Summary

This is a Program Budget Evaluation and Leadership Demographics Workbook for the City of Santa Monica's Flexible Financial Assistance (FFA) Request for Proposals. Agencies submitting proposals to operate the FFA program must use this Excel-based workbook as a comprehensive tool to propose a five-year program budget, establish goals and indicators to evaluate program performance, and provide information about leadership demographics. The workbook accommodates a total budget of $6 million over the five-year funding cycle, with instructions to account for reasonable ramp-up time at program inception. Proposals must include detailed line-item budgets across seven categories: Staff Salaries, Staff Fringe Benefits, Consultant Services, Operating Expenses, Direct Client Support, Other expenses, and Indirect Administrative Costs. The budget template captures expenditure data across the entire five-year period and for interim reporting periods (mid-year and year-end). Applicants are required to complete staff salary detail including position titles, classification levels, full-time equivalent percentages, and monthly allocation, with automatic formula calculations for subtotals and totals.

The evaluation component requires proposing agencies to identify program goals and corresponding indicators with documentation methods to assess program performance and impact; three goals are mandatory while additional key performance indicators should be included. Indirect administrative costs at rates of 15 percent or less are accepted without supporting documentation, while rates exceeding 15 percent require submission of the agency's federally-negotiated indirect cost rate agreement. The leadership demographics section requires agencies to provide actual numbers of personnel across three categories—Board Members, Senior/Executive Management, and Program Managers/Supervisors—disaggregated by gender, age, race, and ethnicity. All submitted reports and supporting documents become public record subject to disclosure under the Public Records Act, and City staff may use the information to provide Council and the public with reports on agency performance, demographics, outcomes, and program concerns.