 Good morning everyone. This training is for those of you that are interested in applying for the Listos California Tribal Grant Program. My name is Cindy Logan. I'm the Division Chief over the Listos Grants Unit at the Cal OES. Today we have Waheeda Nawab, Unit Chief over the Listos Grants Unit and William Chan, Program Representative. Before we start today, I'd like to go over a few housekeeping items. Number one, the presentation is being recorded and we will be available and will be available for on-demand viewing later. Everyone who is joined should be on listen mode. We can't hear or see you and the raised hand feature is off as well. This training is an overview of the request for proposal and forms only. We are unable to assist applicants with the actual preparation of their proposal. Because this is a competitive process, we are unable to answer questions during this training. Please do not ask questions in the chat box. All questions concerning the RFP, the process, or programmatic issues must be submitted in writing by email to ListosGrants at calos.ca.gov. And we are only able to respond to technical questions about the RFP during the time between the publication date and the completion of the RFP process. Okay, so with that said, I'm going to go ahead and hand the training over to Waheda. She's going to present the request for proposal overview training. Thank you, Zindi. Today is February 8, 2022, physical year 21, Listos California Tribal Grant LI program, request for proposal overview training. The agenda that we will, here in the agenda, we have the listed items that we will be going over. First is the Listos Grants Unit and Contact Information, Program Overview, Purpose of the Grant, Eligibility Criteria, Funding for the LI Program, Programmatic Components, Reporting Requirements, Proposal Rating Sheet, Checklist of Required Cal OES Forms, Listos Grants Unit and Contact Information. The Listos Grants Unit is responsible for the overall grant management of the Listos California Statewide Grant LS program, Listos California Target Grant LG program, Listos California Tribal Grant LI program, and Listos California Cert Support Grant LC program. Questions concerning the RFP, the process or programmatic issues must be submitted in writing by email to listosgrantsatcaloes.ca.gov. Cal OES staff cannot assist the applicant with the actual preparation of their proposal. Cal OES can only respond to technical questions about the RFP during the period of time between the publication date and completion of the RFP process. Program Overview, the physical year 2021-22. Budget Act included a 25 million dollar ongoing general fund appropriation to the Cal OES. One million dollars Listos California Tribal Grant LI program via competitive process. Applicants can apply for up to $100,000. Grant sub-award performance period is from June 1st, 2022 through December 31st, 2023. Submission deadline is March 1st, 2022 by 5pm via email at listosgrantsatcaloes.ca.gov. Purpose of the grant, the purpose of the LI program is to support federally recognized tribes located in California that serve populations in areas at moderate to high risk from natural hazard. Tribal governments can work independently with other tribal governments or with local CBOs to provide disaster training and resources to vulnerable and diverse populations. The goal of this work is intended to increase their community's disaster preparedness, response, recovery, and mitigation capabilities. Definitions, social vulnerability, the potential negative effects on communities caused by external stresses and human health such as stresses including natural or human cause disaster or disease outbreaks. Reducing social vulnerability can decrease both human suffering and economic loss. Socially vulnerable populations include those who have special needs such as but not limited to people without vehicles, people with disabilities, older adults, and people with limited English proficiency. Eligibility criteria. For a proposal to be considered, read and rated, applicants must be a federally recognized tribe with administrative offices located in California. Have an unaltered grant subaward programmatic narrative and grant subaward budget narrative in accordance with the instructions on part two, section B of the RFP. Cal OES cannot accept alternate or modified forms without undermining its neutral competitive selection process and will not read pages more than maximum allowed. One proposal must be emailed to list those grants at caloes.ca.gov by email at 5 p.m. on Tuesday, March 1st, 2022. Proposals must be attached as a as a single document, examples of PDF, and contain the forms outlined in part two of the RFP instructions. Emails should identify the name of the RFP in the subject line. Example is LG RFP, my brother's house organization. Funding for the tribal grant LI program, $1 million is available for the LI program for the grant subaward performance period. Applicants may apply for up to $100,000 for the 19 month grant subaward performance period to work with socially vulnerable populations in areas at moderate to high risk from natural hazard. Several recipients may request an advance of up to 25% of their awarded funds. There is no match required for the LI program. Programmatic components, managing sub-granted funds to local CBOs, Leastos California grant program materials, training, establish and implement a peer-to-peer engagement approach, identify gaps in proposed solutions, host a conversation to identify emergency preparedness needs of the community, or integration into local emergency plans, capture stories of impact. Managing sub-granted funds to local CBOs, the sub-recipient money sub-grant funds to a local CBO will provide disaster training and resources to vulnerable and diverse populations and have the ability to serve as a fiscal sponsor for the selected local CBO. The number of local CBOs selected should be informed by the regional picture of vulnerable populations the applicant intends to reach. These local CBOs will engage the greatest possible number of vulnerable members in the applicant service area to reach the statewide objective of connecting more than 1 million Californians to culturally and linguistically competent support. Leastos California grant program materials. Leastos California materials will be provided by Cal OES vendor further information will be provided once a vendor is selected. If the sub-recipient chooses to produce their own materials with Leastos California grant program funds they must receive prior approval from Cal OES and adhere to the sub-recipient handbook part eight. Training. The sub-recipient must incorporate the materials and resources developed for and provided by the Leastos California grant program in any emergency preparedness response recovery and mitigation training conducted with grant funding. Establish and implement a peer-to-peer engagement approach. Tribes who represent and connect to the region's most diverse and vulnerable populations will create and implement a peer-to-peer approach to engage and educate the community that reflects the needs of the target population. Each tribe must organize their community to establish a tailored approach which will ensure their community. One is knowledgeable about what to do during a disaster and consider engaging community partners such as faith-based communities, schools, community centers and etc. Two has emergency preparedness materials and access to information that need before they need before a disaster hits. Three is clear on the steps to take to increase their community's disaster preparedness response recovery and mitigation capabilities and keep themselves their families and communities safe. Four, share final approach and results with the Cal OES Leastos California support team. Identify gaps and propose solutions. The sub-recipient must identify gaps raised by community and put in the peer-to-peer engagement and organizing process and propose solutions to strengthen local county emergency plans. Share the recommendations on identified gaps and solutions with the Cal OES Leastos California support team. Host a conversation to identify emergency preparedness needs of the community for an integration into local emergency plans. The sub-recipient is encouraged to host a conversation to identify disaster preparedness response recovery and mitigation needs of the community for integration into tribal emergency plans as a joint effort with local leaders across sectors including tribal office of emergency management, share outcomes of the conversation with the Cal OES Leastos California support team. Capture stories of impact. The sub-recipient must capture stories of impact highlighting outcomes and results of the tribal strategies and connections made as part of this effort that illustrate the purpose and intent of the LI program and provide the stories to the Cal OES Leastos California support team. These stories may be submitted in writing articles, videos, and photos. Please ensure that formal permission is granted for all stories. Reporting requirement. There are five progress reports required for the program. See the chart below for report period and due dates. You can also find this in your RFP that you are applying for. Proposal rating sheet. This is a competitive grant process meaning that your applications will be ranked in comparison to all other applications received. This is also located in the RFP. Proposal required documentation. This is a checklist that's the last page of each RFP and this is to help you in regards to knowing which forms need to be submitted and you can just go ahead and down and check off whichever have submitted with your proposal. Recommendations for award. Final funding decisions are made by the Director of Cal OES. Funding decisions are based on the following. The rank score of the proposal, consideration of priorities or geographical distribution specific to this RFP and prior negative administrative and programmatic performance if applicable. Once the decision has been made the applicant will be notified in writing. Those not selected will receive a denial letter and information on the appeals process. Proposal submission. The proposal package must be received electronically no later than 5 p.m. on Tuesday, March 1st, 2022 to leasosgrants.ca.gov. Questions. Reminder. Questions concerning the RFP, the process or programmatic issues must be submitted in writing by email to leasosgrants.ca.gov. Cal OES staff cannot assist the applicant with the actual preparation of their proposal. Cal OES can only respond to technical questions about the RFP during the period of time between the publication date and completion of the RFP process. This concludes the Leasos California Tribal Grant LI program RFP training. Next up is the grant sub-award proposal training that will be administered by William Chan. He is one of our program specialists in the Leasos unit. Hi, my name is William Chan. I'm the program specialist with the Leasos grants units. Today, we are going to give a presentation on the grants sub-award proposal process. Today, we are going to provide guidance on the components that are required of a proposal, and we are going to review those forms that we referenced just a moment ago and familiarize you with some tools that are available. The process of submitting a proposal begins with a request for proposal being released. This is our competitive process. Within the request for proposal, you will find fund source information, the background of the program, requirements, and expected deliverables, and instructions on how to apply. So, where do you find a request for proposal? It can be found on the Cal OES website at cal oes.ca.gov, and on the upper right corner, you will click the Cal OES divisions link. From there, you will scroll down and click on grants management. Then, search for grants. Once you are on the search for grants landing page, there are a couple of ways to search. You may search by scrolling through the table shown on the bottom of the screen, or you may use the search box. I like to use the search box when I know which request for proposal I am looking for. You may type the name of the program in the box, or if you know the two-letter program acronym, you may type that in instead. Although we are talking about a request for proposal, we would like to draw your attention to the mailing list. When the Cal OES releases a request for proposal, or competitive process funding, we send an email notification to anyone who has signed up for our mailing list. Please know the only time you will send an email is when we release a new request for proposal, sending a solicitation to fill a position for one of our advisory bodies, or when we post a public meeting notice. If you are not signed up already, we strongly encourage you to do so so that you can receive these important notices. Cal OES released the List of those California Tribal Grants Program requests for proposals on January 25, 2022, and applicants have approximately five weeks to put the proposal packet together from that date. Once complete, applicants will need to email a copy of the proposal packet to the List of those grant unit. Let's talk about the request for proposal, or RFP itself. The RFP has three parts. Part one is what you have to do. It explains the Public Records Act, submission deadline, eligibility, grant support performance period, funding, and programmatic requirements. Part two refers to the policies or administrative requirements, and includes references to the subrecipient handbook, components that are required with your proposal, policies concerning the budgets, administrative requirements, and required or additional forms that may apply towards your proposal. Part three is a checklist that includes a list of documents that are required with your proposal and links to the most current forms. This is an example of what the checklist looks like. It includes all the required components and links to each form. Under the Additional Forms section, these forms may or may not be required depending on what you have in your budget. For example, if you do not have out-of-state travel, you will not need to include this form with your proposal. There are eight forms that are required with every request for a proposal, regardless of program type. Please note that most programs will require additional forms, so read your request for a proposal thoroughly. In these next slides, we are going to tell you about some of the more common mistakes that we find with these eight forms, so that you know what we are looking for when we review your proposal. You can find these forms at the very end of the RFP and this checklist section with a hyperlink to each form. But first, here are a few helpful reminders. First, read the entire request for a proposal to understand what is required for the program. Second, please note that all forms have instructions, so if you have a question about a form, look at the instructions first and then email your program specialist for help. And third, use current forms. Cal OES updates our forms often. If you are using one of our forms that you've saved on your desktop, it's possible it may have been outdated and you'll be asked to redo the form, which may delay the processing of your award if selected. Okay, let's start with the grant support face sheet. The instructions are on the left and the most recent version of the face sheet is on the right. Here are the most common mistakes we find on the grant support face sheet include the last four digits of zip code are often missing. Please be sure to go to the US Postal Services website to look up your plus four and include that on your face sheet. Zaster slash program title needs to match the name of the program you are applying for. This can be found in the request for proposal. For example, if you're applying to the Listos California Tribal Grants LI program, then write Listos California Tribal Grants LI program on line 5. Indirect cost rates do not apply for applicants applying for this grant because this is a state funded grant. You can write NA here for not applicable. Okay, this is a table that appears on the face sheets. We zoomed in so that you can see it easier. This is where you this is where your funding information will go and you can find all this information in your request for proposal. Please note that the grants here and fund source are now drop down boxes, columns A and G can be typed in and will automatically total for you. In your request for proposal and part one section F funding information, you will find the information needed to correctly fill out the face sheet. This is an example of a grant sub-award number. There is no need to fill in the sub-award line areas on the forms requesting it. The sub-award number is given once an applicant has been awarded grant funds. This is the project contact information form. The instructions are on the left and the most recent version of the form is on the right. Here's a list of things to keep in mind. Remember to use the most updated forms from our website. Don't forget to write the entire nine digits of code number. Keep in mind each point of contact must be so indifferent so that we are able to reach an alternate if there is an urgent matter. No whiteouts if you have to hand write something. On lines one and two make sure the grants sub-award director and the financial officer are different. They cannot be the same person. Make sure to use the correct sub-award number. This will be given to the approved applicant. The program specialist can fill this part out. And lastly, please make sure the official designated by the governing board on line six is the person who signs the grant sub-award face sheet. This is an intro authorization form. The instructions are on the left and the most recent version of the form is on the right. When we review the signature authorization form, we compare it to the project contact information form to ensure the grant sub-award director and financial officer are the same authorized personnel. You can list alternate individuals that have the authority to sign on the grant sub-award director and financial officers we have. Just like the grant sub-award director and financial officer cannot be the same person, you cannot have one person being authorized signer in both areas of this form. It is best to have at least one authorized signer for each position. If someone is unavailable and you need to submit the report of expenditures and requests for funds or make modifications, it is easy to do so when you have a different authorized signer for each position. If not, there is nothing you can do until they return. If you want to change authorized signers, you must submit a grant sub-award modification to Cal OES as soon as possible because it takes approximately two weeks to process, so it is important to make a modification request immediately when the change has been made internally in your organization. This is the current list of certification of assurance of compliance documents we have. A common mistake is signing and submitting the wrong one. We must receive the ones that is tied to the fund source for your program. The checklist in part three of the request for proposal will tell you exactly which one is needed. Another mistake is using an old version of a document. The way to ensure you have the current version is by downloading it from our website. Again, the checklist will have the link for the correct and current version. Please be sure you are reading this document in full so you know what the requirements are because when you sign this, you certify that you are compliant. The red arrows are some areas I want to bring to your attention. Arrow one, sub-recipient is the name of your agency. Please have this match what is written on the face sheet. Arrow two, pointing at line one, the applicant should complete the Cal OES program name and the grant sub-award performance period. The grant sub-award number should be left blank. Your program specialist will fill this in for you. Arrow three, ensure appropriate signer have signed the documents. This would be the official designee by the governing board. Arrow four, for federally recognized tribes and community-based organizations, it must be the governing board chair that signs this section. The budget is normally the next document in your proposal. Form two dash 106B, grant sub-award budget pages single fund source. The Cal OES has three budget categories. Category A is personal services, category B is operating expenses, and category C is equipment. All three categories must be submitted with your application, whether or not you have items in that category. For example, if you do not have equipment, you can write none requested in that category. All three categories must be included in your application packet. The budget spreadsheet template will automatically add the columns on each tab. Please show the equation on each line item as to how you got the total. The personal services category is where you'll want to put salary, benefits, and overtime for people you employ as your agency. This is also where you will put your volunteer hours. The operating expenses category is the meat and potatoes of your program. This is where you'll want to put just about everything else, including rent, travel, and training. The equipment category is where you'll put non-expendable property, having a useful life of more than one year, and the cost of $5,000 or more per unit. Just to be clear, if you're buying six laptops at a cost of $1,000 each for a total of $6,000, you will put those laptops in the operating expense category as the per unit price is less than $5,000. Now let's talk about the information we need to see on the budget pages. The goal bubbles you'll see on the next few slides contain the elements that need to be included in each calculation for each line item. In this example, we have a program advocate position that is making $4,000 per month. Please note that the salary cost can be shown as an hourly rate, a monthly salary, or an annual salary. Then we want to see the duration. In this example, the program advocate will be paid for 12 months, which probably matches the length of the performance period. And then we want to see the full-time equivalent for the position. In this example, the program advocate will work 50% of the time on this program. Then finally, you will want to include a brief description of the line item and explain how it furthers the goals and objectives of the program. For the benefit calculation, you will need to include the benefit rates. In this example, the rate is 22%, multiplied by the total salaries of all employees and the budget that receives benefits. In this example, it's $200,000. And finally, you'll want to include a brief description of what benefits are included. Unless you're paying the volunteers a salary, you should have it in the operating section. Volunteers also captured in budget category A. The first element needed is the rate that you have valued your volunteers at. Please note that this rate cannot exceed what it costs your agency to have a staff person doing the same job and that you can include both salary and benefits when calculating the volunteer rates. In this example, the value of the volunteer is $12 per hour, multiplied by the number of hours to be charged to the grants. In this example, $1200 hours. And then include a description of activities the volunteers will be doing. Now we're going to show you a few operating expenses examples. Volunteers that are being charged for the following. Poredium, gas, and mileage should be titled as shown in the slide. Title as volunteers, title what they are being charged for. In this example, they are charged into per diem. And the name, number of training they are attending. Again, the elements in the gold bubbles need to be included in each calculation for each line item. For this example, we have postage. The amount for postage is $250 per month, multiplied by the duration. And in this example, it's 12 months, which probably matches the length of the performance period, multiplied by how much of the postage will be charged to the grants. Rent is another very common operating expense. For rents, you will need to add up the full-time equivalents or FTEs and budget category A, personal services. In this example, in this example, we have 4.5 FTEs. Then multiply the 4.5 FTEs by 125 square feet per FTE, which is what is allowed as per the sub recipient handbook. And then multiply that by the amount you pay for rent per square foot. Please note that $2 is the up to the amount and that you should use your actual rates in your calculation. If your landlord charges you 65 cents per square foot, that's the rate you need to use. Finally, you will multiply by the duration. In this example, it's 12 months. Some final reminders about your budget. Please be sure you refer to the RSP to identify required and prohibited expenses and that you build your budget accordingly. Be sure to use whole dollar amounts only. Often, when your budget is off by a dollar, it is due to rounding errors. So please be sure you are checking the amounts entered in your budget columns. Please include expenses in the correct category. And lastly, all budget line items require justification and calculation. A request for a proposal requires a budget narrative, which allows the sub-recipient to provide details about their budget. The budget narrative typically includes how the budget supports objectives and activities, the need for administrative costs, and the necessity for sub-contracts. The most common mistakes we see with budget narratives are that sometimes they don't match what's on the budget pages. For example, let's say you've emailed your proposal packet to the program unit and during the review, your specialist determines that several corrections are needed to your budget pages. You make those changes for your specialist, but now your budget narrative doesn't match. So please remember, if your request for a proposal requires a budget narrative, every time your budget pages are updated, your budget narrative must be updated as well. They must match. Next is the programmatic narrative where you provide details about how you will meet the objectives of the program. Please be sure you are reading your RFP and that your narrative addresses each of the questions from the RFP. We have often seen applicants use the same narrative that they have been that they've used in the previous year or even perhaps for another grant that do not address or any or all the questions from the RFP. Next is the grant management assessment form. Her Title II CFR Section 200.332 Cal OES is required to evaluate the risk of non-compliance with federal statutes, regulations, and grant terms and conditions posed by each sub-recipient of pass-through funding. This assessment is made in order to determine and provide an appropriate level of technical assistance, training, and grant oversight to applicant for the award reference above. The questions are related to your organization's experience in the management of federal grant awards. This questionnaire must be completed and returned with your grant proposal materials. For purposes of completing this questionnaire, grant manager is the individual who has primary responsibility for day-to-day administration of the grants. Bookkeeper slash accounting staff means the individual who has responsibility for reviewing and determining expenditures to be charged to the grant award. An organization refers to the applicant applying for the award and or the governmental implementation agency as applicable. We just spent a significant amount of time talking about the eight required forms for every request for a proposal we release, but sometimes additional forms may apply. Be sure to check part five of your request for a proposal to find out if additional forms may apply for your organization. One final thing to remember, all forms have instructions. Use the forms on the website. Those will be the most current version. The checklist that comes with the request for a proposal will tell you which forms are required. Email your program specialist if you have questions. We are here to help. And use the checklist in part five of the request for a proposal. Okay, this concludes the request for proposal and application overview training for the Leistos California Tribal Grant Program. This presentation has been recorded and will be available for on-demand viewing later on the Cal OES website. Please remember to email your questions to Leistos Grants at caloes.ca.gov. And thank you all for attending today. Goodbye.