HomeMy WebLinkAbout021621_ra02JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Philip Morley, County Administrator
Lizanne Coker, Homeless Housing Task Force Facilitator
DATE: February 4, 2021
RE: Award Recommendations of Joint Oversight Board
STATEMENT OF ISSUE: The Board of County Commissioners will consider the
recommendations of the Joint Oversight Board (JOB) to fund proposals responding to a
Supplemental Request For Proposals using up to $60,000 of excess fund balance in Fund 148
(Affordable Housing) and up to $215,000 of excess fund balance in Fund 149 (Homeless
Housing).
The JOB has recommended awarding Fund 148 funding to three projects totaling $60,000, and
recommended awarding Fund 149 funding to three other projects totaling $213,660. Upon
consideration of the JOB's award recommendations, the Board may direct that grant
agreements with the sponsoring organizations be prepared for subsequent Board approval.
The current project funding recommendations are in addition to other projects funded in
earlier routine allocations for 2021 that the County Commissioners approved on October 5,
2020. Today's item is above and beyond those prior allocations.
ANALYSIS: Pursuant to a 2018 Interlocal Agreement Jefferson County and the City of Port
Townsend created and participate in a Joint Oversight Board (JOB) to make recommendations
on affordable housing and homeless housing services and on the use of recording fees collected
by the County Auditor on recorded documents dedicated for those services. The JOB also
established a Homeless Housing Task Force of community stakeholders to help the JOB do its
work. One responsibility was creating and helping to conduct a competitive Request for
Proposal (RFP) process for allocating the funds to eligible organizations and activities. After
conducting the normal annual RFP to fund projects in 2021 (awards approved by the Board of
County Commissioners on October 5, 2020), there still remained excess funds in both Fund 148
(affordable housing) and Fund 149 (homeless housing). The Housing Task Force and JOB
proposed, and the County agreed, to issue a Supplemental RFP for the excess funds.
The RFP was issued in December of this 2020, and included the following criteria to evaluate
proposals:
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Evaluation Criteria
Max. Points
A. Capacity - Experience Providing Similar Program Services or Developing
Similar Projects
20
B. Alignment - Meets Affordable Housing Plan Objectives and Actions
20
C. Approach — Completeness of Proposal and Readiness
20
D. Impact — Leverage of Funding and Number of Persons Assisted
20
E. Budget — Feasible Financial Plan
20
TOTAL
100
A Screening Panel comprised of Joe Nole, Lori Fleming, Sarah Rogers and Peggy Webster was
formed as a sub -committee by the Task Force to evaluate eight proposals responding to the
RFP that were submitted by four community organizations.
In January, the Screening Panel evaluated the proposals based on criteria in the RFP, and asked
questions of the applicants. The Screening Panel reached consensus on their evaluation of the
proposals and made recommendations to the Task Force to fully fund three of the eight
proposals, leaving $60,000 in non -awarded funds. The Task Force reviewed the Screening
Panel's recommendations and rationale, found concurrence, and made the same three funding
recommendations to the JOB.
In turn, the JOB reviewed the applications and hosted a public meeting regarding the
allocations of funds on February 4th. After conducting its own analysis, the JOB voted to concur
with the Screening Panel's three recommendations. Upon review of the unfunded applications
the JOB voted to use the $60,000 of remaining funds to fund 3 more recommendations.
The JOB's recommendations for six projects are shown in TABLE 1, below.
TABLE 1: JOB'S RECOMMENDATIONS
Applicant
Average Score
Amount Recommended
Habitat for Humanity —
Awarded grant in
$ 27,000
Infrastructure for a 20-unit housing project in
review process
Partially Funded from Fund 148
PT.
Request: $60,000
Bayside — operating support for the housing
Awarded grant in
$ 27,000
Request: $160,000
review process
Partially Funded from Fund 148
X Fair Board /OlyCAP — repairs to the grounds
Awarded grant in
$ 6,000
Request: $30,727
review process
Partially Funded from Fund 148
Total from Fund 148
$ 601000
Pfeiffer House — Transition shelter for youth
95
$182,660
Request: $182,660
Fully Funded from Fund 149
Pfeiffer House —Transition shelter for youth
95
$ 15,000
Request: $15,000
Fully Funded from Fund 149
Bayside — Repair of the Bayside property
90
$ 16,000
Request: $16,000
Fully Funded from Fund 149
Total from Fund 149
$213,660
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RECOMMENDATION: Staff recommends that the Board of County Commissioners adopt a
motion approving the grant award recommendations of the Joint Oversight Board for 2021 as
shown on Table 1, and direct staff to prepare grant contracts for subsequent approval by the
County Commissioners.
REVIEWED BY:
Philip MAW, County Administrator
Date
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