Contract Instructions and Forms

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Below are instructions for completing specific sections of the contract, and the forms associated with each section. You can either download just the forms and instructions as needed listed at the end of each section below, or you may download all of the forms and instructions contained on this page by selecting the following link:

 

Contract ResourcesSpecific Contract Sections

  1. Contract Preparation Checklist
  2. Program Narrative
  3. Resource Allocation by BRP Form
  4. Logic Model
  5. Budget
  6. Materials Review
  7. Certificate of Insurance
  8. Program Client Demographic
  9. Human Rights Commission Forms
  10. Business Registration Certificate
  11. Board Members and Community Advisory Board Members
  12. Federal Employer Tax ID
  13. Agency DUNS Number
  14. Other Important Information to Ensure Contract Compliance


1. Contract Preparation Checklist

This is a word document that must be submitted with your contract and contains a list of all the documents/material you must summit for contract approval.


2. Program Narrative

These two documents that will assist you in the development of your Program Narrative. The Program Narrative Instructions is a Word document that was developed in the format necessary for your narrative. The other Word document is the HPS Additional Narrative Instructions. This provides you with additional information required for HIV prevention providers. Please note that the narrative text in boxes can be cut and pasted into the contract narrative.


3. Resource Allocation by BRP Form

This worksheet is a tool to help you ensure that you are allocating your resources by BRP in accordance with your award. You will not need to use this worksheet if you provide services to only one BRP.

4. Logic Model

There are several components in a logic model and each component is linked logically and sequentially to one another. Simply said, a logic model describes the problem of HIV in the population you intend to serve, the effect your program will have on that population, what it will take to conduct your program, and what your program will accomplish.

The following is a description of the various components of a logic model to assist you in developing your narrative and filling in the required logic model attachment. When put together in a visual format, the logic model looks like this:


logic model


When using a logic model to create a program, you begin first with the problem statement (the first box). Then you describe to the impact (the last box). This helps you see where things stand now (problem statement) and what the ultimate goal is (impact). Then you work backwards from the impact: What are the outcomes we need to achieve (third box) in order to realize the ultimate impact? Then, what program do we need to implement in order to achieve those outcomes (second box)? Therefore, the logic model components are described in this order: problem statement, impact, outcomes, and program implementation.


5. Budget

The eight budget forms are all located in the first linked file below, labeled "Budget Forms" Each budget form is located on a separate worksheet in the Excel file.

The first three budget forms (Worksheets DPH #1, DPH #1A, DPH#1A[1]) must always be completed and submitted. Forms DPH#1 and DPH#1A contain summary or overview information from the budget appendix(ces). Form DPH#1A[1] provides a worksheet for determining unit of service costs for each service. Complete these forms AFTER preparing the budget detail forms in the appendix(ces) that follow.

 

Complete a DPH#1B for each budget appendix/period, followed by only those detail forms that are applicable to the funding for that appendix/period. If salaries are being paid under the contract, then the Salaries and Benefits Detail form must be completed. If, however, no salaries are being paid under the contract, then the Salaries and Benefits Detail should not be completed or submitted. This rule applies to all the budget detail forms (Salaries and Benefits, Operating Expense, Capital Expenditure and Indirect Cost).


6. Materials Review

The Centers for Disease Control and Prevention (CDC) requires that all HIV prevention programs and agencies utilizing CDC funds to develop educational or promotional purposes must submit these materials through their local Materials Review Process. These materials include content of AIDS-related materials, pictorials, audio/visual presentations, questionnaires, survey instruments, educational sessions, and website content.

 

7. Certificate of Insurance

Without in any way limiting contractor’s liability pursuant to the Indemnification and General Liability, section of this agreement, contractors must maintain in force, during the full term of the agreement, insurance in the amounts and coverages listed on the following files.


8. Program Client Demographic

Describe entire client demographic information such as age group, gender, ethnicity for the entire program, whether funded in whole or in part by SFDPH.


9. Human Rights Commission Forms

Employment affirmative action requirements and non-discrimination provisions. To be completed by the prime provider and returned with the proposal.  If this form is not returned with the proposal, the proposal may be determined non-responsive and rejected.
Indicate key personnel designated to work on this project for the entire project team (prime consultant, joint venture partners, subconsultants).

The employees listed should include all those listed in descriptions of key personnel in other sections of the proposal, if this form is submitted in response to an RFP.


10. Business Registration Certificate

Nonprofit organizations are exempt from the registration fee. However, tax-exempt organizations are required to provide proof of their nonprofit status in order to receive and Exemption from Business Tax Registration. They must provide a copy of the statement from the Internal Revenue Service verifying exempt status under Section 501(c), 501(d), or 401(a) of Title 26 of the United States Code as qualified by Sections 502, 503, 504, and 508. Organizations under these sections are liable for the tax on payroll expense attributable to unrelated business taxable income. You can get a copy of your Registration ticket by mail or by walking a copy of you nonprofit status to the office at City Hall.

Office of the Treasurer & Tax Collector

City Hall

1 Dr. Carlton B. Goodlett Place, Room 140

San Francisco, CA 94102-4638

For questions, please contact Taxpayer Assistance at (415) 554-4400, Monday through Friday, 8:00 AM to 5:00 PM PST, or by email at treasurer.taxcollector@sfgov.org.


11. Board Members and Community Advisory Board Members

Attach a current board roster with the following regarding each of its members:

 

Contractors must attempt to include “members of the community” on its board.


12. Federal Employer Tax ID

Your Federal Employer Tax ID is a nine digit number provided by the Internal Revenue Service which establishes that your organization is 501(c)3 organization.


13. Agency DUNS Number

The Federal government require that all applicants for Federal grants and cooperative agreements with the exception of individuals other than sole proprietors have a DUNS number. The Federal government will use the DUNS number to better identify related organizations that are receiving funding under grants and cooperative agreements, and to provide consistent name and address data for electronic grant application.


14. Other Important Information to Ensure Contract Compliance

The following documents may provide you with other information to assist your organization in the development of your contracts.