FFA_Program_Budget_Evaluation_and_Leadership_Demographics_Workbook.xlsx

This is a Program Budget and Evaluation Workbook template issued by the City of Santa Monica for agencies responding to a Flexible Financial Assistance (FFA) Request for Proposals. The document serves as a comprehensive tool for applicants to propose a five-year program budget, establish performance evaluation goals and indicators, and provide leadership demographic information. Agencies submitting proposals must use this workbook to detail how they will implement and operate the FFA program, which aims to provide financial assistance and support services to eligible Santa Monica residents at risk of housing instability. The contract term is five years, with a total available funding of $6 million. The workbook requires applicants to account for a reasonable ramp-up period at the program's inception and to complete all required line-item budget detail with accurate calculations or proposals will be rejected. All reports and supporting documents submitted to the City are considered public record subject to disclosure under the Public Records Act.

The budget template requires detailed breakdowns across seven budget categories: Staff Salaries, Staff Fringe Benefits, Consultant Services, Operating Expenses, Direct Client Support, Other Expenses, and Indirect Administrative Costs. Indirect administrative costs at 15 percent or less are considered de minimis and require no additional documentation; rates above 15 percent must be accompanied by a federally-negotiated indirect cost rate agreement. The workbook also mandates completion of a Program Evaluation section with required performance indicators including ensuring 85 percent of eligible households receive assistance within 15 days of approval, 80 percent of households report the process as easy or very easy, and 80 percent of applicants report receiving needed help with application completion. Additionally, agencies must submit Leadership Demographics data for Board Members, Senior/Executive Management, and Program Managers/Supervisors across categories of gender, age, and race and ethnicity. The City will use submitted information to provide Council and the public with reports on agency performance, demographics, outcomes, and findings.