,..

J:c;\m FIRST5
.ili!lij] •sANTA CLARA
COUNTY

FUNDING CYCLE*
July - April - Emergency Fund 1 requests accepted pending availability of funds.
July - June - Sponsorship Fund 1 requests accepted pending availability of funds.
July - September - Staff completes year-end contract compliance reports
(results to be submitted to Evaluation Committee in November).
August- Evaluation Committee reviews draft Annual Outcome Evaluation
Report.
September - FIRST 5 Commission reviews Annual Outcome Evaluation Report
at their Evaluation Workshop.
October - December- FIRST 5 staff conducts Program Planning for next fiscal
year (FY). 2 Letters of Intent from the community outlining proposed programs will
be accepted by the Program Committee.
A Letter of Intent cannot be more than two (2) pages and must include the
following:
a) Description of the proposal;
b) Identification of the location;
c) Description of the population it will serve;
d) Explanation as to how the proposed program furthers one of the two
strategies in the Commission's 5-Year Community Investment Plan; and
e) Funding amount being requested.

1

See FIRST 5 Web site for policy.

2

The FIRST 5 Commission has obligated all funds over the next five years with the expectation that all
allocated funds will be spent; however, they recognize that some funds may not be fully utilized.
Therefore, if funds become available, the Commission may consider new proposed programs. In order for
a request to be considered by the Commission, it must be aligned with the 5-Year Community Investment
Plan; must not be a duplication of an existing service; and must not supplant existing services. Requests for
funding will only be considered through Letters of Intent submitted from October through December. The
Letters of Intent must meet the required criteria as stated above.

*The dates may change due to unforeseen circumstances. Any change will be posted on the
Web site.
December 15, 2004

Page I of2

Each Letter of Intent will be reviewed by FIRST 5 to determine whether it meets
the following criteria:
a) Alignment with the Commission's strategies outlined in the 5-Year
Community Investment Plan.
b) Not duplicative of an existing service or program.
c) Does not supplant an existing service or program.

November - The Evaluation Committee and the Personnel & Finance
Committee review year-end contract compliance report for previous fiscal year.
January - February - Requests from the community that satisfy the criteria and .
are accepted by the Program Committee will be incorporated into the materials
presented to the Commission for the next FY's Budget Workshop.
March - FIRST 5 staff presents draft budget to each FIRST 5 Committee for
their review and comment.
April - FIRST 5 Commission conducts Budget Workshop at the beginning of
April, reviews 5-Year Community Investment Plan, and considers new program
requests.
May - June - FIRST 5 Commission approves budget for next fiscal year, which
may include funding for new services or programs. Following approval by the
Commission, staff will:
•

Release Requests For Qualifications (RFQ) and/or Requests For
Proposals (RFP) as appropriate;

•

Complete contract renewals;

•

Negotiate new sole source contracts as appropriate.

July 1 - Renewed contracts begin.
August - Present RFQ's and/or RFP's award recommendations to the FIRST 5
Commission. New proposed programs contract negotiations begin.
September - New programs begin.

*The dates may change due to unforeseen circumstances. Any change will be posted on the
Web site.
December 15, 2004

Page 2 of2

FIRST 5 SANTA CLARA COUNTY
FUNDING CYCLE*
(revised 12/14/04)

JUL

AUG

SEP

OCT

NOV

DEC
'

Staff prepares year-end contract compliance reports
Evaluation Committee
reviews Annual
Evaluation Re ort

.

Commission
reviews Annual
Evaluation Report
at lannin retreat
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Program planning for next fiscal year
Letters of Intent for funding accepted from the community
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Program Committee reviews proposed
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Staff prepares funding recommendations for
Annual Budget Workshop

* The dates may change due to unforeseen circumstances. Any changes will be posted on the website.
Contracts & Evaluation Policies and Procedures
Funding Cycle Chart

FIRST 5 Santa Clara County
October 20, 2006

FIRST 5 SANTA CLARA COUNTY
FUNDING CYCLE*
{revised 12/14/04)

AUG

OCT

SEP

NOV DEC JAN

MAR

FEB

APR

MAY

JUN

Timeline for submittal of Emergency Funds requests
All Committees
review draft
presentation for
April Budget
Worksho

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* The dates may change due to unforeseen circumstances. An y changes will be posted on the website.
Contracts & Evaluation Policies and Procedures
Funding Cycle Chart

2

FIRST 5 Santa Clara County
October 20, 2006