2.111.030 Procedure for Funding Availability.
When directed by ordinance separate from any appropriation ordinances, awarding departments shall use the following process for the award of funding to public and private entities:
A. The Finance Department, on behalf of the awarding department, must publicize each funding opportunity by providing the following information in a public notice of funding availability:
1. The total amount of funding available;
2. Description and objective of the funding available;
3. Specific eligibility criteria, including any factors or priorities that affect an applicant's or its application's eligibility for selection;
4. Sufficient information to help an applicant make an informed decision about whether to submit an application such as any limitations on the use of funding; applicable terms and conditions for resulting awards; required data collection and performance measures; and any applicable county, state or federal requirements;
5. The criteria and process to be used to evaluate applications, as determined by the awarding department and consistent with applicable law. The criteria and process should contain elements of competition and may include an assessment of the applicant's quality of past performance, expertise, financial capability to perform the required work and, where appropriate, cost of performance;
6. Application preparation and submission information, including the applicable submission dates and time; and
7. Any other information the awarding department determines is reasonable.
B. The awarding department must generally make all funding opportunities available for application for at least 60 calendar days after posting on the County's website, but the days may be reduced to address exigent circumstances as determined by the awarding department.
C. The awarding department, in cooperation with any applicable advisory committee, must determine which applications meet eligibility requirements, score and rank eligible applications submitted based on the criteria set forth in subsection A.5 of this Section, and develop a list of funding recommendations consistent with the scoring and ranking of eligible applications.
D. The awarding department must present the list of funding recommendations developed in subsection C of this Section to the Executive for their review and approval. The Executive may:
1. Approve the list of funding recommendations in its entirety;
2. Reject the list of funding recommendations in its entirety and direct that the funding opportunity be republicized; or
3. Approve a revised list of funding recommendations that:
a. Adds eligible applications to the list of funding recommendations subject to the following limitations:
(1) If the list of funding recommendations contains less than ten eligible applications, the Executive is limited to funding one additional unfunded or partially funded eligible applications.
(2) If the list of funding recommendations contains ten to nineteen applications, the Executive is limited to funding two additional unfunded or partially funded eligible applications.
(3) If the list of funding recommendations contains twenty to twenty-nine eligible applications, the Executive is limited to funding three additional unfunded or partially funded eligible applications.
(4) If the list of funding recommendations contains thirty or more eligible applications, the number of additional eligible applications the Executive may fund increases by one as the number of eligible applications increases following the pattern established in subsections D.3.a(1)-(3) of this Section.
b. Reduces the amount of recommended funding to each eligible application on the list of funding recommendations up to ten percent and on a proportional basis to provide funding to eligible applications added by the Executive.
E. Along with the Executive's prioritized list, the awarding department must present to the Council a list of all eligible applications with the following information:
1. A summary description of each eligible application, including the outcomes to be achieved with the funding;
2. The amount of funding requested by the applicant;
3. The amount of funding requested determined eligible;
4. The score, ranking and recommended funding amount developed by the department with any applicable advisory committee; and
5. The list of funding recommendations presented to the Executive for review under subsection C of this Section.
F. The department must present the Executive's prioritized list to the Council for approval. The Council may:
1. Approve the Executive's prioritized list in its entirety;
2. Reject the Executive's prioritized list in its entirety and direct that the funding opportunity be republicized; or
3. Approve a revised Executive's prioritized list that:
a. Adds eligible applications to the Executive's prioritized list subject to the following limitations:
(1) If the awarding department's list of funding recommendations contains less than ten eligible applications, the Council is limited to funding one additional unfunded or partially funded eligible application onto the Executive's prioritized list.
(2) If the awarding department's list of funding recommendations contains ten to nineteen applications, the Council is limited to funding two additional unfunded or partially funded eligible applications onto the Executive's prioritized list.
(3) If the awarding department's list of funding recommendations contains twenty to twenty-nine eligible applications, the Council is limited to funding three additional unfunded or partially funded eligible applications on the prioritized list.
(4) If the awarding department's list of funding recommendations contains thirty or more eligible applications, the number of additional eligible applications the Council may fund onto the Executive's prioritized list increases by one as the number of eligible applications increases following the pattern established in subsections F.3.a(1)-(3) of this Section.
b. Reduces the amount of recommended funding to each eligible application on the Executive's prioritized list up to ten percent and on a proportional basis to provide funding to eligible applications added by the Council.
G. All awards of funding must be from the Executive's prioritized list or a revised Executive's prioritized list approved by the Council.
H. If additional appropriated funding becomes available to award after Council approval, the following process applies:
1. If the amount of available funding is $100,000 or more, the Finance Department must advertise a new public notice of funding availability and solicit applications.
2. If the amount of available funding is less than $100,000, the awarding department must present its list of funding recommendations to the Executive based on prior eligible applications. The list of funding recommendations may increase prior awards or recommend new awards. The Executive may revise the list as provided in subsection D of this Section and the Executive must forward an Executive's prioritized list to the Council. The Council may revise this Executive's prioritized list as provided in subsection F. All awards of funding must be from this Executive's prioritized list or a revised Executive's prioritized list approved by the Council.
I. Funding must be disbursed pursuant to a written agreement negotiated between the issuing department and the recipient that articulates the public benefit that will be provided in exchange for the funding. The agreement must contain standard terms and conditions applicable to county agreements or contracts for similar services or purchases. Funding must generally be distributed on a reimbursable basis.
J. For any award in excess of $25,000, the recipient must comply with PCC 2.106.022 and PCC 2.106.025.
K. PCC 2.106.050 does not apply to funding distributed pursuant to this Chapter. However, funding distributions must conform to all other applicable federal, state and local laws.