attachment_6.3_budget_narrative_format_and_instructions.docx

Budget Narrative Format and Instructions

For the Agreement Term of September 1, 2024 or upon approval by DGS, whichever is later, through August 31, 2027

The following format may be used when completing the Budget Narrative. As an alternative, bidders may submit narratives developed in-house. If the Proposer chooses to submit an in-house narrative, line items 2 through 12 must be costed where appropriate and must match totals quoted on the Budget Summary.

Salaries, Wages, and

Rent:

Utilities:

Office Supplies:

Budget Narrative Format

TOTAL EXPENDITURES: $

*Note: Indirect Costs shall not exceed 25%.

Budget Narrative Instructions

All costs associated with the performance of the Scope of Work required in this RFP must be included in the format provided. The proposal format shall not be altered. The cost for services shall be for the entire term of the Agreement. Proposals must include a signed and completed Cost Proposal (Attachment 6), a Budget Summary (Attachment 6.1), a Personnel Budget (Attachment 6.2), and a Budget Narrative (Attachment 6.3).

Budget line-item costs should include the following:

A. Personnel services

· Job title

· Number of budgeted positions

· Monthly salary rate

· Number of months budgeted

· Percent of time each staff member will spend in providing services

· Source of funds for each job title

· Total cost by job title

· Fringe benefits (list cost detail of each benefit to be paid)

· Full staff time (i.e., 100 percent of effort) is a minimum of an eight hour day or a 40-hour week. Employees will be required to keep time records reflecting all hours worked on program-related activities. When an employee’s time is shared with other projects or activities, the proposal must include an allocation plan to distribute time and costs to the various activities.

B. Operating expenses and equipment Show the total operating expense, including percentages of costs that are incurred to provide the proposed services as distinguished from other ongoing organizational costs.

1) Subcontractor/Consultant Costs

· Number of subcontractors/consultants by task/job title

· Services to be provided

· Basis for costs, such as by hour, day or other reasonable basis

· Total cost for each subcontractor/consultant

2) Travel Costs

· Travel costs include the cost for lodging, food, commercial carrier fares, private car mileage allowance and incidental expenses incurred by personnel traveling on project-related activities

· Estimated total travel costs. Indicate: types of transportation to be used, such as automobile, plane or public transportation; approximate mileage; and per diem costs plus any other travel expenses. Any reimbursement for necessary travel and per diem expenses shall be at rates not to exceed those applicable to non-represented state employees under current California Department of Human Resources (CalHR) or bidder must submit verification that such rates are not available to bidder. The current CalHR guidelines can be found on the Internet at: http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx. Out of state travel is subject to the prior approval of CDSS.

3) Space

· Estimated costs for space may be based on the amount expected to be paid in rent. Where the facility is owned by the Proposer, costs may be reimbursed on the basis of depreciation or a use allowance. When space is rented, indicate whether the charge also provides for services such as utilities or parking.

4) Equipment

· CDSS will not purchase or provide for the lease/purchase of equipment for the bidder. Equipment should be provided by the Proposer. Equipment purchased with contract funds becomes the property of the state, and arrangements must be made at termination of the contract for transfer of the equipment to the state. The amount expected to be paid for the lease or rental of equipment may be included in the budget. Where equipment assigned to the project is owned by the bidder, an amount based upon the current depreciation rate or upon a use allowance may be included in the budget.

5) Furniture

· The criteria set forth in the previous paragraphs for budgeting equipment costs also applies to furniture.

6) Consumable supplies

· State the estimated cost of items such as paper, forms, folders, pens, pencils, etc.

7) Utilities

· Utilities that are not provided with space rent or use, such as power, water, electricity, gas, etc.

8) Communications

· Telephones, facsimile, postage, etc. State type of service to be provided, number of telephones, basis for payment, etc.

9) Indirect Costs

· Include the percentage and the amount of any indirect costs. If the Proposer has an indirect cost rate (ICR) approved by federal agencies of the department of health and human services (DHHS) or other public grantors, a copy of the negotiation agreement should be submitted with the budget. All other ICRs must be fully explained and justified before they can be approved. (Note: universities and colleges should use their “off campus” rate.)

C. Other expenses Any expense not covered in the above categories must also be fully explained and justified.

D. Proposer’s contribution Identify any special contribution capabilities of the Proposer such as the ability to assume costs for such items as equipment, facilities, supplies and services of volunteers without charging those costs to the contract.

E. Other sources of funding Describe any other sources of funding such as other grants, donations, contracts, etc., for the same or similar services, or for any service connected to services that may be provided by a contract awarded for this proposal.

F. Accounting practices Each Proposer must demonstrate the Proposer’s knowledge of generally accepted accounting practices and the ability to maintain accountability for contract funds, if awarded. A description of past experience in controlling funds in previous contractual agreements or from other funding sources must also be provided.