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REQUEST FOR PROPOSAL (RFP) Infant Safe Sleep Education Campaign – RFP-20/21-08

REQUIREMENTS

Our Vision Sacramento County will have strong communities where children are safe, healthy and

reach their full potential.

Our Mission In partnership with the community, we support a prevention and early intervention system that promotes optimal health and development, narrows disparities, and

improves the lives of children 0 to 5 and their families.

The proposal in response to this RFP must be submitted to the Commission Office at:

FIRST 5 SACRAMENTO COMMISSION 2750 Gateway Oaks Drive, Suite 330

Sacramento, CA 95833 (916) 876-5865

www.first5sacramento.net

Due date and time: Tuesday, November 17, 2020 at 5:00 p.m.

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INFANT SAFE SLEEP EDUCATION CAMPAIGN – RFP-20/21-08

TIMELINE AND SCHEDULE

IMPORTANT NOTE: ITEMS LISTED IN BOLD FONT ARE MANDATORY REQUIREMENTS AND DEADLINES. PROPOSERS WHO FAIL TO MEET THESE

REQUIREMENTS WILL HAVE THEIR PROPOSALS REJECTED

Date, Time Event Location/Contact Information

October 8, 2020

Release RFP Available at: www.first5sacramento.net

October 13, 2020

RSVP for Mandatory Conference Deadline

RSVP and register via the following link: Meeting Registration

October 15, 2020 2:00 – 3:30 p.m.

Mandatory Conference Zoom link provided upon RSVP to conference

October 21, 2020

RFP Questions & Answers from Conference released

Available at: www.first5sacramento.net

October 23, 2020 5:00 p.m.

Mandatory Letter of Intent due (electronic submission)

Email: fongli@saccounty.net

November 17, 2020 5:00 p.m.

Proposal Submission Deadline (electronic, mail, or hand delivery)

Electronic submission: link to be provided after Letter of Intent received OR Mail or hand deliver to: First 5 Sacramento Commission 2750 Gateway Oaks Dr., Ste. 330 Sacramento, CA 95833 **if hand delivering, please follow public health guidelines - wear a mask and practice social distancing protocols. Deliveries will be accepted between 2:00 p.m. to 5:00 p.m.

November 30 – December 18, 2020

Proposal Review Process First 5 Sacramento Commission

January 4, 2021

Post Notification of Intent to Award

**due to the public health guidance for the COVID-19 pandemic, the funding recommendations will be posted online only on the First 5 Sacramento website: www.first5sacramento.net

February 8, 2021 12:30 p.m.

Commission Hearing – Proposers recommended for funding are required to attend

**location TBD based on public health guidance for COVID-19. Meeting will either be held via Zoom or in person at the County of Sacramento, Board of Supervisors Chambers. Please check www.first5sacramento.net for guidance to be posted by January 29, 2021

February 9, 2021 – June 30, 2021

Contract Negotiations and Evaluation Plan Development Begins

First 5 Sacramento Commission 2750 Gateway Oaks Dr., Ste. 330 Sacramento, CA 95833

July 1, 2021

Contracts Executed and Services Begin

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OVERVIEW OF THE FUNDING A. Purpose of The Funding The Commission routinely engages in a Strategic Planning process to determine community needs, assets, and gaps where the Commission may be able to have an impact in ensuring children have the best start in life. The 2021 Strategic Plan, which was approved on May 4, 2020, identifies three goals and seven results for investment for Fiscal Years 2021-22 through 2023-24. Subsequently, Commission staff expanded on the Strategic Plan by developing a 2021 Implementation and Systems Improvement Plan, which was approved on August 3, 2020. Both of these plans are available on the Commission’s website at www.first5sacramento.net. The 2021 Implementation and Systems Improvement Plan provides a roadmap for funding. It includes detail regarding funded strategies, the target population, result indicators, and the three-year allocation in the areas of health, early learning, and family support. Within this roadmap, each strategy indicates a funding process. This funding opportunity is a competitive Request for Proposal (RFP) that allows for the submission of proposals detailing proposed services and a budget. Competitive RFPs enable the Commission to seek out qualified proposers that can provide effective services to target communities using evidence-based, best and promising practices. The funding for this competitive RFP is focused on R1: Improve perinatal conditions and decrease infant deaths and Strategy 2: Develop and implement a strategic, culturally responsive infant safe sleep education campaign that promotes safe sleep practices, provides access to safe sleeping environments to those in need, and works to systematically improve and promote safe sleep policies in hospitals and other organizations. Please see the RFP Requirements Sheet at the end of this document for further detail regarding the intent and requirements of this funding opportunity. B. Target Population The First 5 Sacramento Commission funds shall be targeted to pregnant women, children ages zero through five, their parents/caregivers, and early learning professionals in Sacramento County. Children are eligible for Commission funded activities up to their 6th birthday or until they enter kindergarten, whichever comes first. For further detail regarding the specific target population to be served under this RFP, please refer to the RFP Requirements Sheet. C. Amount of Funding and Contract Term Funding is available for three years beginning July 1, 2021 through June 30, 2024. Please see the RFP Requirements Sheet for the recommended funding amounts under this competitive RFP. Funding for approved programs will be subject to periodic fiscal and program evaluation to ensure that the anticipated results are being achieved. The Commission is under no obligation to continue funding beyond the contract term.

ELIGIBILITY TO APPLY A. Eligibility to Submit a Proposal

1. Non-profit organizations, including those applying on behalf of a community collaborative.

2. Lead agencies or fiscal agents applying on behalf of groups such as but not limited to:

Grassroots or community-based groups

Voluntary organizations 3. Private businesses with a current business license, complying with all local, State and

Federal requirements.

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4. Faith-based or religious organizations or groups, although active participation cannot be a prerequisite for individual involvement or participation in funded programs.

Please note that while partnerships and subcontracts are allowed, organizations cannot apply for the funds and then re-grant the funds to other entities to provide the services.

B. Mandatory Letter of Intent 1. All proposers must submit the mandatory Letter of Intent (Attachment I) by the stated

deadline to be eligible to apply. 2. A Letter of Intent must be submitted electronically. It is the responsibility of the proposer

to ensure that the Letter of Intent is received by the stated deadline. Letters of Intent received after the deadline will not be accepted.

REQUEST FOR PROPOSAL REQUIREMENTS The proposal must include a narrative, scope of work, budget, and the required attachments noted in this RFP. Utilize the specified format and include the content and materials as stated in the instructions below. A. FORMAT OF PROPOSAL

a. The narrative portion of the proposal (excluding attachments, forms, and appendices) must respond to the questions in Attachment B and shall be limited to 20 pages (10 double-sided pages), with 1.5 spacing and a 12-point Arial font. Be as succinct as possible in your writing; the quality of information, not volume, is most important. Any pages exceeding the 20-page limitation will be removed from the proposal and will not be reviewed.

b. The proposal narrative must utilize 1-inch margins at the top, bottom, and sides of a 8 ½” by 11” page set-up. If printed, the proposal narrative must be printed double-sided on 8 ½” by 11” white paper.

c. All pages and page numbers, excluding attachments, must be numbered sequentially with the name of the proposer at the top of each page. For printed copies, the proposal materials must not be bound, although a heavy clasp or thick rubber band is acceptable. Expensive binding, colored displays, promotional materials, etc., are not necessary or desired. Do not use binders.

d. Submission of printed copies: If printed copies are delivered via mail or hand delivery to the Commission, a signed original plus five (5) copies of the narrative and attachments must be submitted. All original forms and attachments that require signatures must be signed in blue ink for inclusion in the original proposal package. Signature stamps are not acceptable. The five additional copies may include photocopied signatures.

All proposers submitting a printed proposal must also submit their completed scope of work, budget, and budget narrative electronically to the Planner assigned to this RFP.

Submission electronically: Electronic submission of the proposal will also require signatures in blue ink on all required forms necessitating a signature.

B. REQUIRED DOCUMENTS

Assemble and arrange the proposal in the following order. The order in which items are presented is important because reviewers will follow this order for specific areas to score:

1. RFP Cover Letter and Proposer’s Statements (Attachment A) Complete the Proposal Cover Letter and place at the front of the RFP package. An official authorized to act on behalf of the organization must sign the Proposer’s Statements.

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2. RFP Package Checklist (Attachment A) Complete the checklist to ensure all required elements of the proposal are present.

3. Table of Contents Create a Table of Contents for the RFP package.

4. Proposal Narrative (Attachment B) See the attached RFP Requirements Sheet for specific information regarding the focus and requirements related to this funding opportunity. The narrative shall include the Executive Summary and responses to specific questions (contained in Attachment B) regarding your organization and proposed program. The Proposal Narrative shall be limited to a maximum of 20 (10 double-sided) pages.

5. Scope of Work Form (Attachment C) Include a completed Scope of Work Form for each year of the proposed program. These forms are not counted as part of the Proposal Narrative 20-page maximum.

6. Budget Forms (Attachment D) Proposers should make every effort to develop budgets that are in line with common business practices and adequate to ensure program success. Complete the line item Budget Request Form using the instructions and template in Attachment D of the Supplement. The budget should include the amount requested of the Commission. If staff, subcontractors, or consultants are currently full-time equivalent (FTE) and you are seeking Commission funds for this position, you must describe the actions to be taken to reassign the current duties and ensure the proposed funds will not supplant current funds. If staff, subcontractors, or consultants are part-time and you are seeking Commission funds for this position, you must identify the portion of a full-time position that is currently being funded (by percentage of FTE) and indicate the additional percentage of a FTE that will be funded by the Commission.

All budget request forms should be reviewed by and signed by the Proposer’s authorized fiscal officer or person with fiscal responsibility for the organization. The budget forms are not counted as part of the Proposal Narrative 20-page maximum. A separate budget(s) must be prepared for each of your subcontractors and consultants, if any, for each fiscal year that the funds are requested for subcontractors and consultants.

7. Appendices Section Create an Appendices section of your proposal. The appendices are not counted as a part of the 20-page maximum for the Proposal Narrative. The following documents are to be included in the Appendices section in the order they are listed below:

a. Organizational charts b. Resumes of key project staff (or job description if position is not yet filled) c. Biographical data on subcontractor(s) and consultant(s)

8. Letters of Commitment/Memorandums of Understanding Letters of Commitment or Memorandums of Understanding are required from each collaborative partner involved in this effort. See Attachment B for more specific directions.

9. Certifications and Supporting Documents Required The following certification and documents must be submitted with the RFP package. If your agency is not able to include one of the items listed below, please state why on

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Attachment A, Proposal Package Checklist. If your agency is selected for funding, your agency will need to sign additional certifications prior to the execution of the contract.

a. Annual Non-Supplantation Certification Form (Attachment E) The proposer must sign and submit this form to certify that they are in compliance with the Commission’s Non-Supplantation policy. This form will be required annually for all contractors.

b. Anti-Tobacco Policy Compliance Form (Attachment F) First 5 Sacramento Commission believes that a comprehensive Anti-Tobacco Policy is consistent with the purpose and intent of the Children and Families Act. First 5 Sacramento Commission contractors shall be required to certify that they are in compliance with this Anti-Tobacco Policy prior to receipt of funds. To facilitate this, all proposers shall sign and submit the Anti-Tobacco Policy and Certification Form with their request package.

c. Contractor Certification of Compliance Form/Contractor Identification Form

(Attachment G) All proposers shall be required to complete and attach the Contractor Certification of Compliance Form and Contractor Identification Form that states:

1. Principal owner information relating to any of the new contractor’s principal owners who are subject to a court-ordered child, family and spousal support order has been provided to the District Attorney.

2. New contractor’s principal owners are currently in substantial compliance with any court-ordered child, family and spousal support order, or, in the alternative, have made a good faith effort to become current or arrange a payment schedule with the District Attorney or the court.

3. New contractor has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees.

4. New contractor has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance. All proposers shall include the completed two-page Contractor Certification of Compliance Form and Contractor Identification Form in their request package.

d. Certification Regarding Debarment and Suspension (Attachment H) As a requirement of this RFP, the proposer is certifying that their organization has not been barred from receiving federal funding. This document must be signed and submitted with the proposal. The person signing the certification should have the authority to assure that the agreed upon policies are implemented and followed.

e. Tax Exempt Status, Business Licenses and/or Articles of Incorporation

Include the appropriate document(s) as indicated below.

1. Non-profit, public charity, religious, and other similar organizations must submit proof of its non-profit status from either the Internal Revenue Service or the Franchise Tax Board.

2. Private businesses must submit proof of their current business licenses and be in compliance with all applicable local, State, and Federal requirements.

3. A corporation shall submit evidence of incorporation by the California Secretary of the State. If the corporation is incorporated in a state other than California, it shall submit evidence of corporate registration consistent with that state’s incorporation requirements.

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f. Audited Financial Statement All proposals must include the most recent and complete audited financial statement by an independent, certified public accountant, for a fiscal period not more than 18 months old. The audited financial statement must show evidence of solvency and adequacy of accounting practices. If an audited financial statement is not available, please submit a Federal Income Tax Return (Form 990). If the audit covers a parent firm, the parent firm shall be party to the contract. The Commission may require other information in lieu of the certified audit, if it is of equal value in determining the fiscal stability of the proposer.

Proposers may request an exemption from this requirement, provided all the following stipulations are met:

1. The proposer’s total annual budget is no more than $100,000; 2. Requested funding for the proposed project does not exceed $50,000; and 3. Audited financial statements do not exist.

Insurance If selected for funding, your organization will be required to obtain and maintain

insurance that fulfills Commission and Sacramento County requirements. Failure to conform to insurance requirements shall constitute grounds for termination of the contract.

LEVERAGING AND SUSTAINABILITY

The Commission is committed to sustaining services and outcomes for children and their families. Our goal is that by the end of the three-year strategic plan period (June 2024), funded contractors will be able to absorb a 15% reduction in Commission funding and maintain the same level of service. To document progress towards sustainability, contractors will be required to develop (and/or update) a written Sustainability Plan, complete periodic questionnaires and reports, submit supporting documentation for matching funds and in-kind services, and comply with other monitoring requests. A goal of at least 15% of the requested three-year Commission budget amount is expected by the end of the three-year period (June 30, 2024) for new leveraged resources to replace Commission funding for core contracted services. Please see Attachment B, Application Narrative, for additional instructions.

EVALUATION AND DATA COLLECTION REQUIREMENTS All agencies funded by First 5 Sacramento must manage and monitor their programs to ensure quality and timely work. They will be required to participate in the Commission’s evaluation and contract compliance activities. In order to demonstrate that strategies are resulting in their intended outcomes, providers will collect client consent to participate in the evaluation. Additionally, providers will collect and report client-level and aggregate data for numbers of clients served, client demographics, service usage data, and selected outcomes. These data will be used in conjunction with a Results Based Accountability framework to evaluate outcomes. All funded programs will be required to participate in/perform the following:

1. Work with the Commission’s evaluation contractor to develop an evaluation plan that is based on Commission results, outcomes and indicators. The evaluation plan will document the type of data to be collected, the persons responsible for ensuring that the data are collected and a time line of when the data will be collected and submitted.

2. Collect and report client and program level data as requested by the Commission, using the Commission’s identified database system.

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3. Provide, at a minimum, quarterly contract progress reports.

4. Participate in periodic site visits.

5. Other evaluation activities as the Commission and/or its evaluation consultant deems necessary.

Data Collection Contractors shall be required to utilize the Commission’s data collection and contractor monitoring tool. Use of this tool will require appropriate contractor staff training. Ongoing training and technical assistance will be available to all contractors.

As a condition of receiving First 5 funding, all funded programs are required to provide complete access to data without restriction or financial cost to the Commission/the Commission’s evaluation contractor.

SUBMISSION AND CONTACT PERSON A. Contact Person and Proposal Questions All inquiries concerning this RFP are to be directed to the official contact person listed below.

Please submit your questions to:

Linda Fong-Somera, Program Planner Telephone: (916) 876-7386 E-mail: fongli@saccounty.net

Questions received via email and during the mandatory bidders conference, and the corresponding answers, will be posted on the website: www.first5sacramento.net approximately one week after the conference.

B. Submission

Due to the impact of the COVID-19 pandemic, the Commission is offering options for proposal submission. The proposal can be electronically submitted, mailed, or hand delivered to the Commission. Regardless of delivery method, the Commission must receive the proposal no later than 5:00 p.m. on the due date. Proposals, regardless of the delivery method or postmark, received after the submission deadline will be returned unopened. Electronic Submission: If you are submitting the proposal electronically, please ensure that the signed proposal and all required attachments and certifications are successfully uploaded and submitted by 5:00 p.m. on the due date to the electronic file sharing system. A unique link for your organization and instructions will be provided to you upon the successful submission of the Letter of Intent. Proposers are cautioned that electronic documents may take some time to upload. We encourage you to allow for ample time for this process to occur. Mail or Hand Delivery: If you are submitting the proposal via mail or hand delivery, note that the processing time of U.S. mail can add extra time to the mail delivery, and there may be traffic or other factors out of the Commission’s control that may impact the timing of hand delivery. Mail or hand delivery of the proposal should include a hard copy of the signed original and five (5) copies of the proposal, assembled together in the order specified. Proposals should be placed in one package and mailed or hand delivered to the address below. Hand deliveries will be accepted on the due date between 2:00 p.m and 5:00 p.m. Please note that proposers will be asked to follow public health guidelines to prevent the spread of

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COVID-19, including wearing masks and practicing social distancing, if hand delivering the proposal:

First 5 Sacramento Commission Attention: Julie Gallelo, Executive Director 2750 Gateway Oaks Drive, Suite 330 Sacramento, CA 95833

In addition, please remember to submit the proposal narrative, scope of work, and budget in Word and Excel electronically to the Program Planner assigned to this RFP.

C. Withdrawal of Proposal by Proposer

A proposal may be withdrawn by submission of a written request signed by the director or other authorized representative of the organization. A withdrawal request may be emailed or mailed as follows:

Email: galleloj@saccounty.net Mail: Withdrawal of Proposal Attention: Julie Gallelo, Executive Director First 5 Sacramento Commission 2750 Gateway Oaks Drive, Suite 330 Sacramento, CA 95833

PROPOSAL REVIEW AND AWARD PROCESS Proposals will be reviewed by Commission staff and selected review committee members in a multiple step process.

Step 1: Proposal Package Checklist Each proposal will be reviewed for the submission of required items, documentation, and forms as specified in the Proposal Package Checklist (Attachment A). If a box is not checked, a documented reason must be given for this item. The Checklist must be submitted and will be used by Commission staff to verify that the submitted proposal is complete and has passed or failed Step 1. Step 2: Review of Fiscal Solvency, Organizational Capacity, Program Structure, Budget, Overall Feasibility Each proposal that has successfully passed Step 1 will be reviewed by Commission staff to assess: Fiscal solvency; organizational capacity; program structure; budget, including accuracy and justifications; and feasibility. The point values are assigned for each criterion and weighted according to importance in the proposal.

Step 2 – Internal Review Criteria

Possible Points

Fiscal Solvency Low/med/high risk

Organizational Capacity 5

Program Structure Best/Promising Practice and Strategies 10 Target Population 10

Collaborative Partners 5

Budget 10

Feasibility 10

Maximum Total 50

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Step 3: Review by Ad Hoc Review Team Proposals will be reviewed and scored by an ad hoc review team that will be comprised representatives from the First 5 Sacramento Advisory Committee and community representatives having expertise and/or experience in areas related to the proposals.

The tool for this review team will result in an average score and comments as to strengths and weaknesses. It is critical for proposers to provide complete, clear information in the narrative text of the proposal that is consistent with other information, such as forms, contained in the proposal. The point values are assigned for each criterion and weighted according to importance in the proposal.

Step 3 – External Review Criteria

Possible Points

Part 1: Organization Overview 10

Part 2: Description of Program 75 Target Population: _____ (10 pts max) Program Structure: _____ (40 pts max) Outreach: _____ (10 pts max) Client Management and Retention: _____ (10 pts max) Staffing: _____(5 pts max)

Part 3: Collaborative Partners 5

Part 4: Program Evaluation 5

Part 5: Leveraging Resources and Sustainability 5

Part 6: Budget 30

Part 7: Overall Feasibility of the Proposal 20

Maximum Total 150

Final scoring will be derived from the combined total of the scores from steps 2 and 3 according to the following:

Review stages Maximum Score

Step 1 – Proposal Package Checklist Pass or Fail

Step 2 – Internal Review Team Assessment 50

Step 3 – External Review Team Assessment 150

Total Possible Points 200

Proposals achieving a minimum cumulative score of 100 or more points will be considered for funding.

FUNDING AWARD/NOTIFICATION OF INTENT TO AWARD After proposals have been reviewed and scored, funding recommendations will be posted online at www.first5sacramento.net. Formal funding recommendations will be made by Commission staff to the Commission for action. Proposers will be notified of the staff recommendation no later than fourteen (14) days in advance of the Commission meeting when the RFP will be addressed. Attendance by proposers recommended for funding is required at the public meeting to address the Commissioners’ questions regarding the proposal. Refer to the Timeline for the date of the Commission meeting when funding recommendations will be presented. Please note that due to the COVID-19 pandemic it is unknown at this time if the meeting will take place virtually or in person. Proposers will be notified of the meeting format and provided with instructions for participation at least a week in advance of the Commission meeting.

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OPPORTUNITY TO PROTEST Any proposer wishing to protest disqualification in the screening process or the proposed recommendation(s) must submit a written Letter of Protest within five (5) working days following the posting of funding recommendations. Any protest shall be limited to the following grounds:

1. Procedural irregularities (for example, one of more Proposer(s) treated differently than other Proposers by allowing them to submit additional information after the deadline).

2. Conflict of interest (for example, a member of the Selection Committee is a member of the Board of any bidder organization).

3. Commission is proposing to award the contract to a Proposer other than the Proposer judged to be qualified by the evaluation committee.

Protest letters must contain a complete statement of the basis for the protest, including a clear explanation of the failure of the Commission to follow the rules of the RFP as discussed above. The Letter of Protest must also include the name, title, address, email address, and telephone number of the person representing the protesting party. The written Letter of Protest must reference the RFP title and number, and can be submitted via email to Julie Gallelo, Executive Director, at: galleloj@saccounty.net. Protest letters must be received via email within five (5) working days following the posting of scores and/or funding recommendations. It is the proposer’s responsibility to ensure the email was sent and received by the deadline. Oral protests will not be accepted. Protests will not be accepted after the deadline specified.

All written protests shall be investigated by the Executive Director, or her designee, who shall make a finding regarding any protest within seven (7) working days of receipt of the Letter of Protest.

RIGHTS OF THE COMMISSION The Commission reserves the right to:

1. Make an award of a contract for all the services offered in a RFP or for any portion thereof. 2. Reject any or all proposals received in response to this RFP, or to cancel this RFP or any part

of it, if it is deemed in the best interest of the Commission to do so. 3. To reissue a cancelled RFP. 4. Negotiate changes to proposals. 5. Enter into negotiations with the proposer who submitted the next highest-rated funding

request, or issue a new RFP, if a competitor that is selected through this RFP fails to accept the terms of the Commission’s contract and associated requirements and documents.

6. Require information in addition to the proposal for further evaluation or clarification, if necessary.

7. Make the final determination of the RFP requirements on financial stability, responsibility and review of internal controls as to whether to move the request forward from the screening to the review process.

8. To issue addendums or supplements as needed. 9. Negotiate, make changes, or terminate a contract due to program changes or issues and

resource or funding constraints.

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COST OF DEVELOPING THE PROPOSAL Costs of developing the proposal are entirely the responsibility of the proposer and cannot be charged to the Commission or included in the requested budget. The Commission is prohibited from funding any services that were performed and/or paid for prior to a contract being executed by the Commission.

DISPOSITION AND OWNERSHIP OF THE PROPOSAL

All materials submitted in response to this RFP will become the property of the Commission, and, as such, are subject to the Public Records Act (Government Code Section 6250 et seq.). All findings shall remain confidential until the review process is completed and the Commission has completed the funding approval process.

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Infant Safe Sleep Education Campaign RFP-20/21-08 Requirements Sheet

Overview: Data from the 1990-2009 Sacramento County Child Death Review Team (CDRT) Report indicates that for more than 20 years, African American children have died at twice the rate of children of other races in Sacramento County1. Sadly, even in the most recent 2016 CDRT report, African American children are still dying at more than two times the rate of children of other races2. The top four causes of the disproportionate deaths for African American children include: perinatal conditions, infant safe sleep, child abuse and neglect, and third party homicide3. Utilizing the CDRT data, the Blue Ribbon Commission Report on Disproportionate African American Child Deaths highlighted this disturbing trend and provided insightful data, including information regarding risk factors for the deaths and the specific neighborhoods where higher rates of the disproportionate deaths were occurring4. Many of these deaths are preventable through prevention and early intervention. In particular, infant sleep related deaths can be prevented through education and proper use of recommended safe sleep practices. In 2016, the American Academy of Pediatrics released updated guidelines for safe sleep. Among these recommendations are sleeping baby: on its back, on a firm surface without loose bedding or other soft objects, and room sharing without bed sharing5. First 5 Sacramento has been promoting these guidelines and has funded an infant safe sleep education campaign since 2014. Through this process, the experience has shown us that the messaging needs to be community based, culturally responsive, clear, and consistent. In addition, even when families have knowledge of safe sleep, it is important to make it easy to support and reinforce the desired behaviors. Access to safe sleep tools, such as portable cribs, are an equally important part of the equation. And the data shows that coordinated efforts for promoting safe sleep practices in Sacramento County appears to be working. When comparing three-year rolling averages, the rate per 1,000 infants for African American infant sleep related deaths dropped from 3.7 in 2012-2014 to 1.6 in 2015-2017, representing a 57% decrease6. Moreover, the gap in the disparity between the rates of African American infant sleep related deaths and those of other races is narrowing. While great progress has been made, there is still important work to be done. According to the CDC, “the decline in infant sleep related deaths has slowed since the late 1990s”. In addition, unsafe sleep practices are still common, and close to half of caregivers did not receive correct safe sleep information from their health care providers7. The intent of this RFP is to fund a countywide education campaign to increase awareness and use of safe sleep practices. The goal is to reduce the number of infant sleep related deaths in Sacramento County, particularly for the African American community.

1 http://www.thecapcenter.org/admin/upload/final%2020%20year%20cdrt%20report%202012_1%2026%2012.pdf 2 http://www.thecapcenter.org/why/research-and-publications/child-death-review-team 3 http://www.thecapcenter.org/admin/upload/final%2020%20year%20cdrt%20report%202012_1%2026%2012.pdf 4 https://www.philserna.net/wp-content/uploads/2013/05/Blue-Ribbon-Commission-Report-2013.pdf 5 https://www.aap.org/en-us/advocacy-and-policy/aap-health-initiatives/safe-sleep/Pages/Safe-Sleep-

Recommendations.aspx 6 https://first5sacramento.saccounty.net/Results/Documents/1-2020-RAACD_Report.pdf 7 https://www.cdc.gov/vitalsigns/safesleep/index.html

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Focus of Funding: Proposers should review the Health Priority Implementation Plan Summary for reducing infant deaths. The key strategies and guidelines are as follows: Result 1: Improve perinatal conditions and decrease infant deaths. Strategy 2: Develop and implement a strategic, culturally responsive infant safe sleep education campaign that promotes safe sleep practices, provides access to safe sleeping environments to those in need, and works to systematically improve and promote safe sleep policies in hospitals and other organizations.

Target Audience: African American expecting and new parents in Sacramento County with a child under 6 months of age are the primary target audience. While expecting and new parents of other ethnicities can also receive the safe sleep education and access to safe sleeping environments, the materials, outreach methods, and strategies for education should be targeted to and culturally responsive to the African American community. At least 30% of those receiving the direct education services must be African American. Requirements: The campaign should be community based and culturally responsive in educating the community regarding safe sleep practices. The following are the minimum elements required in the education campaign:

A. African Americans should be the main target of the infant safe sleep education campaign and should constitute at least 30% of those served.

B. In addition to the African American community, the education campaign should prioritize those at high need and high risk for an infant sleep related death.

C. The proposer should utilize data to further determine the target audience. This may include, but is not limited to, data highlighting risk levels or risk factors for specific communities, neighborhoods with higher rates of infant sleep related deaths, Child Death Review Team data, and hospital data.

D. Within the first 3 months, the organization should conduct a review or audit of the Commission’s existing campaign (Safe Sleep Baby: www.thecapcenter.org/what/child-safety/safesleepbaby) to help create recommendations, guide the next steps for 2021-24, and develop an overall campaign strategy. The campaign strategy should include recommendations on ways to improve effectiveness and increase engagement in the campaign.

E. The proposer should seek out and implement effective ways to promote the campaign and its safe sleep messages to the target audience and broader community to increase awareness. Additional promotion and outreach activities should connect parents and caregivers to the campaign for assistance.

F. Education and outreach materials, ads, and collateral materials should be reflective of the target community and should be culturally responsive. The content of the educational materials must follow the most current American Academy of Pediatrics guidelines for safe sleep.

G. The processes and protocols for educating the community should be clear, carried out in a consistent manner, and culturally responsive. Regular quality assurance measures should be put in place to assess the effectiveness and responsiveness of campaign processes and protocols.

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H. Staff providing the outreach and education shall receive initial and on-going training on critical and relevant topics that will assist them in implementing the education campaign, including but not limited to safe sleep practices and training/meeting facilitation. Staff should be culturally responsive and reflective of the diverse community to the extent possible.

I. Different mechanisms for educating parents and caregivers may be utilized, including but not limited to one-on-one or small group formats. In the proposal please be sure to indicate the format of the education, the planned dosage/minimum length of time for the education, and the topics to be covered.

J. The proposal must indicate an alternate and effective way to reach and educate parents/caregivers should COVID-19 pandemic restrictions impact in person interaction. Mechanisms for connecting with parents/caregivers may include, but is not limited to, phone calls or virtual methods (Zoom, Skype, and online app). In the proposal please describe what the alternate methods of communication are, why they will work, and the ease of access for parents/caregivers.

K. At a minimum, the safe sleep education that parents/caregivers received should address the safe sleep practices recommended by the American Academy of Pediatrics, and how to implement them. The education should also address common myths and frequently asked questions.

L. The education sessions should be interactive and provide participants with the opportunity to practice the information presented.

M. Mechanisms to assess changes in knowledge, such as pre and post-tests, must be provided to participants. At least 90% of participants should complete tools to show changes in knowledge.

N. A portion of the education campaign funds (less than 15% of the annual budget) may be used to purchase safe sleep spaces/products. The proposer must also develop and implement a plan for securing additional safe sleep spaces/products if needed.

O. A safe sleeping space, such as a portable crib, may be provided to participants that have fully completed the education and the assessment for changes in knowledge. The safe sleeping spaces should be reserved for those that truly do not have a safe crib or do not have the means to obtain one. In the proposal, please indicate which type of safe sleeping space the campaign proposes to use and why it was selected. Provide evidence that it is safe and effective.

P. The safe sleeping space must meet the American Academy of Pediatric and the U.S. Consumer Product Safety Commission guidelines for approved products.

Q. Proposer must plan to implement mechanisms to track education and safe sleeping product distribution to prevent duplication.

R. Proposers must develop a mechanism to follow up with parents and caregivers who received the education to answer any additional questions, provide support, and assess changes in behavior. A minimum of 30% of the parents/caregivers will be reached and will complete an interaction or assessment to indicate changes in behavior.

S. In addition to direct parent/caregiver education, proposer must work with organizations and systems that interact with expecting and new parents/caregivers to:

further the education campaign message

encourage referrals

seek out opportunities to partner and streamline efforts (such as combined education materials or joint visits)

seek ways to promote systems change This may include collaboration with organizations such as Black Child Legacy Campaign, Child Protective Services, Black Infant Health, Family Resource Centers,

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home visiting programs, parent support groups, clinics, midwives, birth centers, and OB/GYNs. At a minimum, proposer must work with the local health and hospital systems to encourage them to incorporate safe sleep policies and practices within their organizations.

Parameters: Amount of Funding Available: A maximum of $572,049 is available cumulatively over the three-year period. We strongly recommend that an equal budget amount is maintained across all three years as a means to plan for sustainability. However, we will allow reasonable increases in the budgets (not to exceed 2% per year) for years 2 and 3 if necessary and justified. Contractors are not allowed to front load costs in year 1 of the budget.

Note that consistent services should be provided throughout all three years. Contract Term: 07/01/21 – 06/30/24 Eligibility to Apply: Organizations that are eligible to apply include:

1. Non-profit organizations, including those applying on behalf of a community collaborative.

2. Lead agencies or fiscal agents applying on behalf of groups such as but not limited to:

Grassroots or community-based groups

Voluntary organizations 3. Private businesses with a current business license, complying with all local, State and

Federal requirements. 4. Faith-based or religious organizations or groups, although active participation cannot be

a prerequisite for individual involvement or participation in funded programs. Please note that while partnerships and subcontracts are allowed, organizations cannot apply for the funds and then re-grant the funds to other entities to provide the services.

ATTACHMENT A

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PROPOSER COVER LETTER, PROPOSER’S STATEMENTS, AND PROPOSAL CHECKLIST

TO: Linda Fong-Somera First 5 Sacramento Commission

2750 Gateway Oaks Drive, Suite 330 Sacramento, CA 95833

SUBJECT: RFP Title ________________________________________ RFP # ______________________ TYPE OF ENTITY: (CHECK ONE)

Private Nonprofit Private for Profit Faith Based Organization Corporation Individual Owner Partnership Other, specify:

Name of Agency/Proposer (Legal Entity) Name, Parent Corporation (if applicable) Address of Proposer (Street, City, State, Zip Code) Proposer's Federal Tax Identification Number/Individual’s SSN Contact Person (Please Print) (Name, Title, Phone Number) Name and title of person(s) authorized to sign for agency Title of the Program

ATTACHMENT A

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PROPOSER’S STATEMENTS 1. Number of years prospective contractor has been in business under present business

name, as well as prior or related business names: 2. Number of years prospective contractor has been licensed: 3. Number of years of experience prospective contractor has had in providing required,

equivalent, or related services: 4. List contracts completed in last five years.

Year

Contracting

Agency

Type of Service

Location

Amount

5. List contracts, or other commitments (e.g. consulting arrangements), currently in force.

Year

Contracting

Agency

Type of Service

Location

Amount

6. Provide details of any failure to complete a contract or termination of a contract prior to

the end of the contract term.

ATTACHMENT A

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7. Briefly describe any litigation involving the entity, or principal officers thereof, in

connection with any contract.

8. Is all major equipment necessary to complete this project currently on hand?

Yes No

If no, list all major equipment that needs to be purchased.

9. List any commitments or potential commitments, which may impact assets, lines of

credit, or guarantor letters, or otherwise affect the Proposer's ability to perform the contract services.

ATTACHMENT A

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Certification I certify that all statements in this document (Proposal Cover Letter) are true. This certification constitutes a warranty, the falsity of which shall entitle the Commission to pursue any remedy authorized by law, which shall include the right, at the option of the Commission, of declaring any contract made as a result hereof to be void. I agree to provide the Commission with any other information the Commission determines is necessary for the accurate determination of the agency's qualification to provide services. I certify that the (agency's name) will comply with all requirements specified in the RFP and any contract resulting from this RFP process which are applicable to the services which we wish to provide. I agree to the right of the First 5 Sacramento Commission, County, State, and Federal government(s) to audit the financial and other records of the agency named above. Print Name of Proposer or Authorized Agent Signature of Proposer or Authorized Agent Title of Proposer or Authorized Agent Date

ATTACHMENT A

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Proposal Package Checklist

The following list identifies all items that must be submitted in your Proposal package. Check off the items as you include them in your Proposal package. Include this list in your package.

Note: Signatures on original copies must be in blue ink. Your Proposal must include original signatures and documents and must include all of the items in the order of the following list. One (1) Original with all items listed below and Five (5) copies of the proposal (Items 1-8 only) must be provided if submitting a proposal via mail or hand delivery. If an item is not attached, explain why.

1. RFP Proposal Cover Letter and Proposer’s Statements (Attachment A)

2. RFP Proposal Package Checklist (Attachment A)

3. Table of Contents

4. Proposal Narrative (see Attachment B for questions)

5. Scope of Work Form (Attachment C)

6. Budget Forms (Attachment D)

7. Proposal Appendices (as appropriate)

8. Letters of Commitment/Memoranda of Understanding (as appropriate)

9. Annual Non-Supplantation Certification Form (Attachment E)

__ 10. Anti-Tobacco Policy Compliance Form (Attachment F) __ 11. Contractor Certification of Compliance Form/Contractor Identification Form (Attachment G) 12. Certification Regarding Debarment and Suspension (Attachment H)

13. Tax Exempt Status, Business Licenses and/or Articles of Incorporation (as appropriate)

14. Audited Financial Statement

The above items are included in our Proposal package submission. Any exceptions have been noted.

_______________________________________ ______________________________________ RFP Title and RFP # Signature of Proposer/Authorized Agent _______________________________________ Agency Name

PROPOSAL IN RESPONSE TO RFP IS DUE NO LATER THAN 5:00 P.M. on

Tuesday, November 17, 2020 Electronically, via mail or hand delivery

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Attachment B

PROPOSAL NARRATIVE, PARTS 1-5 The proposal narrative is the core component of the proposal where you summarize the key activities and services of your proposed education campaign. Carefully review the RFP Specifications Sheet to ensure that you are meeting all of the requirements listed. Respond to the questions in this Attachment to complete the proposal narrative. Remember, the narrative is limited to 20 pages total (10 double-sided pages), written in 12-point Arial font, 1.5 spacing, and 1-inch margins. Complete your proposal narrative in the following order, and please label your responses to the questions with the following headings:

PART 1 – Organization Overview

Description of the Organization(s)

1. Provide a brief background of the lead organization. Please indicate:

Your organization’s role in the proposed education campaign; and

If there will be a separate organization (other than the one overseeing the campaign) that is acting as the fiscal agent, please provide an overview of that organization. What is the relationship between the fiscal agent and the organization implementing the campaign? Why does the organization have the capacity and qualifications to act as the fiscal agent?

2. Provide a brief background of your organization’s relevant experience and summarize

why your organization is best qualified to meet the needs of the RFP. Please address the following questions:

What is your organization’s experience in providing health and social services?

What is your organization’s experience in serving children ages 0-5 and their families?

What is your organization’s experience in successfully developing and implementing public education campaigns focused on a health issue? How did you measure success? What were the results?

What is your organization’s experience in working with diverse, underserved communities and developing campaigns to reach those communities?

Have you had success with campaigns targeting the African American community? What are some challenges, successes, and lessons learned from campaigns targeted at the African American community that your organization can apply to this education campaign?

3. Place a copy of the organizational chart, including staff names and functions in the

Appendices Section.

PART 2 – Description of the Education Campaign

Scope of Work Narrative The Scope of Work Narrative should reflect a summary of the core information contained in the Scope of Work form (Attachment C in Supplement). Your Scope of Work Narrative is included in the 20-page limit, should reflect the requirements of the RFP Specifications Sheet. Carefully review the bullet points for specific questions to be addressed in each section.

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Target Population for Education Campaign:

4. Describe who will be targeted by the proposed education campaign. Please indicate:

Why have you selected the targeted community(ies)? What data sources did you use to select the target audience?

How does this fit within the requirements of the RFP Specifications Sheet? Your response to this question should be as specific as possible, and should be broken down by the community(ies) to be served (i.e. neighborhood, zip code) and demographic identifiers (i.e. ethnic/language group) as applicable.

How will the education campaign reduce inequities for the AA community?

Please complete the table below to indicate the number of people the education campaign expects to serve over the three-year period:

Proposed Target Population

# Mothers (pregnant or w/infant up to 1 yr.)

# Parents /caregivers

# Providers

# Other (Specify)

Total

Education Campaign Structure:

5. Describe the steps your organization will take to research, plan, and develop the education campaign:

What data and types of information will you use to inform the design of the overall education campaign, as well as the design of the education for parents/caregivers?

The Commission’s Safe Sleep Baby campaign:

(www.thecapcenter.org/what/child-safety/safesleepbaby) has been in existence

since 2014-15. For the proposal, your organization should conduct at least a cursory review of the Safe Sleep Baby campaign to help your research. If funded, how will you use a review and audit of the Safe Sleep Baby campaign to determine recommendations and next steps?

How might other campaigns be used to inform the plans for this specific education campaign?

What will your organization do to ensure that the campaign design is community focused and culturally responsive? What steps will be taken to test the campaign elements and ensure that it will be well received and effective with the target community?

6. Describe the core elements and functions of the proposed education campaign:

What are the core activities and services the education campaign will provide to meet the requirements of the RFP Specifications Sheet? While the following is not the exhaustive list of what is required in the Specifications Sheet, here are a few reminders of some of the key activities to address:

o With regard to describing the safe sleep education for parents/caregivers, be sure to address the format, frequency/dosage, topics to be covered, and location of the activities.

o What processes and protocols will be put in place to ensure the education activities are clear, consistent, and culturally responsive?

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o What quality assurance measures will be put in place to assess the effectiveness and responsiveness of campaign processes and protocols?

o How will you measure changes in participant’s knowledge and behavior? o What safe sleeping space will be provided to those who need one, and

why is that particular safe sleeping space selected?

The current COVID-19 pandemic has impacted families, organizations, and the way in which they can interact with each other. How will your education campaign serve families while addressing COVID limitations? How will your organization conduct quality assurance activities based on these COVID limitations to monitor education campaign progress and consistency across service delivery?

If a similar education campaign is already in existence within your organization, how will the Commission funds be utilized to significantly expand and enhance the services? Commission funding cannot be utilized to duplicate or supplant existing services and funding.

Outreach:

7. Describe outreach activities that will occur to promote the education campaign:

What will your education campaign do to inform the public and the target population about the education campaign, and increase the likelihood of participation?

How will you augment outreach strategies in response to COVID limitations, if needed?

How will your education campaign gather client input (e.g. parents/caregivers involved in the planning, development, and review of education campaign activities) to improve campaign design and delivery?

Staffing:

8. Describe the staffing pattern needed to support the oversight and implementation of the

proposed education campaign:

Please complete the following chart to: identify all staff that will work on this education campaign, estimated time that each staff person will spend on the education campaign, their titles, the key role(s) that each will play, and a summary of their experience that is relevant/necessary for the position. Place resumes (or job descriptions if position is not filled yet) of key education campaign staff in the Appendices Section.

Staff Name (or TBD if to be

hired)

FTE Title Role/Duties Experience

Identify the person who will have primary responsibility for coordinating the education campaign and their connection to the education campaign. Discuss this person’s experience in managing similar education campaigns.

Describe the plans for staff training that will take place to support them in providing safe sleep education.

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How will your agency incorporate on-going mechanisms to increase the cultural responsiveness of staff and the services provided?

Description of Subcontractors - A subcontractor includes individuals or organizations, including consultants, who will be paid if this proposal is funded. If you are proposing to work with a subcontractor(s) to provide needed skills or services for this proposed education campaign, explain why it is necessary to contract with a subcontractor and what their role in the education campaign will be. Also address the key staff qualifications of subcontractor(s). Place resumes or other data reflecting qualifications in the Appendices Section.

Scope of Work (Attachment C) Please complete the scope of work chart for each fiscal year in Attachment C to provide a snapshot of your proposed core activities and service targets. This scope of work chart in Attachment C is not counted as a part of the 20-page limit. Please attach the scope of work to your proposal, and email it to the Education campaign Planner assigned to the RFP.

PART 3 – Collaboration

Description of Collaborative Partners Collaborative partners are individuals or organizations that will assist with and support your education campaign. They will not be paid if this proposal is funded.

9. If collaborative partners are proposed, describe their relevant experience, strengths, and the contributions they bring to the proposed education campaign. Provide information on the roles and responsibilities of the collaborating partners.

Place Letters of Commitment or Memorandums of Understanding from each subcontractor and each collaborative partner involved in this effort, signed by the organization’s authorized designee, after the Appendices Section. Each letter must include evidence of the tangible, specific commitments for persons, time, and resources (services and/or supplies) for carrying out the education campaign.

**If not already addressed in responses to the prior questions, please describe how your organization with work with health and hospital systems, as well as other organizations to further the education campaign, seek referrals, partner on efforts, and create systems change.

Required Commission Collaborations: In addition, please note that the following are community collaborative efforts and issues that First 5 Sacramento will require education campaigns to participate in, if funded. They are:

Help Me Grow (HMG) - HMG is a centralized information and referral system that connects children ages 0-5 to developmental/behavioral assessments in order to identify issues as early as possible. Children with atypical assessments will be linked to early intervention education campaigns and services. More information about Help Me Grow can be found here: www.helpmegrowsac.org.

Adverse Childhood Experiences (ACEs) Aware – ACEs and toxic stress represent a public health crisis. Cumulative adversity, especially when experienced during childhood development, is a root cause to some of the most harmful, persistent, and expensive health challenges facing the state and the nation. The COMMISSION recognizes the effect

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of trauma on child outcomes and the need to be responsive at all levels of service provision, including actively promoting Positive Childhood Experiences (PCEs) to prevent or reduce ACEs. A collaborative, called ACEs Aware, will begin in Sacramento County and will be a part of the Resilient Sacramento meetings. More information about Resilient Sacramento can be found here: www.acesconnection.com/g/sacramento-county-ca-aces-connection.

Home Visitation Collaborative – Sacramento County is fortunate to have a variety of resources to support families with young children, including home visitation and many other health and social service education campaigns. However, a common challenge for providers is knowing who to refer to and helping families efficiently navigate those referrals. The Home Visiting Collaborative is an opportunity for agencies to come together to create referral partnerships, streamline and maximize our efforts.

Racial Equity, Diversity and Inclusion – Systems play a significant role in the contribution and the perpetuation of negative predictable outcomes for communities of color. Our Commission is dedicated to building a more equitable community and making sure that all children and families are supported and have the resources they need to be happy, healthy and successful. We recognized that moving forward we need to work together with the broader community to create long-term, real solutions. As the Commission works on issues related to racial equity and cultural responsiveness, we desire a shared vision of racial equity with our funded partners. Our funded partners will be required to participate in related activities that will be determined collectively over time. Whether it is through trainings, messaging, working on policies and systems change, the Commission will seek out ways to engage funded education campaigns in open conversation and will provide support in this effort.

10. In your proposal narrative, please indicate the following:

What referral processes to HMG will you put in place? If your education campaign will be conducting developmental/behavioral assessments with clients, including the ASQ or ASQ-SE, how will your education campaign regularly share assessment data with HMG?

The Commission aims to support funded partners with becoming trauma informed organizations. Learning about ACEs, shifting practices, building capacity of staff, and building partnerships is key. A representative from each funded organization will be required to participate in Resilient Sacramento meetings. Please identify a key staff person, with decision-making abilities for the organization, who will regularly attend the Resilient Sacramento meetings. How will your organization work towards becoming trauma informed?

Addressing the many factors that can impact a family, such as the social determinants of health, can support their overall well-being and success in your education campaign. This requires connecting families to other resources in the community, such as those that will be part of the Home Visitation Collaborative. Please identify a key staff person, with decision-making abilities for the organization, who will regularly attend the Home Visitation Collaborative meetings. How will your organization build referral partnerships with other organizations serving families?

If not already addressed in other sections of the narrative, what steps will your education campaign take to proactively address racial inequities and cultural responsiveness? Please identify a key staff person, with decision-making abilities for the organization, who will participate in discussions with the Commission on this issue and initiate steps at your organization.

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PART 4 – Education Campaign Evaluation

The Commission utilizes a Results Based Accountability evaluation plan. It is expected that contractors will collaborate with Commission staff and will participate in its evaluation to demonstrate outcomes.

11. Who will oversee education campaign evaluation activities? What are the individual’s

relevant qualifications?

12. How will the education campaign ensure that staff are adequately trained in data collection and data entry? What quality assurance measures will be taken to ensure clean data? Please note that if funded, your organization will be required to enter data in to a Commission approved data system.

13. Indicate if your organization has an existing mechanism for collecting and reporting data.

What type of data does the system provide and how is it used?

PART 5 – Leveraging Resources and Sustainability

During this funding cycle, contractors will be required to develop and/or update a written Sustainability Plan, complete periodic questionnaires and reports, submit supporting documentation for matching funds and in-kind services, and comply with other monitoring requests. The Commission will continue to support and offer technical assistance and capacity building strategies to this end. The requirement of a written Sustainability Plan will have the goal of replacing Commission funding via a cash match, in-kind match, grants, donations, improved efficiencies, partnerships, and other sustaining strategies. By the end of the three-year strategic plan period (June 2024), funded contractors should be able to absorb an assumed 15% reduction in Commission funding and maintain the same level of service. Ultimately, the Commission desires realistic and attainable plans. Good faith effort and progress is expected and will be monitored regularly. When targets are not being met, education campaign improvement plan(s) or other methods may be employed to support contractors in achieving targets. With this information in mind, please address the following questions in your proposal narrative:

14. Describe your organization’s sustainability efforts over the past three years. Has your

organization been able to leverage partnerships and funding, and if so in what amount?

15. How does your organization intend to participate in the development and/or updating, monitoring, and reporting of a sustainability plan and sustainability activities over the FY 2021-24 period? Indicate which position or staff person will lead sustainability planning for your agency, their core duties, and the amount of time (FTE) to be dedicated to this effort.

16. Provide at least 3-5 realistic strategies your organization will implement between FY

2021-2024 to replace at least 15% of Commission funding and sustain core services in the 2021 funding cycle.

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ATTACHMENT C Instructions

SCOPE OF WORK

The Scope of Work is a concise summary of the core activities written in the proposal narrative. It provides a snapshot of the big picture of what, who, where, and when. The Scope of Work must be completed as outlined below, and a separate form should be used for each Strategy addressed by your Proposal. Complete a separate form for each fiscal year if activities and funding request will vary across fiscal years. If your proposal is funded, the Scope of Work will be used to develop the contract. Use the following information to assist you in answering columns 1 – 4 on the Scope of Work form: Column 1: Identify major objectives that will be implemented to achieve your program’s goal. The

major objectives represent the core areas of your program necessary to achieve your goal. For example, staff training, outreach, or provision of a set of services to clients.

Column 2: List the key activities that are necessary to accomplish each major objective. Your

activity description should be specific (what service will be provided, who will deliver and/or receive the service; if applicable when and where the service will be provided). The description should quantify the amount of service to be provided when applicable.

Column 3: List the number of people to be served. Column 4: Estimate the amount of budget and percent for each major objective. The total must

match the total documented in the Budget and Budget Narrative for each year. Note: it is important to work with your fiscal/accountant staff on this portion of the Scope of Work.

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ATTACHMENT C

FIRST 5 SACRAMENTO COMMISSION

SCOPE OF WORK EXAMPLE

Please complete the following form and include in your RFP packet. Instructions for filling out this form follow.

APPLICANT NAME/ORGANIZATION: HEALTHY START___________________________________________________ NOTE: If you are proposing a multi-year project, you must complete a separate form for each fiscal year.

___ FY 2021-22 Total FY Amount: $_200,000_________ ____ FY 2022-23 Total FY Amount: $_______________

___ FY 2023-24 Total FY Amount: $_________________

Implementation Strategy: Parent education on safe sleep.

1

MAJOR OBJECTIVE

2

ACTIVITIES

3

# SERVED

4

AMOUNT AND

% OF

BUDGET

Train 5 Community Health Workers (CHWs) who will provide infant health and safety education to at risk expecting and new parents in the Oak Park, Fruitridge, and Valley Hi areas.

Review and revise the Healthy Start curriculum, training modules, and assessment tools.

$ 20,000 (10.0%)

The Program Manager will provide a 10 hour, four part series training, to at least 5 CHWs regarding program curriculum, use of assessment tools, data collection and data entry, and working with clients.

The Program Manager will conduct a mid-year training for all staff to assess program progress, review implementation of the curriculum, and provide technical assistance.

Promote the Healthy Start education program in the Oak Park, Fruitridge, and Valley Hi communities to recruit program participants.

The CHWs will create electronic promotional materials (such as an infographic and ads) and an online interest form to promote the program and collect contact information for those interested in participating.

$ 10,000 (5.0%)

The CHWs will promote the infant health and safety classes electronically to increase awareness. At a minimum, electronic flyers and/or program announcements in at least 2 online community boards or newsletters, and 2-3 social media messages will be posted monthly to reach the target community.

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The CHWs will connect with community partners (faith based groups, community clinics, schools, community groups, parent groups) to conduct a minimum of 2 virtual presentations a quarter to increase interest and secure participants for the program.

Provide Healthy Start infant health education to at risk expecting and new parents in Oak Park, Fruitridge, and Valley Hi.

The 5 CHWs will provide an initial and post assessment to at least 500 parents participating in the infant health and safety education training. Parents will receive at least a two-hour training on infant health and safety practices, engage in a question and answer session, and practice at least 3 of the infant health and safety strategies during the class.

500 $120,000 (60%)

The 5 CHWs will provide follow up calls to all parents that participated in the infant health and safety class to answer questions, provide additional education, and administer a survey to assess if parents are following infant health recommendations. At least 75% of participants will be reached.

375

The Program Manager and Program Coordinator will conduct monthly check-ins with the CHWs, and will provide technical assistance to the CHWs as needed.

Provide Healthy Start train the trainer to local organizations in Sacramento County.

The Program Manager will provide a two-hour train the trainer via Zoom on the Healthy Start curriculum to at least 20 community based organizations working with new and expecting parents. Referral instructions will be provided to each site.

40 $20,000 (10%)

Administrative costs, audit: $10,000

Indirect (10%): $20,000

TOTAL: $200,000

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ATTACHMENT C

FIRST 5 SACRAMENTO COMMISSION

SCOPE OF WORK

Please review the instructions and complete the following form to include in your RFP packet. These tables are not

included in the 20-page maximum for your proposal narrative.

APPLICANT NAME/ORGANIZATION: ___________________________________________________________________ NOTE: Applicants must complete a separate form for each fiscal year.

___ FY 2021-22 Total FY Amount: $_________________ ____ FY 2022-23 Total FY Amount: $_______________

___ FY 2023-24 Total FY Amount: $_________________

Implementation Strategy:

1

MAJOR OBJECTIVE

2

ACTIVITIES

3

# SERVED

4

AMOUNT AND

% OF BUDGET

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Implementation Strategy:

1

MAJOR OBJECTIVE

2

ACTIVITIES

3

# SERVED

4

AMOUNT AND

% OF BUDGET

Administrative costs, audit:

Indirect (max 10% of budget total, excluding consultants/subcontractors and capital expenses:

TOTAL:

BUDGET TEMPLATE INSTRUCTIONS

The 2021 Strategic Plan consists of 3 fiscal years as follows:

FY 21/22 Year 1 July 1, 2021 to June 30, 2022

FY 22/23 Year 2 July 1, 2022 to June 30, 2023

FY 23/24 Year 3 July 1, 2023 to June 30, 2024

The budget template consists of 5 tabs. The tabs are:

Face Sheet

FY 2122

FY 2223

FY 2324

Summary

Step-by-Step Instructions

TAB: Face Sheet (Refer to Attachment BT – 1)

☐ Step 1

Identify the organization’s legal name as filed on the Articles of Incorporation or other legal filing. This

will populate to the other tabs.

☐ Step 2

Provide the mailing address where any correspondence should be sent.

☐ Step 3

Provide program contact information. This will populate to the other tabs.

☐ Step 4

Provide fiscal contact information.

☐ Step 5

Insert 3 year award amount.

☐ Step 6

Once your award amount has been entered, the form will automatically show you two ways the funds

may be allocated over the 3 years. If the recommended allocation is desired, do nothing and proceed to

Step 7. If the optional allocation is desired, type an “x” in white box and proceed to Step 7.

TAB: FY 2122, FY 2223, & FY 2324 (Refer to Attachment BT – 2a)

Personnel

☐ Step 7

Enter the title or role the person is filling.

☐ Step 8

Enter the name of the person.

☐ Step 9

Enter the amount the person earns on an annual basis.

☐ Step 10

Enter the FTE (full-time equivalent in a 40 hour week) the employee will work on this program.

(i.e., 25 hours per week is 25/40 or .625 FTE)

☐ Step 11

The cell will calculate salary x FTE = amount requested from First 5 for the employee’s time.

☐ Step 12

Enter a justification that includes duties to be performed for the program.

Benefits

☐ Step 13

Enter the amount of benefits for all personnel that will be reimbursed by the First 5.

Operating Expenses (Refer to Attachment BT – 2b)

☐ Step 14

Enter a short description of the item or group of items for funding.

☐ Step 15

Enter the cost calculation for the line item. Include how you arrived at the amount requested.

☐ Step 16

Enter the amount requested from First 5.

☐ Step 17

Enter the budget justification and how it supports the purpose of the program. Explain what is needed,

why it is needed, and who is it for.

Equipment (Refer to Attachment BT – 2c)

☐ Step 18

The Equipment category is filled out the same as Operating Expenses and is only for equipment over

$5,000. Add the asset life into the justification (i.e., 5 years).

Subcontracts/Consultants

☐ Step 19

Fill in the name, budget amount and justification. NOTE: A separate budget needs to be submitted for

each Subcontractor/Consultant. The Subcontracts/Consultants Budget is filled out the same as Agency

Budget.

Indirect Costs

☐ Step 20

First 5 Sacramento Commission does not pay for indirect costs percentages calculated on subcontractors

or consultants. The indirect cost rate (ICR) should not exceed 10% of the contract budget minus

subcontracts and consultants. The ICR should not exceed your organization’s actual indirect rate if less

than 10%.

Contract Totals

☐ Step 21

Ensure that the budget matches the allocation.

TAB: Summary

The Summary tab is an autofill page that enables a summary look of all three years and the total. There

is nothing to complete on this page.

Attachment BT - 1

Budget Template

Tab: Face Sheet

Refer to the step-by-step instructions

Step 4

Step 2

Step 3 Step 6

Step 5

Step 1

Attachment BT – 2a

Budget Templates Tab 2324 (complete one for each year)

Refer to the step-by-step instructions

I. PERSONNELAnnual Contract

Title/Role Name Salary FTE Budget Budget Justification/Duties

Program Director Susan Martinez 75,000.00$ 0.07 5,250.00$ Program oversight; ensures program compliance and staff performance; monitors budget

and expenditures; acts as main liaison to First 5 and community partners, develop and

implement sustainabilty program.

ECE Specialist Terri Kelly 60,343.20$ 0.50 30,171.60$ Monitors program quality, oversees implementation and development of workshops,

supports teacher in planning and implementing playgroups; compiles and submits

quarterly progress reports to First 5.

Playgroup Teacher Shannon Rowan 62,424.00$ 0.75 46,818.00$ Leads parent child playgroups; develops and implements activities for parent child

playgroups; schedules and facilitates parent engagement workshops; observes parent-

child interaction, communicates with parents.

Teaching Assistant Denise Lovell 43,696.80$ 0.75 32,772.60$ Assist teacher during parent child playgroups; provide support to families at playgroups

and workshops; administers screenings.

Family Service Specialist Dawn Cook 49,500.00$ 0.25 12,375.00$ Provides outreach and recruitment to parents; creates newsletters and other parent

materials; provides support to parents at workshops; refers parents to community

services.

Sr. Accountant Barry Stanly 55,000.00$ 0.05 2,750.00$ Provides fiscal support i.e., budget development and invoicing.

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

Total Personnel 130,137.20$

II. BENEFITSContract

Rate Budget

32.0% 41,643.90$

Total Benefits 41,643.90$

Line Item

Fringe Benefits

Step

7

Step

8

Step

9

Step

10

Step

11

Step

12

Step

13

Attachment BT – 2b

Budget Template

Refer to the step-by-step instructions

III. OPERATING EXPENSESContract

Line Item Budget Budget Justification/Use

Rent and Utilities 6,250.00$ Rent and utilities are tracked by square footage then assigned to employee by cubical or

office with a portion of shared space. Cost is tracked to program by time survey.

Playgroup matierials 4,690.00$ Playgroup materials are used to supply teachers, parents, and children with the tools

necessary to provide a fun and educational learning environment. Materials include

books, music CD's, software, paints, brushes, crayons, paper, scissors, and other like

items.

Office Supplies 200.00$ Office supplies used to run the day to operations necessary to support the program.

Items include paper, staples, clips, post-its, files, folders, binders, desk accessories, and

other items commonly used in an office environment.

Telephone/Communications 715.50$ This is the cost to maintain telephone lines for the program staff and includes a portion of

cell phone use.

Reproduction/Copying 165.00$ Copys are used to support the program by creating flyers, educational materials, and

communications with parents. Copies are also necessary for the day to day operations.

Travel 431.25$ Includes mileage reimbursments for program staff to travel to meetings, trainings, site

visits, and other local travel needed for the program.

-$

Total Operating Expenses 12,451.75$

10,000 sq ft ($2.50 sq ft) total with .25 used by

assigned staff

1000 Books @ $1.99 = $1,990, music, software

$200, art supplies for 1000 @ $2.50 = $2500

Cost allocation based on $800/yr x .25 assigned

staff = $200

Cost allocated by program staff $ 750 X .25

used by assigned staff = $187.50, Two cell

phones x $22/mo x 12 = $528

750 flyers @ .15 color, 750 other black & white

@ .07

750 x .575 fed reimbursement rate

Cost Description

Step

14

Step

15

Step

16

Step

17

Attachment BT – 2c

Budget Template Tab: FY 2324

Refer to the step-by-step instructions

IV. EQUIPMENT(over $5,000) Contract

Budget Budget Justification/Use

-$

-$

-$

-$

V. SUBCONTRACTS/CONSULTANTSContract

Budget Budget Justification/Use

-$ Complete separate budget template

-$ Complete separate budget template

-$ Complete separate budget template

-$ Complete separate budget template

-$ Complete separate budget template

-$

VI. INDIRECT

Contract

Rate Budget

10.00% 19,767.15$

Total Indirect 19,767.15$

FISCAL YEAR 2023/24

Year 3 204,000.00$

3

Total Subcontracts/Consultants

Line Item

Indirect

CONTRACT TOTALS

Line Item

NONE

Total Equipment

Line Item

Step

18

Step 19

Step

20

Step 21

STRATEGIC PLAN 2021

Legal Name of Organization/Individual: Overall Award:

Recommended Optional

Address: Allocation Allocation

21/22 Year 1 -$ -$

22/23 Year 2 -$ -$

23/24 Year 3 -$ -$

PROGRAM CONTACT - Name and Title Total -$ -$

Telephone Number (w/area code): Enter an "x" in box to left to select the optional

method, otherwise it will default to the

Email Address: Recommended Allocation.

FISCAL CONTACT - Name and Title

Telephone Number (w/area code):

Email Address:

Contract Number:

(leave blank)

FISCAL YEAR 2021/22 Year 1 Organization: 0

Allocation Contact: 0

-$ -

I. PERSONNELAnnual Contract

line Title/Role Name Salary FTE Budget Budget Justification/Duties

101 -$

102 -$

103 -$

104 -$

105 -$

106 -$

107 -$

108 -$

109 -$

110 -$

111 -$

112 -$

113 -$

114 -$

115 -$

116 -$

117 -$

118 -$

119 -$

120 -$

121 -$

122 -$

123 -$

124 -$

125 -$

Total Personnel -$

II. BENEFITSContract

line Rate Budget

201 #REF! -$

Total Benefits -$

III. OPERATING EXPENSESContract

line Line Item Budget Budget Justification/Use

301 $ -

302 $ -

303 $ -

304 $ -

305 $ -

306 $ -

307 $ -

Cost Description

Line Item

Fringe Benefits

Page 1 of 3

FISCAL YEAR 2021/22 Year 1 Organization: 0

Allocation Contact: 0

-$ -

308 $ -

309 $ -

310 $ -

311 $ -

312 $ -

313 $ -

314 $ -

315 $ -

316 $ -

317 $ -

318 $ -

319 $ -

320 $ -

321 $ -

322 $ -

323 $ -

324 $ -

325 $ -

326 $ -

327 $ -

328 $ -

329 $ -

330 $ -

-$

IV. EQUIPMENT(over $5,000) Contract

line Budget Budget Justification/Use

401 $ -

402 $ -

403 $ -

-$

V. SUBCONTRACTS/CONSULTANTSContract

line Budget Budget Justification/Use

501 $ - Complete separate budget template

502 $ - Complete separate budget template

503 $ - Complete separate budget template

504 $ - Complete separate budget template

505 $ - Complete separate budget template

-$

VI. INDIRECT

Contract

line Rate Budget

601 #REF! -$

Total Equipment

Line Item

Line Item

Indirect

Total Subcontracts/Consultants

Line Item

Total Operating Expenses

Page 2 of 3

FISCAL YEAR 2021/22 Year 1 Organization: 0

Allocation Contact: 0

-$ -

Total Indirect -$

FISCAL YEAR 2021/22

Year 1 -$

3

CONTRACT TOTALS

Page 3 of 3

FISCAL YEAR 2022/23 Year 2 Organization: 0

Allocation Contact: 0

-$ -

I. PERSONNELAnnual Contract

line Title/Role Name Salary FTE Budget Budget Justification/Duties

101 -$

102 -$

103 -$

104 -$

105 -$

106 -$

107 -$

108 -$

109 -$

110 -$

111 -$

112 -$

113 -$

114 -$

115 -$

116 -$

117 -$

118 -$

119 -$

120 -$

121 -$

122 -$

123 -$

124 -$

125 -$

Total Personnel -$

II. BENEFITSContract

line Rate Budget

201 #REF! -$

Total Benefits -$

III. OPERATING EXPENSESContract

line Line Item Budget Budget Justification/Use

301 $ -

302 $ -

303 $ -

304 $ -

305 $ -

306 $ -

307 $ -

Cost Description

Line Item

Fringe Benefits

Page 1 of 3

FISCAL YEAR 2022/23 Year 2 Organization: 0

Allocation Contact: 0

-$ -

308 $ -

309 $ -

310 $ -

311 $ -

312 $ -

313 $ -

314 $ -

315 $ -

316 $ -

317 $ -

318 $ -

319 $ -

320 $ -

321 $ -

322 $ -

323 $ -

324 $ -

325 $ -

326 $ -

327 $ -

328 $ -

329 $ -

330 $ -

Total Operating Expenses -$

IV. EQUIPMENT(over $5,000) Contract

line Budget Budget Justification/Use

401 $ -

402 $ -

403 $ -

-$

V. SUBCONTRACTS/CONSULTANTSContract

line Budget Budget Justification/Use

501 $ - Complete separate budget template

502 $ - Complete separate budget template

503 $ - Complete separate budget template

504 $ - Complete separate budget template

505 $ - Complete separate budget template

-$

VI. INDIRECT

Contract

line Rate Budget

601 #REF! $ -

Line Item

NONE

Total Equipment

Line Item

Total Subcontracts/Consultants

Line Item

Indirect

Page 2 of 3

FISCAL YEAR 2022/23 Year 2 Organization: 0

Allocation Contact: 0

-$ -

Total Indirect -$

FISCAL YEAR 2022/23

Year 2 -$

3

CONTRACT TOTALS

Page 3 of 3

FISCAL YEAR 2023/24 Year 3 Organization: 0

Allocation Contact: 0

-$ -

I. PERSONNELAnnual Contract

line Title/Role Name Salary FTE Budget Budget Justification/Duties

101 -$

102 -$

103 -$

104 -$

105 -$

106 -$

107 -$

108 -$

109 -$

110 -$

111 -$

112 -$

113 -$

114 -$

115 -$

116 -$

117 -$

118 -$

119 -$

120 -$

121 -$

122 -$

123 -$

124 -$

125 -$

Total Personnel -$

II. BENEFITSContract

line Rate Budget

201 #REF! -$

Total Benefits -$

III. OPERATING EXPENSESContract

line Line Item Budget Budget Justification/Use

301 -$

302 -$

303 -$

304 -$

305 -$

306 -$

307 -$

Cost Description

Line Item

Fringe Benefits

Page 1 of 3

FISCAL YEAR 2023/24 Year 3 Organization: 0

Allocation Contact: 0

-$ -

308 -$

309 -$

310 -$

311 -$

312 -$

313 -$

314 -$

315 -$

316 -$

317 -$

318 -$

319 -$

320 -$

321 -$

322 -$

323 -$

324 -$

325 -$

326 -$

327 -$

328 -$

329 -$

330 -$

Total Operating Expenses -$

IV. EQUIPMENT(over $5,000) Contract

line Budget Budget Justification/Use

401 -$

402 -$

403 -$

-$

V. SUBCONTRACTS/CONSULTANTSContract

line Budget Budget Justification/Use

501 -$ Complete separate budget template

502 -$ Complete separate budget template

503 -$ Complete separate budget template

504 -$ Complete separate budget template

505 -$ Complete separate budget template

-$

VI. INDIRECT

Contract

line Rate Budget

601 #REF! -$

Line Item

NONE

Total Equipment

Line Item

Total Subcontracts/Consultants

Line Item

Indirect

Page 2 of 3

FISCAL YEAR 2023/24 Year 3 Organization: 0

Allocation Contact: 0

-$ -

Total Indirect -$

FISCAL YEAR 2023/24

Year 3 -$

3

CONTRACT TOTALS

Page 3 of 3

Strategic Plan 2021

Organization:

Contact:

FY 2021/22 FY 2022/23 FY 2023/24 Strategic Plan 2021-24

Budget Categories Contract Contract Contract Contract Totals

I. PERSONNEL -$ -$ -$ -$

II. BENEFITS -$ -$ -$ -$

III. OPERATING EXPENSES -$ -$ -$ -$

IV. EQUIPMENT -$ -$ -$ -$

V. SUBCONTRACTS -$ -$ -$ -$

VI. INDIRECT -$ -$ -$ -$

TOTAL -$ -$ -$ -$

0

0

-

STRATEGIC PLAN 2021

Legal Name of Organization/Individual: Overall Award: 600,000.00$

Sac Kids, Inc.

Recommended Optional

Address: Allocation Allocation

123 Garden Hwy 21/22 Year 1 200,000.00$ 196,000.00$

Sacramento, CA 95833 22/23 Year 2 200,000.00$ 200,000.00$

23/24 Year 3 200,000.00$ 204,000.00$

PROGRAM CONTACT - Name and Title Total 600,000.00$ 600,000.00$

Susan Martinez, Program Director

Telephone Number (w/area code): x Enter an "x" in box to left to select the optional

916 222-5580 method, otherwise it will default to the

Email Address: Recommended Allocation.

Smartinez@sackids.org

FISCAL CONTACT - Name and Title

Barry Stanly

Telephone Number (w/area code):

916 222-5588

Email Address:

Bstanley@sackids.org

Contract Number:

(leave blank)

FISCAL YEAR 2021/22 Year 1 Organization: Sac Kids, Inc.

Allocation Contact: Susan Martinez, Program Director

196,000.00$ 916 222-5580 - Smartinez@sackids.org

I. PERSONNELAnnual Contract

line Title/Role Name Salary FTE Budget Budget Justification/Duties

101

Program Director Susan Martinez 75,000.00$ 0.10 7,500.00$ Program oversight; ensures program compliance and staff performance; monitors budget and

expenditures; acts as main liaison to First 5 and community partners, develop and implement

sustainabilty program.

102

ECE Specialist Terri Kelly 58,000.00$ 0.50 29,000.00$ Monitors program quality, oversees implementation and development of workshops, supports

teacher in planning and implementing playgroups; compiles and submits quarterly progress reports

to First 5.

103

Playgroup Teacher Shannon Rowan 60,000.00$ 0.75 45,000.00$ Leads parent child playgroups; develops and implements activities for parent child playgroups;

schedules and facilitates parent engagement workshops; observes parent-child interaction,

communicates with parents.

104

Teaching Assistant Denise Lovell 42,000.00$ 0.75 31,500.00$ Assist teacher during parent child playgroups; provide support to families at playgroups and

workshops; administers screenings.

105

Family Service Specialist Dawn Cook 45,000.00$ 0.25 11,250.00$ Provides outreach and recruitment to parents; creates newsletters and other parent materials;

provides support to parents at workshops; refers parents to community services.

106 Sr. Accountant Barry Stanly 50,000.00$ 0.05 2,500.00$ Provides fiscal support i.e., budget development and invoicing.

107 -$

108 -$

109 -$

110 -$

111 -$

112 -$

113 -$

114 -$

115 -$

116 -$

117 -$

118 -$

119 -$

120 -$

121 -$

122 -$

123 -$

124 -$

125 -$

Total Personnel 126,750.00$

II. BENEFITSContract

line Rate Budget

201 32.0% 40,560.00$

Total Benefits 40,560.00$

III. OPERATING EXPENSES

Line Item

Fringe Benefits

Page 1 of 3

FISCAL YEAR 2021/22 Year 1 Organization: Sac Kids, Inc.

Allocation Contact: Susan Martinez, Program Director

196,000.00$ 916 222-5580 - Smartinez@sackids.org

Contract

line Line Item Budget Budget Justification/Use

301

Rent and Utilities 6,362.50$ Rent and utilities are tracked by square footage then assigned to employee by cubical or office with

a portion of shared space. Cost is tracked to program by time survey.

302

Playgroup matierials 4,758.00$ Playgroup materials are used to supply teachers, parents, and children with the tools necessary to

provide a fun and educational learning environment. Materials include books, music CD's, software,

paints, brushes, crayons, paper, scissors, and other like items.

303

Office Supplies 200.00$ Office supplies used to run the day to operations necessary to support the program. Items include

paper, staples, clips, post-its, files, folders, binders, desk accessories, and other items commonly

used in an office environment.

304

Telephone/Communications 715.50$ This is the cost to maintain telephone lines for the program staff and includes a portion of cell

phone use.

305

Reproduction/Copying 165.00$ Copys are used to support the program by creating flyers, educational materials, and

communications with parents. Copies are also necessary for the day to day operations.

306

Travel 426.05$ Includes mileage reimbursments for program staff to travel to meetings, trainings, site visits, and

other local travel needed for the program.

307

Training/Conferences 1,544.00$ is for two program staff to attend the annual 2 day Best Practices Conference in San Diego, CA.

Includes registration, travel, hotel, meals, and incidentals.

308 $ -

309 $ -

310 $ -

311 $ -

312 $ -

313 $ -

314 $ -

315 $ -

316 $ -

317 $ -

318 $ -

319 $ -

320 $ -

321 $ -

322 $ -

323 $ -

324 $ -

325 $ -

326 $ -

327 $ -

328 $ -

329 $ -

330 $ -

14,171.05$ Total Operating Expenses

10,180 sq ft ($2.50 sq ft) total with .25 used by

assigned staff

1000 Books @ $1.99 = $1,990, music, software $268,

art supplies for 1000 @ $2.50 = $2500

Cost allocation based on $800/yr x .25 assigned staff

= $200

Cost allocated by program staff $ 750 X .25 used by

assigned staff = $187.50, Two cell phones x $22/mo

x 12 = $528

750 flyers @ .15 color, 750 other black & white @

.07

740 x .575 fed reimbursement rate

2 x $150 reg.= $300, 2 x $232 travel = $464, 2

x $250 Hotel = $ 500, 2 x $140 M&I = $280

Cost Description

Page 2 of 3

FISCAL YEAR 2021/22 Year 1 Organization: Sac Kids, Inc.

Allocation Contact: Susan Martinez, Program Director

196,000.00$ 916 222-5580 - Smartinez@sackids.org

IV. EQUIPMENT(over $5,000) Contract

line Budget Budget Justification/Use

401 $ -

402 $ -

403 $ -

-$

V. SUBCONTRACTS/CONSULTANTSContract

line Budget Budget Justification/Use

501 $ - Complete separate budget template

502 $ - Complete separate budget template

503 $ - Complete separate budget template

504 $ - Complete separate budget template

505 $ - Complete separate budget template

-$

VI. INDIRECT

Contract

line Rate Budget

701 9.00% 14,518.95$

Total Indirect 14,518.95$

FISCAL YEAR 2021/22

Year 1 196,000.00$

3

Line Item

Total Equipment

CONTRACT TOTALS

Line Item

Line Item

Indirect

Total Subcontracts/Consultants

Page 3 of 3

FISCAL YEAR 2022/23 Year 2 Organization: Sac Kids, Inc.

Allocation Contact: Susan Martinez, Program Director

200,000.00$ 916 222-5580 - Smartinez@sackids.org

I. PERSONNELAnnual Contract

line Title/Role Name Salary FTE Budget Budget Justification/Duties

101

Program Director Susan Martinez 75,000.00$ 0.10 7,500.00$ Program oversight; ensures program compliance and staff performance; monitors budget and

expenditures; acts as main liaison to First 5 and community partners, develop and implement

sustainabilty program.

102

ECE Specialist Terri Kelly 59,160.00$ 0.50 29,580.00$ Monitors program quality, oversees implementation and development of workshops, supports

teacher in planning and implementing playgroups; compiles and submits quarterly progress reports

to First 5.

103

Playgroup Teacher Shannon Rowan 61,200.00$ 0.75 45,900.00$ Leads parent child playgroups; develops and implements activities for parent child playgroups;

schedules and facilitates parent engagement workshops; observes parent-child interaction,

communicates with parents.

104

Teaching Assistant Denise Lovell 42,840.00$ 0.75 32,130.00$ Assist teacher during parent child playgroups; provide support to families at playgroups and

workshops; administers screenings.

105

Family Service Specialist Dawn Cook 47,500.00$ 0.25 11,875.00$ Provides outreach and recruitment to parents; creates newsletters and other parent materials;

provides support to parents at workshops; refers parents to community services.

106 Sr. Accountant Barry Stanly 53,000.00$ 0.05 2,650.00$ Provides fiscal support i.e., budget development and invoicing.

107 -$

108 -$

109 -$

110 -$

111 -$

112 -$

113 -$

114 -$

115 -$

116 -$

117 -$

118 -$

119 -$

120 -$

121 -$

122 -$

123 -$

124 -$

125 -$

Total Personnel 129,635.00$

II. BENEFITSContract

line Rate Budget

201 32.0% 41,483.20$

Total Benefits 41,483.20$

III. OPERATING EXPENSES

Line Item

Fringe Benefits

Page 1 of 3

FISCAL YEAR 2022/23 Year 2 Organization: Sac Kids, Inc.

Allocation Contact: Susan Martinez, Program Director

200,000.00$ 916 222-5580 - Smartinez@sackids.org

Contract

line Line Item Budget Budget Justification/Use

301

Rent and Utilities 6,250.00$ Rent and utilities are tracked by square footage then assigned to employee by cubical or office with

a portion of shared space. Cost is tracked to program by time survey.

302

Playgroup matierials 4,490.00$ Playgroup materials are used to supply teachers, parents, and children with the tools necessary to

provide a fun and educational learning environment. Materials include books, music CD's, software,

paints, brushes, crayons, paper, scissors, and other like items.

303

Office Supplies 200.00$ Office supplies used to run the day to operations necessary to support the program. Items include

paper, staples, clips, post-its, files, folders, binders, desk accessories, and other items commonly

used in an office environment.

304

Telephone/Communications 715.50$ This is the cost to maintain telephone lines for the program staff and includes a portion of cell

phone use.

305

Reproduction/Copying 165.00$ Copys are used to support the program by creating flyers, educational materials, and

communications with parents. Copies are also necessary for the day to day operations.

306

Travel 431.25$ Includes mileage reimbursments for program staff to travel to meetings, trainings, site visits, and

other local travel needed for the program.

307

308 $ -

309 $ -

310 $ -

311 $ -

312 $ -

313 $ -

314 $ -

315 $ -

316 $ -

317 $ -

318 $ -

319 $ -

320 $ -

321 $ -

322 $ -

323 $ -

324 $ -

325 $ -

326 $ -

327 $ -

328 $ -

329 $ -

330 $ -

Total Operating Expenses 12,251.75$

IV. EQUIPMENT

10,000 sq ft ($2.50 sq ft) total with .25 used by

assigned staff

1000 Books @ $1.99 = $1,990, art supplies for 1000

@ $2.50 = $2500

Cost allocation based on $800/yr x .25 assigned staff

= $200

Cost allocated by program staff $ 750 X .25 used by

assigned staff = $187.50, Two cell phones x $22/mo

x 12 = $528

750 flyers @ .15 color, 750 other black & white @

.07

750 x .575 fed reimbursement rate

Cost Description

Page 2 of 3

FISCAL YEAR 2022/23 Year 2 Organization: Sac Kids, Inc.

Allocation Contact: Susan Martinez, Program Director

200,000.00$ 916 222-5580 - Smartinez@sackids.org

(over $5,000) Contract

line Budget Budget Justification/Use

401 $ -

402 $ -

403 $ -

-$

V. SUBCONTRACTS/CONSULTANTSContract

line Budget Budget Justification/Use

501 $ - Complete separate budget template

502 $ - Complete separate budget template

503 $ - Complete separate budget template

504 $ - Complete separate budget template

505 $ - Complete separate budget template

-$

VI. INDIRECT

Contract

line Rate Budget

701 8.00% $ 16,630.05

Total Indirect 16,630.05$

FISCAL YEAR 2022/23

Year 2 200,000.00$

3

Total Subcontracts/Consultants

Line Item

Indirect

CONTRACT TOTALS

Line Item

NONE

Total Equipment

Line Item

Page 3 of 3

FISCAL YEAR 2023/24 Year 3 Organization: Sac Kids, Inc.

Allocation Contact: Susan Martinez, Program Director

204,000.00$ 916 222-5580 - Smartinez@sackids.org

I. PERSONNELAnnual Contract

line Title/Role Name Salary FTE Budget Budget Justification/Duties

101

Program Director Susan Martinez 75,000.00$ 0.07 5,250.00$ Program oversight; ensures program compliance and staff performance; monitors budget and

expenditures; acts as main liaison to First 5 and community partners, develop and implement

sustainabilty program.

102

ECE Specialist Terri Kelly 60,343.20$ 0.50 30,171.60$ Monitors program quality, oversees implementation and development of workshops, supports

teacher in planning and implementing playgroups; compiles and submits quarterly progress reports

to First 5.

103

Playgroup Teacher Shannon Rowan 62,424.00$ 0.75 46,818.00$ Leads parent child playgroups; develops and implements activities for parent child playgroups;

schedules and facilitates parent engagement workshops; observes parent-child interaction,

communicates with parents.

104

Teaching Assistant Denise Lovell 43,696.80$ 0.75 32,772.60$ Assist teacher during parent child playgroups; provide support to families at playgroups and

workshops; administers screenings.

105

Family Service Specialist Dawn Cook 49,500.00$ 0.25 12,375.00$ Provides outreach and recruitment to parents; creates newsletters and other parent materials;

provides support to parents at workshops; refers parents to community services.

106 Sr. Accountant Barry Stanly 55,000.00$ 0.05 2,750.00$ Provides fiscal support i.e., budget development and invoicing.

107 -$

108 -$

109 -$

110 -$

111 -$

112 -$

113 -$

114 -$

115 -$

116 -$

117 -$

118 -$

119 -$

120 -$

121 -$

122 -$

123 -$

124 -$

125 -$

Total Personnel 130,137.20$

II. BENEFITSContract

line Rate Budget

201 32.0% 41,643.90$

Total Benefits 41,643.90$

III. OPERATING EXPENSES

Line Item

Fringe Benefits

Page 1 of 3

FISCAL YEAR 2023/24 Year 3 Organization: Sac Kids, Inc.

Allocation Contact: Susan Martinez, Program Director

204,000.00$ 916 222-5580 - Smartinez@sackids.org

Contract

line Line Item Budget Budget Justification/Use

301

Rent and Utilities 6,250.00$ Rent and utilities are tracked by square footage then assigned to employee by cubical or office with

a portion of shared space. Cost is tracked to program by time survey.

302

Playgroup matierials 4,690.00$ Playgroup materials are used to supply teachers, parents, and children with the tools necessary to

provide a fun and educational learning environment. Materials include books, music CD's, software,

paints, brushes, crayons, paper, scissors, and other like items.

303

Office Supplies 200.00$ Office supplies used to run the day to operations necessary to support the program. Items include

paper, staples, clips, post-its, files, folders, binders, desk accessories, and other items commonly

used in an office environment.

304

Telephone/Communications 715.50$ This is the cost to maintain telephone lines for the program staff and includes a portion of cell

phone use.

305

Reproduction/Copying 165.00$ Copys are used to support the program by creating flyers, educational materials, and

communications with parents. Copies are also necessary for the day to day operations.

306

Travel 431.25$ Includes mileage reimbursments for program staff to travel to meetings, trainings, site visits, and

other local travel needed for the program.

307

308 -$

309 -$

310 -$

311 -$

312 -$

313 -$

314 -$

315 -$

316 -$

317 -$

318 -$

319 -$

320 -$

321 -$

322 -$

323 -$

324 -$

325 -$

326 -$

327 -$

328 -$

329 -$

330 -$

Total Operating Expenses 12,451.75$

10,000 sq ft ($2.50 sq ft) total with .25 used by

assigned staff

1000 Books @ $1.99 = $1,990, music, software $200,

art supplies for 1000 @ $2.50 = $2500

Cost allocation based on $800/yr x .25 assigned staff

= $200

Cost allocated by program staff $ 750 X .25 used by

assigned staff = $187.50, Two cell phones x $22/mo

x 12 = $528

750 flyers @ .15 color, 750 other black & white @

.07

750 x .575 fed reimbursement rate

Cost Description

Page 2 of 3

FISCAL YEAR 2023/24 Year 3 Organization: Sac Kids, Inc.

Allocation Contact: Susan Martinez, Program Director

204,000.00$ 916 222-5580 - Smartinez@sackids.org

IV. EQUIPMENT(over $5,000) Contract

line Budget Budget Justification/Use

401 -$

402 -$

403 -$

-$

V. SUBCONTRACTS/CONSULTANTSContract

line Budget Budget Justification/Use

501 -$ Complete separate budget template

502 -$ Complete separate budget template

503 -$ Complete separate budget template

504 -$ Complete separate budget template

505 -$ Complete separate budget template

-$

VI. INDIRECT

Contract

line Rate Budget

701 10.00% 19,767.15$

Total Indirect 19,767.15$

FISCAL YEAR 2023/24

Year 3 204,000.00$

3

Total Subcontracts/Consultants

Line Item

Indirect

CONTRACT TOTALS

Line Item

NONE

Total Equipment

Line Item

Page 3 of 3

Strategic Plan 2021

Organization:

Contact:

FY 21/22 FY 22/23 FY 23/24 Strategic Plan 2021-24

Budget Categories Contract Contract Contract Contract Totals

I. PERSONNEL 126,750.00$ 129,635.00$ 130,137.20$ 386,522.20$

II. BENEFITS 40,560.00$ 41,483.20$ 41,643.90$ 123,687.10$

III. OPERATING EXPENSES 14,171.05$ 12,251.75$ 12,451.75$ 38,874.55$

IV. EQUIPMENT -$ -$ -$ -$

V. SUBCONTRACTS -$ -$ -$ -$

VI. INDIRECT 14,518.95$ 16,630.05$ 19,767.15$ 50,916.15$

TOTAL 196,000.00$ 200,000.00$ 204,000.00$ 600,000.00$

Sac Kids, Inc.

Susan Martinez, Program Director

916 222-5580 - Smartinez@sackids.org

ATTACHMENT E

FIRST 5 SACRAMENTO COMMISSION

Annual Non-Supplantation Certification CONTRACTOR hereby certifies that: (a) Any and all funds received from the First 5 Sacramento Commission will be used exclusively to develop new projects, expand existing programs and/or services or to enhance existing programs and services for children who are 0-5 years of age. (b) CONTRACTOR has not, and will not in the future, utilize such funds to supplant State/local general funds, State Categorical funds, Federal or grant funds. (c) To the extent that CONTRACTOR utilizes funds received from the First 5 Sacramento Commission to replace state or federal categorical funds, CONTRACTOR can demonstrate, upon request by the COMMISSION, that such state or federal categorical funds have been used to increase the level of services provided to children 0-5 years of age. (d) Any funds received by CONTRACTOR under its agreement with the COMMISSION on for prior years have been used consistent with subsections (a)-(c) of this Certification. NOTE: Failure to comply with the anti-supplantation requirements stated in this Certification, the Agreement with the COMMISSION and/or Revenue and Taxation Code Section 30131.4 shall constitute breach of any agreement with COMMISSION which shall result in termination of such agreement. If the COMMISSION determines that supplantation has occurred, CONTRACTOR shall also be required in accordance with the terms of the Agreement with the COMMISSION to reimburse the COMMISSION for all funds that were used in violation of this Certification, the Agreement with the COMMISSION, and/or Revenue and Taxation Code Section 30131.4. ________________________________ Proposer’s Agency ________________________________ Proposer’s Representative Signature ________________________________ Representative Printed Name ________________________________ Date

Page 1 of 2

ATTACHMENT F

FIRST 5 SACRAMENTO COMMISSION

Anti-Tobacco Policy

First 5 Sacramento Commission believes that a comprehensive anti-tobacco policy is consistent with the purpose and intent of the Children and Families Act. Therefore, First 5 Sacramento Commission contractors shall be required to certify that they are in compliance with this Anti-Tobacco Policy prior to receipt of funds. Contractors/funded programs shall comply with the following policy provisions:

1. Dissemination of Smoking Cessation and Tobacco Related Health Information:

Contractor shall provide to staff, parents and/or clients:

a. Information about smoking cessation and support programs; b. Information and materials about secondhand smoke and children.

The contractor shall encourage families with small children to not allow smoking in their homes and cars whenever and wherever children are present, including outdoors.

Informational materials shall be available at no cost to the contractor.

2. Tobacco Use in the Workplace:

All contractor worksites must be in compliance with section 6404.5 of the California Smoke-Free Labor Law (AB 13): “No employer shall knowingly or intentionally permit, and no person shall engage in, the smoking of tobacco products in an enclosed space at a place of employment.”

Contractors/funded programs shall prohibit the use of any tobacco product at any time in contractor owned vehicles, buildings, and within twenty (20) feet of building entryways or windows.

Contractors who rent or lease facilities shall be required to request that their landlord impose smoking restrictions in compliance with this policy.

3. Tobacco Industry Funding:

Contractors receiving funds from the tobacco industry are not eligible to receive funds from First 5 Sacramento Commission.

Page 2 of 2

ATTACHMENT F

Note: For the purpose of this policy, the term “tobacco industry” is defined as any entity directly involved in the manufacturing or production of any tobacco product. Additionally this policy does not apply to funding sources such as the Tobacco Litigation Settlement Funds.

Policy Waivers: A Contractor/funded program may request a waiver from a provision of this policy providing that: 1. The request is submitted in writing to the Commission’s Executive Director, or Designee; 2. Contractor/Funded program can establish to the satisfaction of the Commission’s

Executive Director, that compliance with a provision of this policy would negatively impact the contractor’s ability achieve program outcomes.

CERTIFICATION

I, the official named below, hereby declare that _______________________________ Organization Name

is or will be in compliance with the provisions of this anti-tobacco policy and that I am duly authorized legally to bind ______________________________ to the above described Organization Name

certification. I declare under penalty of perjury that the foregoing is true and correct. Signed this day of , 20__, in _________________, Sacramento County, California. ______________________________ Signature ______________________________ Printed Name / Title

Page 1 of 3

ATTACHMENT G

COUNTY OF SACRAMENTO CONTRACTOR CERTIFICATION OF COMPLIANCE FORM

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business, or proposes to do business, demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury. Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities that do business or desire to do business with the county. 1) CONTRACTOR hereby certifies:

(a) the CONTRACTOR is a government or non-profit entity (exempt) yes no (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt) yes no (c) each Principal Owner (25% or more), does not have any existing child support orders yes no (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-

ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the Department of Child Support Services or the court. yes no

2) CONTRACTOR shall certify that each of the following statements is true:

a. CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

b. CONTRACTOR has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

Note: Failure to comply with state and federal reporting requirements regarding a contractor’s employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failures to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the Sacramento Department of Child Support Services at (866) 901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or by E-mailing DCSSCompliance@SacCounty.net. _________________________________ Proposer’s Representative Signature _________________________________ Representative Printed Name _________________________________ Date

Page 2 of 3

ATTACHMENT G

Contract Language: CHILD SUPPORT COMPLIANCE CERTIFICATION: A. CONTRACTOR shall comply with all applicable state, federal, and local laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earning assignment orders, as provided in Chapter 8 (commencing with Section 5200) of Part 5 of Division 9 of the California Family Code and Chapter 2,160 of the Sacramento County Code. CONTRACTOR shall comply with all earnings and assignment orders with respect to its employees and shall provide the names of all new employees to the New Hire Registry maintained by the California Employment Development Department;

B. Failure to comply with state and federal reporting requirements regarding CONTRACTOR’s employees or failure to implement lawfully served wage and earning assignment orders or notices of assignment shall constitute a default under this Agreement. Failure to cure each default within 90 days of notice by the County shall be ground for termination of the contract.

Page 3 of 3

ATTACHMENT G

CONTRACTOR IDENTIFICATION FORM

Contractor is exempt. If not exempt, CONTRACTOR TO COMPLETE: Company Name

Company Address

Taxpayer ID Company Telephone Number

1. Do you or anyone else own 25% or more of this Contractor/

Company? (Sole Proprietors answer yes)

2. If so, is dependent health insurance available to/or through Contractor/Company?

Yes No

Yes No

If YES to question #1, please complete the following as to each of these individuals: Principal Owner Name

Social Security # Residence Telephone #

Residence Address

Principal Owner Name

Social Security # Residence Telephone #

Residence Address

Principal Owner Name

Social Security # Residence Telephone #

Residence Address

Principal Owner Name

Social Security # Residence Telephone #

Residence Address

Completed by: ____________________________________ Date: _________________ ------------------------------------------------------Do not write below this line --------------------------------------------------------

DEPARTMENT TO COMPLETE: (Note: This form does not need to be sent to DCSS if exempt but

the County Contract Officer may want to keep for their records)

Contract/PO # Amount Paid/Payable Term

$

Department Submitting Information:

Department Contact Person:

Telephone Number: E-mail Address:

Department of Child Support Services, Mail Code 38-001, attention Contractor Match or to FAX # 875-9696

Attachment H

FIRST 5 SACRAMENTO COMMISSION

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION

CONTRACTOR agrees to comply with 45 CFR Part 76.100 (Code of Federal Regulations), which provides that federal funds may not be used for any contracted services, if CONTRACTOR is debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency. I (We) certify to the best of my (our) knowledge and belief, that CONTRACTOR named below and its principals:

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency;

2. Have not within a three (3)-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are not presently indicted or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and

4. Have not within a three (3)-year period preceding this application/proposal/agreement had one or more public transactions (Federal, State, or local) terminated for cause or default.

5. Shall notify COMMISSION within ten (10) days of receipt of notification that CONTRACTOR is subject to any proposed or pending debarment, suspension, indictments or termination of a public transaction.

6. Shall obtain a certification regarding debarment and suspension from all its subcontractors that will be funded through this Agreement.

7. Hereby agree to terminate immediately, any subcontractor’s services that will be/are funded through this Agreement, upon discovery that the subcontractor is ineligible or voluntarily excluded from covered transactions by any federal department or agency.

_____________________________ Proposer’s Agency ______________________________________ _______________ Proposer’s Representative Signature Date ______________________________ Representative Printed Name

ATTACHMENT I

FIRST 5 SACRAMENTO COMMISSION

LETTER OF INTENT

Agency/Organization/Individual Name:

Contact Person: Title:

Address:

Phone: E-Mail:

RFP Title:

RFP #: First 5 Contact:

Indicate how you plan to submit your proposal (circle): Electronic Mail Hand Delivery

Please provide a brief description of the key activities or services you plan to propose in

response to the RFP. Include a list of potential subcontractors. Limit responses to one page.

_____________________________________ ______________________ Signature of Authorized Agent Date _____________________________________ Print Name of Authorized Agent

A signed Letter of Intent must be received by 5:00 p.m. on Friday, October 23, 2020 by electronic submission to: fongli@saccounty.net. It is the responsibility of the proposer to ensure that the Letter of Intent is received by the deadline. Letters of Intent received after the deadline will not be accepted. Failure to submit a complete Letter of Intent will prevent your proposal from being accepted for consideration.

Page 1 of 2

First 5 Sacramento Commission – Sustainability Planning FAQ

What are we trying to achieve with Sustainability?

Beginning in the new 3 year Strategic Planning period July 2021 through June 2024 funding levels are set

at over $14.9 million annually. Through contract negotiations with our funded partners, we will

establish a baseline of what core services and milestones can be achieved with this level of funding. In

July 2024, as things stand now, funding will be reduced to $12.4 million which is around a 17% cut. It is

the goal of First 5 to work with our contractors over the next 3 years to develop a sustainability plan and

identify ways to keep core services and milestones at 2021 baseline levels in spite of reduced funding in

2024.

How is Sustainability Achieved?

Sustainability can be achieved any number of ways. This includes through a cash match, in-kind match,

grants, fund raising, improved efficiencies, collaborative partnerships, and other sustaining strategies.

Also, a key tool in achieving sustainability is developing a Sustainability Plan. First 5 has dedicated

resources, which includes staff to provide technical assistance to our contractors with their sustainability

planning and monitoring. First 5 is also considering hiring a Sustainability Consultant to assist and guide

contractors.

Will we be punished if we are not able to achieve the sustainability goal by the end of

the 2021 Strategic Plan period?

The simple answer is, no. We want to work with contractors in a positive way and would only ask that

organizations put forth a good faith effort to work toward these goals. However, when contract terms

are not met it is always a consideration for corrective action, contract modification and/or cancellation.

First 5 Definitions

Below are terms often used when discussing sustainability and have come to take on a different meaning

depending on how specific industries have come to define them. In order to reduce confusion and

misunderstanding, Staff has defined these common terms and how they are used when discussing First 5

programs and services.

Core Services: are considered to be all levels of service, milestones, capabilities, goals, objectives, or

other deliverables expressly contained in the First 5 contract.

Page 2 of 2

Sustainability: is the ability to maintain core services at a consistent level, particularly when resources

are declining.

Cost Sharing: is the total cost make up to provide core services where a portion of costs are funded

by First 5 and the remaining portion is funded by contractor through matching funds or in-kind match.

Matching Funds (also called Cash Match): is the portion of core services paid for by contractor with

funds other than First 5 funds.

Examples:

Contractor assigns paid staff to provide program services (not claimed to First 5).

Contractor rents a conference room to hold weekly classes (not claimed to First 5).

Contractor pays for 5,000 flyers to advertise program (not claimed to First 5).

In-kind Match: Is the portion of program costs covered (typically) by third party donation of goods or

services where the donation is fairly assigned a value.

Examples:

Volunteers who provide services for the program.

A local business donates its conference room so the program can hold weekly classes.

A printing company donates 5,000 flyers to advertise the program.

Leveraged Resources: is the sum of all resources provided in project. This could include value

added services above and beyond the core services.

Example: Contractor provides a contracted vision screening and gives the child a back pack

donated by the local office supply store.

Leveraging: is a strategy that uses one set of resources to encourage additional resources to be

invested.

Example:

Contractor partners with a toy store to provide one free toy under $5 coupon to

children receiving a health screening.

Value Added: is an enhancement to a core service a contractor provides, is not required by the

contract, and is not funded by the contract.

Example: Contractor provides vision screenings and value adds a free pair of prescription

glasses for kids needing glasses.