Application Process

Overview

The City has two mechanisms for agencies seeking financial support from the City for providing community services. The first is Community Development Block Grant (CDBG) funding*. The second, as referenced in City Council Policy 7.2.4, Relationships with Outside Groups, is through a Special Agreement with the City. The Special Agreement process is explained below. Special agreements may be available when the proposed services are not eligible for CDBG funding, meet City eligibility criteria, and are more appropriately and cost effectively provided by non-profit, community-based organizations than by the City.

Letters of Inquiry and Application

Agencies interested in applying for a Special Agreement must first submit a letter of inquiry with a brief description of the proposed project or service, to the City department director most appropriate to the proposed service, or to the Office of the City Manager, for routing. Letters of inquiry may be submitted at any time. In consultation with the City Manager, the appropriate department director will evaluate the letter of inquiry and, if appropriate, request submission of a City Application for Service Delivery Funding from the agency. A completed Application for Service Delivery Funding must be received by the due date stated on the application (typically March) for consideration in the next year’s funding cycle: July 1 of current year through June 30 of the following year. 

Application Documents - Applications for Special Agreement funding are due Monday, March 31, 2008.

§        Application for Special Agreement for Outside Group Funding PDF

Evaluation of Applications for Service Delivery Funding

The following evaluation process will be applied:

§         Staff will determine application eligibility based on the Evaluation Criteria and consistent with other Council policies. Applications not deemed eligible for funding consideration will be returned by the department director with such notice to the agency, and will not receive further consideration for City funding.

§         If the application meets the eligibility criteria the director shall discuss a staff recommendation regarding the services and associated funding with the City Manager. The department director shall respond to the applicant within 30 days, indicating whether staff will include the funding request for consideration in the City Manager’s proposed budget for Council action, or if the application is declined.

§        The City Manager will review and submit to Council those applications recommended by staff for approval, and at his/her discretion may make funding recommendations to Council, within the context of the City Manager’s budget transmittal package, and taking into consideration City budget and service priorities.

§         Applicants will be notified in writing of the status of their funding requests, following action by the City Council.

Timeline

Traditionally, the City Manager’s recommended budget for the upcoming fiscal year is transmitted to Council and posted for public review in early May.  A pubic hearing is held the following week, and is followed within a week or so by Council’s annual budget workshop. At the workshop the City Manager formally presents his/her recommended City budget to Council, and responds to Council questions. The workshop does not usually include public comment.  In June the Council takes final action on the proposed budget. In July applicants are notified in writing of the status of their funding requests.

§       Timeline for City FY08-09 Budget Review/Approval PDF

Evaluation Criteria

The following criteria must be met for an application to be considered eligible for consideration for City funding:

§        Proposed service(s) must be consistent with existing City needs, policies, and goals.

     See City of Sunnyvale General Plan.

§        Programs/services funded must represent a service that can be more cost-effectively operated by the proposer than by the City and not duplicate other City services

§        The organization must:

• demonstrate capability to effectively provide the program
• be an appropriate agency to deliver this program
• demonstrate strong financial management and effective management controls
• demonstrate a diversified funding base beyond the commitment of City funds

Funding may be provided on a multi-year basis but is not guaranteed. Continued funding is contingent upon City budget limitations, City Manager and Council approval, and previous program performance.

If Funding is Approved

Service Agreement

A performance-based, fixed-unit contract will be developed in the July/August timeframe.  The contract holds the contracting agency accountable for provision of contractual services.

Quarterly Performance Reports and Reimbursement Requests

A performance report and reimbursement request will be due quarterly, on dates specified in the contract.

If you have questions regarding the Outside Group Funding application process, please sent an email to outsidegroupfunding@ci.sunnyvale.ca.us or call the Office of the City Manager at (408) 730-7480.

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* Human services agencies that serve predominantly low income Sunnyvale residents may be eligible for Community Development Block Grant funding through the City’s Outside Group Services Program.  More information on this program is available on the City’s web site at: http://sunnyvale.ca.gov/Departments/Community+Development/Housing+Division/Housing+OGF.htm, or by calling the Housing Division of the Community Development Department at (408) 730-7250.

updated: 3/13/08