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HomeMy WebLinkAboutFinal RFP and Application Funding for Affordable and supportive Housing & Homeless Housing and Assistance Funds Request for Proposals Threshold Requirements: The project meets eligibility requirements under Senate Bill 5386 and House Bill 1590 and RCW 82.14.530 AFFORDABLE AND SUPPORTIVE HOUSING OR 1590 FUNDS Funding for Affordable and Supportive Housing in accordance With House Bill 1590 and RCW 82. 14. 530 A minimum of sixty percent of this fund must be used for the following eligible use: 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. The remaining proceeds shall be used for the operation, delivery and evaluation of mental and behavioral health treatment programs and services or housing- related services. 3. No more than ten percent of the proceeds may be used to supplant existing local funds. 4. For purposes of this provision, “eligible households” means persons within any of the following population groups whose income is at or below sixty percent of median income: Persons with mental illness Veterans Senior citizens Homeless (or at-risk of being homeless) families with children Unaccompanied homeless youth or young adults Persons with disabilities Domestic violence survivors HOMELESS HOUSING AND ASSISTANCE FUNDS OR 5386 FUNDS The activity is included in the most recent local homeless plan outlined in SSB 5386 ESSHB 2163 and ESSHB 1570 W ho is Eligible for Services under these Funds? Persons meeting the definition of homeless under the legislation and persons at-risk of homelessness such as: Persons being evicted within a week from a private dwelling unit or leaving an institution, such as a mental health or substance abuse treatment facility or a jail/prison, with no subsequent residence identified and lacking the resources needed to obtain housing. Persons fleeing domestic or family violence with no subsequent safe residence identified and lacking the resources needed to obtain such housing. Persons living on the streets or in emergency shelter but are spending a short time (up to 30 consecutive days) in a hospital or other institution. Persons who would otherwise be living on the streets or in an emergency shelter. Households who are very low-income. EEligible uses: Rental and furnishing of dwelling units for the use of homeless persons. 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. Operating subsidies for transitional housing or permanent housing serving formerly homeless families or individuals. Services to prevent homelessness, such as emergency eviction prevention programs including temporary rental subsidies to prevent homelessness. Temporary services to assist persons leaving state institutions and other state programs to prevent them from becoming or remaining homeless. Outreach services for homeless individuals and families 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. 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. Other activities to reduce and prevent homelessness as identified for funding in the local plan. Acquisition, construction or rehabilitation of housing projects or units within housing project that are affordable to very low-income households. Supporting building, operation and maintenance costs of housing projects or unites eligible to receive housing trust funds, that are affordable to very low-income household, and that require a supplement to income to cover ongoing operating expenses. Rental assistance vouchers for housing units that are affordable to very low-income households. Operating costs for emergency shelters and licensed overnight youth shelters. The applicant has capacity to deliver the Program or Project Please provide a brief description of previous experience providing similar program services or development initiatives. The project or program meets priorities and aligns with the Five-Year Plan Please provide a brief description how the project aligns with Jefferson County’s Homeless Crisis and Housing Response and 5 Year Plan, available at www.co.jefferson.wa.us – Government – Boards & Commissions F-Z – Housing Fund Board Any proposal that does not meet all threshold requirements will not be evaluated. Selection Criteria We will rank responses according to the criteria described below. All responsive proposals received by the time and date specified in this RFP shall be evaluated by the RFP Evaluation Panel based on the following criteria and weights: Evaluation Criteria Max. Points  A. Approach – Completeness of Proposal and Readiness 5  B. Impact 10  C. Budget – Feasible Financial Plan 5  TOTAL 20   Submission Requirements All proposals must include the following elements. We reserve the right to disqualify any incomplete proposals. Approach – Completeness of Proposal and Readiness (5Points) Your application should describe how you will approach this assignment and complete the purpose of the proposal. The proposal will be evaluated based on the clarity of proposal, completeness of the submission including required certifications and documentation and readiness to begin the Program or Project if funding is awarded. The proposal should describe The timeline for the project and immediacy of the need for the funds. The components remaining to be secured before the project is shovel ready. The plan for any unfunded components. If funds are awarded, the construction start date. Whether the Project could be scaled (include the per unit cost of the Project). Impact (10 Points) How would the project contribute to positive movement in Commerce’s Homeless System Performance Measure, including total project entries, length of time homeless, exits to permanent housing, returns to homelessness, and system prioritization. What other funds, donors, or community support are involved with the project? Will these funds leverage other funds? Identify other sources of funds that would be leveraged with the requested funds and/or how these funds will be used to leverage other funds. How many new units will be brought online. How many existing units will be preserved? What services will be funded and how is sustainability achieved? How many individuals will be served by these funds? Will these funds serve any special populations such as youth or domestic violence survivors? Budget – A Feasible Financial Plan (5 Points) Identify whether you are a 501(c) (3), for-profit, PHA or government agency Please provide the following if applicable: Program or Project Budget which includes a complete breakdown of all funding sources already received or committed for this Program or Project Current operating budget for the organization requesting the funding Operating Pro Forma for ten years. PROPOSAL EVALUATION AND SELECTION PROCESS General The following procedure will be used to evaluate the proposals and select finalists. All complete eligible proposals received within the established deadline will be evaluated by the RFP Screening Panel, meaning scored by each HFB member. The combined totals guide funding awards, and the HFB will approach the specific awards through a lens of equity, diversity and inclusion. RFP Screening Panel The Housing Fund Board will be the RFP Screening Panel. All HFB members will disclose any potential connections and recuse themselves from any conflict of interest, not scoring any conflicted applications. Board service will be disclosed but is not per se a conflict. Proposal Evaluation Applicants whose proposal is being considered for an award may be invited to make an oral presentation of their proposal to the HFB. The HFB reserves the right to recommend funding for multiple contracts under this RFP or recommend funding for a portion of the requested amount at their discretion. FUNDING PERIOD Jefferson County Homelessness Program Funding Instructions The HFB is requesting proposals for Affordable Housing and Homeless Housing and Assistance Funds for the period 1/1/24 through 12/31/24. Funding must be requested and used within each funding cycle. 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). If possible, the HFB would like to arrange small (non-meeting) field trips of all awarded projects during the year or by March, 2025. If a field trip is impossible due to safety or privacy concerns, a presentation at a regular HFB meeting can replace the field trip. Proposal Deadline: 9/29/23 by 4pm All responses to this Request for Proposal should be submitted on the provided application form. Please submit an electronic PDF version of the proposal e-mailed to Carolyn Gallaway at carolyn@co.jefferson.wa.us The following should be in the subject line: “Proposal – Affordable and Homeless Housing Funds.” If electronic submission is not possible, please contact County Administrator’s office at 360-385-9100 for accommodation. It is very important that your application is complete, signed, is for an eligible activity, and conforms to all program requirements. Applications not meeting all the requirements will not receive consideration for funding. Proposals MUST be received by 4pm on 9/29/23. Late proposals will not be accepted. Submittals made in an incorrect format will not be considered. All responses to this Request for Proposal should be submitted on the provided application form. REQUEST FOR PROPOSAL TIMELINE FOR FUNDS Date Activity  8/31/2023 RFP to be posted on the County website  9/13/2023 Special Meeting with questions from applicants 2:30 PM Zoom Meeting: https://us06web.zoom.us/j/91098454388  9/29/2023 Proposals must be submitted by 4:00 pm  10/5/2023 Proposals opened and distributed to HFB  10/18/23 Technical questions for applicants will be sent once with a return date of 2 weekdays.   10/25/2023 Presentation of RFP to HFB  10/25/2023 HFB Recommendation to BOCC  11/06/2023 BOCC regular meeting/ BOCC acts on recommendations  11/15/2023 Contracts to County Prosecutor and Risk Manager for approval  12/4/2023 Contracts to Providers and returned to BOCC for signatures  Note – All dates are subject to change Definitions Definition of Area Median Income for Jefferson County Affordable housing program eligibility is always determined by one's income. Each household's income is compared to the income of all other households in the area. This is accomplished through a statistic established by the government called the Area Median Income, most often referred to as AMI. The AMI is calculated and published each year by HUD. In Jefferson County, HUD calculates the Fifty Percent (50%) Area Median Income (“AMI”) for a family of four as $42,150. Fifty Percent (50%) AMI for an individual is $29,550. Link huduser.gov – double check – HUD or go to; www.huduser.gov and search FY 2023 Median Family Income Documentation System. Period of Performance: Funding under this grant program is allocated for a 12-month period. The period of performance for services solicited under this RFP begins 1/1/24 and ends 12/31/24. Carryover of unspent funds into the next program year upon request is permissible with HFB approval. 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: Be as specific as possible in stating goals, measures of success, objectives, expected results, deliverables, etc. It is expected that there will be considerably more requests for funds than there are funds available. Therefore, conciseness and clarity of description are essential. The program must provide services only within Jefferson County boundaries. Applicants that have received prior Affordable Housing and/or Homeless Housing and Assistance Funds must be current on all required reporting to be eligible to receive funds. Grantees will be required to submit a progress report midway through the grant period and a closeout report at the end of the funding period will be required no later than 2/1/24, or, alternatively small group field trips with HFB members touring awarded projects by March 21, 2025. Failure to submit timely reports/progress data will result in holding or non-payment of funds. These reports should include a comparison of outcomes to date with those initially proposed, and the total number of individuals served in the contract period. A fiscal and programmatic monitoring visit may be conducted by the County during any project year. Provider will make all documents and required files available for review. Reimbursement of costs will be addressed in the grant agreement. Funding in previous years does not assure additional awards in this funding cycle. Insurance Requirement: Awardees will be required to meet all the County’s insurance requirements, which are included as Attachment A to this 5386/1590 RFP. APPLICATION REQUIREMENTS Complete all parts of the application form and answer all questions on the application. Incomplete applications will not be accepted and will not receive funding consideration. Application submittals are limited to the number of pages allowed. Applicants shall use Times New Roman 12-point font. Smaller font applications will not receive consideration for funding. All responses to this Request for Proposal should be submitted on the provided application form on an electronic PDF. An electronic PDF version of the proposal should be e-mailed to Carolyn Gallaway at carolyn@co.jefferson.wa.us. Carolyn will confirm receipt of application. It is very important that your application is complete, signed, is for an eligible activity, and conforms to all program requirements. Applications not meeting all the requirements will not receive consideration for funding. Proposal Deadline: 9/29/2023 by 4pm Proposals MUST be received by 4pm on 9/29/23. Late proposals will not be accepted. Submittals made in an incorrect format will not be considered. Funding for Affordable and supportive Housing & Homeless Housing and Assistance Funds APPLICATION Proposals must be RECEIVED: 9/29/23 at 4pm Jefferson County through the County & City of Port Townsend Housing Fund Board Application Affordable and supportive Housing & Homeless Housing and Assistance Funds For use from January 1, 2024 to December 31, 2024 GENERAL INFORMATION –It is understood that if awarded funding for this period, there is no guarantee of future funding beyond this award. We estimate the available funding for this period to be approximately $220,000 for Homeless Housing and $965,000 for Affordable Housing. Name of Project or Program oor Program:   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:    CERTIFICATION by Authorized Agency Representative (Board President, CEO, or another person authorized to bind the agency in a contract). Name of Authorized Agency Representative (print):________________________________ 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 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. ____________________________________________________ _________________ Signature of Authorized Agency Representative Date SPECIFIC INFORMATION Please separately tab each section of the application submission as to Project or Program Description, Capacity, Alignment, Approach, Impact of Funds, Budget. PROJECT DESCRIPTION Name of Project or Program: ____________________________________________________ Amount requested: ________________________________________________ Provide a brief description of the Project or Program: (LIMIT 200 WORDS) Specify the Project or Program goals and expected outcomes. Specify the measures of success by which the Project or Program will be assessed. (LIMIT 300 WORDS) Specify the number of units of housing to be created or number of individuals who will be served by the Project or Program. Threshold Requirements: Specify the specific eligible use(s) under 5386 and/or 1590 for which the Project or Program qualifies, as listed on pages two through four of the RFP. Provide a brief description of recent, relevant and successful experiences in delivering similar programs and/or projects. Briefly describe how the project aligns with the priorities and objectives of the Five-Year Homeless Housing Plan and the community outreach conducted for the project or program. (LIMIT 400 WORDS) A. APPROACH - Completeness of Proposal and Readiness (5 Points) (LIMIT 400 WORDS) Your application should describe how you will approach this assignment and complete the purpose of the proposal. Is the Project or Program ready to use the funding now or are there actions to be taken before the Project or Program can begin? If so, what are those actions? Will the requested funds fully fund the Project or Program? If not, how does the organization intend to fill the gap? Could the Project or Program be scaled (include the per unit cost of the Project or Program)? Have additional funds been requested or will be requested. Identify the sources for those requests and the status of the requests. B. IMPACT OF FUNDS - Leverage of Other Funds and Number of Persons Assisted (10 Points) (LIMIT 400 WORDS) How would the project contribute to positive movement in Commerce’s Homeless System Performance Measure: total project entries, length of time homeless, exits to permanent housing, returns to homelessness, and system prioritization. Go to www.jeffcountychamber.org. 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 or Program? If yes, provide a description of the Project or Program 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 or Program including funding from all sources and identify what portion of the Project or Program these funds will support. Specify the number of housing units that will be created or the number of individuals who will be assisted with this Project or Program in the first year. Specify the number of individuals who will be assisted with this Program. Discuss how this Project or Program will be sustained after these funds are exhausted. C. PROJECT OR PROGRAM BUDGET – A Feasible Financial Plan (5 Points) BUDGET FORMS Funding period begins January 1, 2023, and ends December 31, 2023 Please use the attached budget templates. If you need additional space, you may insert rows. “Proposal” refers to the funds requested from these funds that will be applied to this specific Project or Program. Blank spaces are provided for additional categories. Justification for budget items must be specific, and that same specificity should be reflected in subsequent billings. A maximum 10% Administration fee is allowed for projects if needed, however, Administration fees are not allowed for Capital Projects. CAPITAL BUDGET FOR REAL ESTATE DEVELOPMENT 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 $   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 $   Please include any budget narrative that is descriptive or helpful to explain any part of your proposed expenditures in your capital budget(s). (LIMIT 300 WORDS) PROGRAM OPERATING BUDGET [DATES] Budget Categories Program Proposal Justification Priority  Salaries $ $    Benefits $ $    Rental Subsidies $ $    Utilities $ $    Insurance $ $    Food/Supplies $ $    Furnishings/Equipment $ $    Repair/Maintenance $ $    Transportation (explain) $ $     $     Subtotal $ $    Administration (10% max.) $ $    TOTAL $ $     If your Project or Program includes salaries and benefits, please list position(s) and FTE to be paid by these funds (FTE should be that percentage of time the employee is dedicated to this Project or Program): Position Salary Benefits FTE                  FUNDING SOURCES FOR THE PROGRAM in 2022 Funding Sources Awards 20XX Awards 20XX  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 or Program, what are the items you are requesting? (LIMIT 300 WORDS) ATTACHMENT A Required Insurance Coverages. Commercial General Liability. Recipient shall maintain commercial general liability coverage on a form acceptable to Jefferson County Risk Management for bodily injury, personal injury, and property damage, in an amount not less than two million dollars per occurrence ($2,000,000) and an aggregate of not less than four million dollars ($4,000,000), for bodily injury, including death, and property damage. The commercial general liability insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: Broad form property damage, with no employee exclusion; Person injury liability, including extended bodily injury; Broad form contractual/commercial liability, including completed operations and product liability coverage; Premises – operations liability (M&C); Independent contractors and subcontractors; and, Blanket contractual liability. Recipient’s commercial general liability policy shall include employer’s liability coverage. The County and its elected officials, officers and employees shall be named as an additional insured party under this insurance policy. Automobile Liability. Recipient shall maintain business automobile Liability insurance on a form acceptable to Jefferson County Risk Management with a limit of not less than a combined single limit of $1,000,000 each occurrence. Coverage shall include owned, hired, and non-owned automobiles. Workers’ Compensation (Industrial Insurance). Recipient shall maintain workers’ compensation insurance at its own expense, as required by Title 51 RCW, for the term of this Agreement and shall provide evidence of coverage to Jefferson County Risk Management, upon request. If the County incurs any cost to enforce the provisions of this subsection, all costs and fees shall be recoverable form Recipient. Recipient shall provide Workers’ Compensation and Employer’s Liability on a state approved policy form providing benefits as required by law with employer’s liability limits no less than $1,000,000 per accident or disease. This coverage shall extend to any contractor or subcontractor that does not have their own workers’ compensation and employer’s liability insurance. Recipient expressly waives by mutual negotiation all immunity and limitations on liability, with respect to the County, under any industrial insurance act, disability benefit act, or other employee benefit act of any jurisdiction, which would otherwise be applicable in case of such claim. General Insurance Requirements. Insurance coverage shall be evidenced by one of the following methods: Certificate of insurance; or, Self-insurance through an irrevocable Letter of Credit from a qualified financial institution. Any deductibles or self-insured shall be declared to and approved by the County prior to the approval of this Agreement by the County. At the option of the County, the insurer shall reduce or eliminate deductibles or self-insured retention, or Recipient shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Failure of Recipient to take out or maintain any required insurance shall not relieve Recipient from any liability under this agreement, nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations concerning indemnification of the County. Recipient’s insurers shall have no right of recovery or subrogation against the County (including its employees and other agents and agencies), it being the intention of the parties that the insurance policies so affected shall protect all the parties and shall be primary coverage for all losses covered by the above described insurance. Insurance companies issuing Recipient’s insurance policy or policies shall have no recourse against the County (including its employees and other agents and agencies) for payment of any premiums or for assessments under any form of insurance policy. All deductibles in Recipient’s insurance policies shall be assumed by and be at the sole risk of Recipient. Any judgments for which the County may be liable, in excess of insured amounts required by this agreement, or any portion thereof, may be withheld from payment due, or to become due, to Recipient until Recipient shall furnish additional security covering such judgment as may be determined by the County. Any coverage for third party liability claims provided to the County by a “Risk Pool” created pursuant to Ch. 48.62 RCW shall be non-contributory with respect to any insurance policy Recipient shall provide to comply with this Agreement. The County may, upon Recipient’s failure to comply with all provisions of this Agreement relating to insurance, withhold payment or compensation that would otherwise be due to Recipient. Recipient shall provide a copy of all insurance policies specified in this Agreement. Written notice of cancellation or change in Recipient’s insurance required by this Agreement shall reference the project name and agreement number and shall be mailed to the County at the following address: Jefferson County Risk Management, P.O. Box 1220, Port Townsend, WA 98368. Recipient’s liability insurance provisions shall be primary and noncontributory with respect to any insurance or self-insurance or self-insurance programs covering the County, its elected and appointed officers, officials, employees and agents. Any failure to comply with reporting provisions of the insurance policies shall not affect coverage provided to the County, its officers, officials, employees or agents. Recipient’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability. Recipient shall include all subcontractors as insured under its insurance policies or shall furnish separate certificates and endorsements for each subcontractor. All insurance coverage for subcontractors shall be subject to all the requirements stated in this Agreement. The insurance limits mandated for any insurance coverage required by this Agreement are not intended to be an indication of exposure nor are they limitations on indemnification. Recipient shall maintain all required insurance policies in force from the time services commence until services are completed. Certificates, insurance policies, and endorsements expiring before completion of services will be promptly replaced. Recipient shall place insurance with insurers listed to business in the State of Washington and having A.M. Best Company ratings of no less than A-, with the exception that excess and umbrella coverage used to meet the requirements for limits of liability or gaps in coverage need not be place with insurers or re-insurers licensed in the State of Washington. Certificates of insurance as required by this Agreement shall be delivered to the County within fifteen (15) days of execution of the Agreement. To the extent a certificate lists or refers to any endorsements solely by name. description or number it shall be the responsibility of Recipient to obtain and provide to Jefferson County Risk Management a full and complete copy of the texts of such endorsements. The County shall be named as an “additional insured” on all insurance policies required by this Agreement. Recipient shall furnish the County with properly executed certificates of insurance that, at a minimum, shall include: The limits of coverage; The project name and agreement number to which it applies; The certificate holder as Jefferson County, Washington and its elected officials, officers, employees and agents with the address of Jefferson County Risk Management, P.O. Box 1220, Port Townsend, WA 98368; and A statement that the insurance policy shall not be cancelled or allowed to expire except on thirty (30) days prior written notice to the County.