Request for Proposals
Dear Nonprofit Colleague,
CERV is pleased to invite you to respond to this request for proposals (RFP) and to join our Mobilization for Countywide Emergency Readiness initiative.
This RFP is for non-profits that serve Monterey County’s most vulnerable and underserved residents. The desired outcomes of this project include:
CERV intends to award grants of $14,000-$21,000 to about 15 local community based non-profits within the next two months. In addition, CERV will provide technical assistance and support to each sub-grantee throughout the duration of the project (2019-2020). Included in this document are sections dealing with (a) minimum eligibility requirements for sub-grantees. (b) expectations of participating sub-grantees, (c) CERV supports for sub-granteees, (d) contractual and reporting requirements and (e.) selection process.
We hope to make this process as easy as possible for nonprofits serving Monterey County’s most vulnerable residents, and we stand ready to clarify any issues and repond to any questions you may have about this RFP.
Applications are due on November 4, 2019 (1) emailed to CERV501c3.org OR (2) sent by mail (3 copies postmarked by 11/4/19) to Community Emergency Response Volunteers, 2100 Garden Road, Building B, Suite D1, Monterey CA 93940.
To apply, complete Steps 1, 2 and 3 below. Please read the information we’ve provided carefully, then follow the instructions when completing application process.
We hope you will want to join us in this grassroots, countywide effort to provide emergency and disaster readiness support to our county’s most vulnerable and underserved populations.
Harvey Pressman, Project Director
Mobilization for Countywide Emergency Readiness initiative
NON-PROFIT ORGANIZATION MINIMUM ELIGIBIITY REQUIREMENTS
Applications for this RFP will be accepted from all legally constituted entities that meet the following minimum eligibility requirements:
- Applicant must be incorporated as a private non-profit corporation in the State of California, must have been granted 501(C) (3) tax exempt status by the United States Internal Revenue Service, and must serve Monterey County’s most vulnerable populations.
- Applicant must have a Federal Tax ID number/employer identification number.
- Applicant must meet all licensing requirements that apply to its organization.
- The applicant’s status as a legal entity must be in good standing and must not have been revoked in the previous calendar year.
- Applicant must have a minimum two years of experience serving a large number of Monterey County’s most vulnerable populations.
SUB-GRANTEES ARE EXPECTED TO:
- Provide culturally-relevant emergency preparedness training to 50-200 of their constituents who are vulnerable and demonstrably under-served during emergency and disaster events.
- Distribute culturally/linguistically relevant emergency readiness information in accessible formats directly to their constituents.
- Demonstrate improvement in their organization’s capacity to respond during and after disasters so they can support their most vulnerable constituents.
- Provide feedback to CERV, the Monterey County Office of Emergency Services and representatives of the California State Office of Emergency Services, as well as local first responders, regarding ways to strengthen local emergency plans and community response during and after disasters in ways that benefit vulnerable populations.
Specifically, sub-grantees will be asked to:
- Deliver a minimum of 4-6 hours of emergency readiness training in at least two separate sessions for 50-200 participants.
- Provide go-bags or equivalent incentives for those who complete the Readiness Training Program.
- Incorporate into their local curriculum a one-hour curriculum provided by the California Office of Emergency Services.
- Provide copies of all additional materials used during training's and outreach to CERV.
- Provide outlines of success stories produced by their readiness efforts.
- Complete quarterly financial reports
- Document trainee demographic data and tangible outcomes for trainees and their organizations.
- Provide copies of participant evaluations of all training activities.
- Share organizational disaster readiness and response plans and drills with CERV and fellow sub-grantees.
- Develop a list of hints for first responders that relate specifically to the sub-grantees’ constituents.
CERV SUPPORTS FOR SUB-GRANTEES
- During the RFP Process, CERV will (a) circulate the RFP among the widest possible array of eligible local community-based non-profits serving vulnerable populations, (b) Conduct bidders’ conferences in two accessible locations convenient to potential sub-grantees, so that organizations can learn more about the project, ask questions and provide input, (c) Organize and manage on request a pro bono applicant’s advisory group that will provide grant-writing assistance to applicants upon request, (d) Evaluate applications and select sub-grantees, (e) Announce awards to successful sub-grantees and meet with each to discuss next steps. Grants will be between $14,000 and $21,0000, ending December 31, 2020.
After sub-grantees are selected, CERV will provide ongoing capacity-building that may include (a) technical assistance; (b) printing and distributing Listos California! California For All Emergency Preparedness Campaign materials crafted in a variety of languages and formats, (c) preparing, printing and distributing CERV-authored or other localized campaign materials tailored to the needs of sub-grantees, (d) preparing, producing and widely distributing video stories illustrating the impacts achieved by sub-grantees, and (e) publicizing progress and impacts of Monterey County sub-grantees.
- CERV will support grantees in other ways, such as promoting ongoing communication and collaboration among sub-grantees, agencies and organizations. Specifically, we will:
- Organize and lead countywide meetings relating to the grant.
- Provide training-of-trainer strategies and support.
- Provide technical assistance in emergency preparedness training, grant management, video storytelling, data collection, etc.
- Coordinate monthly grantee conference calls.
- Provide continuity planning and capacity-building to promote and sustain each sub-grantees ongoing preparedness efforts.
- Coordinate sub-grantee feedback to local/county Offices of Emergency Services.
- Maintain fiscal oversight of all sub-grantees.
CONTRACTS AND REPORTING REQUIREMENTS
- Contracts resulting from the RFP process are between CERV and the sub-grantee.
- Contracts may be amended to ensure that services and outcomes align with program needs. Subgrantees are required to:
- Have the capacity to protect and maintain all confidential information against unauthorized use.
- Maintain books, records, documents, and other evidence directly related to monies expended and work performance in accordance with Generally Acceptable Accounting Procedures.
- Publicly recognize CERV and Listos (Ready) California! Campaign contributions in all related activities.
- Complete all required reports and billing documentation as stated in their contracts. Reimbursement will be contingent upon receipt and approval of required reports.
- Submit by email periodic reports to CERV, such as: (a) milestone reports that track extent to which quarterly milestones enumerated in applications are achieved, (b) success story outlines, (c) video documentation of participant workshops, (d) periodic budget expenditure updates, (e) sub-grantee sustainability action reports.
Note: CERV, or any of its duly authorized representatives, shall have access to sub-grantee books, records and documents for inspection, audit, and copying for a period of three (3) years after completion of work related to the project. Additional data may be required for audit or evaluation purposes from sub-grantees.
This RFP is competitive. All interested parties must submit a complete application packet by the deadline to be considered for funding.
All completed applications turned in on or before the deadline that meet the minimum eligibility requirements will be reviewed and individually scored by members of a CERV rating committee. Applications not meeting requirements of minimum eligibility or application completeness will be deemed ineligible and will be eliminated from further consideration.
CERV reserves the right to seek clarification and accept or waive any non-material irregularities or in-formalities in determining whether or not an application is eligible. Eligible and complete applications will be rated based on the criteria for providing the required services. CERV reserves the right to contact the primary contact person listed on the agency’s completed Application Cover Sheet to clarify application contents. CERV also reserves the right to schedule and conduct interviews and/or site visits with some or all applicants prior to making funding decisions.
Notification of awards will be sent to the Executive Director of the applicant agency (or similar level agency management staff indicated on the application cover sheet).
- Attach a cover letter that describes your organization: its mission, capacity and experience, briefly outlines your proposal, and makes a strategic link between your proposal and the mission of the Mobilization for Countywide Emergency Readiness
- Complete and submit an initial Letter of Interest through CERV’s website (Step I). This should be done prior to the deadline so we can provide you with updates.
- Complete full proposal on form provided below in Step II.
- Provide required attachments (IRS Tax document, Program Design Section responses, and your cover letter). No more than 12 pages, formatted as described.
- Submit your application by 5 PM on November 4, 2019: (1) emailed to CERV501c3@gmail.com OR (2) sent by mail (include 3 copies). Postmarked by 11/4/19 to Community Emergency Response Volunteers, 2100 Garden Road, Building B, Suite D1, Monterey CA 93940.
- Applications will be rated only on information requested in this RFP. Do not include, brochures, or letters of support. Applications that do not follow the required format may be deemed ineligible and may not be rated.
STEP I. LETTER OF INTEREST
Complete and Submit the form at the bottom of this page to signal your interest. We will make sure you get all updates.
STEP II. COMPLETE THE APPLICATION FORM
There are two options to complete the application form. You may use the fillable PDF form or the Microsoft Word Form.
Option 1 - PDF
Download the Fillable Form HERE.
Note: You must have Adobe Acrobat Reader installed to view the form. To download Adobe for free click HERE.
* When completing the form please ensure you use the "Enter" key at the end of each line to ensure you get to the next line.
* Do not copy and paste information from another location into the PDF document as it will become distorted.
* If you find that the text is becoming small please add your information to a separate, typed document and attach it with the PDF form when submitting your application.
Option 2 - Microsoft Word Version
To access the application in Word click HERE.
STEP III. SUBMIT THE APPLICATION FORM
Email the completed form to CERV501c3@gmail.com (by 5 p.m. PT 11/4/19, OR by mail (postmarked by 5 p.m.PT 11/4/19) to
CERV of the Monterey Peninsula
2100 Garden Road
Monterey, CA 93940