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HomeMy WebLinkAbout010620_ra01 Regular Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Vicki Kirkpatrick,Director,Jefferson County Public Health DATE: 12/17/2019 SUBJECT: BOCC Approval of Homelessness and Affordable Housing Request For Proposal Funding and Release of the RFP STATEMENT OF ISSUE: The Board of County Commissioners (BoCC) will consider approving funding levels for inclusion in a Request For Proposals (RFP) for Affordable Housing and Homeless Housing and Assistance Services/Projects in 2020, and authorize release of the RFP. Funding will be from Fund 148 Affordable Housing Fund, and from Fund 149 Homeless Housing Fund. The RFP and funding levels have been recommended by the County/City of Port Townsend's Joint Oversight Board. ANALYSIS: One of the requirements for continued local determination and allocation of the housing funds generated from recording fees is the creation of a Five-Year Homeless Plan due to the Department of Commerce no later than December 1, 2019. Pursuant to an Interlocal Agreement between Jefferson County and the City of Port Townsend, a Joint Oversight Board was created and tasked with establishing a Task Force that would create a five-year homeless plan according to guidelines published by the Department of Commerce. The creation of the Five-Year Homeless Plan entitled"Making Homelessness a Singular Occurrence—Homeless Crisis Response and Housing 5 Year Plan for Jefferson County, WA"has been completed and submitted to the Department of Commerce. The Task Force and Joint Oversight Board recently completed their second task, which was to develop and approve a competitive Request for Proposal (RFP) and application. One of the important goals of the RFP process is transparency in the decision-making process for the allocation of funds. A copy of the RFP and Application is enclosed. Once the BOCC approves the funding levels for the RFP and Application, the next steps will be to advertise the RFP and Application and to place it on the Jefferson County Website to solicit responses. 1 of 3 Regular Agenda The timeline for the RFP is for the allocation of funding for nine months, April 1, 2020— December 31, 2020. Once the review of valid responses to the RFP are completed, the JOB will select their top candidates for funding in 2020 and recommend those successful candidates to the BOCC along with recommendations for funding amounts and funding sources. Once HB 1406 funds start coming in, they will be added to the RFP process as well with a timeline recommended by the Task Force to the JOB. Future RFPs (2021 and beyond) will be for full 12 month years. In each Fund, 148 & 149 the County has two types of revenue: • Sustainable revenue that is likely to continue in future years (and will be made available each year competitively); and • One-time cash balances that will be exhausted once spent. This is best suited for special projects or capital needs. Funding targets in the RFP are as follows: Fund 148 Affordable Housing: Services/projects in April 1, 2020 —December 31, 2020 Sustainable Funding Level: $ 31,000 per full year * One-Time Funding: $ 83,000 * NOTE: $31,000 represents 12 months of estimated revenue receipts in 2020 while contracts in 2020 are for 8 months. Similar contracts awarded through the RFP process in 2021 will have to cover the full 12 months with no proportional increase from the 2020 amount. Fund 149 Homeless Housing and Assistance Funds: Shelter services only, from 2163 Funds for May, 1, 2020—December 31, 2020 Other Homeless Housing & Assistance for April 1, 2020—December 31, 2020 Sustainable Funding Level: $ 130,000 in 2020** One-Time Funding: $ 111,000 ** NOTE: $130,000 is on top of$118,683 of sustainable funding already under contract for shelter services earlier in 2020. Total sustainable funding level for a full year is estimated at about $248,000 • The figures above are approximate, and the RFP states that the County reserves the right to adjust total award amounts up or down, based on actual figures at the time the Joint Oversight Board receives proposal responsive to the RFP and makes its recommendations to the BoCC for funding. Once the successful vendor(s) and funding amounts are approved by the BOCC, contracts will be prepared so that services can begin April 1, 2020 (or May 1, 2020 for Shelter Services). 2 of 3 Regular Agenda FISCAL IMPACT: The funding amounts above are based on existing fund balances and current revenue streams in Fund 148 and Fund 149, with a funding model spreadsheet built with the following parameters: • Sustainable allocation targets set at 90% of anticipated recording fees (doesn't rely on interest) • Ending fund balance targets for 2020 and each year thereafter set at 80% of current year sustainable expenditures—for cash flow and recession cushion. • 1-time allocation targets are from any fund balance in excess of the 80%target. • This approach is intended to sustain levels of services through a moderate recession and subsequent recovery. (We ran a 2-yr recession w/20%revenue drop and slow recovery scenario, and the model worked!) However a deeper recession or longer period before recovery could still require a cut in service levels. • Approximate administrative costs have been reserved for future evaluation and recommendations by the JOB. • The prior $75,000 funding commitment to the 7th& Hendricks Affordable Housing Project from Fund 148 has been factored in and reserved. • These projections do not include New Revenue to Fund 148 from SHB 1406 (sales tax for Affordable Housing). A copy of the spreadsheet for years 2020 and 2021 is enclosed. RECOMMENDATION: Staff recommends the BoCC pass a motion approving the recommended funding levels from Fund 148 Affordable Housing Fund, and from Fund 149 Homeless Housing Fund, for inclusion in the proposed Request For Proposals (RFP), and authorize release of the RFP. ATTACHMENTS: • RFP & Application • Spreadsheet of Fund 148 & Fund 149 by Year REED BY: / C 3 72- 2 r'. l Philip Morle C'Aunty Administrator Date 3 of 3 APRIL 1 DECEMBER 31 , 2020 AFFORDABLE HOUSING & HOMELESS HOUSING AND ASSISTANCE FUNDS REQUEST FOR PROPOSALS JEFFERSON COUNTY THROUGH THE COUNTY& CITY OF PORT TOWNSEND JOINT OVERSIGHT BOARD AND AFFORDABLE HOUSING & HOMELESS HOUSING TASK FORCE Page 1 of 15 rev. 1/2/2020 CONTENTS BACKGROUND 2 SELECTION CRITERIA 5 PROPOSAL EVALUATION AND SELECTION PROCESS 6 PROGRAM FUNDING 7 TO SUBMIT A PROPOSAL 8 REQUEST FOR PROPOSAL(RFP)TIMELINE 9 ADDITIONAL INFORMATION 10 BACKGROUND Excerpts from the Five-Year Plan to End Homelessness in Jefferson County, Washington: Introduction "In rural communities, affordable housing has been an issue without a home. The 1% property tax limit, loss of motor vehicle excise tax (MVET) revenues, and unfunded mandates have eroded discretionary income of small local governments. Jefferson County has not yet recovered from the Great Recession of 2008 and continues to operate with 10% fewer employees than in 2008. The search for funding to build wastewater infrastructure to support higher density zoning has been elusive. It appears that this is about to change. In 2017 the State Legislature passed HB 1570, raising recording fees used for affordable housing and homelessness and making them permanent. Along with significant volunteer efforts, these fees have been critical to sustaining our homeless shelter and transitional housing services. However, more is needed, especially for families with children and people with health and other special needs. The creation of the Affordable Housing and Homeless Housing Task Force has provided a forum not just for developing this 5-year plan, but also a space for harnessing the caring and creativity of our community which will be needed to tackle the problems before us. The recent passage of HB 1406 offers another ray of hope, providing a small amount of dedicated funding to leverage other state dollars to increase our affordable housing and rental stock that is in woefully short supply. We are building a foundation for the work to come, to assure everyone has a safe, welcoming place in our community." David Sullivan,Jefferson County Commissioner Page 2 of 15 rev. 1/2/2020 On Any Given Day: More than 200 Community Members Lack a Safe Place to Sleep According to the Point in Time count in January of 2019, an estimated 199 people were experiencing homelessness in Jefferson County (Washington State Dept. of Commerce, 2019). This number includes only 41 of the 96 youth in Port Townsend and Chimacum School Districts who self-identified as homeless (OSPI, 2018). Furthermore, it does not address the 191 individuals in need of shelter, that Dove House has had to turn away. While we as a nation may agree on very little, we as a community agree that these numbers are unacceptable. Bridging the Gap to Stable Housing The current gap between household income and cost of living in Jefferson County is such that even those with stable employment, or opportunity for employment, face the struggle of procuring safe, affordable housing. The people most at risk of homelessness certainly are those with no income and very low-income — earning less than 30% of the area median income. The current supply of affordable and accessible housing is inadequate to meet our current community demand. Our community faces a higher need for specialized housing; retirement communities, housing for individuals with disabilities, and single parent households with children. This plan will help guide the way to ensuring that there is housing for all in Jefferson County. Purpose of the Plan "In declaring an Affordable Housing Crisis, both Jefferson County and the City of Port Townsend recognize that the increase in people experiencing homelessness will continue to rise without some proactive interventions. Additionally, both affordability and availability of rental housing has reached a crisis level for many of our working individuals and families, leaving them financially stressed and housing cost burdened if they are able to find housing at all. The Jefferson County Homeless Plan is part of a long-term, systematic effort to address the homelessness and affordable housing crisis through a data focused vision for Jefferson County. This 5-Year Plan is not the first Jefferson County Plan, nor will it be the last, but it does reflect where we are today and the priorities, we should collectively work on for the next five years in response to this crisis. The Plan is a roadmap, a guide to help us impact the housing crisis and reduce the barriers to stable and affordable housing. It presents a strategic framework that will guide community leaders, organizations and residents in making decisions about where to invest time and resources to improve housing opportunities. One overarching goal of this 5-Year Plan is to facilitate alignment of efforts within Jefferson County, utilizing collective impact in order to make measurable differences that increase opportunities for moving people experiencing homelessness into stable and affordable housing and reducing the housing cost burden for very low to moderate income individuals and families. Speaking as your Public Health Director, we know that 70% of an individual's health is determined outside of the health care system by such things as housing, income, education, etc. also known as the Social Determinants of Health. For many individuals and families in Jefferson County, stable and affordable housing is foundational to health and well-being. " —Vicki Kirkpatrick, Public Health Director, Jefferson County Page 3 of 15 rev. 1/2/2020 The Affordable Housing and Homeless Housing Task Force identified three main purposes of the plan, in addition to fulfilling the legislative mandate (RCW 43.185C.050, 2018): • Blueprint for Implementation: A clear and concise agreement about the community's plan to reduce homelessness through the implementation of these objectives. • Tool for Advocacy: An informational focal point to inspire local advocacy and leadership to embrace homelessness as a priority for action. • Reference for Funders: An articulation of the community's priorities for funding, ensuring that these priorities meet the Federal, State, and Local requirements. This plan lays out our objectives and strategies to guide local government, non-profit agencies, and other partners to achieve the desired outcomes necessary to significantly reduce homelessness and create more affordable housing options for those struggling to find shelter. Page 4 of 15 rev. 1/2/2020 SELECTION CRITERIA Jefferson County (through the County & City of Port Townsend's Joint Oversight Board and Affordable Housing & Homeless Housing Task Force) will rank responses according to the criteria described below. Evaluation Criteria Max. Points A. Capacity - Experience Providing Similar Program Services or Developing 25 Similar Projects B. Alignment - Meets Affordable Housing Plan Priorities 25 C. Planned Approach, Completeness of Proposal and Readiness 25 D. Demonstrated Financial Capacity to Accomplish the Program or Project 25 TOTAL 100 All proposals must include the following elements. We reserve the right to disqualify any incomplete proposals. (a) Capacity - Experience Providing Similar Services (25 Points) — Responders must describe their experience in providing similar program services or development initiatives. Please provide examples of specific strategies, programs, and projects that you believe were successful and include copies as part of your submission. Please identify staff that will be assigned to this program or project and their qualifications to undertake the proposed scope of work. Resumes and copies of licenses and/or any other credentials they are required to have (if applicable) of all identified staff should be included in the response. Staff experience may be substituted for organizational experience. (b) Alignment - Meets Affordable Housing Plan Priorities (25 Points) Priority Goals from the Five-Year Plan include: Coordinated Entry, Housing, Shelter and Social Services. Provide the name and brief description of the Program or Project; the amount requested and the priority goals of the Five-Year Plan that will be addressed by the Program or Project. Indicate whether your proposal is an Evidence-Based; a designated Best Practice; or something else. If it is not Evidence-Based or a Best Practice, more data may be required to demonstrate measurable outcomes. In other words, clearly describe the desired outcomes of your program or project and the data and metrics you will use to demonstrate achievement of the outcomes. (c) Planned Approach and Completeness of Proposal (25 Points) Please provide a well-developed and thoughtful plan describing how you will approach this assignment and complete the purpose of the proposal. Page 5 of 15 rev. 1/2/2020 The proposal will be evaluated based on the clarity of proposal and completeness of the submission including required certifications and documentation. (d) Demonstrated Financial Capacity to Accomplish the Program or Project (25 Points) Identify whether you are a 501(c) (3), for-profit, public housing authority (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 • Current operating budget for the organization requesting the funding • Prior year tax returns or audited financial statements • Annual report for the previous year PROPOSAL EVALUATION AND SELECTION PROCESS General The following procedure will be used to evaluate the proposals and select finalists. All proposals received within the established deadline will be evaluated by the RFP Screening Panel consisting of three (3) voting members of the Affordable Housing Task Force without agency affiliations and two (2) members of the Joint Oversight Board. All proposals received will be evaluated by the RFP Screening Panel for completeness and appropriateness. Next, the proposals will be reviewed and recommendations for priority funding will be made and forwarded to the Joint Oversight Board. Proposal Evaluation Applicants whose proposal is being considered for an award may be invited to make an oral presentation of their proposal to the Joint Oversight Board (JOB). The JOB 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. After due consideration, the Joint Oversight Board will forward its recommendations for grant funding to the Jefferson County Board of County Commissions, which will review the grant recommendations. The BOCC will then award grants based on this process. Notification Process Applicants receiving an award should expect notification by March 10, 2020. Page 6 of 15 rev. 1/2/2020 PROGRAM FUNDING Jefferson County (through the County & City of Port Townsend's Joint Oversight Board and Affordable Housing & Homeless Housing Task Force) is requesting proposals for Affordable Housing (2060) and Homeless Housing and Assistance Funds (2163). Funding for affordable housing services/projects (from Affordable Housing Funds 2060) is to cover the period of April 1 —December 31, 2020. Funding for shelter services/projects (from Homeless Housing and Assistance Funds 2163) is to cover the period of May 1 —December 31, 2020. Funding for other (non-shelter) homeless housing & assistance services/projects (from 2163 funds) is to cover the period April 1, 2020—Dec 31, 2020. In each category (Affordable Housing & Homeless Housing/Assistance) the County has two types of revenue streams: • Sustainable revenue that is likely to continue in future years (and will be made available each year competitively); and • One-time cash balances that will be exhausted once spent. This is best suited for special projects or capital needs. In submitting your proposal, please identify whether you are targeting to use sustainable v. one- time revenue, or what amounts from both. The amounts listed below are funding estimates as of Dec 31, 2019. The County reserves the right to adjust total award amounts up or down, based on actual figures at that time. Affordable Housing (2060): Services/projects in April 1, 2020—December 31, 2020 Sustainable Funding Level: $ 31,000 per full year * One-Time Funding: $ 83,000 * NOTE: $31,000 represents 12 months of estimated revenue receipts in 2020 while contracts in 2020 are for 8 months. Similar contracts awarded through the RFP process in 2021 will have to cover the full 12 months with no proportional increase from the 2020 amount. Homeless Housing and Assistance Funds (2163): Shelter services only, from 2163 Funds for May, 1, 2020—December 31, 2020 Other Homeless Housing & Assistance for April 1, 2020 —December 31, 2020 Sustainable Funding Level: $ 130,000 in 2020** One-Time Funding: $ 111,000 ** NOTE: $130,000 is on top of $118,683 of sustainable funding already under contract for shelter services earlier in 2020. Total sustainable funding level for a full year is estimated at about $248,000 (continued on next page) Page 7 of 15 rev. 1/2/2020 These funds cannot be used to supplant any existing resources that support or have supported your proposed project unless those funds are no longer available to you. Funding must be requested and used within each funding cycle. There is no carryover of unused funds into the next funding year. Each proposal requires the annual budget for the project. Grantees will be required to submit project progress and evaluation reports on a quarterly basis (every 3 months). TO SUBMIT A PROPOSAL Proposals must be RECEIVED: MONDAY, February 3, 2020 (a, 4:00 P.M. All responses to this Request for Proposal shall be submitted on the provided application form. Complete all parts of the application form and answer all questions on the application. It is very important that your application is complete, signed, is for an eligible activity, and conforms to all program requirements. Applications that are late, incomplete or that do not meet all requirements, will not receive consideration for funding. Applicants shall use Times New Roman 12-point font. Smaller font applications will not receive consideration for funding. Submit the following, to be received by 4:00 PM Monday, February 3, 2020: • one (1) completed hard copy proposal and • one (1) electronic PDF version of the proposal. Hard Copy of Proposal must be sealed and clearly marked on the outside of the envelope, "Proposal—Affordable Housing and Homeless Housing and Assistance." Mailing address for proposal is: Board of Jefferson County Commissioners PO BOX 1220 Port Townsend, WA 98368 Hand-delivered packets can be delivered to the Commissioners' Office at the Jefferson County Courthouse; 1820 Jefferson St. Port Townsend, WA 98368. Electronic PDF of Proposal must be e-mailed to Vicki Kirkpatrick, Director of Jefferson County Public Health, at vkirkpatrick @co.Jefferson.wa.us, with the following subject line: "Proposal — Affordable Housing and Homeless Housing and Assistance." Hand-Delivered Hard Copy Proposals & Electronic PDFs MUST both be received by 4:00 p.m., on MONDAY February 3, 2020. If a hard copy is mailed instead, a post mark of 2/3/2020 will be accepted. Late proposals will not be accepted. Page 8 of 15 rev. 1/2/2020 REQUEST FOR PROPOSAL (RFP) TIMELINE Date Activity Jan 6, 2019 RFP to be posted on the County website Jan 20,2020 Call-in date for questions (Time to be set by Yield & Lizanne) Feb 3,2020 Proposals must be submitted by 4:00 pm Feb 5,2020 Proposals opened and reviewed by RFP Screening Committee Feb 5-26,2020 Technical questions for applicants Feb 26,2020 Proposals reviewed at Joint Oversight Board (JOB) meeting March 2,2020 JOB Recommends applicants to BOCC for funding March 9, 2020 Board of County Commissioners (BoCC) acts on recommendations March 10, 2020 Providers notified of BoCC action March 11, 2020 Contracts to County Prosecutor and Risk Manager for approval March 16-27,2020 Contracts to Providers and returned to BOCC for signatures Note—All dates are subject to change— Updated Dec. 2019 Page 9 of 15 rev. 1/2/2020 ADDITIONAL INFORMATION Definition of"Homeless" for Affordable Housing and Homeless Housing and Assistance Funds: The legislation defines a homeless person as: "...an individual living outside or in a building not meant for human habitation or which they have no legal right to occupy, in an emergency shelter, or in a temporary housing program which may include a transitional and supportive housing program if habitation time limits exist. This definition includes people who abuse substances, are mentally ill, and sex offenders who are homeless." 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 Area Median Income for a family of four as $69,300. Who is Eligible for Services under these Funds? Persons meeting the definition of homeless under the legislation (see above) 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; • 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. AFFORDABLE HOUSING FUNDS In 2002, the State Legislature enacted SHB 2060 [RCW 36.22.178], an Act relating to funds for operating and maintenance of extremely or very low-income housing projects and for innovative housing demonstration projects. The Jefferson County Commissioners have named this fund the Jefferson County Affordable Housing Fund. The County Commissioners will make all final funding decisions. Applicants must be 501(c)(3) agencies, for-profit entities, a public housing authority or governmental entity. Grantees are required to submit project progress and Page 10 of 15 rev. 1/2/2020 evaluation reports on a quarterly basis (every 3 months). Monthly invoices will require documentation supporting the request for reimbursement. Affordable Housing Funds are available for the period below: April 1, 2020 — December 31, 2020. The appropriation for these funds will lapse at midnight on December 31, 2020. Unspent funds remaining after December 31, 2020 will not carryover to the next funding cycle but will be added to the funds available for allocation in the next funding cycle. Permissible Uses of Funding Funding must be distributed for programs and services as written in the local homeless housing plan outlined in SHB 2060 (RCW 36.22.178) which are: Eligible activities: a. Acquisition, construction, or rehabilitation of housing projects or units within housing projects that are affordable to very-low income persons with incomes at or below fifty percent of the area median income; b. Supporting building operating and maintenance costs of housing projects or units within housing projects eligible to receive Washington State Housing Trust Funds, that are affordable to very low-income persons with incomes at or below fifty percent of the area median income, and that require a supplement to rental income to cover ongoing operating expenses. If the proposal is to cover operation and maintenance of existing low- income housing units, explain how these costs have been funded in the past and why these funds are now needed; c. Rental assistance vouchers for housing projects or units within housing projects that are affordable to very low-income persons with incomes at or below fifty percent of the median income, to be administered by a local public housing authority or other local organization that has an existing rental assistance voucher program, consistent with or similar to the United States Department of Housing and Urban Development's Section 8 rental assistance voucher program standards; d. Operating costs for emergency shelters and licensed overnight youth shelters; e. Per RCW 36.22.178(2), a priority must be given to eligible housing activities that serve extremely low-income households with incomes at or below thirty percent of the area median income. Page 11 of 15 rev. 1/2/2020 HOMELESS HOUSING AND ASSISTANCE FUNDS In 2005,the State Legislature enacted ESSHB 2163, an Act relating to funds for addressing local homelessness by providing housing, supportive services and homeless prevention. In subsequent years, including 2018, other bills added additional funding. See RCWs 36.33.179 and RCW 36.22.1791. The Jefferson County Commissioners have named this fund the Homeless Fund. The County Commissioners will make all final funding decisions. Applicants must be 501(c)(3) agencies, for-profit entities, a public housing authority or governmental entity. Grantees are required to submit project progress and evaluation reports on a quarterly basis (once every 3 months). Homeless Housing and Assistance Funds are available for the periods below: April 1, 2020 — December 31, 2020 (Shelter services funding for May 1, 2020 — December 31, 2020). The appropriation for these funds will lapse at midnight on December 31, 2020. Unspent funds remaining after December 31, 2020 will not carryover to the next funding cycle but will be added to the funds available for allocation in the next funding cycle. Permissible Uses of Funding Local governments are given wide latitude covering the use of funds for any activity that can be tied to reducing and/or preventing homelessness, if it is explicitly included in the most recent local homeless plan outlined in ESSHB 2163 and ESSHB 1570 (RCW 36.33.179 and RCW 36.33.1791). Eligible activities: 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. Page 12 of 15 rev. 1/2/2020 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. Priorities for Funding: The permissible uses of funding are listed above. However, as funding requests are almost always significantly above the available funding, the Homelessness Task Force has set the following PRIORITIES in funding for April 1, 2020/May 1, 2020 — Dec 31, 2020: 1. Coordinated Entry: Coordinated Entry is a process by which homeless assistance is allocated as effectively as possible and is easily accessible to all homeless persons. Coordinated Entry is a requirement of the U.S. Department of Housing and Urban Development (HUD) for all Continuum of Care (CoC) and Emergency Solutions Grant (ESG) Program recipient agencies. In the CoC Program Interim Rule, HUD defines coordinated entry, which is also referred to by HUD as a centralized or coordinated assessment system: "A centralized or coordinated process designed to coordinate program participant intake assessment and provision of referrals. A centralized or coordinated assessment system covers the geographic area [encompassed by the CoC], is easily accessed by individuals and families seeking housing or services, is well advertised, and includes a comprehensive and standardized assessment tool." 2. Housing: Housing for those earning 50% or less of the AMI. 3. Shelters: Literally, roofs over the heads of individuals. Specifically, low barrier housing where a minimum number of expectations are placed on people who wish to live there. The aim is to have as few barriers as possible to allow more people access to services. Low-barrier facilities follow a harm reduction philosophy and includes people with more complex needs and multiple challenges when it comes to housing, such as mental illness(es), addiction(s), other conditions or disabilities,justice-system histories, etc. May also include but not be limited to shelters addressing the needs of families, women, veterans, youth, and domestic violence victims. 4. Support Services: Services in addition to housing which support or assist individuals and families to obtain and maintain housing. These services vary and can include but are not limited to: Life skills training: income management, job training, medication management, medical/dental care, mental health, substance use rehabilitation programs and case management. Page 13 of 15 rev. 1/2/2020 Applicant Eligibility: This RFP is seeking interested providers, both public and private, with applicable experience and infrastructure to provide homelessness services within Jefferson County. Period of Performance: Funding under this grant program is allocated for a 9-month period. The period of performance for services solicited under this RFP begins April 1, 2020 and ends December 31, 2020 (with the exception of shelter services funding which begins May 1, 2020 and ends December 31, 2020). Carryover of unspent funds into the next program year is not permissible. In addition, 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: • Proposals must be consistent with the guiding principles of the most recent local homeless plan and eligible activities outlined in the relevant legislation and the local Homeless Task Force priorities. • Be as specific as possible in stating goals, 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. • Projects will be judged in part on whether goals are realistic within the timeframe of the grant, whether they have concise quantitative (measurable) outcomes, and whether there is a good method for evaluating those outcomes. • The organization must have the capacity to operate the proposed projects. • Data involving services delivered to individuals must be submitted to the Homeless Management Information System (HMIS). If you are not using the HMIS, a mechanism must be devised to ensure that data is collected for input into the system. • The project 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 in order to be eligible to receive 2020 funds. • Grantees will be required to submit quantitative progress data reports on a quarterly basis (every 3 months) and a closeout report at the end of the funding period will be required no later than Jan 31, 2021. 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 Page 14 of 15 rev. 1/2/2020 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. • Funding in previous years does not assure additional awards in this funding cycle. • A subcommittee of the Jefferson County Affordable Housing and Homeless Housing Task Force will screen all proposals for the Joint Oversight Board, who will then make recommendations to the Board of County Commissioners. The Commissioners will make all final funding decisions. Audit Requirement: Applicants must submit their most recent financial audit report, including any "Management Letter" and/or all other correspondence referred to in the audit report, along with the applicant's response to the audit and corrective action plan, if any. If applicant has not been audited within the last two (2) years, a certified "Current Financial Statement" must be submitted in lieu of an audit report. Insurance Requirement: Awardees will be required to meet all the County's insurance and indemnification requirements, as well as liability coverages and limits, which will be negotiated and finalized when contracts are prepared. Coverages may include industrial insurance/workers compensation, commercial automobile liability, general commercial liability, and special coverages, such as professional liability, contractor's liability, etc. Page 15 of 15 rev. 1/2/2020 APRIL 1 - DECEMBER 31 , 2020 AFFORDABLE HOUSING & HOMELESS HOUSING AND ASSISTANCE FUNDS APPLICATION Proposals must be RECEIVED: MONDAY, February 3, 2020 @ 4:00 P.M. JEFFERSON COUNTY THROUGH THE COUNTY& CITY OF PORT TOWNSEND JOINT OVERSIGHT BOARD AND AFFORDABLE HOUSING & HOMELESS HOUSING TASK FORCE Page 1 of 9 rev. 1/2/2020 April 1, 2020 — December 31, 2020 Shelter Services Funding: May 1 — December 31, 2020 Application Affordable Housing and Homeless Housing and Assistance Funds GENERAL INFORMATION—Funding is limited: Please prioritize multiple applications in order of importance. It is understood that if awarded funding for this period, there is no guarantee of future funding beyond this award. Application of Application is for: ❑ Affordable Housing funding OR ❑ Homeless Housing and Assistance funding Application funding request from: • Affordable Housing Funds S • Homeless Housing Funds S • Request Total Application addresses n Coordinated Entry n Housing ❑ Shelters or ❑ Support Services. Page 2 of 9 rev. 1/2/2020 Name of Project: Requested total amount for this application: $ Area of the County to be served: Name of Applicant/Agency: Federal Tax ID#: Contact Person: Title: Address: City: State: Zip: Phone Number: Fax Number: E-mail: This Applicant is: (please select one of the following) n A non-profit organization defined by Section 501(c)(3) of the Internal Revenue Code _ A for-profit entity ❑ A public housing authority n A government entity CERTIFICATION by Authorized Agency Representative (Board President, CEO, or other person authorized to bind the agency in a contract). Name of Authorized Agency Representative (print): Title: • 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 Homeless and Affordable Housing Joint Oversight Board. • 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. Signature of Authorized Agency Representative Date Page 3 of 9 rev. 1/2/2020 SPECIFIC INFORMATION Please separately tab each section of the application submission as to Capacity, Alignment, Financial Capacity to Accomplish the Project and Budget. A. CAPACITY - Experience Providing Similar Program Services or Developing Similar Protects (25 Points) • Give a brief history of your organization: • Describe your agency's ability(infrastructure, staff, etc.)to carry out this project and any experience providing the services in your proposal: • If this is a collaborative project, identify the other partners involved, their role, and your role. If you are partnering with another agency/agencies, attach their letter of commitment and any MOUS. • Describe how client satisfaction will be measured: • Financial Capacity 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 ✓ Current operating budget for the organization requesting the funding ✓ Prior year tax returns or audited financial statements ✓ Annual report for the previous year ✓ Most recent year audited financials OR ✓ If applicant has not been audited within the last two (2) years, a certified "Current Financial Statement"must be submitted in lieu of an audit report B. ALIGNMENT- Meets Local Plan Priorities (25 Points) • Describe which goal(s) and priorities of the local homeless plan and/or Homeless Task Force priorities your project addresses. Provide specific minimum service units, deliverables and outcomes to be achieved with this project and how they relate to the Plan priorities. Specify the timeline for these minimum service units and deliverables. Page 4 of 9 rev. 1/2/2020 • Discuss how the goals of this project will reduce or eliminate homelessness in Jefferson County. C. PROJECT - Planned Approach, Completeness of Proposal and Readiness (25 Points) PROJECT DESCRIPTION • Name of Project: • Amount requested: Non-Shelter services April 1, 2020—December 31, 2020 $ Shelter Services May 1, 2020—December 31, 2020 $ • Provide a brief description of the project: • Specify the project's program outcomes and performance and outcomes measures specifically related to this project. • Note: For Affordable Housing funds, verify that units provided by your project will be affordable for households with incomes at or below fifty percent of the area median income: IMPACT OF FUNDS • Describe how project outcomes will be measured (identify the data): • Are you using any matching funds? If yes, what is the source? • Are the requested funds to be used as a match for this project? If yes, provide a description of the project to be matched and how it relates to the goals and priorities of the Five-Year Plan. Also, provide a budget for the entire project including funding from all sources and identify what portion of the project these funds will support. Page 5 of 9 rev. 1/2/2020 • Discuss how this project will be sustained after these funds are exhausted: • Describe the impact of receiving only a portion of the requested funds: • If you did not receive full funding, what percentage of requested funds would be required in order to fulfill your project, and what would be the source of remaining funds: • If you received funding in 2019 from either 2060 or 2163 funds for this same project, briefly describe the outcomes obtained using those funds: To be clear, funds may be used for the following: • Costs associated with the purchase of professional expertise and technical assistance. • Prevention services, screening, staff time, case management, and treatment for substance abuse and/or mental health issues. • Material or items that remove barriers to participating in the service or that meet the unique needs of participants. Funds may not be used toward any of the following: • Lobbying. • Equipment. • The purchase of staff time, supplies, materials, or anything else that is not directly associated with the service or program described in the proposal. Page 6 of 9 rev. 1/2/2020 D. PROGRAM OR PROJECT BUDGET - Demonstrated Financial Capacity to Accomplish the Program or Project (25 Points) BUDGET FORMS Funding period begins April 1, 2020 or May 2, 2020 and ends Dec. 31, 2020 Please use the attached budget templates. If you need additional space, you may insert rows. "Program" refers to the total budget including all funding sources for the specific program discussed in this proposal. In most cases, this will not be the total agency budget, but only that of one program relevant to this proposal within that agency. "Proposal" refers to the funds requested from these funds that will be applied to this specific project. Blank spaces are provided for additional categories. Justification for budget items must be specific, and that same specificity should be reflected in subsequent billings. Budget items should be numerically prioritized with 1 being the most essential. A maximum 10% Administration fee is allowed for projects if needed, however, Administration fees are not allowed for Capital Projects. SERVICE/OPERATING BUDGET APRIL 1,2020 or May 1,2020—DECEMBER 31,2020 Budget Categories Program Proposal Justification Priority Salaries $ $ Benefits $ $ Rental Subsidies $ $ Utilities $ $ Insurance $ $ Food/Supplies $ $ Furnishings/Equipment $ $ Repair/Maintenance $ $ Transportation (explain) $ $ Subtotal $ $ Administration (1O%max.) $ $ TOTAL $ $ Page 7 of 9 rev. 1/2/2020 If your project includes salaries and benefits, please list position(s) and FTE to be paid by these funds: 1. 2. 3. 4. FUNDING SOURCES FOR THE PROGRAM in 2019 and 2020 Funding Sources Awards 2019 Awards 2020 Indicate if Committed or Application has been made. Public Sources (State or $ $ Federal Funds) Private Donations $ $ Foundation Grants $ $ United Campaigns $ $ Other $ $ Other $ $ TOTAL $ $ 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,what are the items you are requesting? Page 8 of 9 rev. 1/2/2020 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 $ 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 $ Public Sources (State or $ Federal Funds) Foundations $ Low Income Housing Tax $ Credits (indicate 9%or 4%) Historic Tax Credits $ New Market Tax Credits $ Gap(if any) $ TOTAL $ Please include any budget narrative that is descriptive or helpful to explain any part of your proposed expenditures in your capital budget(s). 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