIVE FOR REHABILITATION OF CONSTRUCTION PROJECTS…………………………………………………………………………………………..27

EXHIBIT “B” BOARD OF DIRECTORS AFFIDAVIT……………..……………………….28

EXHIBIT “C” PROJECT SERVICES AREA (service areas)……………………………29

RFP Selection Criteria/Priority Needs…………………………………………………..30

COMMUNITY DEVELOPMENT DEPARTMENTCITY OF POMONAFY 2012-2013 CDBG REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDING

SECTION I – APPLICATION INTRODUCTION

INVITATION TO APPLYTHURSDAY, JANUARY 5, 2012, 12:00 noon

NOTICE OF FUNDING AVAILABILITY FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND

EMERGENCY SHELTER GRANT (ESG) FEDERAL ENTITLEMENT PROGRAMS FOR

PROGRAM YEAR 2012-2013

The City of Pomona is seeking proposals for the Community Development Block Grant (CDBG) program and Emergency Shelter Grant Program from organizations with specific skills in providing services to carry out specific community development activities directed towards providing improved Community Development activities identified for Program Year 2012-2013.

WHO SHOULD APPLYThe City is seeking non-profit organizations with proven professional experience providing services that support the City of Pomona’s: 1) Core Strategies, 2) Youth and Family Master Plan, 3) Weed and Seed Strategy, and 4) Continuum of Care Goals.

These services include: Crime Prevention Activities, Youth Services (educational, recreational, employment and outreach), Senior Services (nutrition, transportation, medical and other support services), Health and Safety (code enforcement, police programs, mental health, and medical programs), and Homeless Services through the Emergency Solutions Grant (ESG) Program Components as Priority Needs.

ELIGIBILITY INFORMATIONNonprofit agencies and City departments that primarily serve low and moderate-income Pomona residents are eligible to apply. Organizations must be a non-profit and incorporated by the proposal submittal date. Proposals must meet a CDBG National Objective and fall within one of the City’s priorities to apply for funding. Federal regulations require that all CDBG funds be used for projects that qualify as meeting one of the National Objectives of the program and the eligible activity criteria. Projects that fail to meet the applicable tests will not be considered for funding.

The Request for Proposal (RFP) can be obtained via one of the following methods:

In person from the City’s Public Library, Reference Section, 625 South Garey Avenue, Pomona, CA 91769

Pomona City Hall, 505 South Garey Avenue, Purchasing Division (basement) Visit our website at www.ci.pomona.ca.us and click on “download forms and

docs” to download RFP in word format.

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The Purchasing Division must receive all completed submissions no later than:4:00 p.m., Wednesday, February 8, 2012

Late applications will be returned unopened

CDBG PROGRAM ESTIMATED FUNDING AVAILABLE:The total amount of CDBG funds anticipated to be awarded to the City for Program Year July 1, 2012 through June 30, 2013 is $3,082,332. This amount is estimated and dependent on the amount ultimately awarded by the Federal Government.

CDBG regulations specify the types of eligible uses of CDBG funds and established funding limits for certain types of activities. No more than 15% of the total grant (an anticipated amount of $427,900) can be spent on Public Services (social service activities as defined in the HUD regulations). Twenty (20%) percent of grant may be used for administrative costs and at least 70% of the available funds must be used for activities benefiting low- to moderate-income persons.

Funding is provided by the U.S. Department of Housing and Urban Development (HUD) through the Community Development Block Grant (CDBG) Program to fund social services, economic development programs, capital projects and housing projects that assist low and moderate income households or aid in the elimination of blight. The City of Pomona allocates a portion of its annual CDBG and ESG entitlement through Request for Proposals (RFP). Priorities for funding are based on public hearings, updated community needs survey and City Council information.

TECHNICAL ASSISTANCE WORKSHOP:An Applicant Workshop will be held to provide an opportunity for all potential applicants to ask questions about the overall CDBG program, evaluation criteria, local strategies, community needs survey and proposal process, etc. The workshop is mandatory for agencies not funded in Program Year 2011/2012, optional for current CDBG recipients. However all interested applicants are encouraged to attend. The workshop will be held:

Tuesday, January 24th, 2012City of Pomona, Public Library, 1st Floor, Community Room

625 South Garey Avenue, Pomona, CATime: CDBG Workshop topics

10:00 a.m.-11:00 a.m. CDBG Public Service Activities11:15a.m. – 12:15pm Emergency Solutions Grant (ESG) Activities –

Homeless Services 1:00 p.m. – 2:00 p.m. CDBG Non Public Service Activities

Please make your reservations for the workshop by contacting Cecilia Munoz at (909) 620-2198 or via email at [email protected].

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RFP SUBMISSIONS:Submit one (1) original plus two (2) copies (one with original signature and corporate seal) in a sealed envelope with the words “CDBG PROJECT 2012-2013” written on the envelope.

SEPARATE RFP SUBMISSIONSIf submitting more than one proposal, you must complete a separate RFP for EACH proposed activity and indicate the funding priority.

THE CITY RESERVES THE RIGHT TO THE FOLLOWING:

Defects, irregularities in the presentation of an RFP may be waived. Proposals that are disqualified, or in which defects are not waived, will not be

reviewed or evaluated by the RFP review team. Applicants will be notified of incomplete and rejected proposals in writing.

POMONA CITY HALL HOURS OF OPERATIONCity Hall is open Monday-Thursday, 7:30 AM- 6:00 PM. City Hall is closed every Friday.

POMONA PUBLIC LIBRARY HOURSThe Pomona Public Library is open Monday-Tuesday-Wednesday 12:00 noon – 7:00 PM, Saturday 12:00 noon – 5:00 PM. The Library is closed every Thursday, Friday and Sunday.

OTHER:Questions regarding this notice may be directed to Cecilia Munoz at (909) 620-2198. Questions regarding the City’s purchasing procedures should be referred to the Purchasing Division, Kennie Nicomedie at (909) 620-2381.

DISCLAIMERThis solicitation by the City of Pomona does not constitute a commitment to enter into agreement with the applicant. The City of Pomona is not liable for any costs incurred in the preparation of proposals. The proposal does not commit the City to award a contract or procure services or supplies.

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Section 1, part A

WORKSHOP ANNOUNCEMENT

REQUEST FOR PROPOSAL (RFP) APPLICATION WORKSHOP

REGISTER NOW! SPACE IS LIMITED

DATE:DATE: TUESDAY, JANUARY 24TUESDAY, JANUARY 24THTH, 2012, 2012

LOCATION: LOCATION: LIBRARY, 1LIBRARY, 1STST FLOOR COMMUNITY ROOM FLOOR COMMUNITY ROOM

625 S. GAREY AVENUE625 S. GAREY AVENUE

POMONA, CA 91769POMONA, CA 91769

The workshop is mandatory for agencies not funded during Program Year 2011/2012.

Please note attendance remains optional for current CDBG recipients. However all interested applicants are encouraged to attend.

To register, contact Cecilia Munoz at (909) 620-2198 or by e-mail at [email protected]

THREE WORKSHOPS SESSIONS WILL BE HELD:

TIMETIME WORKSHOP TOPICSWORKSHOP TOPICS

10:00 a.m. – 11:00 a.m.10:00 a.m. – 11:00 a.m. CDBG PUBLIC SERVICE ACTIVITIESCDBG PUBLIC SERVICE ACTIVITIES

11:15 a.m. – 12:15 p.m.11:15 a.m. – 12:15 p.m. EMERGENCY SOLUTIONS GRANTS (ESG) – EMERGENCY SOLUTIONS GRANTS (ESG) – (Homeless Prevention and Re-Housing Activities)(Homeless Prevention and Re-Housing Activities)

1:00 p.m. – 2:00 p.m.1:00 p.m. – 2:00 p.m. CDBG NON PUBLIC SERVICE ACTIVITIESCDBG NON PUBLIC SERVICE ACTIVITIES

THE WORKSHOPS WILL COVER: Review of RFP Minimum Eligibility Requirements HUD’s Eligibility Requirements Technical Assistance

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mailto:[email protected]


Visit our website at www.ci.pomona.ca.us and click on “download forms and docs” to download the RFP in word format.

B. CDBG PROGRAM PURPOSE AND OVERVIEW

The Community Development Block Grant (CDBG) Program is a Federal program that began operation in 1975. It is formally known as “Title I” of the Housing and Community Development Act of 1974, as amended. CDBG is administered by the United States Department of Housing and Urban Development (HUD).

The primary objective of Title I of the Housing and Community Development Act of 1974 is the development of viable urban communities.

These viable communities are achieved by providing the following, principally for persons of low- and moderate -income:

Decent housing;

A suitable living environment; and

Expanded Economic opportunities

The City of Pomona (Grantee) is responsible for assuring that each eligible activity meets one of the three national objectives:

Benefit to low- and moderate-income persons.

Aid in the prevention or elimination of slum and blight; or

Meet a need having a particular urgency (referred as an urgent need in which the existing conditions pose a serious and immediate threat to the health or welfare of the community, generally only available after a natural or manmade disaster).

The City of Pomona (Grantee) has chosen the following methods to distribute, administer and implement over 2 million dollars of CDBG funds to eligible programs:

City Departments;

Non-profit agencies receiving CDBG, HOME or ESG funds from the City (Grantee) and undertaking eligible activities. (Institutions of higher learning may be Subrecipients if carrying out CDBG-eligible activities).

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C. RFP APPLICATION AND SELECTION CRITERIA

MINIMUM ELIGIBILITY REQUIREMENTS FOR FEDERALLY ASSISTED COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) ACTIVITIES

Priority Needs: The City (Grantee) is soliciting RFP’s from eligible non-profit organizations to carry out projects that support one or more of the following:1. The City of Pomona Core Strategies (Attachment “A”)2. The City of Pomona Youth and Family Master Plan (Attachment “B”)3. The City of Pomona Weed and Seed Strategy (Attachmentt “C”)4. The City of Pomona Continuum of Care (Attachment “D”)

Performance Measurement System: Any funded activity must measure the following: (1) productivity and (2) Program Impact: Scope of proposed activities must reflect the level of efficiency of the program (quantity, quality, and pace). Program Impact reflects the extent to which the proposed activity produces desired outcomes in the community or in the lives of persons assisted (link goals with outcomes).

D. RFP APPLICATION AND SELECTION REQUIREMENTS:

1. The scope of Program Services must be City-based.

2. Proposed program and activities must be of direct benefit to low- to moderate-income Pomona residents.

3. Applicant must be a legally constituted non-profit organization or government entity: Must provide 501 (c) (3) tax-exempt IRS status Must provide current IRS Determination Letter Must provide Articles of Incorporation Must provide current Dun and Bradstreet Number

4. Applicant must provide current documentation that it possesses adequate fiscal, management systems and legal certifications to implement the proposed project: Must provide current 990’s Must provide copy of Annual Report with Financial Data. Must provide copy of last Independent Audit, results and copy of

management letter.

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Must provide copy of current business license, local and/or State permits.

Must provide copy of Affirmative Action Plan.

5. Applicant must submit verification of Insurance Coverage. Minimum certifications are:

Commercial General Liability, minimum limit $1,000,000 per occurrence, $2,000,000 aggregate.

Automobile Liability (hired and non-owned vehicles), minimum limit $1,000,000 per occurrence.

Employee Benefits Liability – Worker’s Compensation (statutory) Insurance

The City (Grantee) must be named as an additional insured.

6. Applicant must demonstrate a minimum of twelve (12) months previous experience as of the application deadline of Wednesday, February 8, 2012.

7. A qualified Fiscal Officer/Bookkeeper (preferably certified by AICPA) must be listed in the proposed budget and a resume included as part of the application.

8. Agencies that have not submitted performance reports and those with past compliance and performance problems may not be considered for funding.

9. Program activities must be available to serve all religious, race and ethnic groups, in accordance with Title VI of the Civil Rights Act of 1964, and Section 109 of Title I, of the Housing and Community Development Act of 1974.

10. Program activities must comply with Section 504 of the Rehabilitation Act of 1973, which states: “No qualified individual with handicaps can be excluded from participation in or denied the benefits of any activity receiving Federal financial assistance.

11. Projects that consist only of start-up, planning or research functions will not be considered for funding at this time.

12. Program activities must meet federal eligibility requirements of HUD regulations. For more information refer to www.hud.gov

13. Proposed program must include a performance measurement system to track productivity, program impact and link goals with

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outcomes (the extent to which the activities produce the desired outcomes in the community or in the lives of persons assisted).

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E. RFP EVALUATION - SCORING CRITERIAApplicants will be evaluated in seven (7) major categories to determine eligibility and capacity for funding consideration. These include:

CATEGORY TOTAL POINT VALUE

1. Problem and Need Statement 10

2. Does the Problem and Need Statement meet Priority Needs? 15

3. Does Program scope and design clearly link goals with outcomes?

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4. Does Program scope measure productivity? The scope of proposed activities must reflect level of efficiency (quantity, quality, and pace)

15

5. Does Program scope measure program Impact and performance? Must clearly reflect the extent to which the proposed activity produces desired outcomes in the community or in the lives of persons assisted.

15

6. Outreach to local businesses (and/or Minority, Female owned Businesses)

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7. Bonus Points – *25% Leverage and **Self-Sufficiency Plan (up to 20 points)

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TOTAL POINTS [includes bonus points] 100

*Self-Sufficiency Bonus Points will be given for a minimum 25% cash leverage and clearly designed Action Plan for reducing reliance on future CDBG funding.

** Self-Sufficiency is defined as: An organization that can show financial and or adequate resources to reduce dependence from CDBG funding by the end of the grant year, June 30.

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F. RFP REVIEW AND APPEALS PROCESS

The City’s review process entails three levels of review prior to final authorization of a Federally assisted Project:

1) Staff Evaluation team reviews applications for responsiveness to RFP requirements.

2) Determine CDBG Eligibility of proposed activities.

3) Funding is considered and approved by the City Council.

An organization that has sought funding may appeal to the City Council at any of the Public Hearings held to obtain citizen comments. Written appeals may also be submitted to the Community Development Department prior to adoption of the final budget in May 2012.

Public hearings will be noticed in local newspapers in the Legal Notice section.

G. BASIC INSTRUCTIONS FOR SUBMITTING A REQUEST FOR FUNDING PROPOSAL (RFP) APPLICATION

The following tips provide basic technical guidance for preparation and final submittal of the CDBG RFP application to the City for funding requests:

1) The RFP application forms should be typewritten or printed for clarity of information and numbered to ensure that RFP evaluators and reviewers do not misread information.

2) Only one RFP application is submitted for each proposed project or program proposed in an application (1 project for each application package). This will ensure compliance with federal requirements and also ensures that the project budget and staffing is adequate to carryout a project.

3) The RFP Application Checklist of requested documents is provided to help the applicant organize the application properly and to place it in the order requested.

4) Completion of the RFP Application in the order requested would make the proposal more competitive for the funding grant you are seeking.

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5) Proposed program activities should have a clearly written scope of services that links goals with program outcomes.

6) If you are not sure about any section of the RFP Application, contact Cecilia Munoz at (909) 620-2198 early in the application process to obtain a clear understanding of what is required to properly complete the contents of the application.

7) Verify whether all items listed with the application checklist have been answered to ensure that the proposal can be properly evaluated and understood by its readers.

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SECTION II – RFP APPLICATION PACKAGE

A. RFP APPLICATION PACKAGEThe City of Pomona CDBG program fiscal year 2012-2013 request for proposals consists of the following elements:

DESCRIPTION

ELIGIBILITY REQUIREMENTS

APPLICATION CHECKLIST

APPLICATION (18 pages)

ATTACHMENT “A” (pg. 10) – BUDGET PROPOSAL, OPERATING BUDGETor ALTERNATIVE ATTACHMENT “A” FOR REHABILITATION OR CONSTRUCTION PROJECTSEXHIBIT “B” (pg. 11) – BOARD OF DIRECTORS AFFIDAVIT

EXHIBIT “C” (pg. 13) – PROJECT SERVICE AREA

APPLICATION PACKAGES ARE DUEAPPLICATION PACKAGES ARE DUE BY:BY:

4:00 P.M., WEDNESDAY, FEBRUARY 8, 2012 - APPLICATIONS MUST BE4:00 P.M., WEDNESDAY, FEBRUARY 8, 2012 - APPLICATIONS MUST BE SUBMITTED TO:SUBMITTED TO:

CITY OF POMONACITY OF POMONAATTENTION: PURCHASING DEPARTMENTATTENTION: PURCHASING DEPARTMENT

505 SOUTH GAREY AVENUE505 SOUTH GAREY AVENUEP.O. BOX 660P.O. BOX 660

POMONA, CA 91769POMONA, CA 91769

SUBMIT ONE (1) ORIGINAL AND TWO (2) UNBOUND COPIES SUBMIT ONE (1) ORIGINAL AND TWO (2) UNBOUND COPIES FAX OR E-MAIL APPLICATIONS

WILL NOT BE ACCEPTEDLATE APPLICATIONS WILL BE RETURNED UNOPENED

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B. ELIGIBILITY REQUIREMENTS

To be eligible for consideration, all applicants must meet the following criteria:

1. Application must be the current FY 2012-2013 RFP version. All other applications are obsolete.

2. Application must be filled out completely, with all the necessary materials attached. These criteria also apply to organizations that have been previously funded by the City of Pomona.

3. The source of funding for assistance comes from a Community Development Block Grant (CDBG) received through the U.S. Department of Housing and Urban Development (HUD). CDBG funds are for the specific purpose of benefiting low to moderate-income households. In order to be eligible for these funds, your organization must provide a service through an approved methodology that demonstrates that at least 51 percent of the clientele served by the proposed project/program earn less than the following income limits:

Income Limits are based on HUD Section 8 Income Guidelines issued December, 2011 and are subject to change upon HUD notification:

HOUSEHOLD SIZE

ANNUAL INCOME LIMIT

1 $ 47,2502 $ 54,0003 $ 60,7504 $ 67,4505 $ 72,8506 $ 78,2507 $ 83,6508 $ 89,050

4. The organization must be incorporated as a legal, non-profit organization or chartered as a local unit and be tax exempt.

All Agencies must have the following:

BY-Laws that clearly define the Agency’s purpose (s), organization and duties of its officers.

Governing Board an elected or appointed, which is responsible for the governance of the Agency.

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Adequate Administration of the program to ensure delivery of services.

Assurance that it will conduct its business in compliance with non-discrimination requirements of City, State and Federal governments.

Copy of Annual performance and financial Audit reports.

5. INCOMPLETE APPLICATIONS OR NON-RESPONSIVENESS:Incomplete applications will not be evaluated and will be returned to applicant. In order to be considered complete and responsive to RFP requirements, your application must include all items listed in the “Application Checklist”, regardless of whether or not any of these items have been submitted in prior years.

All applications must include an original and two (2) copies (No binding or covers please). Staple proposal. DO NOT paperclip together.

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C. APPLICATION CHECKLISTInsert Organization Name: _________________________________Insert Project Name: _________________________________

To be considered for funding, applications must be completed with the following documents attached at the time of submission. Please complete an Application Form for each proposed program/project. If an item is not applicable, indicate “N/A” in the box. If you need assistance, or have questions, contact Cecilia Munoz at (909) 620-2198.

APPLICATION

1) _____ Signed and Completed Application Forms

2) _____ Budget Proposal (Attachment “A”)

3) _____ Operating Budget (Attachment “A”)

4) _____ Construction Budget (Alternate Attachment “A”

and Attachments).

5) _____ Project Board of Directors Affidavit (Exhibit “B”)

6) _____ Project Service Area (Exhibit “C”)

NON-PROFIT STATUS

7) _____ 501 (c) (3) Tax-exempt status

8) _____ Current 990’s

9) _____ Copy of Annual Report with Financial Data

10) _____ Business License, local or State permits to legally operate

11) _____ Dun and Bradstreet (DUNS) Number

INSURANCE COVERAGE-CITY MUST BE NAMED AS ADDITIONAL INSURED

12) _____ CURRENT GENERAL LIABILITY, minimum limit $1,000,000

per occurrence, $2,000,000 aggregate.

13) _____ AUTOMOBILE LIABILITY, (hired and non-owned vehicles),

minimum limit $1,000,000 per occurrence.

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14) _____ EMPLOYEE BENEFITS LIABILITY – Worker’s

Compensation (statutory insurance)

15) _____ ADDITIONAL INSURED ENDORSEMENTS, regardless of form, must be signed by an authorized representative of the insurance carrier or its broker. The language for the certificate holder and the additional insured is “The City of Pomona including elected or appointed officials, directors, officers, agents, employees, volunteers, or contractors”.

OTHER:16) _____ ATTACH RESUME OF FISCAL OFFICER/BOOKKEEPER

(prefer certified by AICPA)

17) _____ ORGANIZATION BY-LAWS

18) _____ AFFIRMATIVE ACTION PLAN

19) _____ SECTION 3 PLAN, IF APPLICABLE

APPLICATION SUBMISSION:20) _____ ONE ORIGINAL APPLICATION, corporate seal, signatures,

etc.

21) _____ TWO COPIES OF APPLICATION (same as above)

LATE APPLICATIONS WILL NOT BE ACCEPTED

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CDBG FUNDING APPLICATION

1. AGENCY INFORMATION

Agency Name:______________________________________________________________________Agency Address:______________________________________________________________________Number Street City Zip Code

Administrator Telephone No ._____________________Fax:______________________

Project Name:______________________________________________________________________

Project Site Address:______________________________________________________________________Number Street City Zip Code

Project Manager Name: ______________________Title: ________________________Project Manager’s Telephone No. _________________Fax: _____________________Project Manager’s Email Address: __________________________________________

Describe Agency’s overall function or purpose. Include history and experience in providing this service. (If more room is needed, please use additional paper and attach to the back of the application with a reference number).______________________________________________________________________

Has the Agency previously received funding from the City of Pomona?

[] YES [] NO

If yes, please identify the years and amounts funded:

Year Amount2011-2012 $2010-2011 $ 2009-2010 $ 2008-2009 $

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2. PROJECT PROPOSAL AND DESCRIPTION

Project Name:______________________________________________________________________

In this section, briefly describe the project proposal, including cost estimates.

Grant amount Requested: $ _______________

Briefly describe your proposed Project/Program goals. Your response must describe in detail how the proposed project/program supports one or more of the following: 1) City of Pomona Core Strategies, 2) City of Pomona Youth and Family Master Plan, 3) City of Pomona Weed and Seed Strategy, and 4) City of Pomona Continuum of Care (see attachments A-D):

Briefly describe and include resources dedicated to the program such as money, staff, equipment and supplies:__________________________________________________________________________________________________________________________________________________________________________________________________________________

Briefly describe your proposed program Activities. Your response must describe the strategies and techniques that comprise service and outreach methodology:__________________________________________________________________________________________________________________________________________________________________________________________________________________

Briefly describe the direct product of the program activities. Include the volume if work accomplished such as number of: low-income households served, youth, elderly, disabled or number of loan applications processed, number of units constructed or rehabilitated, linear feet of curbs and gutters installed, or numbers of jobs created or retained.__________________________________________________________________________________________________________________________________________________________________________________________________________________

Can this Project /Program proceed on July 1, 2012? [ ] YES [ ] NO

Comment: ______________________________________________________________________

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OBJECTIVES, OUTCOMES AND OUTPUTSHUD has prescribed a specific menu of objectives and outcomes to be used for all funded projects to standardize achievements reporting on a local, state and national level. Please evaluate your proposed projects according to the following definitions. Identify which objectives your project will address; then identify the proposed outcome your project will achieve. Please choose 1 objective and 1 outcome per project. Place a check mark indicating your choice. Keep in mind, if your project is funded, this information will be utilized in preparation the FY 2010-2011 Annual Plan and in reporting your accomplishments in the year-end Consolidated Annual Performance and Evaluation Report (CAPER).

Objectives:

Suitable Living Environment . Includes activities that benefit communities, families, or individuals by addressing issues in their living environment such as public services, emergency essential services, capital improvements, neighborhood revitalization, etc.

Decent Affordable Housing. Includes the wide range of housing programs possible under HOME, CDBG or ESG where the purpose of the program is to meet individual family or community needs and not programs where housing is an element of a larger effort (such as would be captured above in Suitable Living Environment).

Creating Economic Opportunities: Includes activities related to economic development, commercial revitalization, or job creation.

Outcomes:

Availability/Accessibility. Activities that make services, infrastructure, housing or shelter availability or accessible to low-income people, including persons with disabilities. Accessibility includes making the affordable basics of daily living available and accessible to low-income people.

Affordability. Activities that provide affordability in a variety of ways in the lives of low-income people. Includes the creation or maintenance of affordable housing, basic infrastructure, or services such as transportation or day care.

Sustainability: Promoting Livable or Viable Communities. Projects where the activity or activities are aimed at improving communities or neighborhoods, helping to make them livable or viable by providing benefit to low-income people or by removing or eliminating slums or blighted areas, through multiple activities or services that sustain communities or neighborhoods

Objective and Outcomes : Check one box in each table below that best reflects your projects and outcomes. If your agency was funded for more than one project, please submit a separate form for each project that indicates the objectives and outcomes for that project. See sections above for projects applicable to each objective and outcome.

Objective Check One Outcome Check OneSuitable Living Environment Availability/AccessibilityDecent Affordable Housing Affordability

Creative Economic Opportunities

Sustainability: PromotingLivable or Viable

Communities

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PERFORMANCE MEASUREMENT SYSTEM AND OUTCOMES STATEMENT

Agency Name: Project Name:Benchmarks Outcomes

*Priority Need Service or Activity to fill Need

Output Goal (units of service)

Achievement Outcome goal (difference to the community)

Measurement Reporting Tools

Evaluation Process

Short Term

Intermediate

Long Term

*Priority Need – show which need will be addressed by the Program (must be consistent with the City’s Core Strategies, Youth and Family Master Plan, Weed and Seed Strategy, and Continuum of Care).Service or Activity- name the service that will be delivered (e.g. afterschool tutoring for intermediate school children)Output Goal – Set quantifiable goals, including time frames. This should allow the City to monitor progressAchievement Outcome – State the proposed outcome for the actual impact you hope to achieve (e.g. 10% reduction in illiteracy for intermediate school children that participate)Measurement Reporting Tools- list the tools you will use to track output and/or outcome information (e.g. case reports, pre- and post-tests, etc.)Evaluation Process- identify the methodology you will use to assess success in meeting outputs goals and outcomes

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3. PROJECT PROPOSAL AND DESCRIPTION (continued)

If your proposal is for an existing Project that is currently funded through the City of Pomona’s General Fund, this request will:

PLEASE CHECK ONLY ONE:

1. [ ] Increase Service. If so, how?

2. [ ] Continue the existing funded program at currently funded service levels.

3. [ ] New program/project for FY 2012-2013

4. CLIENT INTAKE INFORMATION - FOR PUBLIC SERVICE ACTIVITIES

The U.S. Department of Housing and Urban Development (HUD) requires that agencies obtain intake data from each client/family served. Does your agency obtain this information?

[ ] YES [ ] NO

If yes, does your intake sheet obtain the following?

Name Yes[ ] No[ ]

Address Yes[ ] No[ ]

City in which client last resided Yes[ ] No[ ]

Number of Family members Yes[ ] No[ ]

Total family (household) income Yes[ ] No[ ]

Race/Ethnicity Yes[ ] No[ ]

Female head of household Yes[ ] No[ ]

Describe any special characteristics of your client population.____________________________________________________________________________________________________________________________________________

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5. CLIENT INTAKE– Beneficiary and Performance Data:

Provide the actual number of total beneficiaries in the categories listed below:TIME PERIOD AGENCY POMONA YOUTH WOMEN

AT-RISKYOUTHAT-RISK

SENIORS DISABLED HOMELESS

7/1/11to

12/31/2011

Provide the actual number of beneficiaries served in the following age categories:PERFORMANCE

PERIODCHILDREN

0-12YOUTH13-17

ADULT18-54

ELDERLY55 & OVER

Pomona Agency Pomona Agency Pomona Agency Pomona Agency7/1/11

to12/31/11

Provide the proposed number of beneficiaries for program year 2012-2013.TIME PERIOD AGENCY POMONA YOUTH WOMEN

AT-RISKYOUTHAT-RISK

SENIORS DISABLED HOMELESS

7/1/12to

6/30/2013

$______Indicate the proposed cost per CDBG beneficiary (CDBG request/CDBG beneficiaries)

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6. CLIENT INTAKE INFORMATION – CLIENTS SERVED BY INCOME LEVEL(Projects previously funded)

Report the actual number of unduplicated number of clients your agency served from July 1, 2011 through December 31, 2011.

One person can only be counted one time, even though the client may have been served many times during the reporting period. Calculate the totals and percentages for each category:

HouseholdSize

CDBG EligibleBased on Section 8 Income Limits

HUD issuedDecember 2011

# Served by Agency below

the Income Limit

# Of Pomona residents

served by the Agency below

the Income Limit

# Served by Project below the Income

Limit

# Of Pomona residents served by

project below the Income Limit

1 $ 47,2502 $ 54,0003 $ 60,7504 $ 67,4505 $ 72,8506 $ 78,250

Subtotal of CDBGEligible HouseholdsTotal Households ServedPercentage of CDBG Income Eligible Families Served

6. CLIENT INTAKE INFORMATION – CLIENT OR PROJECT INFORMATION

The source of funding for Public Service Grants comes from a Community Development Block Grant (CDBG) received through the U.S. Department of Housing and Urban Development (HUD). CDBG funds are for the specific purpose of benefiting low/moderate income households. In order to be eligible for these funds, your organization must provide a service for the residents of the City of Pomona and be able to document that clientele served by the project/program earn less than the following income limits:

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Income Limits are based on HUD Section 8 Income Guidelines issued December, 2011 and are subject to change upon notification from HUD:

HOUSEHOLD SIZE

ANNUAL INCOME LIMIT

1 $ 47,2502 $ 54,0003 $ 60,7504 $ 67,4505 $ 72,8506 $ 78,2507 $83,6508 $89,050

Please check the corresponding letter, which further describes the activity you are proposing:

Public Service Projects will most likely be (a ), or in some cases (b), per CDBG

Eligibility Requirements; and

For Construction Projects or Rehabilitation Projects, please note that most

projects will be (c), while those meeting ADA requirements will be (b).

a)_____ Client Based: The clients you propose to serve are low to moderate-income persons who have less than 80% of the median income. (Refer to attached Section 8 Income limits issued by HUD, March 2007. (Low-Mod Clientele – LMC)Note: Information on family size and income must be collected in order to verify that family income does not exceed the CDBG eligible income limit.

b)_____ Special Needs Population: The following clientele are presumed to meet this income criterion: abused children, battered spouses, elderly persons, and illiterate persons and persons with acquired Immune Deficiency Syndrome (AIDS). (Low-Mod Clientele – LMC)Note: Income information not required, but information on family size, race/ethnicity, age and verification of disability or special need must be collected.

c)_____ Area Based: The project area is located in a CDBG-eligible area, as defined by HUD where 51% of the residents are low to moderated income. (refer to attached map) (Low-Mod Area – LMA)Note: Proof of residency must be collected from recipients of service in order to verify that family resides in the CDBG eligible area. (not applicable to construction projects)

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7. ADDITIONAL CRITERIA FOR REHABILITATION OR CONSTRUCTION PROJECTS

Please submit a map that locates the proposed project, along with applicable census tracts for the service area of the project. If the project serves only a local clientele, the service area may be limited to the neighborhood or to one mile out. If the project serves regional clientele, please state the size of the region.

8. ADDITIONAL APPLICATION DISCLOSURE STATEMENT

All organizations that submit this application must provide accurate data concerning the number and income levels of clients and/or location and nature of projects/services. Estimates are unacceptable except for previously non-CDBG funded agencies. This stipulation shall apply to all organizations that are subsequently awarded funding. Any organization that falsifies information, either accidentally or intentionally shall be required to reimburse the City for any funds paid out and shall not be permitted to apply for funding in the future.

The applicant hereby proposes to provide the services or projects for the City of Pomona as stated in this proposal. If this proposal is approved and funded, it is agreed that relevant federal, state and local regulations and other assurances, as required by the City of Pomona, will be adhered to. As the duly authorized representative of the applicant organization, I certify that the applicant is fully capable of fulfilling its obligation under this proposal.

DATE:_____________ SIGNED:________________________

TITLE:__________________________

ORGANIZATION:_________________

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ATTACHMENT “A” BUDGET PROPOSAL

Project Name ____________________ FY____________Salaries and Benefits* Operating Budget Current Year Proposed Budget1. Salaries: list all positions and identify full/part time or contract by title

#FT #PT #C Total Other City CDBG Total Other City CDBG

a.

b.

c.

d.

e.

f.

g.

2. Benefits: list eachWorker’s CompRetirementOtherOther3. Total Salaries and Benefits

*FT = Full Time PT = Part Time C=Contract employment

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ATTACHMENT “A” OPERATING BUDGET PROPOSAL

Project Name ____________________ Operating Budget Current YearOperating Budget Current Year Proposed Budget

Operating Expenses Total Other City CDBG Total Other City CDBG

Rent/Mortgage

Utilities

Telephone

Mileage Reimbursement

Office Supplies

Program Supplies

Maintenance Supplies

Conference Travel

Consultant Services

Insurance/Gen Liability

Insurance/Dir. Liability

Audit

Other

TOTAL OPERATING EXPENSES

TOTAL PROGRAM BUDGET

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ATTACHMENT “A” BUDGET ALTERNATIVE: REHABILITATION OR CONSTRUCTION PROJECTS Project Name ________________________

PROJECT EXPENSESPROJECT EXPENSES TOTAL PROJECT COSTTOTAL PROJECT COST CDBG FUNDSCDBG FUNDS REQUESTEDREQUESTED

Please list as applicable Total Other City CDBG1. Environmental Studies (Phase I, Archeological Phase I, Engineering, etc.)

2. Design and Architectural (if applicable)

3. Development Bid Package

4. Bid Documents, Advertising

5. Construction

6. Project Management

7. Labor Compliance

8. Insurance

9. Other

TOTAL EXPENSE

PLEASE ATTACH A COPY OF:1. PROFORMA2. PROPOSED TIMELINE FOR EACH STAGE OF THE PROJECT (e.g. Study, Design, Bid, Construction and Close-out)

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EXHIBIT “B”

BOARD OF DIRECTORS AFFIDAVIT

All applicant Agencies must complete this affidavit listing the members of the Board of Directors and all other officers. If there are changes in the Board membership after the request is submitted, the City of Pomona must be notified in writing.

In submitting this funding request, I, Designee)_______________________depose

And say that I am____________________________________________ [insert title,

President Vice President, etc.] of _______________________________________

___________________________________________________________________

[Insert name and address of Agency]

The other members and officers of the Board of Directors of this Agency are:(Please list names of current Board Members and attach an additional sheet, if necessary):

NAME TITLE TERM EXPIRES1.2.3.4.5.

DATE: ________________________________ AT__________________________ (CITY & STATE)

THE APPROPRIATE AGENCY DESIGNEE MUST SIGN AND AFFIX THE SEAL

I certify and declare under penalty of perjury that the foregoing is true and correct.

__________________________ ______________________________Print Name Signature and Title

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(Corporate Seal)


EXHIBIT C – Project Service Area (check the area(s) below that will be served):

Project Name ____________________

If this proposal includes service to more than one council district, check the district where the main office will be located and identify the additional project service areas and site address(es) in “Additional Information” below.

If the project office is located at a site other than main office location, include project office location in the space below.

If a Citywide project is proposed, the capability must be demonstrated to serve the City of Pomona and that proposed services can best be delivered on a citywide basis.

[ ] Council District 1 Council District 2 [ ][ ] Council District 3 Council District 4 [ ][ ] Council District 5 Council District 6 [ ]

[ ] CitywideADDITIONAL COUNCIL DISTRICT INFORMATION: To be completed only if the project will have additional sites in more than one District:

______________________________________________________________________

*SITE CONTROL

Site currently occupied by Applicant? [ ] YES [ ] NOAddress:___________________________________________________________

Does the Applicant:

[ ] Own[ ] Rent[ ] Lease[ ] Lease with Option

*Funding consideration cannot be considered nor a contract entered into until evidence of site control, insurance and operating permits are provided. Evidence consists of City approved and current Insurance Certificate, Lease Agreement and or a signed confirmation letter from the owner of subject property.

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ATTACHMENTS

RFP SELECTION CRITERIA/PRIORITY NEEDS

ATTACHMENT “A”(Core Strategies)

ATTACHMENT “B”(Youth and Family Master Plan Executive Summary)

ATTACHMENT “C”(Weed and Seed Strategy)

ATTACHMENT “D”(Continuum of Care Goals)

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“ATTACHMENT A”


CITY OF POMONA

VISION

Pomona is a vibrant city providing a safe, clean, family oriented community. We are committed to being a city that promotes harmonious diversity and

economic prosperity.

MISSION

The City of Pomona is dedicated to improving the quality of life for our diverse community.

VALUES & GUIDING PRINCIPLES

We believe in and carry out our daily activities based on the values of: Integrity Honesty Respect Customer Service Excellence Teamwork Responsiveness Fiscal Responsibility Stewardship

CORE STRATEGIES

Core Strategy #1 - Maintain and Improve City Infrastructure Core Strategy #2 - Provide Quality Services to all ResidentsCore Strategy #3 - Create Long Term Prosperity through Economic Growth Core Strategy #4 - Develop Safe, Clean Family Oriented NeighborhoodsCore Strategy #5 - Ensure Safe Communities through Increased, Targeted and

Planned Public Safety EffortsCore Strategy #6 - Develop Mutually Beneficial Relationships with External

OrganizationsCore Strategy #7 - Develop a Marketing Strategy that Enhances the Image and

Perception of the City of Pomona

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“ATTACHMENT B”


POMONA YOUTH AND FAMILY MASTER PLANEXECUTIVE SUMMARY

A. INTRODUCTION

The Pomona Youth and Family Master Plan (YFMP) is a blueprint for change that points the way to a brighter future for our community’s youth and families. Born out of many years of frustration with lingering problems such as gang violence, poor academic achievement and high rates of teen pregnancy, the formal Youth and Family Master Plan planning process was initiated on February 28, 2005 through the adoption of City Council Resolution No. 2005-13.

The resolution conveyed a commitment to foster a community that cares and to promote positive youth development through collaboration. Rather than just another consultant’s study that can be set aside on a shelf, the YFMP is a community-authored document that is focused on specific action steps, accountability and successful outcomes. The YFMP is the result of over twelve months of work by residents, youth, community leaders and those who provide prevention and youth development services to Pomona’s youth and families. A series of community forums were held to solicit community input on the biggest challenges and obstacles to Pomona’s young people and families. Over 300 community residents, including youth, attended the forums and provided input.

B. PRIORITY RISK FACTORS

In order to gain a better understanding of how to tackle the problems, the community forums focused on identifying “priority risk factors,” or conditions, which are associated with the kinds of destructive behavior patterns and barriers to access that, keep some of Pomona’s youth and families from achieving their full potential. The three priority risk factors that were identified are as follows:

1. Community Disorganization-This risk factor means that young people don’t feel as though the adults in their community are working effectively together to solve the problems impacting their lives. Research shows that young people growing up in disorganized communities are at higher risk for substance abuse, delinquency and violence. Young people growing up in disorganized communities can feel powerless and hopeless.

2. Academic Failure-Young people who perceive themselves as failing academically are at risk for substance abuse, delinquency, teen pregnancy, school drop-out and violence. Regardless of the cause of academic failure, students who don’t view themselves as successful students are at risk.

3. Favorable Youth Attitudes Toward Antisocial Behavior-Young people who accept and condone antisocial behavior are at risk. Antisocial behavior refers to actions that deviate significantly from established social norms, including skipping school, getting into fights, running away from home, persistently lying, using illegal drugs or alcohol, stealing, vandalizing property, engaging in aggressive or violent behavior toward other individuals, and violating school rules, home rules or local criminal laws.

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C. COMMUNITY RESOURCE ASSESSMENTOnce the three priority risk factors were identified, the next step was to identify which programs and services currently operate in Pomona that addresses these priority risk factors, and to identify “gaps” or weaknesses in the current response. In other words, what is the community currently doing to try to address these risk factors, and who is doing it? A Youth and Family Master Plan Resource Assessment Survey was completed by 82 program providers and the results were compiled into a resource database. One of the major weaknesses identified in Pomona’s current efforts is the lack of testing for program effectiveness and accountability, especially over the long term. While many individuals and organizations are active in serving youth and families in Pomona, there are not many well-established processes for measuring how effective their efforts are in creating lasting change.

D. MEASURABLE DESIRED OUTCOMES

Clear, measurable desired outcomes are the foundation for an effective Youth and Family Master Plan. They help to form the vision that will drive the strategies developed by the Plan. They bring discipline and structure to our generalized goals by giving us benchmarks with which to measure our progress. The Pomona YFMP includes a host of desired outcomes for each of the priority risk factors and for factors such as youth substance abuse, delinquency and violence.

E. ACTION PLANThe Pomona Youth and Family Master Plan is an action-oriented document that includes specific short- and long-term strategies for addressing each of the priority risk factors. It recognizes that even the best available analysis of the problems is of little value if that analysis doesn’t lead to specific goals and action steps. The YFMP provides multiple strategies for addressing the following key goals:

Goal One: Reduce Community Disorganization.

Goal Two: Reduce Academic Failure

Goal Three: Reduce Favorable Youth Attitudes Toward Antisocial Behavior

Goal Four: Create an Effective, Efficient Collaborative System to Support Implementation, Evaluation and Sustainability of the YFMP

The YFMP also introduces and discusses the merits of a number of “tested and effective” programs for various age levels that have been implemented in communities across the nation. These programs may be appropriate and feasible for Pomona, but the Plan recommends that they be studied by a local task force before being implemented locally.

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++Some of the Specific Recommended Strategies to Ensure the Ongoing Success of the Plan Include:

Maintain and strengthen the communication, cooperation, collaboration and leadership generated through the Communities That Care process in developing the Youth and Family Master Plan.

Develop a task force to address the issue of access barriers to youth and family programs, including neighborhood-based services and/or adequate transportation to help youth and families access services.

Work with local universities to provide training and technical assistance to program providers needing assistance with program evaluation.

Review City, PUSD, and community-based fiscal and human resource allocations in light of the Youth and Family Master Plan. Coordinate, creatively use, and leverage community resources to support the effective implementation of the Youth and Family Master Plan.

Convene quarterly meetings of key stakeholders to review new funding opportunities that support the Youth and Family Master Plan.

Communicate regularly with key stakeholders about progress toward achieving the goals of the plan.

Publish an annual report describing status of key indicators of progress.

E. EVALUATION STRATEGY

The Pomona Youth and Family Master Plan is focused on results and accountability. A key component of the Plan’s implementation will be ongoing evaluation to measure the effectiveness of the various programs and services. Progress toward the goals of the Pomona YFMP will be monitored and reported semi-annually to the community through community-level evaluation. Other indicators of progress will be tracked and reported annually. An Evaluation Subcommittee of the Community Board will be responsible for facilitating and reporting on the evaluation process, with support from local evaluation experts.

G. CONCLUSION

The YFMP lays out an ambitious strategy for a community that clearly wants to provide the best for its youth and families. It offers a process through which the needs of its youth can be better understood and through which those needs can be met by innovative and effective programs that are designed to be tested, evaluated, and modified to meet changing demands. Its development represents a great deal of commitment by all of the community’s stakeholders to make a lasting impact in the lives of Pomona’s youth and families.

For further information regarding theCity of Pomona’s Youth and Family Master Plan

please visit our website at http://www.ci.pomona.ca.us/city_departments/YFMP/

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http://www.ci.pomona.ca.us/city_departments/YFMP/


WEED AND SEED OFFICIAL STRATEGY

The City of Pomona Weed and Seed Program, a community-based strategy sponsored by the U.S. Department of Justice (DOJ), is an innovative, comprehensive multiagency approach to law enforcement, crime prevention, and community revitalization. Weed and Seed is foremost a strategy that aims to prevent, control, and reduce violent crime, drug abuse, and gang activity in the designated Weed and Seed area.

The designated Weed and Seed area is located in the northern region of Pomona. It is bordered by California Hwy 10 on the north, San Antonio Avenue on the West, Mills Avenue on the East and 1st Street (railroad tracks) on the south. The site area encompasses nine (9) police reporting districts 14,15,16,17,18,19, and partially 98,99,100, three (3) census tracts (4027.03, 4027.04 and 4027.02) and has a population of close to 15,000 residents.

The Weed and Seed Strategy involves a two-pronged approach: law enforcement agencies focus on "weeding out" violent criminals and drug abusers and public agencies and community-based private organizations collaborate to "seed" much-needed human services, including prevention, intervention, treatment, and neighborhood restoration programs. A community-oriented policing component bridges the weeding and seeding elements.

Focused Service GoalsThe following represent the goals of focused service within the designated Weed and Seed area:

Law Enforcement: Reduce the incidents of drug and gang activity. Increase incidence of crime reporting by area residents.

Community Policing: Encourage resident reporting of all illegal weapons, drug and gang activity. Increase neighborhood watch efforts and crime prevention strategies.

Prevention/Intervention/Treatment: Provide focused services for at-risk youth and families within the designated area or at determined Safe Haven Sites. Services should focus on prevention, intervention and treatment services to the youth and/or adults of the site area. The goal is to improve the overall quality of services to residents.

Neighborhood Restoration: Improve neighborhoods and increase economic development opportunities within the targeted area.

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“ATTACHMENT C”


City of PomonaContinuum of Care

The City of Pomona has a comprehensive strategy addressing homelessness within our City. This strategy is a Continuum of Care that focuses on the following homeless needs: outreach/assessment; emergency shelters; transitional shelters; permanent supportive housing; supportive services and permanent housing.

In accordance with this strategy, as outlined in the City of Pomona’s Consolidated Plan and 2011-2012 Annual Action Plan, the City of Pomona has developed the following goals:

1. Assist the homeless, and those special needs populations at risk of becoming homeless, through the provision of programming and services that address poverty, mental health, disability, domestic violence, substance abuse, HIV/AIDS and the needs of elderly.

2. Eliminate gaps in service by increasing the access to, and the efficiency of, services for the homeless, and those special needs populations at risk of becoming homeless, that decrease episodes of homelessness and increase self sufficiency.

3. Begin the “housing stabilization” process by preventing homelessness through economic and social stability and by decreasing the number of homeless that live on the streets by assisting them with access to emergency, transitional or permanent housing.

4. Support personal, social and economic development efforts that address an individual’s need for stability, self-sufficiency and self-determination.

Important Change to Emergency Shelter Grant Program (name change to Emergency Solutions Grants Program)

The Homeless Emergency Assistance and Rapid Transition to Housing Act of 2009 (HEARTH Act), was enacted into law on May 20, 2009, consolidates three of the separate homeless assistance programs administered by HUD under the McKinney-Vento Homeless Assistance Act into a single grant program, revised the Emergency Shelter Grants Program and renames the program to the Emergency Solutions Grants Program. The HEARTH Act also codifies into law the Continuum of Care (CoC) planning process.Now that the bill is enacted, The U.S. Department of Housing and Urban Development (HUD) working with the City, will have up to 18 months to develop regulations to implement the new McKinney program.

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“ATTACHMENT D”