Scoring and review

Scoring and review

Now that RFP 3 Community Responsive Grants application period has closed, PCEF staff will begin the review process. The general timeline is as follows:

Small and large grant applications that include physical improvements (e.g., weatherization, solar installations, tree planting, regenerative agriculture) go through a six-step review process. Grant applications, small, large, and planning, that do not include physical improvements, go through a five-step review, skipping the technical review.

The application review steps are as follows:

1. Eligibility screening. Program staff will review each application to ensure the organization and project are eligible for funding. Eligibility criteria are informed by PCEF legislation as well as City contracting and legal requirements. All applications must be submitted by eligible nonprofits for climate mitigation and adaptation projects within one of the PCEF funding areas: energy efficiency, renewable energy, transportation decarbonization, regenerative agriculture, green infrastructure, and workforce and contractor development.
2. Technical project feasibility review. Applications for projects that include a physical improvement will be reviewed for technical feasibility if they pass the eligibility screen. The technical review determines whether the project is possible to execute. The review does not count toward the project score; rather, it serves as a screen to eliminate projects that are not technically feasible. Projects do not need to be fully designed to pass the technical review, but they must be technically feasible. During this review phase, there will be opportunity for reviewers to seek clarification or other information from the applicant to improve their understanding of the project.
3. Applicant vetting. Applicants who have successfully completed projects for the PCEF program will not be vetted unless the project they are proposing is substantially larger or different than past work. All other applicants will be vetted using reference checks and a review of organization financials. Additional scrutiny may be applied to applications that raise questions or concerns during preliminary vetting, or if they are 1) asking for funding that is more than twice their organizations’ average annual revenue, or 2) are proposing work that is new to the organization.
   • Reference checks. At least two external references must be able to verify work, timelines, and successful completion of projects or activities similar in complexity and/or scale to the proposed project.
   • Financial review. Review of prior three years of financial documents and relevant narrative responses in the application will be used to evaluate the financial health and governance of the organization. Newer organizations that have fewer than three years of financial documents are required to submit all available financial documents.
4. Scoring panel review. Applications that pass the screening for eligibility, technical feasibility, and applicant vetting will be assigned to a scoring panel. Each scoring panel will consist of three to five people drawing from PCEF Committee members, program staff, community members, and subject matter experts. Efforts will be made to include a majority people of color and gender balance in the panel composition. Scoring panelists (reviewers) will receive training on the scoring criteria and anti-bias awareness. Reviewers will be asked to refrain from communicating directly with applicants during the review process. The scoring panel review includes four steps:
   1. Each reviewer will individually score applications. Reviewers will be provided with scoring criteria guidance, technical review, and financial review information.
   2. PCEF staff will compile the individual reviewers’ scores and generate the average score for each criterion. The average scores will be sent to the applicant along with any questions from the scoring panel that may assist them in better understanding the application.
   3. Applicants will have the opportunity to respond to their score and answer questions posed by the reviewers. Directions regarding length and format of the applicant response will be provided to ensure consistency across all applications. Applicant responses will be provided to the scoring panel for consideration.
   4. The scoring panel will meet to discuss their individual scores and applicant responses, and reviewers will have the opportunity to adjust their scores. At the end of this meeting, a final score, which is an average of all reviewers’ final scores, will be awarded for each application.
   5. Applications must receive more than half of all available points (see scoring criteria) to be considered for funding.
5. Portfolio development. PCEF staff will finalize a portfolio of recommended application based on targeted funding levels in each funding area, grant size, and grant type.
6. City Council approval. City Council will review and approve the final portfolio of recommended grants.

Scoring criteria

Applications will be scored on criteria that apply to their project type. Applications that include a workforce and contractor development (WCD) component as well as implementation of energy efficiency, renewable energy, green infrastructure, regenerative agriculture, and/or transportation decarbonization will be scored on all relevant criteria with scores weighted based on share of budget allocated to each area of work. Each application will have an opportunity to receive up to 100 points.

Scoring criteria are grouped in four categories:

• Organization and project team (30 possible points)
• Project plan and benefits (55 possible points)
• Workforce benefit (5 possible points)
• Budget (10 possible points)

Organization and project team: 30 possible points

• Organization has a track record of delivering programs that benefit PCEF priority populations. Organization is well positioned to deliver benefits to PCEF priority populations.
  • To receive full points, applicant must demonstrate that the primary purpose of their organization is to deliver programs that benefit one or more of the communities identified as PCEF priority populations. This must be the majority of the work they perform. Organization has an innate or personal understanding of the PCEF priority population(s) the project serves.
• Project team including nonprofit staff, contractors, and other partners have demonstrated experience that will support project success.
  • To receive full points, the project team must have relevant professional and/or life experience and qualifications. The applicant has identified all key team members.
• Application demonstrates strong understanding and practice around community organizing, outreach, and/or stakeholder engagement, particularly focused on one or multiple PCEF priority populations.
  • To receive full points, project engagement reflects an innate or personal understanding of the PCEF priority populations the organization serves. If applicable, engagement activities are informed by cultural competence, principles of inclusion and/or collaboration.

Project plan and benefits: 55 possible points

There are a different set of “project plan and benefits” criteria for WCD projects, all other implementation projects, and planning projects. Applications that include WCD and other project components will be scored on all relevant criteria, and the results weighted based on the share of budget allocated to each component.

WCD project plan and benefits criteria

• Project description is complete and intended outcomes are clear. Services, activities, and timeline described in scope will result in intended outcomes.
  • To receive full points, the project description clearly states what the applicant intends to do, why, who the intended beneficiaries are, and what outcomes are expected. Project services and activities have a strong likelihood to result in stated intended outcomes.
• Program will support PCEF goals of: 1) diversifying workforce in the green economy through appropriate training, job placement and support, 2) diverse contractor start-up, stabilization, growth, pivot in businesses focused on climate related goods and services, 3) education/exposure – improved youth knowledge of, and readiness for, careers in climate work.
  • Worker training. To receive full points, the program curriculum must be certified by an entity that is widely recognized in the relevant industry, e.g., BOLI, Building Performance Institute.
  • Contractor support. To receive full points, the program supports delivery of climate related goods and services. Program thoroughly evaluates business needs and the aspirations of the owners, delivering a full suite of tailored business assistance, support, and grant funding. The program aims to broaden the base of contractors in the green economy, ensuring that all beneficiaries come from PCEF's priority communities.
  • Education/exposure. To receive full points, the program offers meaningful youth curriculum on climate work and career pathways, examples include hands-on workshops, internships, and mentorship opportunities with industry professionals.
• Project provides other social benefit(s) not already included in other criteria.
  • To receive full points, the project will produce meaningful and significant social benefit, and the description provided is clear and reasonable. For example, a training program that weatherizes low-income homes as part of their curriculum and/or provides services like childcare.
• Project will benefit PCEF priority populations.
  • To receive full points, all project beneficiaries are members of PCEF priority populations.
• Alignment with PCEF guiding principles.
  • To receive full points, the project must be aligned with the PCEF Guiding Principles: focused on climate action with multiple benefits, community powered, justice driven, and accountable.

Energy efficiency and renewable energy, green infrastructure, regenerative agriculture, and transportation decarbonization implementation project plan and benefits criteria

• Project description is complete and intended outcomes are clear. Services, activities, and timeline described in scope will result in intended outcomes.
  • To receive full points, the project description clearly states what the applicant intends to do, why, who the intended beneficiaries are, and what outcomes are expected. Project services and activities have a strong likelihood to result in stated intended outcomes.
• GHG emissions reduction (including sequestration) cost effectiveness and/or impact will be estimated by the program based on application information and programmatic assumptions. Applications will be ranked from most cost effective (lowest cost per CO2e reduction) to least cost effective (highest cost per CO2e reduction), and points assigned by quintile with the most cost-effective projects receiving the highest score.
• Appropriate plan to maintain project GHG emissions reduction for its full useful life (beyond the life of grant).
  • To receive full points, the applicant must provide an appropriate plan (including consideration of staffing, equipment, and funding needs) to be reasonably sure that the project’s benefits will last for the projected life.
• Project provides meaningful additional non-GHG environmental benefits as a result of the following project activities: 1) planting and establishing trees for shade/reduce heat islands; 2) improving natural areas that support biodiversity, maintain ecological processes, and sustain air and water resources; 4) removing pavement, replacing with permeable material/plants; 5) conserving or otherwise managing water; and 6) mode switching from gas/diesel to electric vehicles.
  • Project includes meaningful and significant environmental benefits resulting from one of more of the activities described in this criteria. Meaningful and significant refers to the scope, impact, and/or size (e.g., affects critical species, covers a wide area, affects a large number of people).
• Project reduces cost for members of PCEF priority populations through savings in electricity, natural gas or other fuel used for space heating, transportation fuel, and/or food expense.
  • Project provides cost savings of at least 25% for PCEF priority population households for relevant utility or food expense.
• Project provides health benefits as a result of the following project activities: 1) removing gas and oil from a building, 2) improving building ventilation, 3) improving building filtration, 4) adding cooling to a building, 5) promoting active transportation, 6) providing access to healthy local food, and 7) making a direct connection to health and healing through farming or other horticultural therapy practices.
  • To receive full points, Project includes one or more of the project activities listed in this criterion, and is significant in scale relative to the overall project.
• Project improves resiliency for PCEF priority populations through the following project activities: 1) improving building filtration, 2) adding cooling to a building, 3) adding storage for a renewable energy source, e.g., solar + storage, 4) planting and establishing trees for shade/reduce heat islands.
  • To receive full points, the project must include one or more of the project activities listed in this criterion, be delivered to PCEF priority populations, and be significant in scale relative to the overall project.
• Project will benefit PCEF priority populations.
  • To receive full points, all project beneficiaries are members of PCEF priority populations.
• Alignment with PCEF guiding principles.

To receive full points, the project must be aligned with the PCEF Guiding Principles: focused on climate action with multiple benefits, community powered, justice driven, and accountable.

Planning project plan and benefits criteria

• The opportunity statement demonstrates understanding of issue and addresses climate justice.
  • To receive full points, it must be clear from the opportunity statement that the project will address climate justice for PCEF priority populations, the applicant has a firm understanding of the issue they intend to address, and how the planning grant will help address the issue or opportunity.
• Scope of planning process is clear, manageable, and likely to succeed.
  • To receive full points, planning outcomes must be clear. Process centers equity and justice and, if applicable, identified partners are appropriate. Outreach and engagement activities are well described, and research and analysis needs have been identified and described. Potential barriers have been identified, and a plan to overcome them is included. Timeline is reasonable.
• Project being developed as a result of the planning grant will benefit PCEF priority populations.
  • To receive full points, it is highly likely that beneficiaries of project being planned are members of PCEF priority populations.
• Alignment with PCEF Guiding Principles.
  • To receive full points, the project must be aligned with the PCEF Guiding Principles: focused on climate action with multiple benefits, community powered, justice driven, and accountable.

Workforce and contractor equity approach: 5 possible points

All projects must agree to comply with the workforce contractor equity agreement (WCEA) adopted in the Climate Investment Plan.

• Contractor hiring and recruitment practices will support achieving goals in PCEF workforce contractor equity agreement (WCEA) adopted in the Climate Investment Plan.
  • To receive full points, the applicant must have a strong strategy for recruitment and use of diverse contractors and subcontractors, and/or identification of diverse contractor (with record of utilizing diverse subcontractors and commitments, if appropriate). Strategy indicates applicant familiarity with best practices and commitment and capacity to implement strategy. If an applicant has already identified all of the contractors and subcontractors they will use on the project they must meet goals outlined in the WCEA adopted in the CIP to receive full points.

Budget: 10 possible points

• Project budget is complete and reasonable.
  • To receive full points, the budget must be complete, clear, and appropriately scaled to the proposed project.
• Project leverages resources.
  • To receive full points, the project applicant must provide 15% match funds.