FFA_Program_Budget_Evaluation_and_Leadership_Demographics_Workbook.xlsx

This is a Program Budget Evaluation and Leadership Demographics Workbook template developed by the City of Santa Monica's Housing and Human Services Division for agencies proposing to operate a Flexible Financial Assistance (FFA) program. The workbook serves as a comprehensive tool for proposing organizations to submit their five-year program budget, establish performance goals and evaluation indicators, and provide leadership demographic information. Agencies responding to the FFA Request for Proposal must complete a total program budget of $6 million across five years, with the budget structured to account for reasonable ramp-up time in the initial year. The workbook requires detailed line-item budgets for Years 1 through 5 covering staff salaries, fringe benefits, consultant services, operating expenses, direct client support, indirect administrative costs, and other program expenses. The budget template includes reporting sections for mid-year and year-end expenditure tracking, with calculations automatically populated as applicants input data into highlighted cells. Proposals must be submitted by February 20, 2026, at 3:00 PM, with a virtual bidders workshop scheduled for February 2, 2026, and written questions due by February 4, 2026.

The budget template establishes that indirect administrative costs at 15 percent or less are considered de minimis and require no supporting documentation, while rates exceeding 15 percent require documentation of the agency's federally-negotiated indirect cost rate. The program evaluation section requires applicants to establish at least three mandatory goals with corresponding indicators and documentation methods to assess program performance and impact, with sample indicators provided for financial assistance delivery timeframes and client satisfaction metrics. The leadership demographics section requires applicants to report actual numbers for board members, senior/executive management, and program managers/supervisors, broken down by gender (including male, female, transgender, and non-binary categories), age brackets (under 30, 31-61, and 62+), and race and ethnicity classifications. All submitted materials are considered public record subject to disclosure under the California Public Records Act, and the City may use the information to provide reports on agency performance, demographics, outcomes, and compliance to the City Council and public.