Eastern Neighborhoods Guidelines
Eastern Neighborhoods
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Introduction
About the Eastern Neighborhoods Grants Program
The Community Challenge Grant Program (CCG) has partnered with the San Francisco Planning Department to provide resources to community groups, businesses, schools, and nonprofit organizations to make physical improvements to their neighborhoods. The Eastern Neighborhoods Grant Program is geographically focused on projects that directly engage residents and businesses in creating green spaces, gathering places, gardens, mini-parks and other neighborhood amenities that enhance recreation and open space needs.
The Eastern Neighborhoods Grant Program is specifically for projects located within the boundaries of the Eastern Neighborhoods (EN) Area Plans. This category is funded from impact fees generated from new development in the EN Area Plans. The respective funds are applied to community improvement projects in these areas to accommodate increased use of existing amenities by new workers and residents resulting from new development. They are only to be used on capital projects as opposed to maintenance and programming. Projects eligible for this program should be focused on streetscape, public realm, recreation and public open space improvements on city-owned property only. Art projects are ineligible for this program. Unlike other CCG programs, these funds cannot be used to remedy deferred maintenance, abate litter or graffiti, sidewalk or street maintenance, or projects on privately-owned property.
About the Eastern Neighborhoods Grants Program
The Community Challenge Grant Program (CCG) has partnered with the San Francisco Planning Department to provide resources to community groups, businesses, schools, and nonprofit organizations to make physical improvements to their neighborhoods. The Eastern Neighborhoods Grant Program is geographically focused on projects that directly engage residents and businesses in creating green spaces, gathering places, gardens, mini-parks and other neighborhood amenities that enhance recreation and open space needs.
The Eastern Neighborhoods Grant Program is specifically for projects located within the boundaries of the Eastern Neighborhoods (EN) Area Plans. This category is funded from impact fees generated from new development in the EN Area Plans. The respective funds are applied to community improvement projects in these areas to accommodate increased use of existing amenities by new workers and residents resulting from new development. They are only to be used on capital projects as opposed to maintenance and programming. Projects eligible for this program should be focused on streetscape, public realm, recreation and public open space improvements on city-owned property only. Art projects are ineligible for this program. Unlike other CCG programs, these funds cannot be used to remedy deferred maintenance, abate litter or graffiti, sidewalk or street maintenance, or projects on privately-owned property.
Boundaries of the Eastern Neighborhoods Area Plan
About the Community Challenge Grant Program
For more than 25 years, the Community Challenge Grant Program (CCG) has provided funding to community groups, schools, and nonprofit organizations to make improvements in their communities. The program is an important tool for building a stronger and more vibrant San Francisco by empowering groups to lead improvements in their neighborhoods and communities.
The Guidelines presented below define the eligibility requirements, policies and general operations of the Community Challenge Grant Program. The Guidelines are not an application or a summary of the application process.
Grant Cycle Timeline
The CCG offers grants through one annual cycle in the Fall. Typically, the grant cycle allows five weeks for the completion and submission of applications. Awards are announced in Spring of the following year. Depending on the award amount and project scope, grantees may be under contract as soon as thirty days following the pre-contracting meeting described below.
General Eligibility Criteria
Applicant Organizations
Nonprofit organizations, community groups, merchant associations, community benefit district organizations and schools are eligible to apply for funding. Organizations performing a community project in their neighborhood must be a 501(C)(3) nonprofit organization, or identify a 501(C)(3) to serve as their fiscal sponsor. The grantee or its fiscal sponsor must be an approved and compliant City supplier to enter into a grant contract with the City & County of San Francisco. For more information on becoming a supplier, please visit https://sfcitypartner.sfgov.org.
Project Categories
Organizations are eligible to receive funding for the following types of projects:
Application Requirements & Commitments
Applicants must agree to develop, prepare and submit a variety of supporting documents with their applications; obtain insurance; install signage; and meet a variety of contracting and project execution requirements to be eligible for a grant, including:
Permits & Approvals
Projects requiring permits must engage permit-issuing agencies in advance of applying. The applicant must discuss the process and timeline required to obtain necessary permits, and how permitting will affect implementation of your project, in the design section of the proposal narrative and project work plan.
Projects on property owned by the City & County of San Francisco:
Before a project is approved for implementation, the applicant must obtain the required permits, approvals, and/or authorization from all City departments with regulatory jurisdiction over the project area. This includes resolution of all issues regarding City acceptance of the project (if it will become a City-owned resource), future maintenance, and liability of the project improvements must be addressed to the satisfaction of all City departments with jurisdiction over the project area.
Program Restrictions
Timeliness
Applicants must be prepared to enter into a contract within three months of award announcement, including the timely submission of required contract documents, and proactively communicating with the CCG to resolve outstanding deliverables or other problems. If an applicant is unable to comply with timeliness requirements the grant may be revoked.
Application Review Process
Applications will first be screened by CCG staff for completeness, adherence to The Guidelines, and to ensure that the proposed project meets the intended use of CCG funding. Applications that are complete and in compliance with The Guidelines are referred to The CCG Advisory Committee (CCGAC) for review. The CCGAC will evaluate and score applications based on the Evaluation Criteria. The CCGAC submits funding recommendations to the City Administrator who decides final awards. Applicants may receive a grant that is less than the amount requested in the application. This may require revisions to the proposed budget and project work plan.
Evaluation Criteria
Match Requirements
The Community Challenge Grant Program is designed to provide financial assistance that is complemented by a partially-matched community contribution, including in-kind donations, volunteer labor, and other sources. The required match is based on the grant request. For every grant dollar requested the applicant must provide at least a 35% match for all projects. Applicants must keep detailed records of all expended match.
The following are requirements for an eligible match:
Budgets, Financial Restrictions & Reimbursement Operations
Funding Levels
The minimum funded grant is $15,000. The maximum funded grant is $175,000. Grant awardees must provide a 35% match of cash, volunteer labor (valued at $25.00/hour), donated materials and/or supplies, or services.
Budget Size: $15,000 to $175,000
Project Duration: 9 - 12 months depending on the project scope and timeline* On a limited basis, the CCG Program Director may authorize a project duration that exceeds 12 months based on the project complexity and scope. The duration is established at the beginning of the grant contract and represents the period of time that an awardee has to complete the project.
Required Match: 35% for all projects
Eligible Expenses
Eligible Expenses with Limitations
Ineligible Expenses
Fiscal Sponsorship Fees
Fiscal Sponsors may receive a fee of no more than 15% of the requested grant award. This fee must be included in the project budget.
Disbursement of Grant Funds on a Reimbursement Basis
The CCG is a reimbursement grant program. Funded entities must first expend dollars, document expenditures, and submit invoices to receive disbursement of grant funds. Awardees CANNOT begin projects or submit invoices for expenditures made prior to entering into a grant contract with the CCG. To receive reimbursement awardees will be required to submit payment request forms with supporting documentation, including copies of receipts, invoices, cancelled checks, credit card statements, payroll journals, and timesheets. All invoices will undergo review and auditing by the CCG before disbursement of reimbursements. Reimbursements must follow a monthly or quarterly submission cycle. Grantees may not submit more than one reimbursement per month. Prior to submission for reimbursement of any compensation or fees paid to a subcontractor, the grantee must provide a service contract, and any applicable insurance, approved by the CCG Program Director. Reimbursement requests may take up to 30 days to process upon approval.
Project Follow-up & Reporting
Once a project is selected to receive funding and has entered into a grant contract, the following requirements are the responsibility of the grantee:
Project Follow-Up
Quarterly Reporting Requirements
For more than 25 years, the Community Challenge Grant Program (CCG) has provided funding to community groups, schools, and nonprofit organizations to make improvements in their communities. The program is an important tool for building a stronger and more vibrant San Francisco by empowering groups to lead improvements in their neighborhoods and communities.
The Guidelines presented below define the eligibility requirements, policies and general operations of the Community Challenge Grant Program. The Guidelines are not an application or a summary of the application process.
Grant Cycle Timeline
The CCG offers grants through one annual cycle in the Fall. Typically, the grant cycle allows five weeks for the completion and submission of applications. Awards are announced in Spring of the following year. Depending on the award amount and project scope, grantees may be under contract as soon as thirty days following the pre-contracting meeting described below.
General Eligibility Criteria
Applicant Organizations
Nonprofit organizations, community groups, merchant associations, community benefit district organizations and schools are eligible to apply for funding. Organizations performing a community project in their neighborhood must be a 501(C)(3) nonprofit organization, or identify a 501(C)(3) to serve as their fiscal sponsor. The grantee or its fiscal sponsor must be an approved and compliant City supplier to enter into a grant contract with the City & County of San Francisco. For more information on becoming a supplier, please visit https://sfcitypartner.sfgov.org.
Project Categories
Organizations are eligible to receive funding for the following types of projects:
- Green spaces: Including gardens, sidewalk gardens, median enhancements, tree planting, decorative planters/boxes, landscaping, and urban agriculture and greening
- Gathering places: Mini-parks, parklets, plazas, dog parks, open space and trail restoration
- Neighborhood amenities: Community lighting, seating/benches, bike racks, if part of a larger project
Application Requirements & Commitments
Applicants must agree to develop, prepare and submit a variety of supporting documents with their applications; obtain insurance; install signage; and meet a variety of contracting and project execution requirements to be eligible for a grant, including:
- Develop a detailed work plan in the specified format.
- Provide a detailed budget in the specified format.
- Have a 5-year maintenance plan for greening/beautification projects and a 10-year maintenance plan for public art projects detailing ongoing maintenance after project completion. Be sure to list the responsible party(ies) as well as the source of funding to support the proposed maintenance plan.
- Identify key vendors prior to the contracting process, including obtaining quotes; and provide service agreements with all vendors engaged in the project.
- Provide the insurance required to complete your project, as determined by the City’s Risk Management Division. These requirements are subject to change. If serving as a fiscal sponsor, your organization must be able to demonstrate the project is an additional insured to applicable policies, including but not limited to, general liability, automobile liability, workers’ compensation, and professional liability. Organizations supervising youth or working with seniors are required to provide enhanced policies.
- Include installation of interpretive signage acknowledging the CCG and SF Planning, including the CCG and SF Planning logos, explaining the function of the project to the public. Signage may include other project partners and funders, as desired. Costs associated with such signage may be included in your grant request, up to $1,000. Final reimbursements will not be issued until signage is approved and installed by the CCG Program Director.
- Attend a pre-contracting meeting with the CCG Program Director to review all requirements of the contracting, grant administration, reporting, reimbursement, and closeout processes.
Permits & Approvals
Projects requiring permits must engage permit-issuing agencies in advance of applying. The applicant must discuss the process and timeline required to obtain necessary permits, and how permitting will affect implementation of your project, in the design section of the proposal narrative and project work plan.
Projects on property owned by the City & County of San Francisco:
Before a project is approved for implementation, the applicant must obtain the required permits, approvals, and/or authorization from all City departments with regulatory jurisdiction over the project area. This includes resolution of all issues regarding City acceptance of the project (if it will become a City-owned resource), future maintenance, and liability of the project improvements must be addressed to the satisfaction of all City departments with jurisdiction over the project area.
Program Restrictions
- Projects cannot duplicate or replace funding for an existing public program
- Projects cannot duplicate existing maintenance programs
- Projects cannot conflict with existing City policies, regulations or laws
- Awarded grants may be revoked if a grantee is identified as having violated the program restrictions.
Timeliness
Applicants must be prepared to enter into a contract within three months of award announcement, including the timely submission of required contract documents, and proactively communicating with the CCG to resolve outstanding deliverables or other problems. If an applicant is unable to comply with timeliness requirements the grant may be revoked.
Application Review Process
Applications will first be screened by CCG staff for completeness, adherence to The Guidelines, and to ensure that the proposed project meets the intended use of CCG funding. Applications that are complete and in compliance with The Guidelines are referred to The CCG Advisory Committee (CCGAC) for review. The CCGAC will evaluate and score applications based on the Evaluation Criteria. The CCGAC submits funding recommendations to the City Administrator who decides final awards. Applicants may receive a grant that is less than the amount requested in the application. This may require revisions to the proposed budget and project work plan.
Evaluation Criteria
- Design & Impacts: Presents a sound, well-researched, and feasible project design; and describes the expected impact of the project. 20 Points
- Community Engagement: Describes a compelling need for the project in the community. Demonstrates support and involvement in the project from neighbors and other beneficiaries. 20 Points
- Racial Equity: Presents a clear approach to increase engagement and participation of communities of color, including, but not limited to, community outreach and engagement, inclusion and participation, and sourcing from local businesses owned by people of color. 15 Points
- Capacity: Demonstrates ability to complete the project in the allowed timeframe, identifying the project lead and their qualifications; the specific roles and responsibilities of all organizations involved in the project, and all resources required to complete the project. 20 Points
- Budget: Proposes a reasonable, well-researched and feasible project budget based on the project design and scale.15 Points
- Maintenance: Presents a well-defined and appropriate plan of action to preserve and maintain the project after completion. 10 Points
Match Requirements
The Community Challenge Grant Program is designed to provide financial assistance that is complemented by a partially-matched community contribution, including in-kind donations, volunteer labor, and other sources. The required match is based on the grant request. For every grant dollar requested the applicant must provide at least a 35% match for all projects. Applicants must keep detailed records of all expended match.
The following are requirements for an eligible match:
- The amount and type of match must be appropriate to the needs of the project. The applicant must be prepared to justify that each element of the match, in the amount proposed, is required to complete the project.
- The match must be appropriately documented through service contracts, invoices, receipts, signed timesheets or attendance logs.
- Volunteer labor is valued at $25.00/hour, after a grant contract is executed. No volunteer contributions prior to the execution of the grant contract can be counted against the match requirement.
- Professional services and project management costs cannot be both a cash and in-kind match. They must either be provided fully in-kind or fully in-cash. Discounted rates do not count toward a project’s match amount.
- Eligible items described in the funding and reimbursement section are eligible as a match unless otherwise stated. Ineligible budget items cannot be used as a match.
Budgets, Financial Restrictions & Reimbursement Operations
Funding Levels
The minimum funded grant is $15,000. The maximum funded grant is $175,000. Grant awardees must provide a 35% match of cash, volunteer labor (valued at $25.00/hour), donated materials and/or supplies, or services.
Budget Size: $15,000 to $175,000
Project Duration: 9 - 12 months depending on the project scope and timeline* On a limited basis, the CCG Program Director may authorize a project duration that exceeds 12 months based on the project complexity and scope. The duration is established at the beginning of the grant contract and represents the period of time that an awardee has to complete the project.
Required Match: 35% for all projects
Eligible Expenses
- General Labor/Professional services costs. Please note that certain types of professional services are eligible on a limited basis as described in the limitations section below.
- Equipment, supplies and materials, as they directly relate to the proposed project.
- Community outreach materials, as they directly relate to the proposed project.
- Permit fees, as they directly relate to the proposed project.
Eligible Expenses with Limitations
- Design costs are NOT to exceed 20% of the requested project budget.
- Administrative or Indirect Costs are NOT to exceed 10% of the requested project budget. Any organization submitting for reimbursement of administrative or indirect costs must be prepared to document and justify the services provided to the CCG Program Director. If a grantee is fiscally sponsored, the grantee may not claim an indirect fee. Instead, expenses that would typically fall under the indirect fee category should be specified in the grant program budget for consideration. Excessive administrative costs are discouraged and may not receive funding.
- Project Management costs are NOT to exceed 20% of the requested project budget.
- Fiscal Sponsorship fee is NOT to exceed 15% of the requested project budget.
- Permanent interpretive signage costs are NOT to exceed $1,000 of the requested project budget.
- Construction costs are NOT to exceed 40% of the requested project budget.
Ineligible Expenses
- Food and beverages
- Travel expenses
- Celebrations
- Expenses incurred prior to the execution of the grant contract.
- Previous financial commitments made as part of an organization’s regular operation or as part of another program. Grant awards may not be used to fund ongoing or existing programs, unless there is a clear, documented expansion of services.
Fiscal Sponsorship Fees
Fiscal Sponsors may receive a fee of no more than 15% of the requested grant award. This fee must be included in the project budget.
Disbursement of Grant Funds on a Reimbursement Basis
The CCG is a reimbursement grant program. Funded entities must first expend dollars, document expenditures, and submit invoices to receive disbursement of grant funds. Awardees CANNOT begin projects or submit invoices for expenditures made prior to entering into a grant contract with the CCG. To receive reimbursement awardees will be required to submit payment request forms with supporting documentation, including copies of receipts, invoices, cancelled checks, credit card statements, payroll journals, and timesheets. All invoices will undergo review and auditing by the CCG before disbursement of reimbursements. Reimbursements must follow a monthly or quarterly submission cycle. Grantees may not submit more than one reimbursement per month. Prior to submission for reimbursement of any compensation or fees paid to a subcontractor, the grantee must provide a service contract, and any applicable insurance, approved by the CCG Program Director. Reimbursement requests may take up to 30 days to process upon approval.
Project Follow-up & Reporting
Once a project is selected to receive funding and has entered into a grant contract, the following requirements are the responsibility of the grantee:
Project Follow-Up
- Submit project design drawings (if applicable) for CCG staff review.
- The conceptual plan submitted with the application must be finalized and submitted prior to construction as documentation of the work that will be completed.
- The conceptual plan submitted with the application must be finalized and submitted prior to construction as documentation of the work that will be completed.
- Notify CCG staff of key milestones in the construction of the project so grant administration staff can conduct site visits to observe and document the progress of the project.
- ALL projects must finalize their proposed draft interpretive signage and submit the final version for review, comment and approval before project completion. CCG staff must confirm installation of signage prior to grant closeout. The proposed signage must be finalized at the 9-month mark of the contract for all projects on a 12-month grant cycle.
Quarterly Reporting Requirements
- Electronically submit detailed quarterly reports with photo record of each phase of the project.
- Develop and submit a final report after project completion with photo record of each phase of the project.
