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HomeMy WebLinkAboutOlyCAP Caswell Brown Operational $291,390REQUEST FOR PROPOSALS Funding for: HOMELESS RESPONSE SYSTEM OPERATIONS AND HOMELESS AND AFFORDABLE HOUSING DEVELOPMENT PROJECTS Section 1: Purpose of Request for Proposals (RFP) 1.1 INTRODUCTION This RFP covers requests for funding for both Homeless Response System (HRS) operations and homeless and affordable housing capital development. 5386 and 1590 funds are available for the operation of homeless and affordable housing services. 1590 funds are also available for the construction of affordable housing units, including emergency housing, and first -year operations of these facilities. Additional criteria for eligible projects are listed below. Proposed projects must meet eligibility requirements under 2023's Senate Bill 5386 modifying the distribution and uses of the homeless housing assistance surcharges in RCW Titles 36 and 84 and House Bill 1590 as codified in RCW 82.14.530. We estimate the available funding for this period to be approximately $250,000 for 5386 Homeless Housing and Assistance (operating) funds; $720,000 for 1590 Affordable and Supportive Housing development funds and first year operating funds; and $480,000 for 1590 Affordable and Supportive Housing operating funds. Note that 1590 operating funds may be used for all housing -related services. 1.2 FUNDING PERIOD The HFB is requesting proposals for HRS Operations and Homeless and Affordable Housing Development Projects. Funding under this grant program is allocated for a 12-month period. The period of performance for services solicited under this RFP begins 1/l/2027 and ends 12/31/2027. Initial funding is not an assurance or guarantee of ongoing operations 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. 1.3 AFFORDABLE HOUSING DEVELOPMENT, 1590 F1'NDS The project must meet eligibility requirements under Senate Bill 5386 and House Bill 1590 and RCW 82.14.530 Funding for Affordable and Supportive Housing in accordance With House Bill 1590 and RCW 82. 14.530 Development (and first year operations): A minimum of sixty percent of this fund must be used for the following eligible uses: a. 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 b. Constructing mental and behavioral health -related facilities; or c. 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 (60%) of area median income (AMI): a. Persons with mental illness b. Veterans c. Senior citizens d. Homeless (or at -risk of being homeless) families with children e. Unaccompanied homeless youth or young adults f. Persons with disabilities g. Domestic violence survivors 1.4 HOMELESS HOUSING AND ASSISTANCE, 5386 FLTNDS In order to be eligible for services under these funds individuals served must: a. Be 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. 2 ii. Persons fleeing domestic or family violence with no subsequent safe residence identified and lacking the resources needed to obtain such housing. iii. 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. iv. Persons who would otherwise be living on the streets or in an emergency shelter. V. Households who are very low-income. 2. Eligible uses of these funds: 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 (30%) of the area 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 projects that are affordable to very low-income households. k. Supporting building, operation and maintenance costs of housing projects or units eligible to receive housing trust funds, that are affordable to very low-income households, 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. 3 Section 2: Proposal Evaluation and Selection Process 2.1 PROCESS OVERVIEW 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 —the Housing Fund Board (HFB). Proposals will be 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. There will be an opportunity to ask questions on the RFP before the submittal deadline. After submission and prior to scoring, the panel may ask technical questions after initial review of the proposal and prior to scoring. 2.2 PROPOSAL 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. 2.3 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 will review responses to the questions in the three RFP application sections on project approach, impact, and budget and award points based on these responses. Each section is worth 10 points for a total potential award of 30 points per proposal. 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. 4 Section 3: Instructions and Timelines 3.1 SUBMISSION REQUIREMENTS Proposal Deadline:10/16/2026 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 carol)-n[rr:,co.iefferson.wa.►is. If electronic submission is not possible, please contact the County Administrator's office at 360-385-9100 for accommodation. The following should be in the email's subject line: "Proposal — Affordable and Homeless Housing Funds." It is veu 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. Proposals MUST be received by 4pm on 10/16/2026. 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. 3.2 PROPOSAL SELECTION TIMELINE Request for Proposal Timeline for Funds DATE ACTIVITY 09/16/26 RFP first publication in paper 09/23/26 RFP second publication in paper 09/25/26 Questions from applicants at 2:30 PM Zoom Meeting: https://us06web.zoom.us/i/91098454388 (this link is subject to change) 10/9/26 Technical assistance questions from application due via email. Questions will be reviewed and answered by a subcommittee of the HFB. 10/16/26 Proposals must be submitted by 4:00 pm 10/20/26 Proposals opened and distributed to HFB 10/28/26 HFB to make funding recommendations to the BoCC 11/09/26 BoCC takes action on HFB funding recommendations (subject to change based on BoCC schedule) November Contracts to County Prosecutor and Risk Manager for approval December Contracts to Providers and returned to BoCC for signatures Note — All dates are subject to change 3.3 DEFINITIONS Definition of Area Median Income for Jefferson Coup Affordable housing program eligibility is always determined by household 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 $64,200. Sixty Percent (60%) AMI for an individual is $44,940. Link: htt s://www.huduser. ov/datasets/iUil2026/summa ? ear=2026&re ort a=count &states=53 &counties=5303199999&hmfa=METR0 10180M 10180 0 Definition of Very Low -Income Very -low income is defined as households with income between 30%--50% of AMI. In Jefferson County for 2026, this means $32,100-53,500 annually for a family of four. FY 2026 Income Limits Summary FY 2026 Income Limit Area Median amity Income FY 2026 Income Limit Category Persons in Family � ' 12 1 3 4 1 5 -6 7 8 Very u—v (50%). Income Limits 37,450 42,800 48,150 53,500 57,800 62,100 66,350 70,650 .($). Extreme[- Low 22,500 25,700 28,900 33,000 38,680 44,360 50,040 55,720 Jefferson County, $107,000 Income Limits WA Low (80%). Income Limits 59,950 68,500 77,050 85,600 92,450 99,300 106,150 113,000 ($) 3.4 GENFKA[._ GUIDE,LLNES FOR APPLICANTS a. 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. b. 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. c. Any program receiving these funds must use them to provide services only within Jefferson County boundaries. d. Applicants that have received prior Affordable Housing and/or Homeless Housing and Assistance Funds must be current on all required reporting, including to state funders, to be eligible to receive funds. Applicants must submit a copy of their 2026 Annual Expenditure Report to Commerce, if applicable, as part of this requirement. e. Grantees will be required to submit a written progress report midway through the grant period and a written closeout report at the end of the funding period with their final invoice. Failure to submit timely reports/progress data will result in holding or non-payment of funds. These reports should include a comparison of 7 outcomes to date with those initially proposed. A fiscal and programmatic monitoring visit may be conducted by the County during any project year. The provider will make all project -related documents and files available for review. f. Reimbursement of costs will be addressed in the grant agreement. g. 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 2023's SB 5386, HB 1590, RCW 82.14.530, and RCW 82.14.540. h. Funding in previous years does not assure additional awards in this funding cycle. i. Applicants may submit multiple proposals. It is preferred that proposals be limited to either requests for funds for either capital development projects or operations projects/programs. 3.5 BUDGET INSTRUCTIONS 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 Ca ital Pro'ects. 1. Sample Contract: A sample contract may be found on Laserfiche at the following path: htt s://test.co.*efferson.wa.us/WeblinkExternal/Browse.as x?id=10141412&dbid=0 &re o=Jefferson www.co.'efferson.wa.us — Jefferson - Board of Commissioners - Boards & Committees - Housing Fund Board - RFP 2026 2. Insurance Requirement: Awardees will be required to meet all the County's insurance requirements, which are included as Attachment A to this RFP. N J APPLICATION Funding for: HOMELESS RESPONSE SYSTEM OPERATIONS AND HOMELESS AND AFFORDABLE HOUSING DEVELOPMENT PROJECTS Application Proposals must be RECEIVED by: 10/16/26 at 4:00 PM Section 1: Applicant Information 1.1 APPLICANT INFORMATION Area of Caswell Brown Village County to be Name of Project or Program: Operational Funding Served: Jefferson County Total Amount of Development Total Amount of Operating Funds Funds Requested: $291,390 Requested: 0 05150 — OCACaswell Brown Village RV's 05849 — OCACaswell HMIS Project Number (if Brown Village Tiny applicable): Homes Federal Tax Name of Agency/Applicant: OlyCAP ID: 91-0814319 Director of Housing Contact Person: Viola Ware Title: Stability Address: 2120 W Sims Way City: Port Townsend State: Washington Zip. 98368 F Phone Number: 360460-2598 Fax Number: 360-385-5185 Email: vware@olycap.org 1.2 CERTIFICATION Certification by Authorized Agency Representative (Board President, CEO, or another person authorized to bind the agency in a contract). Name of Authorized Agency Representative: Holly Morgan 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 has no outstanding obligations to the County with respect to housing funds. YY1611; 2 10/16/26 Signature of Authorized Agency Representative Date 10 1.3 PROJECT DESCRIPTION 1. Name of Project or Program: Caswell Brown Village Operating Funds 2. Total Amount of Funding Requested: $291, 390 3. Provide a brief description of the project or program: Caswell -Brown Village was initially established with 20 RV sites and 20 tiny shelters to provide safe, stable transitional shelter for individuals and families experiencing homelessness. The site is supported by a food preparation and services building and a completed sanitation facility with toilets, showers, and laundry services. These shared facilities are essential to residents' health, dignity, nutrition, wellness, and daily living needs, but their completion has also increased the program's operating, janitorial, utility, and maintenance costs. After five years of operation, several original tiny shelters have reached the end of their useful life, and the RV model has proven less effective because of safety concerns, frequent repairs, and inconsistent unit conditions. OlyCAP's long-term goal is to replace the RV sites with purpose-built tiny shelters. Two original tiny shelters are currently being replaced, along with four RV sites. In 2027, OlyCAP plans to continue this transition by working with Community Build to construct additional shelters for vacant RV sites. The supply of donated tiny shelters previously available to the program has now been exhausted. Until the transition is complete, existing RVs must continue to be inspected and maintained for safe use, while the remaining tiny shelters require preventive maintenance to avoid premature loss. As RVs become unsafe, nonfunctioning, or abandoned, they may need to be towed and properly disposed of. Replacing RVs with shelter units will therefore also require resources for towing, periodic dump runs, and increased dumpster capacity to safely manage debris and discarded materials. Continued operating support will provide sufficient staffing and resources to manage unit turnovers, conduct regular inspections, complete preventive maintenance and repairs, coordinate towing and disposal when needed, and keep the food preparation and sanitation buildings safe, clean, and fully functional. OlyCAP has shifted responsibility for shelter turnovers to the Maintenance Department and is training a designated shelter staff member to assist with inspections, documentation, minor upkeep, and repair coordination. This approach will improve accountability, reduce delays between residents, preserve existing shelter capacity, and support the gradual replacement of RVs with safer and more durable shelter units. 11 4. Identify the specific eligible use(s) under 5386 and/or 1590 for which the Projector Program qualifies, as listed in sections 1.3 and 1.4 of the RFP. If you are submitting for both operating and development funds, please submit separate budgets for each. a. 5386 Operating Funds: Operating funds for transitional shelter. 12 b. 1590 Development Funds: Not Applicable c. 1590 Operating Fuiids: Not Applicable Section 2: Approach (10 Points) 1. Specify the project or program Vals anti expectea outcomes. l/- puliu) The Caswell Brown Project provides transitional shelter for households experiencing homelessness, offering up to two years of safe, stable shelter through 20 RV sites and 20 tiny shelters. This program is designed to support residents as they work toward long-term stability and permanent housing. The renovations supported by the Housing Fund Board in 2025 helped bring dignity and community to the residents by funding the renovation of the PUD building as a community space where providers are invited to offer vital services and resources to help individuals tackle barriers and increase stability which include space for on -site housing case management and coordinated entry as well as medical, recovery and mental health supports. This space is also used by the residents to connect with one another and hold self-help groups and will host community life -skills classes. It is also where the OlyCAP Housing Project Manager meets personally with the residents of CBV to discuss site priorities and resident concerns, working together to resolve issues as a community. Success will not only be measured by the number of households exiting to permanent housing, but also the quality of on -site services delivered —such as hygiene access, food support, case management, and referrals and connections to relevant services addressing barriers including but not limited to income and behavioral health. 2. Briefly describe how the project aligns with and contributes to the priorities, goals and actions of the 2025-2030 Jefferson County Homeless & Affordable Housing Services Plan. The Plan is available for viewing at htt s://www.co.jefferson.wa.us/DocumentCenter/View/23792/2025-2030-Homeless- Housin -Plan?bidld= (2oints 13 Objective 2: Promote an Equitable, Accountable, and Transparent Homeless Crisis Response System. A defined re-entry pathway supports fair and consistent access by ensuring that a prior program exit does not automatically create a permanent barrier. The program recognizes that individual circumstances can change and that prior program exits should not permanently prevent future access to assistance. People living unsheltered on or near the property may re-engage through the shower program, where they can meet with a housing specialist, demonstrate progress toward identified goals, and pursue an individualized pathway back into shelter or other appropriate housing services. This approach aligns with trauma -informed practices that emphasize individual choice, collaboration, and opportunities for recovery, as well as federal guidance identifying low - barrier services as an important platform for connecting people experiencing homelessness to permanent housing. Additionally, all participants that must exit are offered, in writing, the right to appeal and despite the decision or the result of the appeal are encouraged to re-engage with Housing Resources. Removal from a property does not remove someone from Coordinated Entry access or access to other housing opportunities. Residents at risk of exit are welcomed to advocate on their own behalf or have community advocates supporting them during meetings with CBV staff and management. Objective 3: Prioritize assistance based on the greatest barriers to housing stability and the greatest risk of harm. The primary purpose of Caswell -Brown Village is to provide safe, transitional shelter for people experiencing homelessness who face the greatest barriers to housing stability and the highest risk of harm. The program prioritizes individuals with complex needs who are least likely to access or succeed in other available shelter settings and connects them with housing -focused support toward permanent housing. The first step to housing stability is a safe and stable place to live. Additional tiny shelters at this site would be the most cost-effective way to add transitional shelter units. Research supports providing safe, low -barrier shelter as a foundation for housing stability. HUD's review found that approaches prioritizing immediate access to housing improve long-term housing stability and can reduce reliance on costly crisis services, while Portland State University study released in April 2022 found high resident satisfaction with tiny -shelter villages as an alternative to unsheltered homelessness. Objective 5: Seek to House Everyone in a Stable Setting That Meets Their Needs. Seeking to house everyone in a stable setting that meets their needs means creating pathways to permanent, secure, and appropriate housing for all people, with a focus on comprehensive, long-term support. This approach moves beyond simply offering temporary shelter to address the holistic needs of individuals, including health, money, concerns, and personal security. It recognizes that the extent to which varied, and sometimes complex individual needs are being met, often over extended periods of time and at multiple points along a pathway to housing security, requires holistic support. 14 3. Describe any collaborations that informed the development of this project, including in Housing rund Board and Continuum of care activities. [.4 OlyCAP has built strong community partnerships to strengthen Coordinated Entry and develop housing -crisis solutions ranging from tiny shelters to permanent housing. Partners include Fire CARES, OWL360, Bayside Housing, Jefferson County Public Health, Reach Out, the Winter Welcoming Center, Dove House, Sarge's Veteran Support Network, Opportunity Council, the Department of Veterans Affairs, LEAD, Discovery Behavioral Health, REAL, and people with lived experience in the local homeless crisis response system. Caswell -Brown Village was developed and continues to improve through coordination with Jefferson County, participation in Housing Fund Board and Continuum of Care activities, and ongoing collaboration with local service providers. These partnerships help OlyCAP identify service gaps and barriers faced by people living unsheltered, refine shelter and housing -navigation services, and connect residents with housing, health care, behavioral health services, benefits, and other supports. 4. Describe the engagement and participation of lived experts in this project's development. {? Points) OlyCAP is committed to meaningfully engaging people with lived expertise in program planning, implementation, and continuous improvement. Lived experts have served on the Coordinated Entry Advisory Committee and directly contributed to the development of the Vulnerability Assessment and Provider Coordinated Entry mandatory training. At Caswell - Brown Village, individuals with lived experience are employed and trained as Shelter Monitors, and resident feedback has guided site improvements since June 2024. Most notably, residents helped prioritize and design the sanitation building, ensuring the project reflects the needs and experiences of the people it serves. Additionally, OlyCAP supported lived experts who participated in the development of Jefferson County's five year plan with stipends of $50 an hour up to $200 per meeting. Lived Experts assisting and advising the development of the PIT Count and Coordinated Entry were similarly compensated. 5. Provide a brief description of expertise and/or recent, relevant and successful experiences in delivering similar programs and/or projects, including ability, stability and resources to implement this project or program. (2 points) 15 In addition to Caswell Brown Village, OlyCAP manages the Haines Street Cottages which is emergency housing for persons in recovery from substance use disorders through local provider partnerships as well as persons referred by OlyCAP's youth program. OlyCAP manages three other residential sites: South Seven Senior Village, 7th Haven, and Northwest Passage. Each site is tailored to meet the diverse needs of Jefferson County residents. These programs are strengthened by partnerships with respected local service providers including Dove House, Discovery Behavioral Health, OWL360, Fire CARES, and Public Health. Through Coordinated Entry, we ensure fair access to housing for all eligible households across the county. OlyCAP also manages the Sequim Warming Center in Clallam County which operates from November through March in partnership with St Luke's and partners with Sequim Trinity United Methodist providing training, program support and contracted staffing for the Safe Parking program which, to date has had 4 out of 4 participants who have exited, exit to stable housing with no safety incidents to date. Service improvements at CBV have included fully staffing the site with a monitor on each shift, resident mail service, internet, an indoor food prep area, community meetings space, on -site housing case management, a sanitation facility that includes indoor showers and toilets (with ADA accommodations) and laundry facilities as well as a shower program for individuals living unsheltered. OlyCAP's approach is grounded in best practices such as trauma -informed care and de- escalation, helping stabilize individuals and families once housed not just providing shelter —but connecting people to the support systems they need to overcome barriers and build pathways to permanent housing. Expertise within the department include, but are certainly not limited to, years of experience innovating and providing services to individuals experiencing homelessness on the peninsula including a former Deputy Director of Serenity House (the CHG Lead of Clallam Couty), pioneering homeless outreach co -response in 2016, creation of the peninsula's first youth coordinated entry, developing Clallam County's LEAD Case Management program and case management policy manual that was shared state-wide, building a regional medical respite for individuals experiencing homelessness which reduced ER visits post discharge by 84% in the first year of operation, current Co -Lead of Communities for Functional Zero, and, most recently, the creation and implementation of a dual county intensive case management program focused on integrating medical services with housing codifying partnerships with medical providers and outreach programs in each county that launched 2 months ahead of the funder's projected timeline. Ii V Section 3: Impact (10 Points) 1 _ What services will be funded? The funding will support continuing operations of the site including needed staffing levels, utilities, insurance and repairs as well as the maintenance of the tiny shelters, sanitation building, the food preparation building and grounds. 2. How many individuals by demographic will be served by these funds? Describe how this project supports the original target group or income level of your organization. (2 points) At full capacity, Caswell -Brown Village is designed to provide transitional shelter for 40 households at a time through 20 tiny shelters and 20 RV sites. During the funding period, OlyCAP intends to preserve and restore as much of this capacity as possible while gradually replacing aging or unusable RVs with safer, more durable tiny shelters. Reaching and sustaining full capacity will require a phased transition. RVs must be vacated, inspected, and, when no longer usable, towed and properly disposed of before replacement shelters can be installed and prepared for occupancy. The pace of this work will depend on the availability of funding for towing and ongoing site maintenance. Continued investment will allow OlyCAP to bring units back into service as efficiently as possible, protect existing shelter capacity, and maintain a reliable long-term model for serving up to 40 households at one time. 3. 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 serving historically underserved populations? (2 points) 17 Caswell -Brown Village serves people from all walks of life who are experiencing homelessness, with priority given to households facing the greatest risk of harm and the most significant barriers to housing stability. The Coordinated Entry vulnerability assessment considers multiple factors that can increase housing instability, including prolonged homelessness, health and behavioral health conditions, disability, age, safety concerns, limited income, and other effects of marginalization. This process helps ensure that transitional shelter and support are directed to community members with the greatest need. Residents may remain for up to two years while working toward permanent housing and have access to on -site housing case management, confidential meetings with community providers such as Public Health and LEAD, and shared space for peer -led and self-help activities. OlyCAP will continue improving access and outcomes by reviewing vulnerability assessment and program data, seeking feedback from residents and people with lived expertise, evaluating whether historically underserved populations are reaching and benefiting from services, and strengthening coordination with community partners. Housing case management is planned to expand toward full-time on -site availability in 2027, and all shelter staff will begin training in housing case management. These improvements will reduce barriers to assistance, identify needs earlier, and create more consistent pathways from shelter to permanent housing. 4. Specify the measures of success by which the project or program will be assessed. (2 points) Success will be measured primarily by the number and percentage of participating households that exit Caswell -Brown Village to permanent housing. OlyCAP will track housing outcomes over time and use the results to strengthen services, address barriers, and continually increase successful exits to permanent housing. 5. How would the project contribute to positive movement in Commerce's Homeless System Performance Measures, including total project entries, length of time homeless, exits to permanent housing, returns to homelessness, and system prioritization? (2 points) IN The project will continue to contribute to positive movement in Commerce's Homeless System Performance Measures by preserving transitional shelter capacity and prioritizing households with the greatest barriers to housing stability and risk of harm through Coordinated Entry. Despite the limited availability of affordable housing, this program contributed to Jefferson County's 12% increase in exits to stable housing as indicated in the most recent Department of Commerce . Stable shelter, housing -focused case management, and coordinated access to community services will help prioritized households enter the program, reduce the time they experience homelessness, and increase successful exits to permanent housing. In addition to expanding on -site housing case management, OlyCAP is developing core life -skills training —including financial literacy and other practical skills —to help residents prepare for and sustain permanent housing. OlyCAP will track housing outcomes, use performance data to strengthen services, coordinate connections to community -based supports, and provide follow-up intended to reduce returns to homelessness. 6. For operations programs, how does the proposed project or program demonstrate the following priorities: Preservation of existing services and/or providing services to underserved populations and/or populations not served in the same way elsewhere? (2 Points Operations funding only) Caswell -Brown Village preserves an established transitional shelter resource that is designed to serve up to 40 households at a time. Operations funding will sustain essential staffing, utilities, sanitation, inspections, unit turnovers, repairs, and preventive maintenance so that existing shelter units and shared facilities remain safe, sanitary, and available. This support is especially important as aging RVs are gradually removed and replaced with more durable tiny shelters without unnecessarily disrupting current services or reducing long-term capacity. CBV serves people experiencing unsheltered homelessness who face significant barriers to accessing or sustaining housing, including disabilities, health and behavioral health needs, prolonged homelessness, limited income, safety risks, and other effects of marginalization. Households are prioritized through Coordinated Entry using the community's vulnerability assessment. Caswell -Brown Village offers a combination of transitional shelter, on -site housing -focused case management, access to community providers, sanitation and laundry facilities, and opportunities for re -engagement may not otherwise be available together in the same way elsewhere in Jefferson County. Continued funding will preserve this distinct service model while strengthening residents' pathways to permanent housing. 19 7. For capital development projects, how does the proposed project demonstrate "serving the greatest need" as identified in Appendix D, Prioritization Criteria of Homeless Housing Capital Projects, in the 2025-2030 Jefferson County Homeless & Affordable Housing Services Plan. The list of populations shown as serving the greatest need is not prioritized. (1 point Capital Project funding only) Not Applicable 8. For capital development projects, how many new units will be brought online? How many existing units will be preserved? (1 point Capital Project funding only) Not Applicable 20 Section 4: Budget (10 Points) 4.1 FINANCIAL READINESS (2 points) 1. Is the Project or Program ready to use the funding now or are there actions to be taken before the Proiect or Program can begin? If so, what are those actions? The Project is ready now. 2. What other funds, donors, or community support are involved with the project? 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. OlyCAP is actively pursuing a diversified funding strategy for Caswell -Brown Village that includes flexible funding, private fundraising, and public grant resources. Community Development Block Grant (CDBG) funds have previously supported the project and are expected to provide additional support. The requested Housing Fund Board award would help sustain core operations while allowing other available resources to be directed toward complementary needs, including facility improvements, shelter replacement, and expanded resident services. Consolidated Homeless Grant (CHG) funds have also supported the program and are currently allocated through June 30, 2027. Funding beyond that date is uncertain because Jefferson County is considering changes to the administration and procurement of CHG- funded services, which may include a competitive RFP process. OlyCAP will pursue any available CHG funding for which the program is eligible, while continuing to seek CDBG funds, private donations, flexible grants, and community support. These combined resources will leverage the requested funds by preserving essential operations and reducing reliance on any single funding source. 3. Will the requested funds, including funds from other sources, fully fund the Project or Program? If not, how does the organization intend to fill the gap? 21 The requested funds, together with other anticipated sources, will support the program's current operating model but will not fully fund the staffing level needed for an ideal 24-hour, 40-household shelter operation. The proposed budget supports a shelter manager, three shelter monitors, designated shelter maintenance staff, and shared Maintenance Department capacity. OlyCAP will continue using available Consolidated Homeless Grant funds through June 30, 2027, pursue CDBG and other eligible public funding, and seek flexible grants, private donations, and fundraising support to address remaining gaps. National guidance recommends, for this level of population, 2 staff to be on shift at all times. OlyCAP has historically operated understaffed. Fully staffed, OlyCAP would be better able to manage site operations, while reducing exits for noncompliance and increasing exits to housing. Additional staffing levels will include people who may be trained in providing housing services bringing additional skills on site. Practical recommendations recommend 10 full-time monitors with at least one dedicated relief/on-call position. We will be seeking additional resources and conduct fundraising to staff CBV with at least 6 monitors. 4. Describe your staffing plan for this project including how many people will be assigned Lll UU L1116 VVVL& allll Lllcll aVal Lai.) IIILy : VV 111 Lit 1J JJI uJGLiL ICLILI ILL; 11GW ullw: Olycap has monitoring staff to provide 24-hour monitoring of CBV. There will be a Shelter Manager and 3 monitors as well as a part-time Maintenance worker solely assigned to Caswell Brown Village. Olycap maintenance staff maintain Caswell Brown Village tiny shelters, the food preparation/services building and the sanitation building. They have time allocated to this Project. 4.2 FTNANGIAL SUSTAINABILITY (2 points) 1. For capital development projects, how are the requested fiinds matched by operating funds going forward? Specify the degree of matching support. Not Applicable 2. Briefly describe your plan for financial sustainability of the Project or Program. 22 OlyCAP's financial sustainability plan for Caswell -Brown Village relies on maintaining a diversified mix of public funding, flexible grants, private donations, and agency resources. The requested Housing Fund Board funding will preserve core 24-hour shelter operations, including essential staffing, utilities, insurance, inspections, unit turnovers, and facility maintenance. CDBG funds have previously supported the project and will be pursued again. Consolidated Homeless Grant funding is available through June 30, 2027; however, funding beyond that date is uncertain and may be awarded through a competitive RFP process. OlyCAP will pursue any future CHG funding for which the program is eligible while continuing to develop other sources so the CBV does not rely on a single grant. OlyCAP will also manage costs through preventive maintenance, regular inspections, clearer responsibility for unit turnovers, and the gradual replacement of aging RVs with safer and more durable tiny shelters. The current request funds three Shelter Monitors, although six are needed to strengthen coverage across the 24-hour operation and less than national recommendations. Additional funding will be pursued to add the remaining monitor positions, relief coverage, expanded housing case management, and maintenance capacity. If full funding is not immediately available, OlyCAP will prioritize essential safety and shelter operations and phase service and staffing improvements as additional resources are secured. 23 4.3 SCALABILITY (Non -scoring question) 1. Is the Project or Program scalable if all funding requested is not recurred? How would the Project or Program be impacted? 77 The Project would close shelters if all funding is not provided. For example, if only 50% of funds are allocated then ten of the shelters would need to be closed. 4.4 REQUIRED ADDITIONAL DOCUMENTS (2 points) Please attach the following items along with your RFP Application submission. Applications without these documents may be deemed incomplete. 1. Please attach a current operating budget for the organization requesting the funding. 2. Also, if your organization is an HMIS participant, please attach a copy of your 2026 Annual Expenditures Report to Commerce. 4.5 CAPITAL PROJECTS BUDGET (4 Points Capital Project funding only) 1. Budget Capital Budget for Real Estate Development Uses Financing Categories Estimate Basis of Estimate Total Acquisition Costs $ Construction $ Construction Fees $ Financing Fees and Charges $ Guarantees and Reserves $ Developers Fee $ $ Subtotal $ 24 TOTAL 2. Funding Sources Financing Categories Estimate 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 $ Gap (if any) $ TOTAL Is 3. Narrative: Please include any budget narrative that is descriptive or helpful to explain any part of your proposed expenditures in your capital budget(s). 25 Caswell -Brown Village's 2027 operating budget is $410,740, with $291,390 requested through this proposal. Requested funds include $164,000 for salaries, $43,900 for employee benefits, $30,000 for utilities, $12,000 for insurance, $15,000 for repair and maintenance, and $26,490 for administration. These expenditures are necessary to preserve a 24-hour transitional shelter designed to serve up to 40 households and to keep its shelter units, food preparation and services building, sanitation building, utilities, and shared spaces safe and operational. Personnel costs support a Shelter Manager, three Shelter Monitors, designated shelter maintenance staff, and limited support from OlyCAP's Maintenance Manager and Maintenance Technician. The program has identified a need for six Shelter Monitors to provide stronger staffing across the 24-hour operation; however, this request includes funding for only three monitors. OlyCAP has limited the request to the most immediate and financially feasible staffing level while continuing to pursue additional funding for the remaining positions and relief coverage. The proposed staffing structure will maintain essential shelter operations, oversight, inspections, unit turnovers, preventive maintenance, and coordination of repairs. Utilities and insurance support continuous shelter operations and the expanded use of the food preparation and sanitation facilities. Repair and maintenance funds will address needs identified through the recent facility inventory and regular inspection schedule, including preventive maintenance, minor repairs, unit turnovers, and biweekly janitorial services for the shared food preparation and sanitation buildings. As aging or unusable RVs are removed from service, additional operating resources may also be needed for towing, disposal, periodic dump runs, and increased dumpster capacity. The difference between the total program budget and this request is $119,350. OlyCAP intends to address this gap through available Consolidated Homeless Grant funding through June 30, 2027, potential CDBG support, flexible grants, private donations, fundraising, and other agency resources as available. Because future CHG funding may be subject to a competitive RFP process, OlyCAP is working to diversify funding and reduce reliance on any single source. Additional resources will be prioritized for the remaining Shelter Monitor positions, relief coverage, housing -focused case management, and maintenance needs necessary to safely sustain the program's full capacity. 26 4.6 PROGRAM OPERATING BUDGET (4 points Operating funding only) 1. Operating Budget Prnuram Onerating BudLyet Budget Categories Program Proposal Justification Priority Salaries $256,000 $164,000 Shelter Management, 1 3 Monitors (6 needed), Shelter Maintenance, Maintenance Manager and Technician: Benefits $60,400 $43,900 1 Rental Subsidies $0 $0 Utilities $30,000 $30,000 3 Insurance $12,000 $12,000 2 Food/Supplies $0 $0 Furnishings/Equipment $0 $0 Repair/Maintenance $15,000 $15,000 Recently completed an 4 inventory of repair needs and implemented a regular schedule of inspections. Janitorial Services clean the food/prep building and sanitation building bi-weekly. Transportation (explain) Subtotal $373,400 $264,900 Administration (10% $37,340 $26,490 max) TOTAL $410,740 $291,390 2. Staffing Budget If your Project or Program includes salaries and benefits, please list position(s) and number of full-time employees (FTE) to be paid by these funds (FTE should be that percentage of time the employee is dedicated to this Project or Program —for example 20 hour a week, part-time salary would be represented as 0.5 FTE): 27 Position Salary Benefits FTE Shelter Manager $46,000 $15,400 .90 Shelter Monitors $92,000 $16,500 3 Shelter Maintenance $10,000 $4,000 .5 Maintenance Manager $ 6,000 $3,000 .10 Maintenance Technician $10,000 $5,000 .20 3. Funding Sources (Please provide previous year funding if applicable) All Funding Sources for the Pro-aram Funding Awards Awards Indicate if Committed Sources 2026 2027 or Application has been made. Public Sources $194,057 $ CHG Funds (State or Federal Funds) Private $ $ Donations Foundation $ $ Grants United $ $ Campaigns Other $171,000 $291,390 HFB Operating (this 2027 Applications made application) $100,000 HFB Capital Other $103,000 $ CDBG TOTAL $468,057 $391,390 4. Narrative: 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 28 are 29 OlyCAP 2026 Consolidated Budget Revenue Contributions Donations - Corporate Donations - Individual Grant Revenue Foundation Grant Income Gov't Contracts CSBG Program Fee Rental Income Misc. Revenue Total Revenue Expense Total Salaries/benefits Total Supplies Total Community Pass Through Total Contract/Professional Fees Total Facilities/Equipment Total Travel/Fleet Total Training and Education TotalAdmin Expenses Total Expenses ICR/Indirect Net Revenue over Expense Total $75,000 $120,000 $175,000 $8,942,984 $101,000 $10,500 $124,482 $465,900 $10,014,866 $4,601,970 $355,427 $2,612,233 $334,319 $775,318 $59,415 $151,100 $221,253 $9,111,035 $872,661 $31,170