Sec. 118.807. - Review, evaluation and scoring of applications by PSG Council.

(a) Scoring Committees; Deadline. The PSG Council may create a scoring committee for each category of Most Vulnerable Persons and Needs and all grant applications belonging to such category shall be reviewed, scored and evaluated by said committee, provided however that no application shall be scored by fewer than three members of the PSG Council. Members may be assigned by the Chair to more than one scoring committee established for a given category; however, the same group of Members (three or more) assigned to a scoring committee must score each application assigned to the committee for review. If a Member is unable to review, score and evaluate all of the applications assigned to a scoring committee, the Chair shall assign a new Member to replace such Member. The score sheets for any application completed by any such replaced Member shall not be used and the new assigned Member shall independently review, evaluate and score the applications assigned to such scoring committee. Members shall review, score and evaluate applications and forward completed score sheets for each application to the Grants Administrator on the third Tuesday in September of each year. (b) Scoring and Rankings. A score sheet containing the evaluation criteria together with the maximum points assigned to each criterion pursuant to Section 118.807 (c) below shall be used to evaluate applications. Each member shall record the scores given to each criterion on the score sheet. The score sheet shall be retained by the Grants Administrator and made available for review as public record at such time that the scoring for all eligible applications is completed. Staff shall not score applications nor provide scoring suggestions to members of the PSG Council. The Grants Administrator shall rank each application belonging to a category of Most Vulnerable Persons and Needs from highest to lowest (e.g., first, second, third, etc.) based on the average of the scores contained on the score sheets for each application. Upon determining the average score for each application, the Grants Administrator shall discard any individual application score that is 20 points more or less than such average score and recalculate the average score for said application based on the remaining scores. The PSG Council shall establish a uniform procedure for breaking tied scores. (c) Evaluation Criteria . The PSG Council shall evaluate and score Sections 118.806 (b)(3) through (7) of each Public Service Grant application based upon the following evaluation criteria and maximum assigned points to each criterion: (1) Community Need and Target Audience (maximum 15 points); (2) Agency Background, Staff and Board Experience (maximum 15 points); (3) Program Management Expertise and Evaluation (maximum 30 points); (4) Program Activities (maximum 10 points); (5) Program Budget and Fiscal Policies (maximum 15 points); and (6) Quality of Program Overall (maximum 15 points). (d) Tentative Adoption of Rankings by PSG Council. The PSG Council shall announce the rankings for each application belonging to a Priority Population or Priority Need at a meeting on the day after the City's annual budget is adopted each year and adopt a tentative ranking and funding allocation list. Copies of each requesting agency's completed score sheets, together with any other support information or justification from the application scorer regarding the application score, shall be made available to requesting agencies at such meeting. A requesting agency will also be notified in writing by the Grants and Contract Compliance Division of its application score and ranking. A requesting agency may appeal a score sheet or ranking decision made pursuant to this Part through the appeals procedure set forth in Section 118.810 . (Ord. 2016-56-E , § 4; Ord. 2017-317-E , § 1; Ord. 2019-210-E , § 2; Ord. 2023-33-E , § 9; Ord. 2023-238-E , § 1; Ord. 2024-551-E , § 1)