Human Services Resource Allocation Process (HSRAP) FY24-25

The City of Palo Alto, Office of Human Services, Community Services Department is seeking proposals from organizations to provide professional services to meet human service needs in the community which meet the Fiscal Year (FY) 2024-2025 Priority of Needs(PDF, 98KB)

This funding opportunity is provided through the Human Services Resource Allocation Process (HSRAP). The City provides many services directly to the community. Those services the City may not be able to provide due to expertise or economies of scale are contracted to local agencies through a competitive grant process called HSRAP. The selection of awardees and allocation of funding is a collaborative process with support of City staff and the Palo Alto Human Relations Commission (HRC) who review applications that provide support for identified needs in the community. 

This is a competitive funding process. There is no guarantee that every applicant will receive funding. There is also no guarantee that the amount an organization has requested will be the amount granted. No proposals under $5,000 will be considered. Organizations applying for funding may propose either a new or existing program. Organizations submitting a joint proposal must select a lead organization that will act as the legal contractor with the City of Palo Alto.  

Proposals are being accepted for the funding term of July 1, 2023 – June 30, 2025. Provided all terms and conditions are met through service agreements that are awarded for FY24, contracts may be renewable for an additional 12-month term, unless otherwise determined by the City of Palo Alto.

Pre-Proposal Meeting

All prospective proposers are highly recommended to attend the pre-proposal meeting held on Tuesday, December 13, 2022, 10 a.m. (PST). The pre-proposal meeting was held virtually via Zoom.

An organization’s representative(s) may include staff, board members and/or volunteers. However, the attending representative(s) takes full responsibility to bring all RFP information back to the organization.

You may view the pre-proposal meeting slides as a PDF or watch a recording of the meeting.

Submittal Information

All information requested to submit a complete proposal is included in the body of the proposal, no attachments with additional information are being requested or will be accepted. 

Completed proposals are to be submitted as an attachment to an email and sent to HSRAP@cityofpaloalto.orgConverting the document to PDF is preferred. You will receive confirmation of receipt. 

Deadline to submit a completed proposal is January 26, 2023, 3 p.m. 

NO LATE applications will be accepted and those submitted after the deadline will be disqualified. Failure to submit a complete application, or not complying with any of these procedures and requirements, will also disqualify the application for funding consideration.

Timeline

RFP Issued Thursday, December 1, 2022 
Pre-Proposal Meeting  Tuesday, December 13, 2022, 10 a.m. 
Deadline for questions, clarifications  Thursday, January 5, 2023, 3 p.m. 
Proposals Due Thursday, January 26, 3 p.m. (NO EXCEPTIONS)
Review by HSRAP Subcommittee February 2023 
Review by Human Relations Commission       Thursday, March 9, 2023, 6 p.m.
 Proposers Interview (if needed) February/March 2023 
 Contract awarded June 2023 
 Work commences July 2023

Questions & Answers

All comments and questions from applicants about the Human Services Resource Allocation Process (HSRAP) Request for Proposal (RFP) and the responses from the Office of Human Services, will be posted on this page. It is the responsibility of the applicant to check the HSRAP webpage for replies to applicant questions. 

In order to be received and posted, comments and questions must be emailed to HSRAP@cityofpaloalto.org no later than January 5, 2023, 3 p.m. 

Question Answer
Will the pre-proposal meeting slides and a recording of the meeting be posted online? Yes, you may view the pre-proposal meeting slides as a PDF(PDF, 851KB) or watch a recording of the presentation.

On question number four, you are seeking information on the population served. Is there a problem if the number of Palo Alto residents served is the same as the number of unduplicated Palo Alto residents served by the Requested Funding Amount? 

A problem could arise if City funding is the majority funding source for that program and/or service for the organization. Evaluation Criteria #5 states that "the organization demonstrates the ability to diversify its funding sources. A significant proportion of service funding must be from non-City of Palo Alto funds.
We are trying to determine if two budgets are necessary for submission. Our intention is to apply for funding for two separate staff positions that are critical to our program. Is it acceptable to submit one budget that encompasses our request for staff support for these two roles?  If both staff positions serve the same program, please submit one Program Budget. You may specify the positions and the funding request amount in Section 6: Proposed Program Positions/Staffing. 
The check box for Seniors in Section 3 on page 8 is not working. At the Pre-Proposal meeting on December 13 you indicated we could check this box in handwriting. Please confirm that this is correct. That is correct, you may check the box in handwriting.
What specific forms for the application need to be submitted? At the Pre-Proposal meeting on December 13 you indicated we should submit forms for Sections 2 through 7 only. Please confirm that this is correct. Please also confirm that no attachments are required.

That is correct, please submit Sections 2 through 7. It is okay if an application contains Section 1, but we prefer that it is not included. No attachments are requested or will be accepted. 

At the Pre-Proposal meeting on December 13 you indicated we could scan and submit the application forms as a single PDF. Please confirm that this is correct.

That is correct, you may scan and submit the application as a single PDF. Submitters may also directly convert the application from the Word document to a PDF. 
At the Pre-Proposal meeting on December 13 you indicated that question #20 applies only if we ask for an increase of more than 10% as compared to current HSRAP funding. Please confirm that this is correct.

That is correct, please complete Question #20 only if there is more than a 10% increase between the FY2023 (awarded) and FY2024 proposed budget. Leave blank if not applicable to your organization. 

At the Pre-Proposal meeting on December 13 you indicated that for Section 7 (Submittal) we could provide the required signatures in handwriting in the scanned pdf version of the application. Please confirm that this is correct.

That is correct, you may print the application and handwrite the signature. Submitters are also allowed to type in their full name or supply an electronic signature directly into the Word document.

At the Pre-Proposal meeting on December 13 we asked how you will count the pages for the 12 page limit for responses to questions #4 through #18. Specifically, as an example we note that question #4 and question #5 are at the bottom of page 8. What will you count as a page of the narrative (e.g., does the space for the actual questions such as #4 and #5 count or just the space for our narrative responses)? Please clarify.  Page 9 counts as the first of the twelve-page limit for the Narrative Section. We acknowledge that Questions 4 and 5 are at the bottom of page 8 and will not count toward the limit to the narrative response.