Census 2020 Bidders Conference September 11, 2019
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Census 2020 Bidders Conference September 11, 2019
PRESENTATION OVERVIEW
1. Census 101 and Outreach Overview
2. Grant Goals
3. Grant Focus Areas
• Outreach, Education, and Awareness
• Questionnaire Assistance
• Innovative Strategy
4. Application Process
5. Review and Award Process
6. Grant Implementation
• Contracting
• Training
• Funding Process
• Reports
2
Census 101
and Outreach Overview
3
CENSUS 2020 GOAL
Ensure That Everyone Is
Counted Once, Only Once,
And In The Right Place.
4
Census count determines
Congressional Representation
Representation for each state and provides data
to draw federal, state, & local
legislative & voting districts.
Apportion more than $675
Funding
IMPORTANCE billion in federal grants to tribal,
state and local government.
OF THE
CENSUS Policy
Governments use census data to
make policy decisions for our
communities such as school
siting, libraries service, and
transportation infrastructure.
Plan future locations for retail
stores, new housing
Planning developments and other
community facilities.
5
BARRIERS TO A COMPLETE CENSUS COUNT • First online Census: Concerns about digital divide and fears about security • Deep distrust in government and fallout from Citizenship Question legal battle combined with ongoing political rhetoric and ICE raids • Disconnect between the importance of the Census and daily life – difficult to see direct impact of being counted. Overcoming Barriers Our focus is to work with trusted messengers to create a deep grassroots effort to reach the hardest to count populations.
US Census Bureau • Responsible for the Count
7US Census Bureau • Responsible for the Count
State of California • Invested: Budgeted $180 million
8US Census Bureau • Responsible for the Count
State of California • Invested: Budgeted $180 million
United Way Bay Area • Regional Collaboration
9US Census Bureau • Responsible for the Count
State of California • Invested: Budgeted $180 million
United Way Bay Area • Regional Collaboration
Contra Costa County • Coordinate and Fund Locally
10US Census Bureau • Responsible for the Count
State of California • Invested: Budgeted $180 million
United Way Bay Area • Regional Collaboration
Contra Costa County • Coordinate and Fund Locally
Partners • Trusted Messengers
11HARD TO COUNT POPULATIONS • Children under 5 • LGBTQ • Youth between 18-24 • People experiencing homelessness • Racial and Ethnic minorities • People who are distrustful of government • People living in poverty • Undocumented immigrants • Non-English Speaking households • People living in Rural areas • People with no high school diploma • Households with limited internet access* • Highly mobile people • Renters, and people in multifamily units • Seniors • Veterans**
CONTRA COSTA COUNTY OUTREACH
June 2020
PROCESS
April Regional Meetings
Complete Final Push!
April 2020 Count! Jan/Feb Regional Meetings:
Boots on the Outreach Events Kick-Off
and Training
Jan 2020 Ground
Oct/Nov Regional
Meetings: Training
Sept 2019 Training
June Regional
We are
here! Implementation Plan Meetings:
Inventory
Strategic Plan – Building Network
Feb 2019
13COUNTY
REGIONS
14Grant Overview
1
5CENSUS 2020 GRANT FUNDING
Census Outreach and Assistance Grants – $350,000 to Local Community Organizations
Goals: Increase the self-response rate in Contra Costa County, in particular the Hard to
Count Communities.
• Work with Trusted Messengers
• Provide local resources for people to get Census assistance, including in multiple languages
• Find innovative outreach strategies to reach hard to count communities
• Invest in our local non-profits and community organizations
Priorities
• Provide a grant program that includes tools, resources, and support for Trusted Messengers to
easily implement outreach and assistance programs to reach those they work with.
16Phase 1: Larger Grants ($2,000 Phase 2: Mini-Grants ($500 -
- $20,000+) $3,000)
• Outreach, Education, and • Host event(s) to raise
Awareness (up to $10,000) awareness about Census
• Non-English Language • These grants would be
TWO Outreach, Education, and available on a rolling basis
PHASES OF Awareness (up to $15,000)
GRANT • Innovative Strategies (up to
$20,000+)
FUNDING
• Questionnaire Assistance (up
to $15,000)
• Non-English Language
Questionnaire Assistance (up
to $20,000)OUTREACH, EDUCATION, & AWARENESS
Promote, outreach, education, and awareness to targeted Hard to Count populations
to increase participation in the 2020 Census.
• Census Awareness campaign
• Cultural Events (Community festivals, music events, cultural celebrations, or outreach
included in special events such as Cesar Chavez Day, MLK Day, Cinco De Mayo,
Chinese New Year, etc.)
• Include Census messaging in partners pre-established marketing medium, (i.e.
Newsletters, bulletins, flyers, email campaigns, Websites, Facebook, etc.)
• Non-English Language Outreach, Education, and Awareness - the County is seeking
partners in the following languages: Spanish, Tagalog, Chinese (simplified), Cantonese,
Mandarin, Vietnamese, Farsi, and Korean + others
18County Provides
• Outreach Toolkit
• Social Media Posts to share
• Flyers
• Videos
• Stickers (“I count!” “My School Counts” “Count me In” “Count Me In for
_______”
• County Logo and Tagline
Outreach • Template articles about the Census for newsletters
• Limited swag for events
Support and • Digital Resource Library with links to Census Bureau, State, Regional, and
Non-Profit Outreach Toolkits
• Training about Census basics to answer questions
Expectations • "Ask me About the Census" buttons for all trainees
Organization Provides
• Knowledge on how to reach individuals
• Utilize resource library to find best messages for target audience
• Delivery of messaging
• Tracking of messaging and responses
• Grant reports
• Staff to answer questions or direct questions as needed
19SAMPLE PROJECT #1 My organization provides information to the Senior Centers in Antioch and Pittsburg. The information we provide is through a Newsletter received by 5,000 seniors, four times a year, to provide critical information regarding County and City services that enhance their quality of life. The project we are proposing will utilize our current network to reach 5,000 seniors and provide them with a Special Census Edition of the newsletter to provide valuable information including, the importance of the Census, where they can get information on questions they have about the Census, and where they can get help filling out the Census.
QUESTIONNAIRE ASSISTANCE
Census Bureau "Mobile Response Tables"
• Census Bureau staff can help FILL OUT THE FORM
• Host provides space at location for a limited period of time
• TBD by Census Bureau "How many in Contra Costa" and "What are the
requirements?"
Questionnaire Assistance Centers/Questionnaire Action Kiosks
• CANNOT provide direct assistance FILLING OUT THE FORM
• Hosts can provide access to a computer for people to fill out the form
• Hosts know Census basics and understand resources to answer questions as needed
• "What are the Requirements?" State will be providing requirements
Non-English Language Questionnaire Assistance Centers needed
• Spanish, Tagalog, Chinese (simplified), Cantonese, Mandarin, Vietnamese, Farsi, and
Korean + others
21County Provides
• QAC/QAK Toolkit
• Poster or Banner promoting Questionnaire Assistance
• Access to Census Kiosk Online Interface with Links to form and
resources, including multi-lingual resources
• Stickers (“I count!” “My School Counts” “Count Me In” “Count Me In
for _______”
Assistance • Technical Support from County IT department to meet State and
Federal QAC/QAK technical requirements
• Training about Census basics to answer questions
Support and • "Ask Me About the Census" buttons for all trainees
• Devices available to check out to equip QAC/QAK (TBD – Pending
Procurement)
Expectations Organization Provides
• Staff members or volunteers to attend QAC/QAK Training
• Marketing and outreach for questionnaire assistance
• Space for Census Bureau Table or QAC/QAK resources *potential
space requirements*
• Grant reports
• Compliance with Federal, State, and local requirements
22SAMPLE PROJECT #2 We operate the City Recreation Department that is open to all residents offering year around activities. We provide programs and services for youth and family enrichment, health and fitness, sports and recreation, and senior citizens to over 10,000 families within the City. Community Center is considered a safe place for community members. We can provide a classroom with 10 computers where individual can log in the Census Bureau and complete their census at the hours below from March 15 – May 15, 2020. We are already open for the public on weekdays from 8 am to noon and the grant will allow us to expand our hours to the weekends from 10 am to 2 pm.
INNOVATIVE IDEA
Do you have an idea that will spread the Census message to Hard to Count populations in
new and unique ways? We would love to hear your ideas!
• Sports Tournament?
• Poster Contest?
• Music Festival?
• Gatherings around food?
24PHASE 2: MINI GRANTS
• Host an event to raise awareness and highlight the importance of the Census.
• Host a block party
• BBQ
• Kids Carnival
• Picnic in the Park
• Or other gathering to bring people together to learn about the Census
• Phase 2 grant applications will be released in January – more information
about County support and grant expectations will be coming!
25SAMPLE PROJECT #3 • Each year our local grade school participates in an Earth Day Celebration in April. The event gathers approximately 1000 children and parents from the neighboring community. We plan to provide an information table and give out swag. This community is particularly hard to reach as many immigrant families live in this community, but they do participate in these activities, as it is a warm and friendly atmosphere.
AVAILABLE
RESOURCES
Collateral
County Logo and Tagline
Template article for newsletters
Outreach Toolkit
• Social Media Posts to share
• Flyers
• Videos
• Stickers
• Swag for events
Event Supplies
• Banners
• Spinner
• Count the Jellybeans Jar contest
• Photo Frame 27AVAILABLE RESOURCES
• Census Training
• Required for all grantees and open to any interested party
• All attendees receive a Census "Ask Me About..." Button
• Resource Library
• Outreach Tool Kits from County, United Way Bay Area, State,
Census Bureau and others
• Resources in multiple languages
• FAQs and other technical guidance
• State and Regional Tools
• Census Motivator Texting Tool – United Way Bay Area will provide
a number for residents to opt-in to Census text reminders
• PDI Canvassing Tool – The State will provide access through the
County or other State Contractors to the Canvassing Tool. The State
will also be providing a guidance for canvassing. NOTE: The Census
Bureau recommends NO canvassing to avoid confusion. But,
California recognizes canvassing is planned and is providing
guidance in support of that effort.
28AVAILABLE
RESOURCES
Speakers Bureau
• County and Census Bureau staff can provide
an overview to your organization or staff
about the importance of the Census and how
to be involved
• Training of trusted messengers to give
presentations about the importance of the
Census for their community
• Census 101 (Short Presentation about
importance and Key Information)
• Longer Presentations and Workshops
available
29Application Process
3
0ELIGIBLE APPLICANTS
• Organizations: Must be tax-exempt organization such as 501(c)3, 501(c)4, 501(c)6, or
an organization that files a 990, 990 EZ, or 990-N with the Internal Revenue Service (IRS)
and serves Contra Costa County residents.
• School Groups: Must provide educational services to residents and students in Contra
Costa County.
• Government Agencies: Contra Costa County cities, Contra Costa County districts, and
County Departments.
• Coalitions: Groups comprised of two or more organizations, school groups, or
government agencies.
31APPLCATION
• Applicant General Information
• General Information
• Applicant Description
• Census 2020 relevance to your organization
• Project Overview
• Describe your Proposed Project
• Non-English Support
• Proposed Project Activities and Timelines
32APPLCATION
• Hard to Count Population
• Describe your work with Hard to Count (HTC) Populations
• Describe your strategy to reach target HTC
• Addressing Concerns, Fears, and Distrust
Resources for better understanding Hard to Count Populations
https://www.contracosta.ca.gov/7527/Hard-to-Count-Maps
33APPLICATION
• Budget and
Collaboration
• Swag
• Other Funding
Sources
• Collaborations
• Long Term
Impact
34APPLCATION SUBMISSION
Application is provided as a fillable PDF document
https://www.contracosta.ca.gov/DocumentCenter/View/60869/County-
Census-Grant-Application-Form
You can save the PDF and edit as needed
Completed applications will be submitted by September 30, 2019 at 5:00 PM
to Barbara.Riveira@cao.cccounty.us
35Application Review
3
6REVIEW TEAM
• Complete Count Steering Committee Members
• Lauren Babb, Census 2020 Steering Committee, Finance Sub Committee
• Samuel Houston, Census 2020 Steering Committee, Finance Sub Committee
• Mark Orcutt, Census 2020 Steering Committee
• Census Complete Count Staff
• Teresa Gerringer, Communications Director, Office of Supervisor Burgis & Committee Staff
• Barbara Riveira, CAO Sr. Management Analyst & Committee Staff
• Kristine Solseng, DCD Principal Planner & Committee Staff
37APPLCATION REVIEW
Total Points
Weight
Metric Score (1-5) (Score x Comments
(1-3)
Weight)
Applicant Info and
1
Census Relevance
Project 2
Hard to Count 3
Budget and
2
Collaboration
Long Term Impact 1
Fills Gaps 3
Total
38Finance Subcommittee will
provide a recommendation to
the Steering Committee
GRANT The Steering Committee will
consider the recommendation
AWARDS on October 21, 2019
Awardees will begin contracting
process after October 21, 2019Grant
Implementation
4
0PROGRAMS REQUIREMENTS FOR
CENSUS 2020 FUNDING
• Grantee Requirements
• Attend Training
• Submit Grant Report
• If providing language assistance, assist in review of translation materials
• If Questionnaire Assistance, meet Census Bureau and State Requirements
• Use Grant funds only for Census 2020 activities.
• Submit reports on census activities to the County as requested.
• Attend additional trainings and meetings if requested (dates/locations TBD).
• Agree to communicate with the County as soon as possible should any challenges be identified
that will impact your organization’s ability to meet your target outcomes within the proposed time
frame.
• All Applicants will be required to enter into the County’s Short Form contract.
41PHASE 1 GRANT SCHEDULE
• September 3, 2019: RFP is released
• September 11, 2019: Bidders Conference
• September 30, 2019: RFP Due
• October 21, 2019: Grants Awarded (Steering Committee)
• Contracts Out: Includes scope of work, deliverables
• Late October – Mid-December: 4 Regional Working Group Census Trainings
• Payment 1: 50% after training – must receive invoice
• Grant Implementation
• Payment 2: 50% after final report and final invoice
42NEXT STEPS
• Notification of Selection and grant award amount
• Provide additional information if necessary
• Complete Standard Form Contract
• Provide copies of General Liability Insurance
• Copy of Automobile Insurance if activity involves driving
• Provide copy of IRS Form 501(c ) 3, 501(c ) 4, 501(c ) 6, 990, 990-EZ, 990-N
• Sign Grant/Standard Form Contract
• Attend Regional Working Group Census Trainings
43REPORTING (In Development)
Activity Reporting
• Complete Post-Event Form after each Outreach activity (we have an existing report, this may change)
• County is required to report information to the State, including:
• Activity Type
• Activity Date
• Activity Location
• Total Number of Impressions
• Percent of impressions considered HTC
• Hard to Count Population(s) details
• Funding, and other optional information
• Working with United Way Bay Area and other funders for streamlined reporting
• Templates for reporting will be available by training dates – most likely a spreadsheet or online form
Final Reporting
• Final Report for County funds will be required.
• It will be simple to fill out and a template will be available by training dates.
44ADDITIONAL QUESTIONS
Reach out to staff at
Teresa.Gerringer@bos.cccounty.us
Barbara.Riveira@cao.cccounty.us
Susan.Shiu@contracostatv.org
Kristine.Solseng@dcd.cccounty.us
45THANK YOU FOR
ATTENDING!
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