Loading...
HomeMy WebLinkAboutBayside -1590 Intake Project $111,265FUNDING FOR AFFORDABLL AND SUPPORTIVE HOUSING & HOMELESS HOUSING AND ASSISTANCE FUNDS REQUEST FOR PROPOSALS Page 1 of 19 Threshold Requirements: The project meets eligibility requirements under Senate Bill 5386 and House Bill 1590 and RCW 82.14.530 A. AFFORDABLE AND SUPPORTIVE HOUSING OR 1590 FUNDS Funding for Affordable and Supportive Housing in accordance With House Bill 1590 and RCW 82. 14. 530 1. Development (and first year operations): A minimum of sixty percent of this fund must be used for the following eligible uses: o Constructing affordable housing, which may include new units of affordable housing within an existing structure, and facilities providing housing -related services, solely for eligible households (as defined below); or o Constructing mental and behavioral health -related facilities; or o Funding the operations and maintenance costs of new units of affordable housing and facilities where housing -related programs are provided, or newly constructed evaluation and treatment centers. 2. Operations: The remaining proceeds shall be used for the operation, delivery and evaluation of mental and behavioral health treatment programs and services or housing- related services. 3. No more than ten percent of the proceeds may be used to supplant existing local funds. 4. For purposes of this provision, "eligible households" means persons within any of the following population groups whose income is at or below sixty percent of median income: o Persons with mental illness o Veterans o Senior citizens o Homeless (or at -risk of being homeless) families with children o Unaccompanied homeless youth or young adults o Persons with disabilities o Domestic violence survivors B. HOMELESS HOUSING AND ASSISTANCE FUNDS OR 5386 FUNDS The activity is included in the most recent local homeless plan outlined in SSB 5386 ESSHB 2163 and ESSHB 1570 Who is El' ible for Services under these Funds? Persons meeting the definition of homeless under the legislation and persons at -risk of homelessness such as: • Persons being evicted within a week from a private dwelling unit or leaving an institution, such as a mental health or substance abuse treatment facility or a jail/prison, with no subsequent residence identified and lacking the resources needed to obtain housing. • Persons fleeing domestic or family violence with no subsequent safe residence identified and lacking the resources needed to obtain such housing. Page 2 of 19 • Persons living on the streets or in emergency shelter but are spending a short time (up to 30 consecutive days) in a hospital or other institution. • Persons who would otherwise be living on the streets or in an emergency shelter. • Households who are very low-income. Eli ible uses: a. Rental and furnishing of dwelling units for the use of homeless persons. b. Costs of developing affordable housing for homeless persons, and services for formerly homeless individuals and families residing in transitional housing or permanent housing and still at risk of homelessness. c. Operating subsidies for transitional housing or permanent housing serving formerly homeless families or individuals. d. Services to prevent homelessness, such as emergency eviction prevention programs including temporary rental subsidies to prevent homelessness. e. Temporary services to assist persons leaving state institutions and other state programs to prevent them from becoming or remaining homeless. f. Outreach services for homeless individuals and families g. Development and management of local homeless plans including homeless census data collection; identification of goals, performance measures, strategies, and costs and evaluation of progress towards established goals. h. Rental vouchers payable to landlords for persons who are homeless or below thirty percent of the median income or in immediate danger of becoming homeless. i. Other activities to reduce and prevent homelessness as identified for funding in the local plan. j. Acquisition, construction or rehabilitation of housing projects or units within housing project that are affordable to very low-income households. k. Supporting building, operation and maintenance costs of housing projects or unites eligible to receive housing trust funds, that are affordable to very low-income household, and that require a supplement to income to cover ongoing operating expenses. 1. Rental assistance vouchers for housing units that are affordable to very low-income households. in. Operating costs for emergency shelters and licensed overnight youth shelters. II. The applicant has capacity to deliver the Program or Project Please provide a brief description of previous experience providing similar program services or development initiatives. III. The project or program meets priorities and aligns with the Five -Year Plan Please provide a brief description how the project aligns with Jefferson County's Homeless Crisis and Housing Response and 5 Year Plan, available at www.co.'efferson.wa.us — Government — Boards & Commissions F-Z — Housing Fund Board Any proposal that does not meet all threshold requirements will not be evaluated. Selection Criteria We will rank responses according to the criteria described below. All responsive proposals Page 3 of 19 received by the time and date specified in this RFP shall be evaluated by the RFP Evaluation Panel based on the following criteria and weights: Evaluation Criteria Max. Points A. Approach — Completeness of Proposal and Readiness 5 B. Impact 10 C. Budget — Feasible Financial Plan 5 TOTAL 20 Submission Requirements All proposals must include the following elements. We reserve the right to disqualify any incomplete proposals. (a) Approach — Completeness of Proposal and Readiness (5 Points) Your application should describe how you will approach this assignment and complete the purpose of the proposal. The proposal will be evaluated based on the clarity of proposal, completeness of the submission including required certifications and documentation and readiness to begin the Program or Project if funding is awarded. Please answer the following questions in your application: ■ Is the Project or Program ready to use the funding now or are there actions to be taken before the Project or Program can begin? If so, what are those actions? ■ Will the requested funds fully fund the Project or Program? If not, how does the organization intend to fill the gap? • Could the Project or Program be scaled (include the per unit cost of the Project or Program)? ■ Have additional funds been requested or will be requested. Identify the sources for those requests and the status of the requests. (b) Impact (10 Points) Please answer the following questions as relevant to your project: • How would the project contribute to positive movement in Commerce's Homeless System Performance Measure, including total project entries, length of time homeless, exits to permanent housing, returns to homelessness, and system prioritization. (current link) • What other funds, donors, or community support are involved with the project? Will these funds leverage other funds? Identify other sources of funds that would be leveraged with the requested funds and/or how these funds will be used to leverage other funds. • How many new units will be brought online. How many existing units will be preserved? What services will be funded and howis sustainability achieved? • How many individuals will be served by these funds? Page 4 of 19 Will these funds serve any special populations such as youth or domestic violence survivors? • How does this project serve marginalized populations and address risk of harm and barriers to housing stability? • What is your plan for continuous improvement in order to serve historically underserved populations? (c) Budget — A Feasible Financial Plan (5 Points) Identify whether you are a 501(c) (3), for -profit, PHA or government agency. Please provide the following if applicable: • Program or Project Budget which includes a complete breakdown of all funding sources already received or committed for this Program or Project Please include any budget narrative that is descriptive or helpful to explain any part of your proposed expenditures in your budget(s). • Current operating budget for the organization requesting the funding • Operating Pro Forma for ten years. PROPOSAL EVALUATION AND SELECTION PROCESS General The following procedure will be used to evaluate the proposals and select finalists. All complete eligible proposals received within the established deadline will be evaluated by the RFP Screening Panel, meaning scored by each HFB member. The combined totals guide funding awards, and the HFB will approach the specific awards through a lens of equity, diversity and inclusion. RFP Screening Panel The Housing Fund Board will be the RFP Screening Panel. All HFB members will disclose any potential connections and recuse themselves from any conflict of interest, not scoring any conflicted applications. Board service will be disclosed but is not per se a conflict. Proposal Evaluation Applicants whose proposal is being considered for an award may be invited to make an oral presentation of their proposal to the HFB. The HFB reserves the right to recommend funding for multiple contracts under this RFP or recommend funding for a portion of the requested amount at their discretion. FUNDING PERIOD Jefferson County Homelessness Program Funding Instructions The HFB is requesting proposals for Affordable Housing and Homeless Housing and Page 5 of 19 Assistance Funds for the period 1/l/26 through 12/31/26. Funding must be requested and used within each funding cycle. Each proposal requires the annual budget for the Project. If possible, the HFB would like to arrange small (non -meeting) field trips of all awarded projects during the year or by March, 2026. If a field trip is impossible due to safety or privacy concerns, a presentation at a regular HFB meeting can replace the field trip. Proposal Deadline: 10/15/25 by 4pm All responses to this Request for Proposal should be submitted on the provided application form. Please submit an electronic PDF version of the proposal e-mailed to Carolyn Gallaway at carolyn@co.jefferson.wa.us The following should be in the subject line: "Proposal — Affordable and Homeless Housing Funds." If electronic submission is not possible, please contact CojLnk Administrator's office at 360- 385-9100 for accommodation. It is vea important that your application is complete. si ,ned. is for an eligible activity. and conforms to all program requirements. Applications not meeting all the requirements will not receive consideration for funding. Proposals MUST be received by 4pm on 10/15/25. Late proposals will not be accepted. Submittals made in an incorrect format will not be considered. All responses to this Request for Proposal should be submitted on the provided application form. REQUEST FOR PROPOSAL TIMELINE FOR FUNDS Date Activity 8/29/25 RFP to be posted on the County website 9/3/25 RFP first publication in paper 9/10/25 Questions from applicants at 2:30 PM Zoom Meeting: https://us06web.zoom.us/i/91098454388 THIS LINK MAY CHANGE 9/10/25 RFP second publication in paper 10/15/25 Proposals must be submitted by 4:00 pm 10/17/25 Proposals opened and distributed to HFB 10/20/25 Technical questions for applicants will be sent once with a return date of 1 weekday, or during the October 22111 HFB meeting 10/29/25 Presentation of proposals to HFB at Special Meeting at 2:30 p.m. 11/3/25 HFB Recommendation to BOCC for approval November Contracts to County Prosecutor and Risk Manager for approval December Contracts to Providers and returned to BOCC for signatures Page 6 of 19 Note —All dates are subject to change Definitions: Definition of Area Median Income for Jefferson County Affordable housing program eligibility is always determined by one's income. Each household's income is compared to the income of all other households in the area. This is accomplished through a statistic established by the government called the Area Median Income, most often referred to as AMI. The AMI is calculated and published each year by HUD. In Jefferson County, HUD calculates the Sixty Percent (60%) Area Median Income ("AMI") for a family of four as $58,980. Sixty Percent (60%) AMI for an individual is $41,280. Link: https://www.huduser.gov/portal/datasets/home- datasets/files/HOME_IncomeLmts_State_WA_2025.pdf Period of Performance: Funding under this grant program is allocated for a 12-month period. The period of performance for services solicited under this RFP begins l/l/26 and ends 12/31/26. Initial funding is not an assurance or guarantee of ongoing operational funding after the contract period. Proposers are cautioned not to assume a commitment of future funding based on the receipt of funds in prior years. Guiding Principles for all Applicants: • Be as specific as possible in stating goals, measures of success, objectives, expected results, deliverables, etc. It is expected that there will be considerably more requests for funds than there are funds available. Therefore, conciseness and clarity of description are essential. • The program must provide services only within Jefferson County boundaries. • Applicants that have received prior Affordable Housing and/or Homeless Housing and Assistance Funds must be current on all required reporting to be eligible to receive funds. • Grantees will be required to submit a progress report midway through the grant period and a closeout report at the end of the funding period will be required no later than 2/ 1 /27, or, alternatively small group field trips with HFB members touring awarded projects by March 21, 2026. Failure to submit timely reports/progress data will result in holding or non-payment of funds. These reports should include a comparison of outcomes to date with those initially proposed, and the total number of individuals served in the contract period. A fiscal and programmatic monitoring visit may be conducted by the County during any project year. Provider will make all documents and required files available for review. • Reimbursement of costs will be addressed in the grant agreement. • Jefferson County reserves the right to negotiate additional terms to the grant agreement it deems necessary and appropriate to ensure compliance with funding requirements as outlined in SB 5386/14B 1590, RCW 82.14.530, and RCW 82.14.540. • Funding in previous years does not assure additional awards in this funding cycle. A sample contract may be found on Laserfiche at the following path: https://test.co.i efferson.wa.us/WeblinkExternalBrowse.asnx?id=10141412&dbid=0&re vo=Jefferson www.co.'effersonma.us — Jefferson - Board of Commissioners - Boards & Committees - Housing Fund Board - RFP 2026 Insurance Requirement: Awardees will be required to meet all the County's insurance Page 7 of 19 requirements, which are included as Attachment A to this 5386/1590 RFP. APPLICATION REQUIREMENTS Complete all parts of the application form and answer all questions on the application. Incomplete applications will not be accepted and will not receive funding consideration. All responses to this Request for Proposal should be submitted on the provided application form on an electronic PDF with a backup identical copy in Microsoft Word or equivalent. Responses to this RFPs should be e-mailed to Carolyn Gallaway at carol g&co.'efferson.wa.us. Carolyn will confirm receipt of application. It is very important that your application is complete, signed, is for an eligible activity, and conforms to all program requirements. Applications not meeting all the requirements will not receive consideration for funding. . Proposal Deadline: 10/15/25 by 4pm Proposals MUST be received by 4pm on 10/15/25. Late proposals will not be accepted. Submittals made in an incorrect format will not be considered. Page 8of19 FUNDING FOR AFFORDABLE AND SUPPORTIVE HOUSING & HOMELESS HOUSING AND ASSISTANCE FUNDS APPLICATION Proposals must be RECEIVED: 10/15/25 at 4pm JEFFERSON COUNTY THROUGH THE COUNTY & CITY OF PORT TOWNSEND HOUSING FUND BOARD Page 9 of 19 Application AFFORDABLE AND SUPPORTIVE HOUSING & HOMELESS HOUSING AND ASSISTANCE FUNDS or use from January 1, 2026 to December 31, 2026 GENERAL INFORMATION —It is understood that if awarded funding for this period, there is no guarantee of future funding beyond this award. We estimate the available funding for this period to be approximately $160,000 for 5386 Homeless Housing and Assistance (operating) funds; $780,000 for 1590 Affordable and Supportive Housing development funds; and first year operating funds; and $520,000 for 1590 Affordable and Supportive Housing operating funds. Note that 1590 operating funds may be used for all housing -related services. Page 10 of 19 Name of Project or Program Intake Coordination Project Requested total amount for this application: $111,265 Area of the County to be served: East Jefferson Name of Applicant/Agency: Bayside Housing & Services Contact Person: Gary Keister Address: PO Box 927 State: WA Zip: 98339 Phone Number: (360) 881-7148 X601 E-mail: gary@baysidehousing.org Title: City: Federal Tax ID #: 47-1798297 Executive Director Port Hadlock Fax Number: CERTIFICATION by Authorized Agency Representative (Board President, CEO, or another person authorized to bind the agency in a contract). Name of Authorized Agency Representative (print): �y� Title: Executive Director • Applicant certifies that these funds will be used as described in this application unless a change has been mutually agreed upon between Contractor and Jefferson County Board of County Commissioners. Substantive amendment requests will also require the approval of the Housing Fund Board ("HFB"). • Applicant certifies that the information in this application is true and correct. • Applicant certifies that it his po outstanding obligations to the County with respect to housing funds. Si Representative rr-/5---1,(n ' Date Page 11 of 19 SPECIFIC INFORMATION Please separately tab each section of the application submission as to Project or Program Description, Capacity, Alignment, Approach, Impact of Funds, Budget. PROJECT DESCRIPTION Name of Project or Program (please include HMIS name/number if applicable): Intake Coordination Project • Amount requested: _$111,265 ■ Provide a brief description of the Project or Program: (LIMIT 200 WORDS) While Bayside currently provides housing and case management services to 60 unhoused people in Jefferson County, another 94 households suffer the limbo of the Bayside waiting list, with people who use the Emergency Shelter waiting as well. All meet the definition of homeless and persons at -risk of homelessness, but do not currently have the benefit of case managers to help them connect with local, state, and federal resources that might immediately improve their circumstances and even lead to permanent housing. Bayside seeks to bridge this service gap through the Intake Coordination Project, which will be staffed by a full-time Intake Coordinator and a Case Manager. In conjunction with Jefferson County's Coordinated Entry program, they will conduct needs assessments for people on Bayside's waiting list and people who use the Emergency Shelter and then apply their deep understanding of available services to provide case management to this underserved group. Services can include: behavioral/ medical care, Self -Management And Recovery Training (SMART) programs, peer support, public agency support, education and/orworkforce training, facilitating therapeutic court and family reunification programs, and making referrals to local service partners such as JC MASH Free Clinic, Discovery Behavioral Healthcare, Dove House, OlyCAP, and Jefferson County Therapeutic Courts. • Specify the Project or Program goals and expected outcomes. Specify the measures of success by which the Project or Program will be assessed. (LIMIT 300 WORDS) [Note on the context for Goal/Outcome 1: The number of people experiencing homelessness is rising, with HUD reporting the highest number nationally since reporting began in January 2023, and the Housing Task Force Committee indicating it could be as high as 500 in Jefferson County.] Goal (desired future result): in 2026, all in the Intake Group (composed of the 94 households on Bayside's waiting list and a daily influx of approximately 28 people per night usingthe Emergency Shelter) work with case managers to catalyze life improvements and a successful search for safe and stable housing. Outcome (actual observable results): of those in the Intake Group who accept Bayside's case management assistance, 100% are entered into HMIS, experience a reduction in trauma, and begin to address the conditions that contribute to their chronic homelessness. [Note on context for Goal/Outcome 2: In Washington's FY 2023 only 24% of the estimated 186,469 homeless adults accessed state or federally funded homelessness or housing services; by extension, Jefferson County's number could be as high as 250 (24% of our County's 1,044 homeless people).] Page 12 of 19 2. Goal (desired future result): In 2026, all in the Intake Group access the state/federal homelessness or housing services for which they are eligible. Outcome (actual observable results): Of those in the Intake Group who accept Bayside's case management assistance, 100% access the state/federal homelessness or housing services for which they are eligible. Specify the number of units of housing to be created or number of individuals who will be served by the Project or Program. 122+ depending on the size of the Intake Group, which will fluctuate as new households are added to the waiting List and new people use the Emergency Shelter. Threshold Requirements: • Identify the specific eligible use(s) under 5386 and/or 1590 for which the Project or Program qualifies, as listed on pages two through four of the RFP. If you are submitting for both operating and development funds, please submit separate budgets for each. 5386 O eratinu Funds: 1590 Development Funds: 1590 OperatinL, Funds: Eligible under 1.A.2.: delivery of mental and behavioral health treatment programs and services or housing -related services. Eligible under 1.a.4.: eligible households includes persons with mental illness, veterans, senior citizens, homeless (or at -risk of being homeless) families with children, unaccompanied homeless youth or young adults, persons with disabilities, and domestic violence survivors. • Provide a brief description of recent, relevant and successful experiences in delivering similar programs and/or projects. Bayside is entering its tenth year of providing housing with case management services to people experiencing homelessness. BHS mentors program participants by moving them into safe housing and offering the services of case managers who practice trauma -informed care (meaning they realize the widespread impacts of trauma on individuals and families, understand the paths for recovery, and actively avoid re -traumatization). Case managers connect program participants with the services and skills they need to rebuild their lives: behavioral/ medical care, Self -Management And Recovery Training (SMART) programs, peer support, public agency support, education and/orworkforce training, enrichment activities, and facilitating therapeutic court and family reunification programs. As program participants —seniors, veterans, families with children, people experiencing domestic violence, those with major physical or mental health challenges and disabilities —regain confidence and hope, they also acquire tools to help them establish economic self-sufficiency, secure permanent housing, and remain stably housed. Our three case managers touch every program participant every day via either cell, email, in -person, or text; they average 10,000 hours of service per quarter. Of 417 program participants to -date, 60% have exited Bayside into safe and stable housing of their own. Bayside is in its second year of operating the Jefferson County Emergency Shelter and has incorporated a weekly case management visit into Shelter operations; these weekly visits have helped 11 people who use the Emergency Shelter and 3 from the Encampment find permanent housing. Because Bayside staff provide free transportation to JC MASH Free Clinic in Port Hadlock upon request, volunteer medical professionals have seen 25 patients in the last three months for basic care, chronic health care, and counseling/preventive care. Many of these patients had not seen a doctor in years. Page 13 of 19 Briefly describe how the project aligns with the priorities and objectives of the Five -Year Homeless Housing Plan and the community outreach conducted for the project or program. (LIMIT 400 WORDS) The Intake Coordination Project aligns with all six priorities and objectives of the Five -Year Homeless Housing Plan: Objective 1: For quick identification, the Intake Coordination Project will provide case management to the Intake Group using Coordinated Entry, document services in HMIS, and via personal visits to the Shelter. For quick engagement, the Intake Coordination Project will administer intake assessments to Learn more about the Intake Group and then offer case management services that address their needs. Objective 2: For prioritization of homeless housing for people with the highest needs, Bayside will put the needs of those who are most vulnerable first: individuals with serious health conditions (physical or mental) whose well-being would be significantly harmed by homelessness, domestic abuse survivors or those in severely overcrowded housing, and chronic homelessness, giving special consideration to households with young children, youth, veterans, and LBGTQIA+ that meet the criteria but may not have the highest assessment score. Objective 3: Intake Coordination staff will serve people who are waiting for response, such as people on Bayside's waiting list, or have access to an extremely limited response, such as people using the Emergency Shelter. In some instances, case managers will be able to help the Intake Group navigate government agencies to secure social security cards, drivers licenses, and assistance through Veterans Affairs; Bayside staff have seen that simple interventions such as these can result in a swift move to permanent housing. Objective 4: the purpose of the Intake Coordination Project is to approach reducing the number of unsheltered homeless from a new angle —providing case management services to people who are waiting for case management services. Assuming 1.5 FTE will serve an Intake Group of 122 people at a minimum, the cost per person would be $1,302, and based on recent results, have the potential for catalyzing an estimated 33% reduction in homelessness for the Intake Group. Objective 5: Bayside designs and operates trauma -informed and client -centered programs to address the circumstances and background of each program participant. This standard guides our case management training and is based not merely on a policy of non-discrimination and inclusiveness based on race, gender or ethnicity, but extends to developing culturally sensitive services for the diverse population we serve. Past program participants have ranged in age from infancy to 92 and included BIPOC community members and those identifying as LGBTQ+. Objective 6: all aspects of the Intake Coordination Project can be described as supportive efforts aimed at ending homelessness. A. APPROACH - Completeness of Proposal and Readiness 5 Points (LIMIT 400 WORDS) How Bayside will approach the assignment and meet the purpose of the project; evaluated on clarity, completeness, required certifications/documentation, readiness to begin Oct 2025-Jan 2026 Bayside will prepare job descriptions for the Intake Coordinator and Case Manager positions, begin the recruitment process (upon BOCC approval), and fill the Page 14 of 19 positions. Jan -Feb 2026 Bayside's Director of Housing and Supportive Services will onboard and train Intake Coordination Project staff and guide them through the process of identifying the most vulnerable among the Intake Group, making first contact, conducting needs assessments and securing HMIS data, and working with Bayside colleagues to identify the most effective and efficient routes to securing safe and stable housing, especially referrals to community partners and government agencies for specific benefits/services. March -Dec 2026 The Intake Coordination Project enters full implementation; workingthrough the Bayside waiting list and via in -person visits to the Emergency Shelter, they prioritize the most vulnerable for their services; secure HMIS data and assess their needs; make effective/efficient referrals; and document outcomes. • The Intake Coordination Project is ready to begin immediately, upon the award of funding. • Requested funds will support 75% of project costs; Bayside will apply foundation and private funds to cover the remainder. • The Intake Coordination Project cannot be scaled without an increase in funding. • Bayside submits successful annual applications for operating expenses to the following foundations: Ellison, Kelly, Lucky Seven, Medina, Norcliffe, Norman Archibald; and to the Port Gamble S'Klallam, Port Madison, Suquamish, and Tulalip tribes. The Intake Coordination Project will be included in descriptions of its operations in late 2025 and 2026. B. IMPACT OF FUNDS - Levera a of Other Funds and Number of Persons Assisted 10 Points (LIMIT 400 WORDS) The Intake Coordination Project will contribute to positive movement in Commerce's Homeless System Performance Measure by systematically prioritizing members of the Intake Group, securing HMIS data and assessing their circumstances, identifying the most effective/efficient moves to help them find permanent housing using a person -centered approach, and checking in with them to track their progress. Bayside already does and will use established Continuum of Care prioritization fundamentals to prioritize those in the Intake Group, which can include: • Significant health or behavioral health challenges or functional impairments • High use of crisis or emergency services to meet basic needs • Extent to which people, especially youth and children, are unsheltered • Vulnerabilityto illness or death • Risk of continued homelessness • Vulnerability to victimization, including physical assault, trafficking, or sex work • Other factors as determined by the community and based on severity of needs Bayside will use funds awarded by the County to leverage continued and increasing funding via applications made to foundations (currently the Ellison, Kelly, Lucky Seven, Medina, Norcliffe, Norman Archibald foundations, with first-time proposals to an additional 10 foundation prospects in Q4 of 2025 and throughout 2026); the Port Gamble S'Klallam, Port Madison, Suquamish, and Tulalip tribes; individual donors; and community support provided through donor advised funds administered by Jefferson Community Foundation. Page 15 of 19 The Intake Coordination Project will serve at least 122 households/individuals: the 94 households/ individuals on the Bayside waiting list and the daily influx of 28 people who use the Shelter. This Intake Group includes adults and children, domestic violence survivors, seniors, and veterans, any of whom may also be members of marginalized populations: people of color (especially Indigenous and Black residents), individuals with disabilities, the LGBTQIA+ community and those from non-Christian faith traditions. To achieve continuous improvement in the Intake Coordination Project, staff will lean into the use of HMIS and focus on immediate improvements that can catalyze the successful search for a safe and stable home, such as previously untapped access to government benefits and services, job training, and mental/physical health care. Theywill also incorporate feedbackfrom individuals in the Intake Group to ensure services are person -centered and trauma -informed. C. PROJECT OR PROGRAM BUDGET — A Feasible Financial Plan (5 Points) BUDGET FORMS Funding period begins January 1, 2025, and ends December 31, 2025. Please use the attached budget templates. If you need additional space, you may insert rows. "Proposal" refers to the funds requested from these funds that will be applied to this specific Project or Program. Blank spaces are provided for additional categories. Justification for budget items must be specific, and that same specificity should be reflected in subsequent billings. A maximum 10% Administration fee is allowed for projects if needed, however, Administration fees are not allowed for Capital Projects. CAPITAL BUDGET FOR REAL ESTATE DEVELOPMENT ITSES Financing Categories Estimate Basis of Estimate Total Acquisition Costs $ Construction $ Construction Fees $ Financing Fees and Charges $ Guarantees and Reserves $ Developers Fee $ Subtotal $ TOTAL $ SOURCES Financing Categories Estimator Indicate if Committed or Application has been made. If not made indicate date application is to be submitted Private Loan $ Jefferson County Funds $ Public Sources (State or Federal Funds $ Foundations $ Donations $ Low Income Housing Tax Credits (indicate 9% or 4%) $ Historic Tax Credits $ New Market Tax Credits $ Page 16 of 19 Ga if an Is TOTAL I $ Please include any budget narrative that is descriptive or helpful to explain any part of your proposed expenditures in your capital budget(s). (LIMIT 300 WORDS) PROGRAM OPERATING BUDGET DATES Budget Categories Program Proposal Justification Priority Salaries $110,000 $77,000 Intake Coordinator, Case Manager 1 Benefits $33,000 $23,100 Intake Coordinator, Case Manager 1 Rental Subsidies $ $ Utilities $ $ Insurance $ $ Food/Supplies $ $ Furnishings/Equipment $1,500 $1,050 2 Repair/Maintenance $ $ Transportation (explain) $ $ Subtotal $ 144,500 $101,150 Administration (10% max.) $14,450 $10,115 TOTAL $ 158,950 $111,265 If your Project or Program includes salaries and benefits, please list position(s) and FTE to be paid by these funds (FTE should be that percentage of time the em to ee is dedicated to this Project or Pro ram) Position Salary Benefits FTE Intake Coordinator $60 000 $18,000 1 Case Manager $50,000 $15,000 1 FUNDING SOURCES FOR THE PROGRAM in 2025 Funding Sources Awards Awards Indicate if Committed or 2025 2026 Application has been made. Public Sources $ $ (State or Federal Funds Private Donations $20,000 committed from 2026 annual fund campaign Foundation Grants $5,000 $15,000 3 applications made; 7 applications planned; 10 new prospects United Campaigns $ $7,685 planned Other $ $ Other $ $ TOTAL $ $47,685 Page 17 of 19 Please include any budget narrative that is descriptive or helpful, to explain any part of your proposed expenditures. For instance, if you are requesting furnishings or appliances specifically for housing included in your Project or Program, what are the items you are requesting? (LIMIT 300 WORDS) The Intake Coordination Project expenses are minimal and limited to staff salaries/benefits, office equipment (computers and phones), and administrative overhead to cover the cost of onboarding and training. ATTACHMENT A Required Insurance Coverages 1. Commercial General Liability. • Recipient shall maintain commercial general liability coverage on a form acceptable to Jefferson County Risk Management for bodily injury, personal injury, and property damage, in an amount not less than two million dollars per occurrence ($2,000,000) and an aggregate of not less than four million dollars ($4,000,000), for bodily injury, including death, and property damage. • The commercial general liability insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: o Broad form property damage, with no employee exclusion; o Person injury liability, including extended bodily injury; o Broad form contractual/commercial liability, including completed operations and product liability coverage; o Premises — operations liability (M&C); o Independent contractors and subcontractors; and, o Blanket contractual liability. • Recipient's commercial general liability policy shall include employer's liability coverage. • The County and its elected officials, officers and employees shall be named as an additional insured party under this insurance policy. 2. Automobile Liability. • Recipient shall maintain business automobile Liability insurance on a form acceptable to Jefferson County Risk Management with a limit of not less than a combined single limit of $1,000,000 each occurrence. Coverage shall include owned, hired, and non -owned automobiles. 3. Workers' Compensation (Industrial Insurance). Recipient shall maintain workers' compensation insurance at its own expense, as required by Title 51 RCW, for the term of this Agreement and shall provide evidence of coverage to Jefferson County Risk Management, upon request. If the County incurs any cost to enforce the provisions of this subsection, all costs and fees shall be recoverable from Recipient. Page 18 of 19 o Recipient shall provide Workers' Compensation and Employer's Liability on a state approved policy form providing benefits as required by law with employer's liability limits no less than $1,000,000 per accident or disease. o This coverage shall extend to any contractor or subcontractor that does not have their own workers' compensation and employer's liability insurance. o Recipient expressly waives by mutual negotiation all immunity and limitations on liability, with respect to the County, under any industrial insurance act, disability benefit act, or other employee benefit act of any jurisdiction, which would otherwise be applicable in case of such claim. 4. General Insurance Requirements. • Insurance coverage shall be evidenced by one of the following methods: o Certificate of insurance; or, o Self-insurance through an irrevocable Letter of Credit from a qualified financial institution. Any deductibles or self -insured shall be declared to and approved by the County prior to the approval of this Agreement by the County. At the option of the County, the insurer shall reduce or eliminate deductibles or self -insured retention, or Recipient shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. • Failure of Recipient to take out or maintain any required insurance shall not relieve Recipient from any liability under this agreement, nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations concerning indemnification of the County. • Recipient's insurers shall have no right of recovery or subrogation against the County (including its employees and other agents and agencies), it being the intention of the parties that the insurance policies so affected shall protect all the parties and shall be primary coverage for all losses covered by the above described insurance. • Insurance companies issuing Recipient's insurance policy or policies shall have no recourse against the County (including its employees and other agents and agencies) for payment of any premiums or for assessments under any form of insurance policy. • All deductibles in Recipient's insurance policies shall be assumed by and be at the sole risk of Recipient. • Any judgments for which the County may be liable, in excess of insured amounts required by this agreement, or any portion thereof, may be withheld from payment due, or to become due, to Recipient until Recipient shall furnish additional security covering such judgment as may be determined by the County. Page 19 of 19 • Any coverage for third party liability claims provided to the County by a "Risk Pool" created pursuant to Ch. 48.62 RCW shall be non-contributory with respect to any insurance policy Recipient shall provide to comply with this Agreement. • The County may, upon Recipient's failure to comply with all provisions of this Agreement relating to insurance, withhold payment or compensation that would otherwise be due to Recipient. • Recipient shall provide a copy of all insurance policies specified in this Agreement. • Written notice of cancellation or change in Recipient's insurance required by this Agreement shall reference the project name and agreement number and shall be mailed to the County at the following address: Jefferson County Risk Management, P.O. Box 1220, Port Townsend, WA 98368. • Recipient's liability insurance provisions shall be primary and noncontributory with respect to any insurance or self-insurance or self-insurance programs covering the County, its elected and appointed officers, officials, employees and agents. • Any failure to comply with reporting provisions of the insurance policies shall not affect coverage provided to the County, its officers, officials, employees or agents. • Recipient's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. • Recipient shall include all subcontractors as insured under its insurance policies or shall furnish separate certificates and endorsements for each subcontractor. All insurance coverage for subcontractors shall be subject to all the requirements stated in this Agreement. The insurance limits mandated for any insurance coverage required by this Agreement are not intended to be an indication of exposure nor are they limitations on indemnification. • Recipient shall maintain all required insurance policies in force from the time services commence until services are completed. Certificates, insurance policies, and endorsements expiring before completion of services will be promptly replaced. • Recipient shall place insurance with insurers listed to business in the State of Washington and having A.M. Best Company ratings of no less than A-, with the exception that excess and umbrella coverage used to meet the requirements for limits of liability or gaps in coverage need not be place with insurers or re -insurers licensed in the State of Washington. • Certificates of insurance as required by this Agreement shall be delivered to the County within fifteen (15) days of execution of the Agreement. To the extent a certificate lists or refers to any endorsements solely by name. description or number it shall be the responsibility of Recipient to obtain and provide to Jefferson County Risk Management a full and complete copy of the texts of such endorsements. • The County shall be named as an "additional insured" on all insurance policies required by this Agreement. Page 20 of 19 • Recipient shall furnish the County with properly executed certificates of insurance that, at a minimum, shall include: o The limits of coverage; o The project name and agreement number to which it applies; o The certificate holder as Jefferson County, Washington and its elected officials, officers, employees and agents with the address of Jefferson County Risk Management, P.O. Box 1220, Port Townsend, WA 98368; and o A statement that the insurance policy shall not be cancelled or allowed to expire except on thirty (30) days prior written notice to the County. Page 21 of 19