smcgov.org - For more information about San Mateo County ... · Web viewTitle: Census 2020 Events...

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REQUEST FOR PROPOSALSTitle: Census 2020 Events

The County of San Mateo is seeking proposals from community organizations to assist in outreach to educate, motivate and activate residents to participate in Census 2020.

Solicitation Number RFP OCA 1004Number of contracts expected to be awarded Multiple

Estimated Value or Range per contract Up to : $100,000 total$500 – $3,000 per contract

Funding Sources ☐Federal ☐State ☒County ☐Other Expected Contract Duration 8 monthsOptions to Renew NA

Proposal Submission Email to: CensusEventsRFP4@smcgov.orgOr Via PublicPurchase

County Mailing Address (for optional hard-copy proposal submissions)

County of San Mateo, Office of Community Affairs400 County Center, 1st FloorRedwood City, CA 94063

Authorized Contact Person Emma GonzalezAuthorized Contact Person E-mail elgonzalez@smcgov.orgE-mail Address for Protests protests@smcgov.comRFP Released January 29, 2020 9:00 AM PST Deadline for Questions, Comments and Exceptions February 10, 2020 5:00 PM PSTProposal Due Date and Time February 19, 2020 5:00 PM PSTAnticipated Contract Award Date February 2020

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IntroductionThe County of San Mateo is committed to ensuring a complete count of all residents in Census 2020.

The United States Census is a constitutional mandate and is one of the most important processes conducted every 10 years. The Census is the process of counting each person living in the United Sates and is organized by the U.S. Census Bureau.

Census data is used to allocate billions of dollars in federal funds to support our communities and determine political representation at all levels of government. It is also an opportunity for every individual in the United States to be counted and acknowledged in our communities.

Historically, people of color, immigrants, low-income communities, children, seniors and many others have been undercounted in the census. An undercount could result in an unwarranted decrease in federal resources for our communities and reduced congressional representation. California faces several challenges to a complete and accurate count. Some challenges include underfunding of the U.S. Census Bureau and the transition to a new online census questionnaire.

San Mateo County’s goal is to ensure that every person in the county is COUNTED. To minimize the undercount in our region, San Mateo County intends to fund organizations, coalitions, and collaborations that are committed to ensuring a complete count of County residents with an emphasis on Hard to Count (HTC) populations. Most grant amounts will range between $250 and $3,000, and in some cases, the County may grant larger amounts for projects that will have a far-reaching impact on census participation. If you have specific questions about grant amounts, please submit your inquiry to: Smc_Census@smcgov.org.

For more information about San Mateo County Hard to Count PopulationsThe County has a Hard to Count resource page that includes various mapping application, in depth analysis, and summaries by communities. https://maps.smcgov.org/census2020

Goal of the Community Events - Call for Influencers ContractsThe Goal of the Community Event contracts is to increase the self- response rate in San Mateo County, in particular, within HTC communities.

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Eligible Applicants

Organizations: Must be tax-exempt organization such as organizations that are tax exempt under Sections 501(c)3, 510(c)4, 501(c)6 of the Internal Revenue Code (IRC), or an organization that files a Form 990, Form 990 EZ, or Form 990-N with the Internal Revenue Service (IRS), and that serves San Mateo County residents.

School Groups/Districts: Must provide educational services to residents and students in San Mateo County

Government Agencies: San Mateo County cities, San Mateo County districts, and County Departments.

Coalitions: Groups comprised of two or more organizations, school groups, student associations, or government agencies.

Proposer Requirements

● Use Contract funds only for Census 2020 activities.● Submit reports on census activities to the County as requested.● Attend required trainings and meetings (dates/locations TBD).● Agree to communicate with the County as soon as possible should any challenges be

identified that will impact the organization’s ability to meet target outcomes within the proposed time frame.

● All Applicants will be required to enter into the County’s Short Form contract. An example of the contract is provided as an attachment.

● In order to expand Census Outreach support throughout the County of San Mateo, applicants who have received funding from Request for Proposals (RFP) Numbers OCA1001, OCA1002, OCA1003 are not eligible to apply.

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Census Community Events Contracts

Host an event to raise awareness of, and highlight the importance of, the CensusHost a block party, BBQ, kid’s carnival, picnic, concert, or other gathering to bring people together to learn about the importance of the Census.

Census Community Event

Description Host an Event to bring together HTC community members in San Mateo County to increase awareness and importance of the 2020 Census

Grantee Requirements

Host a Census Speaker

Attend Census Training or have someone with Census Training attend the event

Provide Census Information Submit Report(s)

County Provides Census Training

Digital Resource Library

Census Promotional Swag (limited)

Data to know where to best deploy resources based on self-response rate.

Funding Level $500 - $3,000 (depending on size of event)

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Timeline:

January 29, 2020 RFP ReleasedJanuary 29, 2020 – February 18, 2020 Submissions accepted

Examples of Possible Census Community Events: Church mixer Educational workshop for parents Presentation in a café Block party

Concert/ Parade Float Small business event Valentine’s Day census party BBQ or picnic

Proposal Questions1. Event Description – please provide a description of your proposed event(s), including the

location, estimated number of attendees, and how you will increase awareness of/emphasize the importance of Census 2020. Each event must have a Census Speaker - someone who will speak or present about the importance of the census, and why all residents in San Mateo County must be counted.

2. Event Outreach Plan – please describe how you will advertise this event/social media content, if you have held anything similar in the past, and the intended outcomes.

3. Team Members – please provide a brief description of the person responsible for overseeing this event, as well as any supporting people who may be assisting.

4. Reference – Please provide 1-2 references from people or community-based organizations who are familiar with you or your work, with their name, phone number, and email address.

CENSUS 2020 COMMUNITY OUTREACH EVENTS

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FUNDING APPLICATIONPROPOSAL COVER SHEET

Date:

Applicant: Phone:

Address: Fax:

Email:

Web:

ProjectContact: Title:

Amount Being Requested: $__________________

Minimum Qualifications Required to Submit Proposal:

Are you legally authorized to do business in the State of California?

Are you a not for profit or tax-exempt organization?

Are you a city or county department?

Are you a school district or educational institution?

Are you located in San Mateo County and/or serve San Mateo County residents?

Have you actively and normally been engaged in community outreach and/or service provision for the past 3 years?

APPLICATION FORM

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Date:

Applicant: Phone:

Address: Email:

Web:

ProjectContact: Title:

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Fed EIN: IRS Code:Year

Incorporated:Date of Last

Annual Audit:

Annual Operating Budget: $

Total Project Budget: $

Amount Being Requested: $

REGIONS TO BE COVERED (Check all that apply)

HARD TO COUNT/LEAST LIKELY TO RESPOND POPULATIONS TARGETED (Check all that apply)

Daly City + Unincorp. South SF, San Bruno + Unincorp. Millbrae, Burlingame + Unincorp. San Mateo, Foster City, Belmont Redwood City, North Fair Oaks East Palo Alto, Menlo Park Half Moon Bay + Unincorp. Pacifica + Unincorp.

*See map in RFP Section A

African American Asian/Pacific Islander Children (0-5) Disabled Hispanic/Latinx Homeless Immigrants/ Refugees LGBTQ+ Limited English Proficient

Limited/No Internet Access

Low Income Native American Public Benefits Recipients Public Housing Residents Renters SRO Residents Seniors (65+) Veterans Young Adults (17-25) Other_________________

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Applicants should indicate which regions of the County they will be conducting outreach in.

Budget Template

Expenses Proposed Use of SMC FundsDescription of Expenses

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PERSONNELStaff salaries and wages

PROFESSIONAL FEESProfessional fees

PROGRAM AND OPERATINGSupplies Media/Advertising Postage and shipping Printing and publications Other expenses not covered above (itemize) Total Expenses $0

Any Questions?

If you have any questions about the contract program, guidelines, or application please contact SMC_census@smcgov.org

Email Completed Application to CensusEventsRFP4@smcgov.orgAttachment A: Proposal DetailsAttachment B: Terms and Conditions and Sample Contract