Youth Ready Chicago



Link Access at Farmers Markets

Application and Instructions

1. Proposal Deadline and Pre-Submittal Conference

The due date for this RFP is November 15, 2013. One original and one copy should be submitted in a sealed envelope or package to:

Joel Mitchell

Deputy Commissioner, Homeless and Human Services Division

Department of Family and Support Services

1615 West Chicago Avenue, 3rd Floor

Chicago, Illinois 60622

Proposals will be accepted prior to the due date, from 9:00 a.m. to 4:30 p.m. CST Monday – Friday at the same location. All proposals must be complete. Incomplete proposals may not be reviewed. In-person or bonded messenger delivery of proposals is encouraged. Time stamped receipts will be issued as proof of timely submittal.

No proposal will be considered complete and therefore reviewed unless the original copy is delivered and received at DFSS offices.

Proposals received after the due date and time may be deemed NON-RESPONSIVE and, therefore, subject to rejection.

An additional file copy of the proposal should be e-mailed to: Jenny.Schuler@

2. E-Mail Submissions

Often large files cannot be quickly or successfully electronically submitted to us. If your application packet consists of these files, we highly recommend the use of file compression software such as Win Zip (which can be downloaded for a free trial period at ) or any other similar software in order to keep your e-mail submissions to a single e-mail.

If you find yourself working with files that are not easily compressed or are compressed but still very large, we suggest considering a file location service such as Drop Box or Google Drive (which provide free storage for a limited number of GB) or any similar service which will allow you to upload the necessary file to a virtual location and send us a Link allowing access to your submission folder. The City of Chicago does not in any way endorse or require the use of any specific program of this type.

3. Pre-Submittal Conference

A Pre-Submittal conference will be held on November 7, 2013 at the Department of Family and Support Services at 1615 W. Chicago Ave., in the 1st Fl. Conference Room from 2:00 – 3:30 p.m. All those interested in attending should contact Jenny Schuler at Jenny.Schuler@ and write “LINK Access at Farmers Markets Pre-Submittal Conference” in the subject line. Please give the names of those wishing to attend and the agency name.

To request reasonable accommodation for the pre-submittal conference, please contact Monica Rafac at monica.rafac@. Requests for accommodations will be accepted up to 48 hours prior to the conference.

4. Questions

Respondents are strongly encouraged to submit all questions and comments related to the RFP via e-mail. Please direct any questions to the appropriate liaison. For answers to all program-related questions please contact:

Christian Denes, christian.denes@

For all other questions, please contact:

Julia Talbot, julia.talbot@

5. Timeline

The anticipated timeline for the funded programming is as follows:

|RFP Released |November 1, 2013 |

|RFP Pre-Submittal Conference |November 7, 2013 |

|RFP Due |November 15, 2013 |

|Award Notification |December 1, 2013 |

|Contract Start |January 1, 2014 |

6. Application Requirements

A. Formatting

Submitted proposals must adhere to all of the following requirements:

• One original and one copy will be submitted for each proposal

• One complete set of the proposal containing original signatures in blue ink signed by an authorized representative of the organization will be marked “Original”

• One complete scanned copy of the proposal will be emailed to the following address by November 15, 2013: jenny.schuler@

• Recycled paper

• 8 1/2 x 11 letter size

• Double-sided printing

• One inch margins

• At least 1.5-spaced

• At least 11-point font

The complete application packet should consist of the following items, in this order:

1. Agency Application Information Form (page 4)

2. Executive Summary (no more than 2 pages, page 6)

3. Program Narrative (no more than 15 pages, page 6)

4. Budget Forms (page 6)

5. Attachments including:

• IRS statement of tax exempt status/Proof of Good Standing

• Federal Employer Identification Number (FEIN)

• A System for Award Management (SAM) number

• Copy of Official Articles of Incorporation

• Most Recent Fiscal Audit Report

• List of Board of Directors

• Certificate of Insurance (found in Attachment A)

• A Certificate of Good Standing from the Illinois Secretary of State’s Office

The Narrative portion of the proposals should be no longer than 15 pages in length.

Failure to submit a complete proposal and/or to respond fully to all requirements may cause the proposal to be deemed unresponsive and, therefore, subject to rejection.

Receipt of a final application does not commit the department to award a grant nor to pay any costs incurred in the preparation of an application.

5. Evaluation and Selection

A. Process for Evaluation of Proposals

Each application will be evaluated on the strengths of the application and the responsiveness to the selection criteria outlined below. DFSS reserves the right to consult with other city departments or public or private funders during the evaluation process.

B. Selection Criteria

The following criteria will be used in evaluating all proposals:

a. Previous Programmatic Experience

Respondents should demonstrate knowledge of the populations or similar populations to be served and the way in which these populations should be served as evidenced by previous or current experience. Respondents should also demonstrate knowledge in implementing and managing EBT systems at farmers markets and conducting outreach to low-income populations that receive SNAP benefits. This includes evidence of established and strong relationships with community-based service providers, as well as past performance on contracts of similar size and scope. Additionally, the organization’s ability and demonstrated history in adhering to work plans tailored to the populations served will be noted. The extent to which the proposed program responds to the special needs of the targeted population and the agency capacity and experience serving the target population will be assessed including staffing levels.

b. Administrative/Fiscal Capacity and Experience

Respondents will demonstrate the ability to assume and meet all program payroll and fiscal requirements of the proposed program. Expertise of current staff and the staffing plan for the proposed program, supervising and program monitoring experience and capacity will also be reviewed, as well as the stability and involvement of the agency’s board of directors. In addition, financial statements will be checked to assure an agency’s fiscal soundness.

c. Cost Effectiveness

Respondents’ proposed budget should be accurate, reasonable and appropriate for the proposed activities and objectives. In addition to completion of the budget forms included in this packet, detailed budget narratives are also required to explain how budgeted items are related to program activities. Special attention will be paid to match dollars and other in-kind dollars and services leveraged on behalf of the proposed program.

d. Organizational Capacity

Respondents will indicate the level of resources and expertise to manage the proposed program. This includes the organization’s fiscal, technological, and administrative capabilities, the quality and size of its physical space, and the location of the program site. Proposed outcomes must include the number and total value of transactions broken out by farmers market.

DEPARTMENT OF FAMILY AND SUPPORT SERVICES

Link access at farmers markets rfp

Agency Application Information Form

|Legal Name of Applicant Agency | FEIN Number |

| | |

|Administrative/Mailing Address |SAM Number |

|Executive Director |Executive Director’s Phone Number |

| | |

|Executive Director’s Fax Number |Executive Director’s Email Address |

| | |

|Contact Person for Proposal |Contact Person’s Phone Number |

|Contact Person’s Fax Number |Contact Person’s Email Address |

Type of Organization (check one)

| |Not-for-Profit Agency | | For-Profit Agency | |Faith-Based Agency |

| |Other, if yes Description: | |

Amount Requested: $______________________

Agency Statement of Certification

This proposal has been duly authorized by the governing body of the proposed. The proposed activities, dates, availability of resources, staff, cost, and all statements made are true and correct. The applicant will comply with all rules and regulations of the funding agency and will revise this proposal if necessary.

| | |

| | |

|Authorized Signer’s Name |Authorized Signature |

| | |

| | |

| | |

|Authorized Signer’s Title |Date Signed |

| | |

Application

Executive Summary

Please attach an Executive Summary, which briefly describes your organization’s qualifications, experience, and experience directly relevant to the proposed program under this RFP. The Executive Summary may be no more than two pages. The Executive Summary must include:

• The total amount requested for the proposed program/services;

• A commitment to provide the requested services;

• An overview of the qualifications of the respondent and a description of how the proposed program will accomplish the stated program requirements and performance goals; and

• The name and telephone number of the lead contact person for the proposal.

Program Narrative

Please write a narrative that provides information and description about your organization’s capacity, vision, and plans for the proposed program, referencing the areas listed below. The maximum program narrative is 15 pages.

1. An overview of the proposed program with particular attention to how it will meet the specific needs of SNAP recipients.

2. Strategies for engaging or otherwise targeting information for SNAP benefit recipients and previous experience in this area.

3. Other anticipated outreach activities and who they will target.

4. Prior experience working with the SNAP/EBT program and participants.

5. Data substantiating past performance in managing EBT card acceptance at farmers markets and understanding of farmers market operations.

6. Projected number of participants to receive services and of EBT sales.

7. Where appropriate, proof of current collaboration with partnering organizations in the field.

8. A description of the anticipated vendor and contract terms/cost for acquiring required EBT scanners.

9. A description of the organization’s fiscal and administrative capacity to manage the program.

10. A description of the staffing plan, including identification, recruitment and training strategies. Please include/attach job descriptions and resumes for all the EBT Program Managers.

11. Explanations of how the program will maximize the use of funds, leverage other dollars, and avoid duplication of services.

Budget Forms - Instructions

Please fill out the attached spreadsheet to reflect your program’s proposed budget for one year of operation.

BUDGET SUMMARY- Form 1

The purpose of this form is: 1) to summarize, by item of expenditure, the total budget of a program or project to be funded in whole or in part by the City of Chicago, Department of Family and Support Services and identify any additional funds that will be leveraged for this program either cash or in-kind; and 2) to specify the share of total cost charged to the awarded grant program and the share of total cost charged to other matching or supplemental funding sources.

Please show both the expenses that will be paid for with awarded funds and those that will be paid for with other share. Numbers should be rounded to the nearest dollar.

A. Delegate - Name of Delegate Agency.

B. Department Program - Filled out by City Department.

C. Project Name - Name of project.

D. Department - Filled out by City Department.

E. Contract Term - Indicate beginning (month/day/year) and ending (month/day/year) of contract period.

F. Allocation – Indicate the amount of awarded funds allocated for this project.

G. Vendor Code Number - Filled out by City Department.

H. Service Contract Number - Filled out by City Department.

I. Fund/Dept./Organization #: Filled out by City Department.

J. Project Budget - Columns (1) and (2): Item of expenditure and account number - The required information has already been provided in these two columns. Delegate budgets are limited to the accounts listed on the Budget Summary. In exceptional cases, City Departments may obtain approval to use "other" accounts by contacting their budget analyst at the Office of Budget and Management.

Personnel Costs (Account 0005) - salaries, stipends, overtime, salary adjustments.

Fringe Benefits (Account 0044) - term life insurance, worker’s compensation, health insurance, unemployment insurance, dental plan, Medicare.

Operating/Technical Costs (Account 100) - accounting, auditing (if anticipating expending $500,000 or more in federal funds), legal, publications, rental of property, rental of equipment/services, repair/maintenance of property, repair/maintenance of equipment, utilities, telephone, local transportation, postage, advertising, technical meeting costs, general liability insurance, reproduction, dues, promotions, memberships, messenger service.

Professional and Technical Services (Account 0140) - consultants/subcontractors.

Materials and Supplies (Account 0300) - stationery and office supplies, tools, materials and supplies, fuel, books and related material.

Equipment Costs (Account 0400) - office machinery, furniture and furnishings, equipment, and communication devices. If purchases are $5,000 or greater a property inventory must be maintained.

Other Program Costs (Account 0999) - All other expenses that do not fit in the other account categories.

The OMB Circular A-122 “Cost Principles for Nonprofit Organizations” establishes federal cost principles of awarded grant funding, contracts and other agreements with nonprofit organizations.

Insurance - The City Comptroller’s Office has established minimum insurance requirements for applicants awarded federal or state funds. If all insurance requirements have not been met, the City Comptroller will withhold reimbursement from an applicant until such requirements are met. The types of insurance required include worker’s compensation; general liability; a fidelity bond (if applicable); automobile liability; and professional liability. The City Comptroller reserves the right to require additional types of insurance, if deemed necessary. City Departments should contact the City Comptroller’s Insurance Division, Maria Santiago at (312) 744-7923 with questions regarding your agencies’ insurance requirements.

Local Transportation - The automobile allowance for applicant staff is the same as the allowance for City employees - .505 cents per mile. The per-person reimbursement cannot exceed $250 per month.

Column (3): Provider Share of Cost - Summarize by budget line item the of the awarded budget allocation for this program or project.

Column (4): Other Share - Summarize by budget line item the share of the project’s cost which will be funded with matching or supplemental public or private funds. If funding is supporting the agency's general operations then "Other Share" should represent all non-funded awarded operating support.

Column (5): Total Cost - Add columns (3) and (4) to derive the amount of the total budget for the program or project.

K. Percentage of Total Project Costs Paid by Other Share - Column 4 divided (÷) by Column 5. Please indicate any leveraged or matching funds allocated to this program.

Personnel Budget - Form 2

The purpose of this form is to estimate the total personnel costs the sub-recipient expects to incur in operating its funded project, and to provide a brief summary of job responsibilities for each budgeted position.

A. Name of Delegate Agency: Self-explanatory.

B. Department: Filled out by Department.

C. Project Name: Self-explanatory.

D. Federal Employer Identification Number - The Internal Revenue Service (IRS) assigns a 9-digit Federal identification number to every organization employing one or more individuals. Indicate the sub-recipient's number in the space provided. Should an agency have questions concerning its identification number, call the IRS at (800) 829-1040.

E. Personnel Budget Allocation

Column (1): Position Title - List all positions (even those for which the salary will be paid exclusively with an "other share" funding source) that will be funded under this project.

Columns (2) and (3): Number and Rate - For each position listed in Column (1) indicate the number of employees to be funded and the corresponding salary rates (either annually or hourly). If there are different rates for the same position, list the rates one under another.

Column (4): % of Time Spent on Project - Often an employee spends only a fraction of his or her time on the funded project because they are engaged in other sub-recipient projects. Please indicate for each employee to be funded, percentage (%) of time that will be spent on this project. If the employee is part time, please show the percentage (%) of the hours they work on this project out of the total hours they work.

Column (5): Grant Award Share of Total Cost - For each position listed, please indicate the amount of total salary cost to be paid with grant funds.

Column (6): Total Cost - To determine the total salary cost for each position; multiply Column (3) by Column (2) for each position/rate. Then multiply this amount by the percentage of time to be spent on the project Column (4) and put the final amount in Column (6).

Column (7): Brief Summary of Job Responsibilities - Describe briefly the duties and responsibilities associated with each position listed in Column (1).

Line (8): Positions/Salaries Subtotals - Add the number of positions to be funded for this project and indicate the number at the bottom of Column (2). Also, subtotal Columns (5) and (6) to derive respectively the funded share of total cost and the total salary cost.

F. Fringe Benefits and Total Personnel Costs: Both the federal and state governments require employers to pay various employee taxes and contributions. These taxes and contributions, along with certain fringe benefits that a sub-recipient may wish to offer its employees, are funded eligible expenses. The share of fringe costs to be borne by funded amount must be reasonably proportional to the share of the salary costs borne by funded amount. Please estimate these various costs on the form where indicated. You must have written organizational policies to support those costs.

Line (9): F.I.C.A. and Medicare - Federal Insurance Contribution Act tax otherwise known as the Social Security Tax and Medicare.

Line (9a): The Social Security Tax is computed every payroll period 6.2% of total payroll, up to $ 106,800 per employee year.

Line (9b): The Medicare Tax is computed every payroll period as 2.9% of total payroll per employee year.

For further information regarding the F.I.C.A., contact the Internal Revenue Service at 800-829-1040 or refer to Publication 15 - Circular E. Calculate the funded share of the total F.I.C.A. cost for the annual value of the contract in columns (5) and (6) respectively.

Line (10): State Unemployment Insurance - It is likely that your organization is liable for Unemployment Insurance. For further information contact the Illinois Department of Employment Security hotline at (312) 793-1905. In Columns (5) and (6) show respectively the share of this total to be borne by funded share and the total State Unemployment Insurance Cost.

Line (11): State Worker's Compensation Insurance - This insurance is computed at a rate determined by the employee's type of business or organization. How often an employer must pay worker's compensation is based on the size of its insurance premium. All applicants are encouraged to call the National Council of Compensation Insurance (NCCI) at 800-622-4123 for technical assistance in this matter. In Columns (5) and (6) show respectively the share of this total to be borne by funded share and the total State Worker's Compensation Insurance cost.

Lines (12-13): Other - Please list any other employer expenses or benefits the agency will offer its employees. Most non-profit agencies do not have to pay the Federal Unemployment Tax, which is computed every payroll period as .008 of total payroll up to $7,000 per employee per year. This rate is subject to change and will be determined by the Internal Revenue Service. Check with the IRS at (800) 829-1040 to determine if your agency is exempt. An agency should also check with the lead City department to determine whether additional benefit(s) it wishes to offer are grant awarded eligible expenses. In Columns (5) and (6) show the GRANT AWARD share and the total cost for each benefit listed.

Line (14): Subtotal Fringe Benefits - Add lines (9) through (13) to obtain the total fringe benefits (account number 0044).

Line (15): Total Personnel Costs - Add lines (8) and (14) in both Column (5) and (6), to obtain both the Grant award Share of the total costs and the Total Personnel Costs for the project.

Non-Personnel Budget - Form 3

The purpose of this form is to estimate and justify the non-personnel line item amounts shown on the Budget Summary (Form 1).

A. Name of Delegate Agency.

B. Self-explanatory.

C. Self-explanatory.

D. Federal Employer Identification Number - The Internal Revenue Service (IRS) assigns a 9-digit Federal identification number to every organization employing one or more individuals. Indicate the sub-recipient's number in the space provided. Should an agency have questions concerning its identification number, call the IRS at (800) 829-1040.

E. Detailed Schedule of Non-Personnel Allocations

Columns (1) and (2): Item of Expenditure and Account Number - List the account descriptions and the corresponding account numbers specified on the Budget Summary (Form 1) which are applicable to this project. Do not include the personnel account.

Column (3): Grant Award Share of Cost - Indicate the share of the total cost listed in Column (3) that will be paid from awarded Grant.

Column (4): Total Cost - Indicate the total amount of funds budgeted for each item of expenditure specified in Column (1).

Column (5): Line Item Description and Justification - Each amount of budgeted funds listed in Column (4) must be justified. Please show all calculations. Include quantities and unit costs wherever possible (add additional sheets if necessary).

Column (6): Total - Indicate the totals for Columns (3) and (4).

Each respondent must submit a complete line-item budget and budget narrative.

Checklist for Submission of the Proposal

Use the following list as a guide before submitting your application.

|YES |N/A |Original application plus one copy consisting of: |

| | |IRS statement of tax exempt status/Proof of Good Standing |

| | |Federal Employer Identification Number (FEIN) |

| | |A System for Award Management (SAM) number |

| | |Copy of Official Articles of Incorporation |

| | |Most Recent Fiscal Audit Report |

| | |List of Board of Directors |

| | |Certificate of Insurance (found in Attachment A) |

| | |A Certificate of Good Standing from the Illinois Secretary of State’s Office |

| | |Agency Application Cover Form (signed) |

| | |Executive Summary |

| | |Application Narrative |

| | |ATTACHMENTS – not counted as part of the 15 pg. narrative limit. |

| | |Staff resumes |

| | |Job descriptions and organizational chart |

| | |Staffing Plan and flow chart of program service provision |

| | |Complete Budget Packet (two budgets- one for Phase 1 and one for Phase 2 of the proposed project) |

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