Exhbit_D_-_Youth_and_Young_Adut_Sample_Budget_Narrative_7.15.26.docx
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- Solicitation number
- 952-0623-27
- Issued by
- Trinity County, California
About this file
This is a sample budget narrative prepared by Solano County Behavioral Health for the Behavioral Health Services Act (BHSA) Early Intervention RFP No. 952-0623-27, which solicits proposals for behavioral health services and supports for children, youth, and young adults ages 0-25 residing in Solano County. The RFP seeks organizations to provide outreach and engagement, screening and linkage to care, navigation and warm handoffs, crisis referrals, and brief evidence-based treatment interventions. Proposals were due July 24, 2026 at 5:00 p.m. via the OpenGov Solano County Portal. Interviews were scheduled for the week of August 17, 2026, with contractor selection targeted for August 21, 2026. The initial contract term runs from November 1, 2026 through June 30, 2027, with potential annual renewals through June 30, 2029, and the County may extend for up to two additional one-year terms without competitive rebidding.
The sample budget totals $232,929 for one contract year, consisting of $148,420 in personnel costs (70% Program Director, 100% Clinical Case Manager, and part-time Youth Peer Support Specialist), $30,917 in fringe benefits, $16,441 in operating expenses (staff travel, equipment, client transportation, program supplies, and facility costs), $12,008 in other costs (EHR licensing, training, client flex funds, office supplies, and program materials), and $24,957 in indirect costs calculated at 12% based on the agency's cost allocation plan. The estimated total funding is not to exceed $1.02 million annually, with a three-year contract ceiling of approximately $3.06 million. Funding is contingent upon state appropriations and receipt of BHSA allocations. Contractors must maintain Errors and Omissions and Professional Malpractice insurance of at least $1 million combined single limit per claim, execute HIPAA Business Associate Agreements, and comply with Drug-Free Workplace and Child/Adult Abuse reporting requirements. The County prioritizes proposers demonstrating a credible pathway to Medi-Cal billing and long-term sustainability through claims-based reimbursement.
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EXHIBIT D
SOLANO COUNTY
REQUEST FOR PROPOSALS (RFP) NO. 952-0623-27 BHSA EARLY INTERVENTION – YOUTH AND YOUNG ADULTS (AGES 0–25)
SAMPLE BUDGET NARRATIVE
(Note: The Budget narrative is the justification of “how” and/or “why” a line item helps to meet the program deliverables. The categories will change based on the proposed budget – Pages do not count toward total narrative maximum.)
1. Personnel A. Salary – Total: $148,420 Program Director currently oversees the program and will spend 70% (.70FTE) of their time running the day-to-day operations of the Early Intervention program — hiring, supervising and training staff and overseeing outreach, access and linkage, and brief treatment for youth and young adults (ages 0–25). This individual’s annual salary is $93,000 and will be covered for the 12 months of the contract.
Clinical Case Manager will spend 100% (1.0FTE) of their time providing direct Early Intervention services to youth, young adults, and families (screening, access and linkage, brief treatment, and warm handoffs). This individual’s annual salary is $67,000 and will be covered for the 12 months of the contract totaling $67,000.
Youth Peer Support Specialist is a part-time position, an individual with lived experience who provides outreach and engagement to youth and families in community and school settings. This individual’s rate is $24.00 per hour, utilized 20 hours per week for 34 weeks of the contract year totaling $16,320.00.
B. Fringe Benefits – Total: $30,917.00 FICA will be paid for all salaries: $148,420.00 x .0765 = $11,354.00. Unemployment cost is $31,300.00 x 3 x .03 = $2,817.00.
Retirement for full-time employees: $132,100.00 x .06 = $7,926.00. Health Insurance cost for full-time employees is the following:
Director: $370 x 12 months = $4,440.00. Case Manager: $365 x 12 months = $4,380.00.
2. Operating Expenses A. Staff Travel/Mileage – Total: $1,706.00 The staff is expected to travel around the county to conduct outreach, visit schools and community sites, attend meetings and trainings/conferences, meet with county partners, and engage youth and families. The agency reimbursable rate is 0.445 and not the Federal rate of 0.575.
Program Director 320 miles x 0.445 = $142; Daily Subsistence $91.75 x 5 days = $458.75; Total $601.00.
Clinical Case Manager 180 miles x 0.445 = $80; Daily Subsistence $91.75 x 5 days = $458.75; Total $539.00.Youth Peer Support Specialist 240 miles x 0.445 = $107; Daily subsistence $91.75 x 5 days = $458.75; Total $566.00
B. Equipment Purchases – Total: $1,450.00 One computer package including printer, scanner, and software licenses will be purchased. The computer will be based in the administrative office and will be used to develop and maintain client databases in addition to performing administrative work connected to this program.
C. Client Transportation – Total $5,545.00 Due to the lack of transportation services in the county, transportation is provided for youth and families to participate in program services and activities.
Gas: $110.00 a month x 12 months = $1,320.00 Insurance: Automobile Liability per year for $1,310.00 Repair and Maintenance: Routine Maintenance for Van (oil change, tires, etc.) as needed $275.00 Van Rental for use of County Transportation Vans ($220.00 a month x 12 months) = $2,640.00.
D. Program Supplies & Materials – Total $186.00 6 first-aid kits will be purchased for the program space in case of a medical emergency. 6 x $31.00 = $186.00
E. Facility Expenses – Total $7,740.00 Monthly rent and utilities cost is necessary for the site location to provide the services and activities. The cost is pro-rated at 50% for Rent and Utilities because a separate contract covers the other 50% of the cost. Or the rent is calculated based off program FTEs and square footage of office suite.
Rent: $680.00 a month (pro-rated 50% of usage) $340.00 x 12 months = $4,080.00. Utilities: $320.00 a month (pro-rated 50% of usage) $160.00 x 12 months = $1,920.00. Repair/Maintenance: $100 a month (pro-rated 50%) $50 x 12 months = $600.00.
Janitorial Supplies: $60 a month (pro-rated 50%) $30 x 12 months = $360.00.
Liability/Property Insurance: $1,560.00 per year (pro-rated 50%) = $780.00.
F. Other – Total $12,008.00 IT/Electronic Health Record: License fees for EHR $190 annual fee x 5FTE staff using system = $950.00.
Employee Training: to provide supplies for professional development and orientation for staff.
$41.00 x 12 months = $492.00.
Dues and Subscriptions: to maintain memberships to organizations $120.00 x 12 months = $1,440.00.
Client Flex Funds: to provide financial support to youth and young-adult participants, pay bills, provide clothing, etc.
$90.00 per month x 12 months = $1,080.00.
Office Supplies: including binders, file folders, printer paper, toner, staples, etc. $120.00 per month x 12 months = $1,440.00 Phone and Internet Service: This service is needed to stay connected to participants, families, community collaborators and staff $120.00 per month x 12 months = $1,440.00
Postage: Includes mailing, postage of flyers, program announcements, fiscal reports, etc.
$80.00 x 12 months = $960.00.
Printing: to include flyers, registration forms, handouts, workshop information, binding etc.
$55.00 x 12 months = $660.00.
Recruitment & Advertising: to include hiring notices, screenings, special events $40.00 x 12 months = $480.00.
Sub-Contracting for Lawn and Parking lot: to maintain the appearance and safety of the outside area of the organization $100.00 x 12 = $1,200.00.
Curricula Cost: evidence-based Early Intervention curricula for youth and young adults: $1,050.00. Snacks: provided for youth groups, meetings, participants, etc. $68.00 x 12 months = $816.00.
3. Indirect Costs – Total $24,957.00 Indirect costs are budgeted at 12% based on the agency’s cost allocation plan: $207,972.00 x .12 = $24,957.00. Provide a percentage based on your agency’s cost allocation plan.
Total: $232,929
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