Funding Q & A
The Oakland Unite 2019-2021 Request for Proposals is now CLOSED.
Questions received during the application period are posted below.
APPLICATION PROCESS AND GENERAL PROPOSAL REQUIREMENTS
Question: First, I just set up the profile for submitting the proposal today. I noticed the deadline for submitting an intent to apply had an early February date although that date was not listed on the Introduction page of the RFP. Is my agency still eligible to apply?
Answer: Yes, the February deadline for submitting the notice of intent was recommended but not mandatory, to help Oakland Unite plan for the review process. You are still eligible to apply for the RFP.
Question: I misspelled one of the words in our program title while setting up the profile on City Span. Is it possible to correct it? I called the help desk but no one answered so I left a message.
Answer: Cityspan can help you correct errors on the profile page and usually responds to all requests for support within 24-48 hours. Feel free to reach back out to Oakland Unite if you have difficulty getting in touch with Cityspan.
Question: We are completing an application but do not find a stated “character limit” for the “Program Summary” section. Please advise.
Answer: Applicants are requested to keep Program Summaries to 1,000 characters or less (see page 18 of the RFP).
Question: If we do not have subgrantees, what do we upload in the Letter of Agreement section?
Answer: If you do not have any sub-grantees, upload a memo stating that this requirement does not apply to your proposal. You can follow the same process for Letters of Support/Acknowledgment if they are not applicable to your proposal.
Question: Can operational agreements be submitted to cover required letters of agreement?
Answer: Operational agreements can be submitted to cover required letters of agreement if they include the same required information: a description of the nature, history, and extent of the partnership; responsibilities of each party; any funds being exchanged; and the signature of someone who has the organizational authority to enter the agreement.
Question: We are in the process of drafting and completing our RFP and I’m not sure what specific documents are supposed to be in iSupplier. Please let us know, I have not seen any documents in iSupplier. Is there a specific spot we should go in the site?
Answer: All information relevant to this RFP can be accessed on the Oakland Unite website as well as in iSupplier. iSupplier is the City system for vendors; registering in iSupplier will ensure you receive any addendums to the Oakland Unite RFP, connect you to information on proposals citywide, and will facilitate any future contracting with the City. If you’re registered, but did not receive an invitation to participate, you must email isupplier@oaklandca.gov. Put the project title and/or RFP number in the subject line of your email and explain that you have completed the registration process and want to participate in the project. An invitation will be sent to your registered username with instructions on how to view the RFP.
Question: We are hoping to get some clarification for Program Summary section of the application pertaining to demographics and number of people served. We have the following two questions:
Under the Program Summary portion of the application, we are asked to provide the “number of participants served”. Are we to provide the total number of participants we have served as an organization from inception to date, the number of participants we plan to serve in total for the program period, or the number of participants we will serve for the program period with only this potential funding?
For the question that asks “Please provide the ESTIMATED number of participants who will have the following characteristics”, do you want these demographics based on our program overall or just the portion of our program that Oakland Unite and/or Golden State Works will fund?
Answer: Please provide the estimated number of participants your program will serve in one year if awarded Oakland Unite funding. In other words, the number served should reflect the program design described in your proposal narrative, and reflect how many people can be served with the proposed budget (including match). Demographic estimates should be a breakdown of this annual participant service estimate. For example, if you estimate that your Oakland Unite-funded program would serve 100 people in a year, please identify the anticipated demographic characteristics of these 100 people.
Question: Where can we find the list of agencies who submitted letters of intent?
Answer: The list of agencies who submitted letters of intent can be found HERE.
Question: I’ve been unable to locate the area of your website where you’ve posted info for organizations who have submitted a Letter of Intent. If you could point me in the right direction, I would greatly appreciate it, thank you!
Answer: The list of agencies who submitted letters of intent can be found HERE.
Question: Can we use volunteer hours for our match? If so, where do we put that on our budget?
Answer: Yes, you can use volunteer hours for match. You can include the expected match value of volunteer hours under “OTHER DIRECT COSTS – OTHER” in the budget form. Please provide a narrative justification for the calculated value of volunteer hours and describe how volunteers will support the program.
Question: Can we use essential program partner expenses (partners who are integral to applicant’s services) as a match? If so, where do we put that on our budget?
Answer: Yes, you can use essential program partner expenses as match. These partners can be listed under the “Consultant” line-item, with the projected value of their contribution in the match column on the budget form and a description of their services in the budget justification.
Question: On Cityspan- when you click on the “Appendix A” link under “Program Design” it takes you to an Appendix A in which the strategies are not the same as the strategies for the current RFP. Is this the Appendix A for the previous RFP? Should we be referring to a different Appendix A?
Answer: The correct Appendix A with current program strategies is the one included in the current 2019-21 RFP. The incorrect link to a prior year document in the Cityspan database has been corrected.
Question: The website says the proposal is due online on Feb 29. Can you let me know what date the online proposal would be due?
Answer: Online proposals are due by 5:00 pm on February 28, 2019. Two (2) hard copies also need to be submitted to Oakland Unite by 5:00 pm March 1, 2019.
Question: We are confused about the Appendix A that is accessed on CitySpan for the RFP. The strategy areas are not aligning with the RFP. On Cityspan- when you click on the “Appendix A” link under “Program Design” it takes you to an Appendix A in which the strategies are not the same as the strategies for the current RFP. Is this the Appendix A for the previous RFP? Should we be referring to a different Appendix A?
Answer: The correct Appendix A with current program strategies is the one included in the 2019-21 RFP. The incorrect link to a prior year document in the Cityspan database is being corrected.
Question: Do I need to RSVP for the January 31st Pre-proposal meeting?
Answer: An RSVP is not necessary to attend the Pre-proposal meeting on January 31st, 2019. Interested individuals can simply come to City Hall, 1 Frank Ogawa Plaza, at 2pm.
Question: I’m wondering if the workshop will be live streamed by chance? I am not able to attend. Is it being hosted again for those interested in submitting a RFP?
Answer: There was no live-stream, nor will there be a second pre-proposal meeting, but questions from the pre-proposal conference will be posted on this page of the Oakland Unite website. The pre-proposal conference was videotaped and the video will also be posted on the website. There is also a networking and proposal TA event on Thursday, February 7th, at 1:00 pm at 150 Frank Ogawa Plaza, though this event will not include Q&A with Oakland Unite staff.
Question: We are a non-profit that needs to file the requested “Notice of Intent to Apply” but we cannot locate a form or any information about how to do that. Would you please advise what we should do?
Answer: Applicants must first register for an Oakland Unite RFP account in the Cityspan online application system. Once registered, applicants will be able to log-in to the system and start a new proposal, which begins by completing the Notice of Intent to Apply form. See page 13 of the RFP for additional details.
Question: Can you provide me with some information about the letter of intent. How detailed should it be, what are you looking for and must be included?
Answer: The information required for the Notice of Intent is listed on page 14 of the RFP. Once you create an RFP account in Cityspan, you will be required to fill-out the Notice of Intent form before proceeding with the rest of the application.
Question: Do we submit our letter of intent on Cityspan, iSupplier, or both?
Answer: Submit the Notice of Intent and the electronic copy of your proposal through Cityspan, which is Oakland Unite’s online RFP system. iSupplier is the City system for vendors; registering in iSupplier will ensure you receive any addendums to the Oakland Unite RFP, connect you to information on proposals citywide, and will facilitate any future contracting with the City.
Question: A non-profit organization is applying for your RFP. They already have a CitySpan account and we could not see the option to submit the LOI. Is it through CitySpan where they can submit the LOI?
Answer: Applicants must create a separate RFP account in Cityspan, even if your agency currently receives funds from Oakland Unite or OFCY and uses the Cityspan system for grant management. Register for an Oakland Unite Cityspan RFP account here, and please see page 13 of the RFP for additional details. Applicants may also contact the Cityspan help desk at 866-469-6884.
Question: Trying to write the LOI first step of the Oakland Unite proposal, I login and can’t get a live LOI form. I am not clicking on the pdf icon, but on the line under the title, and still can’t get a live form. What is happening or what am I doing wrong?
Answer: For technical issues regarding the Cityspan online application system, please contact the Cityspan help desk at 866-469-6884.
Question: The notice of intent asks if you are a collaborative or a single agency. We do not anticipate making a final decision until next week. So if we submit a Notice of Intent February 1st as a single agency and then change to a collaborative, is that ok?
Answer: That is absolutely ok. You are welcome to change the information in your NOI after the recommended February 1 date. The Notice of Intent gives Oakland Unite a sense of how many proposals we are going to receive. You will need to contact Cityspan to make this change: 1-866-469-6884.
Question: When I submitted the Notice of Intent on Feb 1 I listed us as applying as individual applicant, because I wasn’t sure if we could be applying with another organization at that time. I am planning to attend the meeting this Thursday to network with other applicants and discuss possible collaborations. If we decide to collaborate with another applicant, is it ok to change, since I already submitted as an individual applicant?
Answer: Yes, you can edit your Notice of Intent if you decide to collaborate with another applicant. Please call Cityspan (866-469-6884) and they can unlock the NOI for you to make the correction.
Question: Are the amounts listed under each sub-strategy for one year or two?
Answer: The amounts are for one year. Oakland Unite is anticipating awarding approximately $10 million in grants each year for a total of approximately $20 million dollars over the two-year contract period.
Question: Could you please repeat your recommendation about not having the application represent more than 50% of your budget?
Answer: This is a recommendation (not a requirement). For example, if you are an agency with a $3 million budget then Oakland Unite would encourage you not to submit a proposal(s) for more than $1.5 million. Reviewers will consider this guideline when thinking about applicants’ fiscal stability.
Question: May proposers use other City of Oakland funding to show matching dollars?
Answer: Yes, you may. You may not use other funding from Oakland Unite to count towards a match but it is acceptable to use funding from other City units and department as match.
Question: Regarding the required matching 20% of fund, can that come from fee for service such as GA, SSI, Tribal government agencies which pay fees for service, etc.?
Answer: Yes, if you have a funding structure set-up for fee for service then that is a perfectly acceptable match. Please note that proof of match will be verified by the Oakland Unite staff.
Question: Under a single sub-strategy, may an agency submit one proposal as the lead and then also be part of another as a subcontracting partner?
Answer: Yes, it is permissible to be a lead agency and also be a sub-grantee with another lead agency in the same sub-strategy.
Question: Referring to Page 9: If we are pursuing more than one sub-strategy, can there be some overlap in staff?
Answer: Yes, there can be staff that cross strategies. However, the reviewers will be looking to see that the proposals are reasonable. For example, if you say one person will serve in multiple roles across proposals that make up more than 1 full-time position, then you would want to provide context on what would happen if all your proposals were funded. But have a percent of someone’s time (such as a Program Manager) across proposals is definitely acceptable.
Question: Our agency is interested in exploring collaborative work for this grant cycle. I understood from the overview session last Thursday that Oakland Unite was going to post a list of nonprofits who filed their Notice of Intent before the Networking session on Thursday. Do you know when we might see that list?
Answer: The list has been posted on the Oakland Unite website here.
Question: Where on the Oakland Unite webpage will the names of agencies who have submitted a notice of intent to apply be listed?
Answer: The list has been posted on the Oakland Unite website here.
Question: Regarding collaboration and networking: Does the collaboration with other Oakland Unite providers simply means our partnerships with those providers or are you supposed to be subgrantees or do you want our collaborative efforts?
Answer: Oakland Unite’s values collaboration in all those ways. Within strategy areas Oakland Unite encourages and makes space for agencies to work with one another and coordinate services. It may also mean having a sub-grantee relationship if this is beneficial to your program and service, but this is not required. It may also mean making referrals to other agencies in the OU network. You do not need to have sub-grantees in your proposal to have a strong proposal. One example of how Oakland Unite encourages and makes space for collaboration is case conferencing for life coaches.
Question: It seems that OU is encouraging collaboratives by approximate funding and # served with fewer proposals to be funded. Could you speak to this?
Answer: Yes, the feedback that we received in the development of the spending plan and RFP resulted in Oakland Unite looking to fund fewer proposals in larger amounts. In some areas, this may mean that a collaborative approach could be useful in fulfilling the sub-strategy requirements. However, an applicant could also apply as a single agency and propose to do a certain piece of the sub-strategy.
Question: Referencing page 21 of the RFP, do we need separate budgets for subcontractors in the proposal (or later when we contract)?
Answer: Subcontractors are distinct from sub-grantees in that a subcontractor is providing a service, and can therefore be a specific line-item on the main budget form. A sub-grantee will be doing a significant portion of the proposed work and will receive a significant part of the funding from Oakland Unite and therefore should have a separate line-item budget on the sub-grantee form and later when contracting.
Question: We collaborate already with several organizations. They would not be co-applicants necessarily. Could we contract with them and pay them through this grant if I list the costs in our budget? Or do we have to have them co-apply with us?
Answer: You can have a line item in the budget for consultants that will provide a specific service but will not hold a significant portion of the program services or funds. You do not need to co-apply with consultants as a collaborative. However, if a partner will do a significant portion of the proposed work and receive a significant part of the funding from Oakland Unite then they should be included a sub-grantee in a collaborative application.
Question: Do you need letters of agreement from organizations we will refer our clients TO?
Answer: This is not a requirement. If it is a very important partner you are welcome to submit a letter of support. However, some sub-strategies require that you have letters of support/acknowledgement for partners that you will be receiving referrals FROM. For example, if you plan on getting referrals from Probation you will need a letter of acknowledgement.
Question: Can an organization apply if the agency is not located in Oakland?
Answer: Yes, an organization can apply if the agency’s physical address is not located in Oakland but the agency has programs that serve individuals at the center of violence in Oakland. All agencies should demonstrate partnerships in Oakland and have physical service locations that are convenient for the priority populations named in Appendix A. Agencies that are based in Oakland and certified by the City’s Contracts and Compliance division may be eligible for preference points awarded by the City (see page 26 of the RFP for details).
Question: Any restrictions on area in Oakland where services/programs take place?
Answer: There are no restrictions on the area in Oakland where services take place, however, Oakland Unite is looking to fund programs that serve the people and communities in Oakland that are most impacted by violence. Services should be provided in places that are safe and convenient for the priority populations named in the RFP.
Question: Is the San Antonio/Fruitvale are included in the RFP?
Answer: Yes.
Question: What is the acceptable or preferable cost per participant that Oakland Unite will fund?
Answer: Each sub-strategy has the estimated amount funded and estimated number of participants served, which offers a ballpark cost per participant. Cost per participant will vary based on the type and intensity of the services an applicant proposes to provide, with lighter touch services likely having a lower cost per participant while higher intensity will have a higher cost per participant.
GUN VIOLENCE RESPONSE (STRATEGY AREA I)
Question: My org registered for the Shooting and Homicide Response subcategory, however I’m not sure if this is the appropriate subcategory for us? My organization is a cultural and community hub located in Fruitvale. We are looking to better serve the newcomer populations in Fruitvale, and want to learn and train our staff how to be prepared and develop programs around their needs.
Answer: Applicants are highly encouraged to submit the Notice of Intent on February 1 and select the sub-strategy that seems to best matched to your proposal based on Appendix A. In addition, applicants are encouraged to attend the Oakland Unite networking event on Thursday, February 7th from 1-3 p.m. at 150 Frank Ogawa Plaza on the 2nd Floor. At this event, limited proposal TA will available on a first-come-first-served basis. If you decide that a different sub-strategy is a better fit after submitting the Notice of Intent, you can simply call Cityspan and request that the Notice of Intent form be unlocked, allowing you to change the sub-strategy and resubmit.
Question: On page 40, under priority populations [for Adult Employment and Education Support Services]; what is the “Adult Life Coaching risk criteria” that you are referring to? Please provide.
Answer: Refer to the Adult Life Coaching sub-strategy on page 37 for the data-driven factors that make up risk criteria for adult life coaching. These include: prior violence injury, prior arrest, group/gang proximity, recent involvement in violence.
Question: What percent/estimated dollar amount will be reserved for young adults 18-24 years old [in the Adult Employment and Education Support Services Sub-Strategy]?
Answer: We have not designated an amount. It will depend on the proposals submitted.
GUN VIOLENCE RESPONSE (STRATEGY AREA I) – GOLDEN STATE WORKS PROGRAM
Question: In the portal to apply, we have the option of “Adult Employment & Education.” In the past we have been awarded/contracted under both that sub-strategy and the Golden State Works (GSW) program but now it looks like we can only apply under one. But we would like to apply for GSW and under Adult Employment & Education. How do we apply for both?
Answer: The GSW program is going to be treated as its own sub-strategy simply because there are many specific requirements from the state for this program. An applicant will be able to submit one proposal in Adult Education & Employment and a separate proposal for GSW.
Question: Can agencies serve those who are over 35 and outside of Oakland if they are referred by California Department of Corrections and Rehabilitation (CDCR)?
Answer: While there is priority for people on parole who reside in Oakland and are between age 18 and 25, CDCR Parole Officers are the only referral source for this program and whomever they refer is who the selected provider will serve. Unlike Oakland Unite, participants can be over 35 and not live in Oakland, but will reside in Alameda County. Our data over the years, suggests that many of those paroling home to Alameda County will be returning to Oakland.
Question: If [our agency] serves people between the ages of 14-24? Do we need to include people over the age of 24? Specifically, would we be required to serve people transitioning from the current provider who are over 24?
Answer: Providers must serve whomever parole refers. This may include anyone paroling home to Alameda County. Any agency applying for GSW funding must have the capacity and willingness to serve those individuals who are referred through parole regardless of their age.
Question: How does reporting impact release of funds? [Oakland Unite funding] requires a report for quarterly payments, will the reporting process be the same?
Answer: GSW funding is a different funding source then the Safety and Services Act, so the reporting requirement is different. The reporting requirement is specific to what CDCR and Caltrans require including the performance measures on page 42 of the RFP. These performance measures must be included in a progress report submitted on monthly basis as part of the monthly invoicing process. Reports will include invoices as well as reports on attendance data, who participated in a work crew, etc. You will also have to report on targets required by the contract including the number of people who work a transitional job, the number placed in employment and those retained at 90, 180 and 365 days. Monthly progress reports will also include an overview of activities during the month. Invoices submitted to the City will be paid in compliance with the City’s prompt payment ordinance.
Question: Will more funding be available to cover possible increases in [Oakland’s] minimum wage?
Answer: If there is a significant increase in minimum wage, there may be an opportunity to discuss increases in the crew rate to cover minimum wage increases, but there is no guarantee. The ‘Approximate Funding’ section on page 43 of the RFP, details the crew rate and what is intended to be covered by the rate, in addition to minimum wage to pay each participant, including other costs to run each crew. Oakland Unite would act as a liaison with our state partners if additional funds were needed during the three-year agreement.
Question: Are applicants required to submit a budget for both sources of funding (Caltrans and CDCR) listed on page 43 of the RFP?
Answer: No. There is no need to submit an annual budget for the funds provided for the Caltrans Work Crew Program. A budget should be prepared for the CDCR funding available for supportive services. Please submit a budget in Cityspan detailing costs for one-year.
YOUTH DIVERSION AND REENTRY (STRATEGY AREA II)
Question: I would like to clarify the budget and cost per participant of the Youth Diversion and Reentry Strategy. On page 7 of RFP, the total allocation for this strategy is $1.8 million for 250 individuals, with an average cost per participant at $7,200. However, on page 47, the total allocation for Life Coaching and Diversion programming is $1.2 million for 250 individuals, with an average cost per participant at $4,800. It looks like the Youth Career Exploration and Education Support is a separate category with $400K-600K for an additional 90 participants. Please help clarify my concern as it impacts our budget planning.
Answer: Oakland Unite anticipates serving at least 250 youth across all programs in the Youth Diversion and Reentry Strategy Area, with a number of youth being served in multiple programs — for example, youth receiving life coaching may also receive career exploration and education support. Though all funding amounts and service numbers are approximations, the estimated cost per participant for the Youth Diversion and Life Coaching Sub-Strategy is $4500-5000.
Question: In Appendix A under sub-strategy 5, the description of Youth Diversion services says applicants must demonstrate support from at least one named law enforcement partner. Is this also a requirement for the Life Coaching Services?
Answer: Alameda County Probation is a central referral partner in the Youth Life Coaching Services strategy and therefore applicants in the Youth Life Coaching strategy should reach out to Probation for a letter of acknowledgment to submit with their application. Probation requires a minimum of two weeks notice for letters. Contact: Deputy Chief Brian Ford, 510-268-7200 or brford@acgov.org
Question: In the RFP it states, “Applicants are strongly encouraged to read the “Oakland Unite Retrospective Evaluation 2005- 2013” to learn more about the City’s Life Coaching program model, available at: http://oaklandunite.org/about/research-and-reports“. However, that report provides info on the “Oakland Unite service delivery model”- is this what you mean by the City’s Life Coaching program model? The report doesn’t refer to Youth Life Coaching at all. Where can we find information about this program model: from page 45 in the RFP- Youth Life Coaching: The City has developed a model of life coaching that has been shown to improve young people’s outcomes, and seeks agencies that can implement that model with fidelity and work in partnership on the next phase of its development. The Life Coaching model is a partnership between the Oakland Unified School District (OUSD), Probation, and Alameda County Health Care Services- Are the 10 elements listed on page 45-46 of the RFP the complete program model, or is there a more thorough description we can refer to? Where is this Life Coaching Model?
Answer: The elements listed in the Youth Diversion and Life Coaching sub-strategy description, along with the general Oakland Unite program standards of practice on page 31 of the RFP, are the most important elements of the City’s life coaching model. Page 42 of the “Oakland Unite Retrospective Evaluation 2005- 2013” contains a high-level overview of youth case management (life coaching) services offered to young people leaving the Juvenile Justice Center, and their outcomes after services. Applicants interested in learning more about youth life coaching are also encouraged to review the “2016–2017 Oakland Unite Agency Report” (page 45), which provides an overview of services provided under the current Youth Life Coaching sub-strategy.
Question: I am just double-checking. On page 7 of the RFP, the priority population for the Youth Diversion & Reentry strategy has an age range of 14 to 18. On page 48, the age range for Sub-Strategy 6 is 14 to 24. I just want to confirm that we can go with the age range up to 24.
Answer: For the Youth Career Exploration and Education Support sub-strategy, the priority population is youth at highest risk for violence or system-involvement, including returning to the community after being detained. The primary focus of this sub-strategy is youth ages 14-18, but applicants may propose serving youth through age 24.
Question: Per the current RFP, there is $913,000-$996,000 for 12-14 youth life coaches, or about $71,000 per coach or per 15 youth. In OU’s current funding, there are 14 coaches funded across multiple agencies at a total of $1,284,000, or about $91,000 per coach or per 15 youth. Is this reading of the RFP correct? Does this decrease in allocation without a decrease in programming reflect a desire by OU to reduce the salaries, benefits or supervision of life coaches? Can you explain the thought process behind this decision in the RFP to reduce funding by 30% per youth?
Answer: Oakland Unite anticipates funding 2-4 proposals for Youth Life Coaching and Diversion programs, a decrease in the number of funded agencies in this sub-strategy. Shifts to this sub-strategy reflect feedback heard in the development of the Oakland Unite 2019-21 Spending Plan about the need for additional investment in youth diversion and the importance of funding fewer agencies at higher amounts. The estimated 12-14 life coaches may include staff that provide coaching or similar services in the diversion program. Oakland Unite anticipates roughly similar per coach and per youth allocations in the new funding cycle as in the current year, and does not encourage reductions in staff salaries or benefits. RFP allocations, service amounts, and the number of life coaches are estimates. The final awards will depend on proposals received.
Question: What data-driven risk factors determine a “at-risk youth” beyond what is listed on page 47, which seems to detail juvenile justice involvement as the only risk factor?
Answer: The Youth Diversion and Life Coaching sub-strategy involves close partnership with Alameda County Probation, the Oakland Unified School District, the Alameda County Office of Education and Alameda County Health Care Services. The sub-strategy prioritizes connecting Oakland youth who are leaving the Juvenile Justice Center with school and a life coach as they return home. Most referrals for life coaching services will come through the Juvenile Justice Center, but a small portion of youth could qualify for life coaching if they meet other risk factors such as: group/gang involvement; having had a close friend or family member killed in last 3 years; being at risk for commercial sexual exploitation; having been shot or violently injured; being on probation for a violent offense; having been part of a violent incident in school or the community; and being regularly singled out by law enforcement.
Question: For youth diversion strategy, can a program service for 14-18 year olds be extended to provide services to 14-21 year olds?
Answer: Youth diversion services may be offered to youth ages 14 through Transition Aged Youth (19-25), but for youth life coaching services the priority age range is 14-18 years old.
Question: Re Funding Sub-strategy Youth Career Exploration and Educational Support, in the chart on page 7 of the RFP it states that the priority population for this sub-strategy is youth ages 14-18 who are identified as at high-risk of violence or system involvement. However, on page 48, it states that the priority population is youth ages 14-24 at highest risk for violence and/or returning to the community after being detained. Could you please clarify the age range and characteristics of the priority population for the Career Exploration and Educational Support sub-strategy? Thanks!
Answer: For the Youth Career Exploration and Education Support sub-strategy, the priority population is youth at highest risk for violence or system-involvement, including returning to the community after being detained. The primary focus of this sub-strategy is youth ages 14-18, but applicants may propose serving youth through age 24.
Question: In the Oakland Unite spending plan, the Youth Diversion & Reentry priority population is 14-18 years old. In the RFP, it notes 14-24 years old. Which of reflects the priority population of this strategy?
Answer: For the Youth Diversion and Reentry strategy area, the priority population is youth at highest risk for violence or system-involvement, including returning to the community after being detained. The primary focus of this sub-strategy is youth ages 14-18, but applicants may propose serving youth through age 24.
COMMUNITY HEALING (STRATEGY AREA IV)
Question: In which section on the budget should we put expenses related to the funding of mini-grantees?
Answer: Applicants should include mini-grant funds in the “Other Direct Costs” section of the budget form using the “Other Direct Costs – Other” line item. Please label the item “Mini-grants” and provide a narrative justification below.
Question: We are applying for a Community Healing grant. A couple of questions we have about our Oakland Unite proposal: We see that 30% of the funds must be used for the mini-grants work. Does this have to all be allocated to the actual mini-grants, or can some of the funds be used to staff and support mini-grant recipients? Are there any restrictions with hiring consultants to support our work?
Answer: Applicants must budget at least 30% of grants funds directly for mini-grants. The remaining 70% of the proposed budget should include costs for staffing to coordinate the work of mini-grant recipients. There are no restrictions with hiring consultants to support the work. However, please note the difference between consultants and sub-grantees: consultants typically support a specific piece of the work, whereas sub-grantees hold a significant portion of the program/services and usually receive a significant portion of the budget. Please note that the City of Oakland is working with an agency with specific expertise in community-led grant making that will be available to support the mini-grant process.
Question: I have a couple questions regarding the performance measures and reporting for the Sub Category “Community Healing”. I see that the Performance Measures are: Events hosted and event attendance; Hours/participants supported to navigate community services; and Service referrals to Oakland Unite Network Providers. How frequently and what kind of database is required for this reporting?
Answer: Funded agencies will be expected to collect program data in the Cityspan database and provide progress reports to Oakland Unite on a quarterly basis. Oakland Unite will provide Cityspan training during the contract start-up period to ensure that grantees understand the database and reporting requirements.
Question: Can you give more information about the mini-grant system. Can a nonprofit apply separately for a mini-grant in the area of Community Healing if they do not apply for a regular grant? Are the requirements for a mini-grant the same as the larger grants? Can min-grants be used to hire a project coordinator from East or West Oakland to run a program based on Community Healing?
Answer: Applicants are not able to apply for a mini-grant through this RFP. In this RFP, Oakland Unite seeks 2-4 agencies able to provide all three components named in the Community Healing description: developing/administering a grassroots mini-grant program, providing community engagement, and hosting community healing events. Agencies that are unable to provide all three of the named components should consider partnering with another organization.
Each proposal should set aside at least 30% of the program budget for grassroots mini-grants; successful applicants will develop a process (with support from Oakland Unite) to make these funds available to other grassroots individuals and groups working to reduce violence.
Selected Community Healing providers will be encouraged to release mini-grant opportunities in the Fall of 2019. Groups that may be interested in applying for a grassroots mini-grant when they become available are encouraged to join the Oakland Unite listserv to receive updates on the process.
Question: Is the mini-grants focus/component of Strategy IV (Community Healing) separate from the 2-3 anticipated grants & the $1 million in the total funding? How do the grassroots mini-grants fit into overall budgeting on p. 56?
Answer: An estimated $1 million is available for the strategy across 2-4 agencies, and includes the mini-grant component. In this RFP, Oakland Unite seeks agencies able to provide all three components named in the Community Healing description: administering a grassroots mini-grant program, providing community engagement, and hosting community healing events. Agencies that are unable to provide all three of the named components should consider partnering with another organization.
Each proposal should set aside at least 30% of the program budget for grassroots mini-grants; successful applicants will develop a process (with support from Oakland Unite) to make these funds available to other grassroots individuals and groups working to reduce violence.
Applicants are not able to apply for a mini-grant through this RFP. Selected Community Healing providers will be encouraged to release mini-grant opportunities in the Fall of 2019. Groups that may be interested in applying for a grassroots mini-grant when they become available are encouraged to join the Oakland Unite listserv to receive updates on the process.
Question: The RFP seems to suggest that the funds that will be let out for the grassroots mini-grant program would be held, re-granted, and administered by the agencies themselves (as opposed to being held by Oakland Unite). Is this correct?
Answer: That is correct. Successful applicants will develop a process (in partnership with Oakland Unite) to make these funds available to other grassroots individuals and groups working to reduce violence.
Question: If this is the case, then how much of the total funds in the Community Healing Strategy are expected to be held and re-granted for the mini-grant program in each of the three geographic regions (East, Central, and West)? It was mentioned to me that it may be 1/3 of the total funds allocated under the strategy but I couldn’t find that in the RFP.
Answer: Each proposal should set aside at least 30% of the program budget for grassroots mini-grants (see table on bottom of page 56 of the RFP).
Question: What role will the third-party TA provider play in working with both the grantee agencies and Oakland Unite in supporting and/or administering the mini-grant program?
Answer: Oakland Unite will provide some technical assistance (TA) to successful applicants in the Community Healing strategy around the mini-grant program; TA may be provided by Oakland Unite staff and/or third-party TA providers. Specific TA opportunities will be determined through a forthcoming RFQ process to select TA provider(s).
CONTRACT & COMPLIANCE
Question: For the hard copy submission of the proposal, do you need “wet” signatures on the schedules or the letters, or are scanned/printed versions acceptable so that we can collect them more efficiently?
Answer: Wet signatures on the Schedules are preferred but we will accept scanned/printed versions.
Question: Our agency has been receiving funds through Oakland Unite for quite some time now. The current contract originated prior to me coming on as administrative staff. I need clarity around the L/SLBE program and preference points. Does our agency need to produce L/SLBE certification if we are a 501(c)(3) organization? Can you help clarify what an agency of our size and history with Oakland Unite would need to produce?
Answer: Agencies are not required to be certified as a L/SLBE with the City of Oakland to be eligible for this RFP. Applicants that have gone through the certification process and/or who demonstrate Oakland resident workforce may receive preference points awarded by the City’s Contract Compliance Division. Preference points will be considered as part of the review process. More information on preference points and the City’s L/SLBE program is available on both on the Oakland Unite website (a breakdown of preference points is available here) and on the City Contracts & Compliance page. For more information please contact Vivian Inman with Contract Compliance at vinman@oaklandca.gov.
Question: How do we go about filling E-2 for a larger public agency in general? It would be almost impossible and too cumbersome to collect everyone’s drivers license and/or other supporting documents.
Answer: Agencies should fill out E-2 with all employees who reside in Oakland. Larger agencies should refer to the Schedule E-2 form for additional options for back-up documentation for residence verification. For any other questions regarding filling-in E-2 please reach out to Vivian Inman at vinman@oaklandca.gov.
Question: We are applying for an Oakland Unite grant and wanted to get clarification on who needs to be filled out on Schedule E-2. Are we supposed to include all employees of the lead agency or only the employees of the lead agency who are working on the contract project, or employees of the lead agency plus employees from subcontracting agencies working on the project?
Answer: The prime consultant or lead agency completes Schedule E-2, which should have only Oakland residents listed. List all lead agency employees who reside in Oakland regardless of what project they are working on. Please make sure to submit proof of Oakland residency and your last quarterly tax statement.
Question: If you are already set-up with iSupplier account do you need to register again?
Answer: No, you do not.
Question: How do we determine if we are a long-term certified business?
Answer: You should have received a letter from the City certifying you as a long-term business. If you are not sure about your status, contact Vivian Inman at vinman@oaklandca.gov and she can check your status.
Question: Please summarize the preference points under this grant?
Answer: Please refer to the Preference Points handout available here.
Question: Do subcontractors who are not receiving Oakland Unite funds, but are part of the program design, need to be included in Schedule E and/or the budget? Do they require separate sub-contractor budgets?
Answer: All project subcontractors should be listed on Schedule E, the project consultant team form required by Contract Compliance.
For the Oakland Unite budget form, if the sub-contractor is an integral part of the program design but won’t receive Oakland Unite grant funds, then they should be included in the budget as match. Separate line-item budgets are only required for sub-grantees who will be receiving Oakland Unite funds and will carry out a significant portion of the proposed program. See page 21 of the RFP for additional details.
Question: What is the evidence needed to prove years in Oakland?
Answer: Evidence includes a certification application, years of tax returns for the past three years as well as a lease. Contract and Compliance will also look at the history of being in Oakland through business tax certificates. Please see the Contract Compliance website for additional details.
Question: For the resident workforce requirement, is this requirement for the entire organization or for staff who will work on the project outlined in the proposal?
Answer: It is for the entire organization. Please note that if you chose to submit Schedule E-2 (which contains staff’s personal information) Oakland Unite will remove it from proposals and only give to Contract & Compliance. It will not be shared with reviewers.
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