Pierce County Community Connections Homelessness Program

Transcription

1 Pierce Cunty Cmmunity Cnnectins Hmelessness Prgram Request fr Applicatins (RFP) Hmeless Husing and Assistance Prgram RFP Infrmatin_ RFP N.: HML-HHAP Hmelessness Husing and Assistance Prgram Issue Date: Applicatins Due Date: August 27, 2013 Cntact Jeff Rdgers, Scial Services Prgram Specialist 2 Pierce Cunty Cmmunity Cnnectins, Hmelessness Unit 1305 Tacma Avenue Suth, Suite #104 Tacma, WA Phne: (253) jrdger@c.pierce.wa.us Or If Jeff Rdgers is unavailable: Laura Wd, Cntract and Mnitring Manager, lwd2@c.pierce.wa.us Applicant Infrmatin Must Be Cmpleted and Submitted by All Applicants Organizatin Name: Cntact Name: Address: City: State: Zip: Phne: Fax: Return Prpsals and Required Attachments by 4:00 p.m., August 27, 2013 t: Pierce Cunty Cmmunity Cnnectins Jeff Rdgers, Scial Service Prgram Specialist Tacma Avenue Suth, Suite 104 Tacma, WA Phne: (253) jrdger@c.pierce.wa.us RFP HML-HHAP Page 1 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

2 TABLE OF CONTENTS REQUESTS FOR REASONABLE ACCOMMODATION. 3 ACCESS TO REFERENCED DOCUMENTS..3 NOTICE OF SOLICITATION 3 AVAILABILITY OF FUNDS..3 DESCRIPTION OF SOLICITED SERVICES 4 ELIGIBLE APPLICANTS..11 ANTICIPATED TIMELINE. 11 CONTACT...11 APPLICATION WORKSHOP...12 QUESTIONS FROM APPLICANTS AND RESPONSE BY PIERCE COUNTY 12 APPLICATION DUE DATE AND INSTRUCTIONS FOR SUBMITTAL.12 APPLICATION EVALUATION PROCEDURE AND CRITERIA.13 UNACCEPTABLE APPLICATIONS 13 OWNERSHIP OF MATERIAL.. 13 APPLICATION COSTS AND PAYMENT OF CONTINGENT FEES 14 EXPECTED TERM OF RESULTING AGREEMENT 14 ACCEPTANCE OF TERMS AND CONDITIONS...14 RIGHT TO REJECT OR NEGOTIATE 14 CONTRACT AWARD AND NOTIFICATION TO SELECTED APPLICANTS..14 RIGHT TO APPEAL 14 CANCELLATION OF APPLICATION. 15 NOTIFICATION OF REQUIRED ASSURANCES 15 PIERCE COUNTY REQUIREMENTS.15 ATTACHMENT A: REQUEST FOR PROPOSAL APPLICATION...17 ATTACHMENT B: REQUIRED SIGNATURE FORMS 29 RFP HML-HHAP Page 2 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

3 REQUESTS FOR REASONABLE ACCOMMODATION Pierce Cunty Cmmunity Cnnectins (hereafter referred t as the Cunty ) will prvide reasnable accmmdatin t allw fr equal participatin in the applicatin prcess. T request a reasnable accmmdatin, please Jeff Rdgers at jrdger@c.pierce.wa.us r call (253) (Vice) r 711 (Telecmmunicatins Relay Service TRS). This dcument will be prvided in alternate frmats, upn request. ACCESS TO REFERENCED DOCUMENTS This dcument cntains active hyperlinks. Prspective applicants wh are unable t access the Internet may request cpies f the dcuments referenced in this RFP by cntacting Jeff Rdgers at (253) r 711 (Telecmmunicatins Relay Service), r by sending an t jrdger@c.pierce.wa.us. All dcuments will be available n Pierce Cunty Cmmunity Cnnectins website at Pierce Cunty Cmmunity Cnnectins. NOTICE OF SOLICITATION In additin t prviding required ntificatin via the Cunty s publicatin f recrd, The Puyallup Herald, the Cunty will prvide ntificatin t all knwn interested parties, and t ther rganizatins and individuals currently n the Department s distributin list. Any individual r rganizatin wishing t be added t the Department s distributin list in rder t receive future ntices f funding pprtunities can make such a request by cntacting Sue Gerge at sgerge@c.pierce.wa.us. Failure f the Cunty t ntify any interested party r parties directly regarding the availability f these funds shall nt vid r therwise invalidate the RFP prcess. AVAILABILITY OF FUNDS Pierce Cunty has made available, in accrdance with the Plan t End Hmelessness, the fllwing funds t be utilized by prviders t meet the gal f reducing hmelessness in Pierce Cunty by 50% by the year Funded activities shuld ultimately reduce the number f individuals experiencing hmelessness during the annual pint in time survey. Changes fr the 2014 and 2015 Hmeless Husing and Assistance Prgram: The hmeless husing and assistance prgram is mving t a tw-year funding cycle. Applicants will apply fr prgram years 2014 and 2015 funding. The first prgram year (2014) begins January 1, 2014, and ends December 31, The secnd prgram year (2015) will begin January 1, 2015, and ends December 31, Cntracting will be dne n an annual basis. Cntracts may be renewed fr the secnd year (withut advertisement r slicitatin) cntingent upn available funds, prject implementatin and cntractr perfrmance. Fr the first prgram year Pierce Cunty estimates ttal funding f $4,488,000 will be available. The amunt f available funds fr the secnd year will be determined at a later date. Engrssed Secnd Substitute Huse Bill (ESSHB) 2163 Hmeless Husing Assistance Prgram funds: Apprximately $2.5 millin State Cnslidated Hmeless Grant (CHG) funds: Apprximately $1.3 millin Tacma Husing Authrity (THA) Rapid Re-Husing funds: Apprximately $400,000 Tacma Husing Authrity (THA) Yuth and Yung Adult Husing funds: Apprximately $288,000 RFP HML-HHAP Page 3 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

4 PLEASE NOTE: Respndents shuld submit applicatins withut regard t the funding surce. Pierce Cunty will allcate funds t successful applicants cnsistent with the regulatins gverning each funding surce. DESCRIPTION OF SOLICITED SERVICES Pierce Cunty is sliciting applicatins frm eligible, qualified, and interested rganizatins t prvide hmeless husing assistance t husehlds in Pierce Cunty. Pierce Cunty is seeking multiple rganizatins t prvide husing and services. The ESSHB 2163 Hmeless Husing and Assistance Prgram, CHG and THA funds are designed t supprt an integrated system f husing assistance t prevent hmelessness and quickly re-huse husehlds wh are experiencing a husing crisis and/r hmelessness. The gal f this funding is t end hmelessness fr all ppulatins. The verriding pririty f this RFP is t fund services/prgrams that result in utcmes that lead t mvement tward r achievement f the fllwing: Reducing the time spent hmeless n streets, in shelters, and in transitinal husing; Rapidly mving husehlds t permanent husing; Diversin frm emergency shelter; Diversin frm the Centralized Intake Placement Rster (subsequent t assessment); Preventing hmelessness amng all ppulatins; Reducing hmelessness amng all ppulatins; and Reducing returns t hmelessness amng all ppulatins. All successful applicants will prvide services in accrdance with the Cntinuum f Care s Plan T End Hmelessness. This includes: Using Centralized Intake fr anyne wh meets the definitin f hmelessness; Using prgressive engagement and tailred services t meet the individualized needs f individuals and families; Crdinating with mainstream services, including utilizing a navigatin apprach t cnnecting clients with services; Making strng linkages t emplyment and educatin; Participating in data cllectin and utcme assessment thrugh the Hmeless Management Infrmatin System (HMIS); Affirmatively furthering fair husing, including reducing prgram barriers that might inadvertently exclude ptential clients; and Demnstrating an agency-wide apprach t multicultural cmpetency. Change in Fcus f Rapid Re-Husing With this RFP Pierce Cunty intends t expand the eligible ppulatin fr rapid re-husing frm families with children t include husehlds withut children. Rapid re-husing applicatins shuld indicate the gegraphic service area, and prviders will be required t participate in the Rapid Re-Husing Cllabrative. Existing Prjects Existing prjects are nt guaranteed funding frm year t year. Prjects that will be funded in successive years are thse that align with the Plan T End Hmelessness in Pierce Cunty and the pririties f this RFP. Fr mre detail, please visit the Pierce Cunty Cmmunity Cnnectins website. RFP HML-HHAP Page 4 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

5 Perfrmance Gals Prjects will be expected t shw successful utcmes in reducing hmelessness. This includes, but is nt limited t, demnstrating achievement f perfrmance gals under the federal Hmeless Emergency Assistance and Rapid Transitin t Husing (HEARTH) Act (S 896) passed in With that in mind the table belw describes examples f perfrmance measures Pierce Cunty will track bth fr husing types and `fr individual prviders. Output/Outcme Measures Emergency Shelter Transitinal Husing Permanent Supprtive Husing Rapid Re- Husing Unduplicated Numbers Served X X X X Average Length f Stay in Prgram X X X N/A Cst Per Exit t Permanent and Nn-Permanent X X X X Husing Exits t Permanent Husing X X X X Exits t Other Husing X X X X Numbers Still Permanently Hused after three (3) N/A N/A X X Mnths Numbers Still Permanently Hused after six (6) N/A N/A X X Mnths Numbers Still Permanently Hused after twelve (12) N/A N/A X X Mnths Rate f Increase in Emplyment/Earned Incme N/A X N/A X Rate f Increased Access t Mainstream Benefits X X X X Returns t Hmelessness X X X X Vacancy Rate X X X N/A Pierce Cunty, in cnsultatin with prviders and the Cntinuum f Care, will be develping impact/utcme targets fr each husing type that will ultimately be incrprated int prvider cntracts. Benchmarks will be based n histrical perfrmance fr each husing type, and may increase incrementally frm ne cntract year t the next. Eligible Activities and Use f Funds Funds under this RFP may be used fr any f the activities detailed belw. Please nte that the Washingtn State Department f Cmmerce Guidelines fr the Cnslidated Hmeless Grant and the Pierce Cunty Cmmunity Cnnectins Hmeless Prgram Plicies prvide additinal detail and shuld be cnsulted. Rental Assistance Rental Assistance may include security depsits, first and last mnth s rent, and time limited rental assistance fr the fllwing husing strategies: Rapid Re-Husing - shrt term [three (3) mnths] t a maximum f six (6) mnth term assistance. Rapid re-husing is intended t prvide assistance t rapidly re-huse persns wh are literally hmeless int permanent husing. Husehlds need t be recertified every three (3) mnths and thse husehlds receiving assistance beynd an initial three (3) mnths must have a Husing Stability Plan. Successful applicatins in this categry will incrprate the best practice f Rapid Re-husing, in which husehlds that are supprted with rental assistance are time-limited. Transitinal Husing - lng (twelve [12] mnths t twenty-fur [24] mnths) term RFP HML-HHAP Page 5 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

6 assistance. Husehlds need t be recertified every six (6) mnths and all husehlds receiving assistance must have a Husing Stability Plan. Successful applicatins in this categry will incrprate the best practice f Rapid Rehusing, in which husehlds that are supprted with rental assistance are timelimited. Permanent Supprtive Husing - unlimited rental assistance (twenty-fur [24+] r mre mnths). Permanent Husing is husing that is nt time limited and des nt require a husehld t mve by a specified date r within a specified timeframe. Husehlds need t be recertified annually and all husehlds must have a Husing Stability Plan. Other allwable rental assistance csts include: Reasnable strage csts; Landlrd incentives (prvided there are written plicies and/r prcedures explaining what cnstitutes landlrd incentives, hw they are determined, and wh has apprval and review respnsibilities); Emergency htel/mtel assistance up t thirty (30) days nly t place an unsheltered husehld in a htel r mtel fr the perid f time between requesting a Husing Quality Standards (HQS) inspectin fr a unit identified fr that husehld, and up t ne (1) day after the unit passes inspectin; Security depsits and first and last mnth s rent, if n ther resurces are available; Rental arrears fr up t three (3) mnths f rental areas; and Utility depsits and utility assistance is allwable, but nt intended t be nging and ther resurces must be used first (energy assistance, etc). Preventin and Diversin Preventin activity is intended t prevent persns frm becming hmeless when they have evictin ntices r are at imminent risk f becming hmeless by prviding shrt-term stability services that will remve barriers t husing stability. Diversin is intended t divert persns frm emergency shelter r the Centralized Intake placement rster. The intent is t catch peple wh are lsing husing befre they enter the hmeless system, thus enabling participants t remain in existing husing r mve t ther permanent husing. Pierce Cunty will cnsider applicatins fr use f flexible funds fr the purpse f preventing hmelessness r diversin frm the hmeless system. The gal is t braden the use f these funds t include: Shrt-term rental assistance; Fees assciated with btaining r reinstating identificatin and r driver licenses; Shrt term rental assistance r stipend fr a hst family in a dubled up situatin where the hst family s husing is put at risk; Gas cards r ther transprtatin assistance; Rent/utility arrears (up t three [3] mnths); Other debts that are barriers t re-husing; Cell phne minutes; and Navigatin f mainstream services. RFP HML-HHAP Page 6 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

7 Participants can receive assistance fr a maximum f three (3) mnths. A Husing Stability Plan is required fr each client. Applicants shuld include a prpsed methdlgy (fr example, an assessment tl r eligibility determinatin tl) fr identifying clients frm whm activities under this categry culd prevent hmelessness r divert clients frm the hmeless system. Special cnsideratin will be given t educatinal institutins and agencies that can reach large numbers f clients that may be invlved in multiple systems. Facility Supprt (Existing Emergency Shelter, Transitinal Husing, and Permanent Supprtive Husing) The ttal amunt f facility supprt fr existing emergency shelter, transitinal, and permanent supprtive husing units must nt exceed fifty percent (50%) f the prject s prpsed annual perating budget fr the specific units intended t serve eligible husehlds. Allwable expenses under this categry include: Utilities; Maintenance; Security and janitrial; Off-site and residential facility management fees; Facility specific insurance (mrtgage insurance is nt allwable); Accunting; and Marketing; Facility Supprt must nt be cmbined with Rental Assistance. Vacancies in emergency shelter, transitinal r permanent supprtive husing units that ccur in ne (1) mnth shuld be filled in the next mnth; therwise the subsidy fr thse units shuld be suspended until ccupied. Prgram Operatins/Services Supprtive Services activities that address special needs f individuals t be served by the prgram, including: Child care; Educatin Services; Emplyment Assistance and Jb Training; Outpatient Health Services; Legal Services; Mental Health Services; Substance Abuse Treatment Services; and Transprtatin Services. Husing Search and Stabilizatin - activities specifically related t Husing Search and Stabilizatin, including: Case management; Husing search and placement; Outreach; Csts f criminal backgrund checks f clients if necessary/required fr husing; Csts f urinalysis fr drug testing f clients if necessary/required fr husing; RFP HML-HHAP Page 7 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

8 Staff csts t issue rent assistance; Csts assciated with husehld credit checks; and Other csts as apprved by Pierce Cunty. Prgram Csts csts attributed t case managers, utreach wrkers, and/r husing lcatrs and their supervisrs, and ther related persnnel, including: Training/cnference/travel/per diem; General liability insurance; Autmbile insurance; Office space; Utilities; Supplies; Telephne; Internet; and Data cllectin and entry. Successful applicatins in this categry will incrprate the best practice f Rapid Re-husing, in which husehlds are supprted with the abve activities fr a limited amunt f time and the husehld transitins in place withut the requirement f mving when the supprt is n lnger needed. Administrative Expenses Administrative Expenses fr each prgram are limited as fllws: CHG funds and ESSHB 2163 funds: ten percent (10%) f ttal allcated funds fr each prgram; and THA funds: n administrative expenses are allwed. Allwable administrative expenses are thse that benefit the rganizatin as a whle and include the fllwing: Executive directr/accunting/human resurces/it salaries; benefits; Office supplies and equipment; General rganizatin insurance; Organizatin wide audits; Bard expenses; and Organizatin-wide membership fees and dues. General agency facilities csts are als allwable administrative expenses, and include the fllwing: Rent; Building use allwances; and Operatins and maintenance, such as janitrial and utilities. Eligible Participants Eligible participants are thse wh are either at risk f becming hmeless r are literally hmeless and wh have husehld incmes at r belw the Very Lw (50%) Incme Limits. Eligible participants must meet ne r mre f the fllwing HUD criteria: 1) Literally Hmeless: An individual r husehld wh lacks a fixed, regular, and adequate nighttime residence, meaning: RFP HML-HHAP Page 8 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

9 A. Has a primary nighttime residence that is a public r private place nt meant fr human habitatin; B. Is living in a publicly r privately perated shelter designated t prvide temprary living arrangements (including cngregate shelters, transitinal husing, and htels and mtels paid fr by charitable rganizatins r by federal, state, r lcal gvernment prgrams); r C. Is exiting an institutin where (s)he resided fr ninety (90) days r less and wh resided in an emergency shelter r place nt meant fr human habitatin immediately befre entering that institutin. 2) Imminent Risk f Hmelessness: Individual r husehld wh will imminently lse their primary nighttime residence, prvided that: A. Residence will be lst within furteen (14) days f the date f applicatin fr hmeless assistance; B. N subsequent residence has been identified; and C. The individual r husehld lacks the resurces r supprt netwrks needed t btain ther permanent husing. 3) Hmeless under ther Federal Statutes. Unaccmpanied yuth under twenty-five (25) years f age, r families with children and yuth, which d nt therwise qualify as hmeless under the abve definitin, but wh: A. Are defined as hmeless under ther federal statutes; B. Have nt had a lease, wnership interest, r ccupancy agreement in permanent husing during the sixty (60) days prir t the hmeless applicatin; C. Have experienced persistent instability measured by tw (2) mves r mre during the preceding sixty (60) days; and D. Can be expected t cntinue in such status fr an extended perid f time due t special needs r barriers. 4) Fleeing/Attempting t Flee Dmestic Vilence. Any individual r husehld wh: A. Is fleeing, r is attempting t flee, dmestic vilence B. Has n ther residence; and C. Lacks the resurces r supprt netwrks t btain ther permanent husing. All prgrams are required t maintain adequate dcumentatin f hmelessness status and incme t determine the eligibility f persns served. Apprpriate dcumentatin includes hmeless certificatin frm a shelter r ther prfessinal, r a self certificatin f hmelessness (this is generally fr thse living in places nt meant fr habitatin r jepardizing smene else s husing). Cpies f the dcumentatin must be maintained in the client file. RFP HML-HHAP Page 9 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

10 Applicatin Cnsideratins Preventin and rapid re-husing are pririties fr the U.S. Department f Husing and Urban Develpment (HUD), the Washingtn State Department f Cmmerce, and the Lakewd/Tacma Pierce Cunty Cntinuum f Care. Research has shwn that prgressively engaging families and targeting thse wh are mst likely t becme hmeless withut assistance is the smartest investment. HUD, via the HEARTH Act, is mving t apprpriately match the level f service and term f husing assistance in the next few years. During 2013 and 2014, Pierce Cunty will be engaging in a prcess t assess existing transitinal husing fr pssible cnversin t ther husing strategies. T that end, please nte that funding under this RFP will nt be awarded t prpsed new transitinal husing prjects. Funding may be awarded t existing transitinal husing prjects that are being cnsidered fr cnversin t anther husing type cnsistent with the Cunty s Plan t End Hmelessness. In thse cases, the Cunty will assess the new prpsed use, alng with a prpsed perating budget and service plan, and will cnsider re-allcatin f funding t the new husing interventin. Funding under this RFP is intended t be used cunty-wide thrughut each f the cities and twns and in unincrprated Pierce Cunty. If applicants prefer t fcus n ne gegraphic regin f Pierce Cunty, they shuld strngly cnsider partnering with ther rganizatins either thrugh an applicatin with partner(s) r evidence f a memrandum f agreement with partner(s) that crdinate the way in which they serve all areas f the Cunty. Applicants shuld cnsider the fllwing in respnding t this RFP: Carefully cnsider hw the prpsed prject will be able t make a direct impact n reducing and ending hmelessness in Pierce Cunty. Applicants shuld als cnsider whether the prpsed prject is cnsistent with lcal hmeless planning effrts t prmte systems change that reduces the amunt f time persns are hmeless and imprves crdinatin and integratin f husing and mainstream service systems, especially linkages t emplyment and educatin. The applicant s previus fund utilizatin, prgram perfrmance, and utcmes will be cnsidered during applicatin review. Cntracting will include impact targets that help ur cmmunity mve frward in reducing and ending hmelessness. Applicants are encuraged t submit questins thrugh July 16 if they are uncertain whether the prpsed prject will be cnsistent with the funding pririties. Prjects that are nt cnsistent with the pririties r planning activities will nt be cnsidered fr funding. Prjects shuld be readily accessible and sensitive t husehlds f diverse backgrunds and with multiple barriers t accessing husing. Effective cllabratin and crdinatin between service prviders/prgrams is sught t assure that services can be rendered thrughut Pierce Cunty in a manner that meets the bjectives f this RFP. Participatin f applicants in the fllwing shall be cnsidered in reviewing applicatins: lcal Cntinuum f Care thrugh varius meetings and cmmittees; Pierce Cunty s Hmeless Management Infrmatin System. Participatin includes executing an HMIS Agreement with Pierce Cunty and adhering t all requirements, including meeting r exceeding the HUD HMIS Data Standards as published in March 2010 and in the prpsed HUD Draft HMIS Data Standards published in April 2013; the Centralized Intake as perated by Access Pint fr Husing; cmpleting and updating f the Pierce Cunty Annual Hmeless Husing Inventry Chart (HIC), which includes data n beds, units, HMIS, services, and financial data fr all prjects; and the annual Pint-in-Time (PIT) cunt f the hmeless. The nature f this participatin shuld include the active recruitment f vlunteers and the submissin f PIT prjectspecific data. RFP HML-HHAP Page 10 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

11 Pierce Cunty reserves the right t require any prjects selected fr funding t undertake the prject in a manner specified by Pierce Cunty, which may include, but is nt limited t crdinatin with specific prgrams, services, r ther resurces. ELIGIBLE APPLICANTS Pierce Cunty requires all applicants applying fr funding have experience with assisting hmeless individuals and families and/r thse at risk f becming hmeless. Pierce Cunty may cnsider rganizatins withut prir experience in the prvisin f services t hmeless ppulatins prvided the rganizatin demnstrates in the applicatin that they have prgram leadership and staff with the expertise and capacity in serving individuals cming ut f r aviding hmelessness AND demnstrates that expansin int hmeless services and prgrams is bth within the rganizatin s missin and an identified cmpnent f the rganizatin s gals and bjectives. Applicants must be registered as a business entity with the State f Washingtn, and pssess a Washingtn State Unified Business Identifier (UBI) number and a Federal Tax ID number. Any nn-prfit rganizatin serving residents f Pierce Cunty may apply t use these funds fr eligible activities. ANTICIPATED TIMELINE The fllwing anticipated timeline is subject t change, at the discretin f Pierce Cunty: : : August 7, 2013: August 13, 2013: August 16, 2013: August 27, 2013: Octber 3, 2013: Octber 24, 2013: Octber 30, 2013: January 1, 2014: Applicatins will be issued t any rganizatin that has previusly stated interest, and psted n the Pierce Cunty Cmmunity Cnnectins website. Ntificatin f Request fr Applicatins is published in the Puyallup Herald, Pierce Cunty s newspaper f recrd. Applicatin Wrkshp fr all prspective applicants, 9:00 a.m., Cmmunity Cnnectins, Sundview Building, 3602 Pacific Avenue, Tacma, WA 98418, Cnference Rm 1. Questins frm prspective applicants are due by 4:00 p.m. Pierce Cunty s written respnse t each questin submitted will be sent t all knwn prspective applicants and will als be psted n the Pierce Cunty Cmmunity Cnnectins website. Applicatin submissin deadline; applicatins are due t Pierce Cunty n later than 4:00 p.m. at Cmmunity Cnnectins, 1305 Tacma Avenue Suth, Suite 104, Tacma, WA Members f the Applicatin Evaluatin Cmmittee evaluate and priritize all eligible applicatins received. Members f the Steering Cmmittee hear ral presentatins and make final funding decisins. Awards annunced. Service begins. CONTACT Jeff Rdgers, Scial Services Prgram Specialist 2 Pierce Cunty Cmmunity Cnnectins, Hmelessness 1305 Tacma Avenue Suth, Suite 104 Tacma, Washingtn (253) (253) FAX jrdger@c.pierce.wa.us Or if Jeff Rdgers is unavailable: Laura Wd, Cntract and Mnitring Manager, lwd2@ c.pierce.wa.us RFP HML-HHAP Page 11 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

12 APPLICATION WORKSHOP There are n mandatry trainings assciated with this RFP; hwever, ne applicatin wrkshp will be cnducted by Pierce Cunty staff. See Anticipated Timelines abve fr mre infrmatin n wrkshp times and lcatins. Due t regulatry and applicatin changes, wrkshp attendance is highly encuraged fr all applicants. It is Pierce Cunty s belief that attending the wrkshp will assist yur rganizatin in presenting the best pssible request fr funding. During the applicatin wrkshp, Pierce Cunty staff will give an verview f the applicatin and the applicatin prcess and will als be available t answer questins. Please cme prepared with yur instructin/applicatin packet and any questins that yu may have. Pierce Cunty staff will nt be allwed t answer any questins psed r submitted by an applicant as it relates t the RFP after August 13, QUESTIONS FROM APPLICANTS AND RESPONSE BY PIERCE COUNTY Inquiries regarding the cntent f this RFP must be submitted t Pierce Cunty in writing, n later than 4:00 p.m. n August 13, Questins received after this date and time will nt be answered. Questins may be submitted electrnically, r via U.S. mail t the cntact persn identified abve. Pierce Cunty will time- and date-stamp all questins received via U.S. mail. N later than August 16, 2013, Pierce Cunty will prvide a written respnse t each questin received, and, as applicable, will issue any resulting amendments t this RFP. A respnse will be prvided directly t the applicant, and, simultaneusly, t any ther interested party wh has btained a cpy f the RFP, prvided that Pierce Cunty has a valid r pstal address n recrd. Respnses will als be psted n the Pierce Cunty Cmmunity Cnnectins website. APPLICATION DUE DATE AND INSTRUCTIONS FOR SUBMITTAL T be eligible fr cnsideratin, the applicatin (refer t pages eighteen [18] thrugh twenty eight [28] f this dcument) and required attachments must be received by Pierce Cunty Cmmunity Cnnectins Hmelessness Prgrams, 1305 Tacma Avenue S., Suite 104, Tacma, Washingtn n later than 4:00 p.m. n Friday, August 27, Applicatins pstmarked prir t the deadline but nt received by Pierce Cunty will be cnsidered unrespnsive and are ineligible fr cnsideratin. Applicatins will be cnsidered as submitted and Pierce Cunty will nt cntact the agency fr crrectins t the applicatins. Applicants are strngly encuraged t carefully review the anticipated timelines described abve. Cvers are nt necessary and three-ring binders must nt be used. When mailed, applicants are strngly encuraged t send infrmatin t Pierce Cunty using certified mail, return receipt requested. All respnses must be received by the deadline. Applicants must submit their applicatin(s) in hard (paper) cpy, prviding ne (1) cmplete riginal and five (5) cpies. The riginal and cpies must be printed duble-sided and must include the signed Acknwledgement f Required Assurances. Respnses must be submitted n the frms prvided which are included at the end f this dcument and in n less than Arial 11 fnt. Each page f the respnse must be numbered, and dcument fters must cntain the name f the applicant rganizatin, prgram name and the RFP number. In additin t submitting the budgets in hard (paper) frm, please include an electrnic cpy (CD r flash drive) f the budgets prepared in the Excel wrkbk. Applicatins must be signed by a persn authrized t bind the agency in a cntract. NOTE: Applicatins fr multiple prgrams MUST cmplete a separate applicatin (including separate budgets) fr each distinct prgram, as described in the applicatin. RFP HML-HHAP Page 12 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

13 Respnses which d nt cntain an riginal (duble-sided) with required attachments and the prescribed number f cpies (duble-sided) will be deemed unrespnsive and will nt receive further cnsideratin. APPLICATION EVALUATION PROCEDURE AND CRITERIA Pierce Cunty Hmelessness Prgram staff will review applicatins t ensure the minimum requirements are met. This review will include a threshld review t ensure applicatins meet the minimum criteria listed belw: Applicatin addresses pririties identified by this RFP; and Applicant has experience prviding husing and/r services t husehlds wh are at-risk and literally hmeless, as stated in the Eligible Applicants sectin n page ten (10). All applicatins that meet the minimum threshld will be presented t the Applicatin Evaluatin Cmmittee. Past perfrmance is critical and the Applicatin Evaluatin Cmmittee will be prvided infrmatin relating t the applicant's past perfrmance (including cntractual utcmes and spenddwn f funds) under Pierce Cunty cntracts as applicable. Applicatins will als be evaluated n a cmpetitive prcess accrding t, but nt limited t, the fllwing criteria: Cnceptual sundness f the prject; Financial feasibility f the prject; Demnstrated ability t implement and administer the prgram; Ability t meet and maintain cmpliance with applicable federal, state, and/r lcal regulatins, as identified; and, Demnstrated ability t address the pririties as identified by this RFP. The Applicatin Evaluatin Cmmittee will evaluate the acceptable applicatins and make funding recmmendatins t the Steering Cmmittee. Applicants will be invited t make a brief presentatin t the Steering Cmmittee and asked t answer any questins that may arise regarding the prject. The Steering Cmmittee will make final decisins n r abut Octber 30, UNACCEPTABLE APPLICATIONS Applicatins submitted that are nt respnsive t the requirements f the slicitatin are unacceptable and shall nt be cnsidered. Unacceptable applicatins are thse which are subject t at least ne f the fllwing shrtcmings: Des nt address the essential requirements f the RFP. Clearly demnstrates that the applicant des nt understand the requirements f the RFP. Clearly deficient in apprach. Des nt meet the deadline fr submittal. Des nt cntain the riginal and prescribed number f cpies r des nt include the required riginal signed assurance dcument. Des nt include all the infrmatin and dcuments required as part f the applicatin, and/r exceeds stated page limits. OWNERSHIP OF MATERIAL Respnses, applicatins, and ther materials submitted in respnse t this request becme the prperty f Pierce Cunty, are dcuments f public recrd, and will nt be returned. By submitting an RFP HML-HHAP Page 13 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

14 applicatin, applicants acknwledge and agree that they and/r their rganizatin claim n prprietary rights t the ideas r appraches cntained in their applicatins. APPLICATION COSTS AND PAYMENT OF CONTINGENT FEES Pierce Cunty is nt liable fr any csts incurred by an applicant prir t the issuance f a cntract. All csts incurred in respnse t this slicitatin are the respnsibility f the applicant, including travel csts t attend wrkshps and/r cntract negtiatin sessins. In the event that the rganizatin s applicatin was develped with the assistance f ther individuals (i.e., nn-emplyees) and/r rganizatins, the applicant understands and agrees that n cntingent fees will be paid under any resulting award. EXPECTED TERM OF RESULTING AGREEMENT While the applicatin cvers a twenty fur (24) mnth term, the initial cntract perid shall be frm January 1, 2014 t December 31, Cntracts may be renewed fr the secnd year (withut advertisement r slicitatin) cntingent upn available funds, prject implementatin, and cntractr perfrmance ACCEPTANCE OF TERMS AND CONDITIONS By submitting a respnse t this RFP, the applicant acknwledges and accepts all terms and cnditins f this request and all Cunty and State regulatins and requirements related t the delivery f the eligible activities. If the applicant is awarded a cntract, the applicatin will becme part f the cntract agreement. The applicant is bund by the terms f the applicatin unless Pierce Cunty agrees that specific parts f the applicatin are nt part f the agreement. Pierce Cunty reserves the right t intrduce different r additinal terms and/r cnditins during final cntract negtiatins. RIGHT TO REJECT OR NEGOTIATE Pierce Cunty reserves the right t reject any r all applicatins, if such a rejectin is in Pierce Cunty's best interest. This RFP is a slicitatin fr ffers and shall nt be cnstrued as an ffer, a guarantee, r a prmise that the slicited services will be purchased by Pierce Cunty. Pierce Cunty may withdraw this ntificatin at any time and fr any reasn withut liability t applicants fr damages, including, but nt limited t, bid preparatin csts. Additinally, Pierce Cunty reserves the right t negtiate with selected applicants and may request additinal infrmatin r mdificatin frm an applicant. When deemed advisable, and befre a cntract is issued, Pierce Cunty reserves the right t arrange an n-site visit/review t determine the applicant's ability t meet the terms and cnditins described in this RFP. CONTRACT AWARD AND NOTIFICATION TO SELECTED APPLICANTS Decisins regarding cntract awards fr activities slicited by this annuncement will be made n r abut Octber 30, All applicants will be ntified by U.S. mail as t the decisin regarding their applicatin. Successful applicants will wrk with Pierce Cunty Cmmunity Cnnectins staff t negtiate and execute a cntract. RIGHT TO APPEAL Applicants whse applicatins are nt selected have the right t appeal the decisin f Pierce Cunty, limited t prcedural errrs in the selectin prcess. In the event that n such prcedural errrs are fund t have ccurred, the decisin f Pierce Cunty shall be final. RFP HML-HHAP Page 14 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

15 An aggrieved applicant may, within seven (7) business days after the selectin f prspective eligible prjects, appeal in writing t the Directr f Pierce Cunty Cmmunity Cnnectins. The appeal must state all facts and arguments upn which the appeal is based. The Directr fr Pierce Cunty Cmmunity Cnnectins will review the cntent f Pierce Cunty s slicitatin dcument, the applicant s applicatin, and the facts which frm the basis fr the appeal. The Directr will render a written decisin within 30 business days f the receipt f the appeal. CANCELLATION OF APPLICATION Pierce Cunty reserves the right, with r withut cause, t cancel any cntract resulting frm this RFP with a thirty (30) calendar day written ntice sent by certified mail, return receipt requested, t the applicant s address f recrd, as indicated the applicant s applicatin t this RFP (r last knwn address n file). NOTIFICATION OF REQUIRED ASSURANCES Applicants wh are awarded a cntract agree t prvide activities in accrdance with the requirements f the cntract, and with the statutes, regulatins, requirements, and plicies identified belw, including but nt limited t: Cnflict f Interest: The Applicant cvenants that n persn wh presently exercises any functins r respnsibilities in cnnectin with the Pierce Cunty ESSHB 2163 prgram, the Cnslidated Hmeless Grant prgram r the Tacma Husing Authrity Rapid Re-Husing fund has any persnal financial interest, direct r indirect, in this Agreement. The Applicant further cvenants that it presently has n interest and shall nt acquire any interest, direct r indirect, which wuld cnflict in any manner r degree with the perfrmance f its services hereunder. The Applicant further cvenants that in the perfrmance f this prject/applicatin, n persn having any cnflicting interest will be emplyed. Any interest n the part f the Applicant r its emplyees must be disclsed t Pierce Cunty. N fficer, emplyee r agent f the Applicant shall participate in the selectin, award, r administratin f activity funded in whle r in part with ESSHB 2163, Cnslidated Hmeless Grant and Tacma Husing Authrity Rapid Re-Husing funds if a cnflict f interest, real r apparent, wuld exist, nr shall their families, r thse with whm they have business ties, s benefit. Changes t Scpe: Fr agencies that are funded under this RFP, if any changes are made t the scpe, lcatin and/r beneficiaries f the prgram, the agency will be respnsible fr any csts assciated with public ntices placed in the Puyallup Herald, Pierce Cunty s legal paper f recrd, ntifying the public f the prgrammatic change. (Fr further infrmatin see the Plan t End Hmelessness. PIERCE COUNTY REQUIREMENTS Pierce Cunty Ordinance s (Pierce Cunty Cde ) requires that all businesses (including nn-prfits) which cntract with Pierce Cunty enrll and participate in the Federal E-Verify prgram if the value f the cntract is in excess f $100,000 fr any public wrks cntract r $25,000 fr all ther cntracts. E-verify is verificatin f a new emplyee s eligibility t wrk legally in the United States. Pierce Cunty requires that all businesses which cntract with Pierce Cunty in excess f $25,000 and f duratin lnger than 120 days, and are nt specifically exempted by PCC , be enrlled in the Federal E-verify Prgram. The requirement extends t every subcntractr meeting the same criteria. All applicants that apply fr funds must cmply with e-verify and attach certificatin. Cmpliance with the plicies f Pierce Cunty Cmmunity Cnnectins. Purchase f cmprehensive liability insurance and bnding, as required by Pierce Cunty. RFP HML-HHAP Page 15 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

16 Cmpliance with federal and state laws requiring the safeguarding and disclsure f cnfidential infrmatin. Cmpletin and subsequent renewal f backgrund checks fr all emplyees, vlunteers, r interns wh will r may have unsupervised cntact with children r vulnerable adults. Certificatin that the firm, assciatin r crpratin r any persn in a cntrlling capacity r any psitin invlving the administratin f federal, state r lcal funds is nt currently under suspensin, debarment, vluntary exclusin, r a determinatin f ineligibility by any agency; has nt been suspended, debarred, vluntarily excluded r determined ineligible by any agency within the past three years; des nt have a prpsed debarment pending; has nt been indicted, cnvicted r has nt had a civil judgment rendered against said persn, firm, assciatin r crpratin by a curt f cmpetent jurisdictin in any matter invlving fraud r miscnduct with the past three years. Maintaining prgram and financial recrds fr audit review, and prviding access t dcumentatin upn request by Pierce Cunty. Submissin f prgram and financial reprts, as required by Pierce Cunty. RFP HML-HHAP Page 16 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

17 ATTACHMENT A: REQUEST FOR PROPOSAL APPLICATION RFP HML-HHAP Page 17 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

18 PIERCE COUNTY COMMUNITY CONNECTIONS HOMELESS HOUSING AND ASSISTANCE GRANT APPLICATION Applicants must answer the fllwing questins and prvide the requested infrmatin in respnse t this RFP. Please be sure t cmplete the ENTIRE applicatin, including the required budget frms. D nt exceed the page limit requirements r yur applicatin may be deemed ineligible. NOTE: If yu are applying fr funding fr mre than ne distinct prgram yu MUST cmplete a separate applicatin (Sectins B M belw) fr each distinct prgram. The hmeless husing and assistance prgram is mving t a tw-year applicatin cycle. Applicants will apply fr prgram years 2014 and 2015 funding. The first prgram year (2014) begins January 1, 2014, and ends December 31, The secnd prgram year (2015) will begin January 1, 2015, and ends December 31, Cntracting will be dne n an annual basis. Cntracts may be renewed fr the secnd year (withut advertisement r slicitatin) cntingent upn available funds, prject implementatin and cntractr perfrmance. Available amunt f funding is $4.8 millin fr the first prgram year. A. Organizatinal Infrmatin (Limit respnses t questins 1 thrugh 8 t 3 pages excluding attachments) 1) Prvide the rganizatin name, mailing address, phne number (include area cde), and address. If the applicant s rganizatin als has a separate ffice lcatin within Pierce Cunty, please prvide infrmatin fr bth the primary and Pierce Cunty ffice lcatins. Click here t enter text. 2) Prvide the name(s) and title(s) f the persn(s) authrized t execute a cntract n behalf f the firm, and the name(s) and title(s) f the persn(s) wh serves as the rganizatin s primary pint f cntact (if different). Click here t enter text. 3) Prvide the names and number f years the firm has been in business under current r previus names r additinal assumed business names. Click here t enter text. 4) Identify the type/business structure f the applicant s rganizatin (i.e., sle prprietrship, partnership, Limited Liability Crpratin, nn-prfit crpratin, fr-prfit crpratin, gvernmental entity). Click here t enter text. 5) Prvide the federal tax identificatin number fr the applicant s rganizatin. Click here t enter text. 6) Prvide the Washingtn Unified Business Identifier (UBI) number fr the applicant s RFP HML-HHAP Page 18 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

19 rganizatin. Click here t enter text. 7) Prvide the captin, cause number, Curt, Cunsel, and general summary f any litigatin pending r judgment rendered within the past three (3) years against the applicant, as applicable. Click here t enter text. 8) Indicate if the firm, assciatin, r crpratin, r any persn in a cntrlling capacity r any psitin invlving the administratin f federal, state, r lcal funds is currently under suspensin, debarment, vluntary exclusin, r a determinatin f ineligibility by any agency; has been suspended, debarred, vluntarily excluded, r determined ineligible by any agency within the past three (3) years; has a prpsed debarment pending; has been indicted, cnvicted r has had a civil judgment rendered against said persn, firm, assciatin, r crpratin by a curt f cmpetent jurisdictin in any matter invlving fraud r miscnduct with the past three (3) years. Click here t enter text. 9) Prvide a cpy f the fllwing dcuments, as applicable: Current bylaws; Recrded Articles f Incrpratin; Demnstrate that yu have an actively engaged Bard f Directrs that prvides versight t yur rganizatin (include minutes frm the past three (3) Bard f Directr meetings); List f Bard f Directrs including name, ccupatin r affiliatin, and principle fficers f the gverning bard. Applicants may als vluntarily prvide infrmatin related t diversity. Failure t prvide diversity infrmatin will nt adversely impact the scring f the respnse; Internal Revenue Service (IRS) tax-exempt determinatin letter; A cpy f the rganizatin s last financial audit and current financial statements (audited r unaudited); A cpy f the rganizatin s mst recent mnthly balance sheet, incme statement, and perating budget; Organizatinal chart that indicates where the prpsed prject will fit int the rganizatinal structure; Organizatinal missin and visin statements; and RFP HML-HHAP Page 19 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

20 Prvide any recent (within the last twenty fur [24] mnths) site visit r prgram review reprts received frm mnitring entities (i.e. United Way, lcal, r state gvernment). B. Applicatin Cver Sheet NOTE: If yu are applying fr funding fr mre than ne (1) distinct prgram yu MUST cmplete a separate applicatin (Sectins B M belw) fr each distinct prgram except where specifically nted. PROGRAM NAME: NEW OR EXISTING? : HOUSING STRATEGY (CHOSE ONE): RAPID RE-HOUSING TRANSITIONAL HOUSING PERMANENT SUPPORTIVE HOUSING EMERGENCY SHELTER PREVENTION/DIVERSION ACTIVITY(S) (CHOOSE ALL THAT APPLY): RENTAL ASSISTANCE OR FACILITY SUPPORT PROGRAM OPERATIONS/SERVICES ONLY GEOGRAPHIC AREA SERVED: TARGET POPULATION: PROGRAM DESCRIPTION (LIMIT TO ONE (1) SENTENCE): BUDGET & SERVICE LEVELS: Pierce Cunty Funds Requested: Other Prject Funds: Ttal Prject Budget: What is yur ttal annual agency budget? What percentage f yur agency budget des this prject represent? Prjected Husehlds t be served annually: AUTHORIZED SIGNATURE OF APPLICANT: T the best f my knwledge and belief, all infrmatin in this applicatin is true and crrect. The dcument has been duly authrized by the gverning bdy f the applicant wh will cmply with all cntractual bligatins if the applicatin is awarded funding. Signature f Authrized Representative: Typed Name and Title: Date Signed: RFP HML-HHAP Page 20 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

21 C. Summary f Services and Target Ppulatin (Cmplete separate respnses fr each distinct prgram, and limit respnses t 8 pages per prgram) 1) Prvide a brief summary f yur applicatin. Click here t enter text. 2) Explain why the prgram is needed. What gap are yu filling in the system, and what data did yu utilize t determine system gaps? Describe the impact t the cmmunity if this prgram did nt exist. Click here t enter text. 3) Identify hw the prgram addresses the funding pririties utlined in this RFP: Reducing the time spent hmeless n streets, in shelters, and in transitinal husing; Rapidly mving husehlds t permanent husing; Diversin frm emergency shelter; Diversin frm the Centralized Intake Placement Rster (subsequent t assessment); Preventing hmelessness amng all ppulatins; Reducing hmelessness amng all ppulatins; and Reducing returns t hmelessness amng all ppulatins. Click here t enter text. 4) Describe the ppulatin(s) yu intend t serve. Explain hw the target ppulatin is identified, qualified, and mnitred. Please include infrmatin abut the current gaps in services and/r husing fr this ppulatin/subppulatin in the gegraphic area yur prpsed prject will serve. Click here t enter text. 5) Prvide a detailed descriptin f yur prpsed services. a. What types f services are prvided? Click here t enter text. b. Wh will be prviding the services and where will they be lcated (n-site r ff-site)? If services are prvided ff-site, prvide infrmatin n hw participants will access the services. Click here t enter text. c. Hw will services increase stability fr participants? Click here t enter text. RFP HML-HHAP Page 21 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

22 d. Hw will prpsed services fit int a strengths-based/tailred services framewrk? Click here t enter text. e. Hw will the prject help create linkages fr participants t ther mainstream resurces in the cmmunity, particularly emplyment and educatin related services fr wrk-able participants, and disability resurces fr nn wrk-able participants. Click here t enter text. f. If the applicant is partnering with anther rganizatin(s) t prvide husing and/r services t prject participants, list the name(s) f the partner(s) and prvide infrmatin n the specific rles and respnsibilities f each. Click here t enter text. g. Hw will the prgram rapidly link clients t units f nn-time limited husing? Click here t enter text. 6) Describe the experience yur prgram has in serving yur target ppulatin(s), and experience prviding hmeless husing and services, including the average length f time a husehld receives services and the numbers f husehlds assisted. Click here t enter text. 7) Thrughly describe hw the prgram wuld partner with Centralized Intake (Access Pint 4 Husing), the Landlrd Liaisn Prject, and ther husing prviders (such as emergency shelters r transitinal husing if yu are prpsing a rapid re-husing prject) t rapidly re-huse hmeless husehlds. Include prir experiences, if applicable. Click here t enter text. 8) What is the prgram s cst per client served? Hw did yu determine cst per client served r unit cst f service? Have yur csts increased, decreased, r remained cnstant ver the previus twenty fur (24) mnths? What factrs may have lead t these changes, if any? Click here t enter text. 9) Describe hw yur prgram reaches ut t, and addresses, the needs f persns with disabilities; persns with limited English capabilities; persns f cultural/ethnic minrity; and ppulatins which are ver represented in the hmeless system, such as African Americans. Click here t enter text. 10) Describe ways in which yur prgram affirmatively furthers fair husing, and, in particular, nte ways in which yur prgram is addressing prgram rules r eligibility requirements that might create additinal barriers t access fr husehlds with higher r mre cmplex needs. Click here t enter text. RFP HML-HHAP Page 22 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

23 11) Describe ways in which yur rganizatin engages prgram participants in gvernance and decisin-making regarding service design, delivery, and evaluatin. Click here t enter text. D. Perfrmance Measures and Data Management (Cmplete separate respnses fr each distinct prgram, and limit respnses t 3 pages per prgram) 1) Using the table belw please identify the anticipated impact f yur prgram. Fr each prgram fr which yu are seeking funding fill in the Prgram Name at the tp f each clumn and identify the target utputs and utcmes fr each; add additinal clumns if necessary. Output Measures Universe f Husehlds with Children Served by Prgram INSERT PROGRAM NAME Universe f Husehlds withut Children Served by Prgram Target Number f Husehlds with Children t be Served with the requested funding Target Number f Husehlds withut Children t be Served with the requested funding Average Length f Stay in Prgram Cst Per Exit t Permanent and Nn-Permanent Husing Exits t Permanent Husing Exits t Other Husing Vacancy Rate Outcme Measures Numbers Still Permanently Hused after three (3) Mnths Numbers Still Permanently Hused after six (6) Mnths Numbers Still Permanently Hused after twelve (12) Mnths Rate f Increase in Emplyment/Earned Incme Rate f Increased Access t Mainstream Benefits Returns t Hmelessness RFP HML-HHAP Page 23 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

24 2) Describe the prcess intended fr meeting perfrmance measures- including resurces and activities. What indicatrs are used t determine that clients have achieved the desired perfrmance measures? Click here t enter text. 3) Describe yur experience with prgram evaluatin, including hw the prgram evaluates services and the impact n clients. Click here t enter text. 4) Describe the rganizatin s experience using the Hmeless Management Infrmatin System (HMIS) in Pierce Cunty. a. Please prvide the fllwing infrmatin: i. In what manner des yur agency participate in HMIS? Direct Entry (Typically referred thrugh Access Pint 4 Husing) r des nt currently participate? Click here t enter text. ii. If yur agency des nt currently participate in HMIS, please prvide an explanatin fr this status, and include the Agency s plan (including staffing) and timeline fr participating in HMIS. We ask that yu prvide a plan with at least fur (4) quantifiable measures (e.g., will begin prcess fr HMIS set up by DATE, will have five (5) staff trained by DATE, r will meet data cllectin requirements by DATE). In rder t demnstrate yur capacity t meet Pierce Cunty HMIS requirements, please als describe the types f data tracking and reprting yu currently d fr ther funders r partners. Click here t enter text. 5) Each agency is required t have staff wh have received at least the HMIS Basic End User Training in ServicePint. Indicate the number f staff and status f staff training: b. # f staff already trained, date(s) f training(s) and training type(s). Click here t enter text. c. # f staff needing training and training type Click here t enter text. 6) Evaluatin criteria will fcus n the quality and thrughness f yur data recrded in HMIS. The data in this reprt is used by HUD t assess the quality f data entered in HMIS and prvides bth prgram level and system level data. On June 3, 2013, HMIS generated the mst recent system-wide HMIS Data Quality Reprt. This will give yu the current status f yur data. Fr purpses f this applicatin element, a systemwide reprt will be generated n July 31, 2013, and the status f yur data will be evaluated as f that date. This gives yu the pprtunity t verify, crrect, and/r imprve yur data prir t that date. Yu may prvide a brief narrative here t explain the status f yur Agency s HMIS data. RFP HML-HHAP Page 24 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

25 Click here t enter text. E. Persnnel (Cmplete separate respnses fr each distinct prgram, and limit respnses t 3 pages per prgram) 1) In the table belw identify all psitins invlved in the peratin f the prgram and whether they are full r part-time. Psitin/Title License r Certificatin Required # f Emplyees FTEs 2) Wh will be respnsible fr the verall peratin f the prgram and what are their qualificatins? Click here t enter text. 3) Describe yur prcess fr ensuring yur staff has the necessary backgrund checks, trainings and certificatin/license required t prvide services. Click here t enter text. F. Fiscal Management (Cmplete nce, and include in each applicatin; limit respnses t 5 pages) 1) Please describe hw the rganizatin will assure the prper use and safeguarding f public funds. Des yur rganizatin have plicies and prcedures regarding the financial peratins f the rganizatin? Have recent reviews r audits f the rganizatin by a certified public accuntant r ther financial prfessinal identified any weaknesses in the rganizatin s financial internal cntrls? If s, please prvide the written reprt identifying the weaknesses and describe hw the rganizatin has respnded t the reprt. Click here t enter text. 2) Please describe yur rganizatin s current financial cnditin and utlk fr sustainability. If the rganizatin is facing financial challenges, describe what steps are being taken t strengthen the rganizatin s financial cnditin. Click here t enter text. RFP HML-HHAP Page 25 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

26 3) Describe the agency s fiscal management, including financial reprting, recrd keeping, accunting systems, payment prcedures, and audit requirements. Click here t enter text. 4) In the past seven (7) years, have any bankruptcy prceedings been initiated by r against the rganizatin (either under this name r ther names this rganizatin has dne business as) r is any bankruptcy prceeding pending by r against the rganizatin regardless f the date f filing? If yes, please attach a cpy f the bankruptcy petitin, shwing the case name, number, curt, initial filing date, applicable Bankruptcy Cde (chapters), and a cpy f the Bankruptcy Curt s discharge rder, r f any ther dcument that ended the case if n discharge rder was issued. Click here t enter text. G. Prgram Pririties (Cmplete nce and include in each applicatin) It is pssible that the Pierce Cunty may be unable t fund each f yur prpsed prgrams fully. Recgnizing that, please identify the pririty rder in which yu want each prgram funded and the amunt required fr each prgram. Prgram Name Priritize Amunt Pririty 1 Pririty 2 Pririty 3 Full Funding H. Prgram Budget (Cmplete separate respnses fr each distinct prgram, and limit respnses t 3 pages per prgram, excluding attachments) The Budget frms are prvided in the attached Excel wrk bk. Instructins fr cmpleting the frms fllw. In additin t submitting the budgets in hard (paper) frm, please include an electrnic cpy (CD r flash drive) f the budgets prepared in the Excel wrkbk. 1) Cmplete and attach tw (2) Prject Budgets, ne (1) fr each year, per applicatin. The budget is attached as Attachment A, with instructins n the last tw (2) pages f this sectin (VI.) a. Budgets shuld be cmplete, thrugh, and accurate, including a specific descriptin f each cst b. Budgets shuld include all ther financial resurces t be used in the prject. 2) If yu anticipate any changes t the year 2 budget, please describe these. Click here t enter text. 3) Prvide any ther relevant narrative accmpaniment t yur Prject Budget which yu wuld like the Review Team t knw in the space belw: RFP HML-HHAP Page 26 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

27 Click here t enter text. 4) Budget Pririties In the event full funding f each prpsed prgram is nt pssible, fr each activity r aspect f the prpsed prgram please identify in pririty rder the activities r aspects f the prgram yu want funded and the amunt required fr each aspect. Yu nly need cmplete the number f ptins yu feel are reasnable fr yur prgram. Pririty 1 Pririty 2 Pririty 3 Describe Aspect/Activity Amunt 5) Applicatin Budget Instructins In additin t submitting the budgets in hard (paper) frm, please include an electrnic cpy (CD r flash drive) f the budgets prepared in the Excel wrkbk. Overview: Allcatin amunts are fr a ne (1) year cntract perid. Budgets must be brken ut per year as fllws: Year One: January 1, 2014 t December 31, 2014 Year Tw: January 1, 2015 t December 31, Summary Budget: Cmplete Prgram Title, Agency and Cntract Perid. Requested Grant Revenues, Revenue Surces: Enter the grant amunt that yu are requesting frm the Pierce Cunty. Nn-Grant Matching Resurces: (Leave this blank since n match is currently required fr this RFP). Other Prgram Resurces: Enter surce and amunt f Other Resurces that are t be used in the prpsed prgram during the prgram year. (Include estimated fees, third party reimbursements, prgram incme, dnatins, r in-kind resurces in excess f matching requirements.) Nte whether the Other Resurces are cmmitted r prpsed. 2. Funding Surces Current Funding: Identify the current funding surces fr each prpsed prgram. If the prpsed prgram is new, then nte N/A fr nt applicable. RFP HML-HHAP Page 27 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

28 Cmmitted Funding: Identify all the cmmitted funding surces fr each prpsed prgram, fr each budget year. Prpsed Funding: Identify all the prpsed but uncmmitted funding surces fr each prpsed prgram, fr each budget year. 3. Expenditures Enter estimated csts f the prpsed prgram by funding categries. Shw whle dllars nly, n cents. With the exceptin f the Flexible Fund categry DO NOT change any eligible expenses under any categry. Clumn 1 is fr Administrative csts t be paid by the Pierce Cunty Grant, and clumn 2 is fr Prgram csts t be paid by the Pierce Cunty Grant. Clumn 3 is the sum f clumns 1 and 2. Clumn 4 is fr all ther resurces that will be applied t the prgram csts. The grand ttal in clumn 3 shuld equal the Ttal Funds Requested n Tab 1; and the grand ttal in clumn 5 shuld equal the Ttal Other Resurces n Tab 1. Under the Categry Flexible Fund Please identify the prpsed use f the funds. 4. Budget Narrative Tab 4 prvides the pprtunity t explain the basis f cst allcatins, justificatin fr increased csts frm prir cntract perids, and explanatins fr all categries f cst. Only categries budgeted in clumns 1 and 2 f Tab 3 may appear n this page. Explain agency administratin csts clearly frm prgram csts. 5. Detailed Salaries Identify each psitin t be supprted by Pierce Cunty grant revenues under this applicatin. Indicate whether a psitin is a full time r a part time psitin, percentage f their time prjected t be charged t the grant, the ttal mnthly wage (including all funds used t pay fr the psitin). Calculate the Mnthly Charge t the Grant by multiplying the % f Time t Grant by the Ttal Mnthly Salary Wage. The Ttal Charge t the Grant is calculated by multiplying the number f mnths cvered by the Grant times the Mnthly Charge t the Grant. If Administratin charges are separate frm Prgram charges, shw them separately n this frm. Ttal all grant salaries. Shw whle dllars nly, n cents. Ttal f salary detail page must balance t salary entries fr Grant expenditures n Tab 3. RFP HML-HHAP Page 28 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

29 ATTACHMENT B: REQUIRED SIGNATURE FORMS RFP HML-HHAP Page 29 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

30 ACKNOWLEDGEMENT OF REQUIRED ASSURANCES This page must be signed and submitted with the applicatin. Applicatins which d nt cntain a signed Acknwledgement f Required Assurances are ineligible fr cnsideratin. By submitting the accmpanying applicatin, and by my signature n this dcument, I understand and agree that any funding award resulting frm this slicitatin will require cmpliance with the signed agreement and with the regulatins, requirements, and plicies identified belw, including but nt limited t: Cmpliance with the requirements f the Americans with Disabilities Act Accessibility Guidelines; Cntract Wrk Hurs and Safety Standards Act (CWHSSA); Equal Emplyment Opprtunity Act; Minrity and Wmen s Business Enterprise (MBE/WBE); Lead Based Paint; Title VI f the Civil Rights Act f 1964, as amended; The Fair Husing Act; Equal Opprtunity in Husing Act; Age Discriminatin Act; Americans with Disabilities Act; Sectin 504 f the Rehabilitatin Act; Cmpliance with Office f Management and Budget (OMB) Circular A-133 A-21, A-87, A-110, and A-122 (as apprpriate); Cmpliance with plicies f Pierce Cunty Cmmunity Cnnectin; Cmpliance with federal and state laws requiring the safeguarding and disclsure f cnfidential infrmatin; Purchase f cmprehensive liability insurance and bnding, as required by Pierce Cunty; Cmpletin f an annual financial audit, and/r as applicable, prviding Pierce Cunty with a cpy f the rganizatin s audited financial statement; RFP HML-HHAP Page 30 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

31 Cmpletin and subsequent renewal f backgrund checks fr all emplyees, vlunteers, r interns wh will r may have unsupervised cntact with children r vulnerable adults; Maintaining prgram and financial recrds fr audit review, and prviding access t dcumentatin upn request by Pierce Cunty; Submissin f prgram and financial reprts, as required by Pierce Cunty; Certificatin that the firm, assciatin r crpratin r any persn in a cntrlling capacity r any psitin invlving the administratin f federal, state r lcal funds is nt currently under suspensin, debarment, vluntary exclusin, r a determinatin f ineligibility by any agency; has nt been suspended, debarred, vluntarily excluded r determined ineligible by any agency within the past three years; des have a prpsed debarment pending; has nt been indicted, cnvicted r has nt had a civil judgment rendered against said persn, firm, assciatin r crpratin by a curt f cmpetent jurisdictin in any matter invlving fraud r miscnduct with the past three years; Certificatin that the firm is nt bankrupt r under an administratin appinted by the Curt, r under prceedings leading t a declaratin f bankruptcy; and prvide any pending r knwn legal actins against the cmpany. Certificatin that, in the past seven years, the rganizatin has nt had any bankruptcy prceedings initiated against the Cntractr (whether r nt clsed) and that there are n bankruptcy prceedings pending by r against the Cntractr regardless f the date f filing; All pending r knwn litigatin/curt actin(s) have been disclsed in the applicatin. Verificatin f a new emplyee s eligibility t wrk legally in the United States; Pierce Cunty requires that all businesses which cntract with Pierce Cunty in excess f $25,000 and f duratin lnger than ne hundred twenty (120) days, and are nt specifically exempted by PCC , be enrlled in the Federal E-verify Prgram. The requirement extends t every subcntractr meeting the same criteria. Printed Name and Title Signature Date RFP HML-HHAP Page 31 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins

32 E-Verify Certificatin Organizatin: Prject Name: The undersigned declares, under penalty f perjury under the laws f Washingtn that: 1. The abve named firm is currently enrlled in and using the E-Verify system implemented n March 1, 2010 as utlined in PCC and will cntinue t use the E-Verify system fr s lng as wrk is being perfrmed n the abve named prject. 2. I certify that I am duly authrized t sign this declaratin n behalf f the abve named bidder/prpser. 3. I acknwledge that Pierce Cunty reserves the right t require a cpy f the Memrandum f Understanding between the cntractr listed abve and the Department f Hmeland Security certifying enrllment in the E-Verify prgram at any time. Failure t prvide the required Memrandum f Understanding within 10 days f request culd lead t suspensin f this cntract. Dated at Washingtn This day f, 20 Signature Printed Name RFP HML-HHAP Page 32 Hmeless Husing and Assistance Pierce Cunty Cmmunity Cnnectins