June 20, 2017

10:00 to 10:45 Part I – Terms and Conditions 1.0 Purpose/Background 2.0 Timeline 3.0 Period of Performance 4.0 Definitions

Permanent Supportive Housing Chronically Homeless Housing First Coordinated Entry

5.0 Evaluation Process 6.0 General Proposal Submittal Exhibit A – Sample Agreement

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10:45 to 11:30 Part II – Attachment A Tab A – Proposal Checklist Tab B – Proposal Cover Page Tab C – Company Profile/ Experience Tab D – Acknowledgements Tab E – Scope of Services Tab F – Reference Tab G – Bidder Attachment Tab H – Cost Proposal Tab I – Financial Statement Please refer to the RFP Attachment A

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11:30 to Noon Part III – Project Implementation Requirements Eligible participants Lease agreement Housing Quality Standard HMIS Participation Record Keeping Annual Performance Report Other HEARTH Act requirements Q&A

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DPSS on behalf of the County of Riverside Continuum of Care is seeking proposals from qualified parties to provide Permanent supportive housing projects that will primarily serve chronically homeless individuals and families, including unaccompanied youth under the 2017 HUD Continuum of Care Homeless Assistance Program Consolidated Application for the County of Riverside.

Funding for this RFP has not been finalized. The project(s) selected through this RFP will be placed in Tier 1or Tier 2.

DATE Release of Request for Proposals June 8 Mandatory Technical Assistance June 20 Deadline for Submission of Questions June 23

Responses will be posted no later than June 28

Deadline for Proposals All Proposals must be delivered to: County of Riverside 4060 County Circle Drive Riverside, CA 92503 RFP # DPARC-511 – 2016 HUD Homeless

July 6 by 1:30 p.m. Pacific Time

Independent Review Panel meeting July 12

Approve Tier 1 & Tier 2 by Board of Governance

TBA

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The 2017 HUD-CoC Program NOFA is for FY 2018-2019.

All projects have a one year grant term. It is recommended that new projects start on

July 1 and ends on June 30.

Permanent Supportive Housing (PSH) - provides indefinite housing assistance in community-based housing paired with supportive services to assist homeless individuals with a disability or families with an adult or child member with a disability achieve housing stability.

All program participants must be on a

lease/sublease for at least one year and must be renewable for terms that are a minimum of one month long, terminated only for cause.

Chronically Homeless (a) A “homeless individual with a disability,” as defined in section 401(9) of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11360(9)), who:

i. lives in a place not meant for human habitation, a safe haven, or in an emergency shelter; and ii. Has been homeless and living as described in paragraph (a)(i) continuously for at least 12 months or on at least four separate occasions in the last 3 years, as long as the combined occasions equal at least 12 months and each break in homelessness separating the occasions included at least 7 consecutive nights of not living as described in paragraph (a)(i). Stays in institutional care facilities for fewer than 90 days will not constitute as a break in homelessness, but rather such stays are included in the 12-month total, as long as the individual was living or residing in a place not meant for human habitation, a safe haven, or an emergency shelter immediately before entering an institutional care facility;

(b) An individual who has been residing in an institutional care facility, including a jail, substance abuse or mental health treatment facility, hospital, or other similar facility, for fewer than 90 days and met all of the criteria in paragraph (a) of this definition, before entering the facility;

(c) A family with an adult head of household (or if there is no adult in the family, a minor head of household) who meets all of the criteria in paragraph (a) or (b) of this definition (as described in Section I.D.2.(a) of this Notice), including a family whose composition has fluctuated while the head of household has been homeless.

Definition of “chronically homeless” provides a way to prioritize people with longest histories of homelessness and most severe needs.

Seeks to ensure that persons with the highest needs are prioritized for permanent supportive housing.

Housing First The Housing First model is an approach to: 1) quickly and successfully connect individuals and

families experiencing homelessness to permanent supportive housing;

2) without barriers to entry, such as sobriety, treatment or service participation requirements; or

3) related preconditions that might lead to the program participant’s termination from the project.

Has the project removed the following barriers to accessing housing and services? (Select ALL that apply):

Having too little or little income; Active or history of substance abuse; Having a criminal record with exceptions for

state-mandated restrictions; and Fleeing domestic violence (e.g., lack of a

protective order, period of separation from abuser, or law enforcement involvement).

Has the project removed the following as reasons for program termination? Check the box next to each item to confirm that your project has removed (or never had) reasons for program participant termination related to each of the following: Failure to participate in supportive services; Failure to make progress on a service plan; Loss of income or failure to improve income; Fleeing domestic violence; and Any other activity not covered in a lease agreement

typically found in the project’s geographic area. If all of these reasons for program termination still exist select “None of the above.”

Coordinated Entry System - help communities prioritize assistance based on vulnerability and severity of service needs to ensure that people who need assistance the most can receive it in a timely manner. CES also provides information about service needs and gaps to help communities plan their assistance and identify needed resources.

All CoC funded programs are required to participate in CES. Coordinated entry is a powerful tool designed to ensure that homeless

persons are matched with the right intervention, among all of the interventions available in the CoC, as quickly as possible.

It standardizes the access and assessment process for all clients and coordinates referrals across all providers in the CoC.

When providers intake and assess clients using the same process, and when referrals are conducted with an understanding of all programs, including their offered services and bed availability, participants can be served with the most appropriate intervention and not with a “first come, first served” approach.

The following is from CPD-17-01: Notice Establishing Additional Requirements for a Continuum of Care Centralized or Coordinated Assessment System (p. 11):

Lowering Barriers. CoCs must maintain Coordinated Entry

written standards that prohibit the coordinated entry process from screening people out of the coordinated entry process due to perceived barriers related to housing or services, including, but not limited to, too little or no income, active or a history of substance use, domestic violence history, resistance to receiving services, the type or extent of disability-related services or supports that are needed, history of evictions or poor credit, lease violations or history of not being a leaseholder, or criminal record–with exceptions for state or local restrictions that prevent projects from serving people with certain convictions.

DPSS Threshold Review Proposal checklist and attachments Cost and Financials ◦ Cost/Budget Narrative ◦ Financial Statement

Proposal Cover Page Company/Organization Profile and Experience References Contracts awarded for the last five years For funded agencies – performance and compliance of

previous or existing grants

The CoC Independent Review Panel will review applications in the following areas: I. Eligibility of proposed activity II. Applicant eligibility III. Applicant spending history on current homeless assistance grants, if

applicable IV. Eligibility of population to be served V. Capacity of the project sponsor to perform as proposed, including

progress data related to any current or prior CoC project VI. Cost effectiveness VII. Participation within the Continuum of Care VIII. The project must fill an identified gap/priority in the Continuum of

Care system and be consistent with the goals and objectives of the system

IX. Utilization and collaboration with other community agencies for provision of services

X. Agreement to participate in the local HMIS system

HUD will review all new project applications to determine if they meet the following project quality threshold requirements with clear and convincing evidence. (1) To be considered as meeting project quality threshold, new permanent housing–permanent supportive housing and rapid rehousing–project applications must receive at least 3 out of the 5 points available for the criteria below. New permanent housing project applications that do not receive at least 3 points will be rejected. a) Whether the type of housing and number and configuration of units will fit the needs of the program participants (e.g., 2 or more bedrooms for families) (1 point); b) Whether the type of the supportive services that will be offered to program participants will ensure successful retention or help to obtain permanent housing–this includes all supportive services, regardless of funding source (e.g., child care for families with children, case management, life skills, drug counseling) (1 point);

(c) Whether the specific plan for ensuring that program participants will be individually assisted to obtain the benefits of the mainstream health, social, and employment programs for which they are eligible to apply meets the needs of the program participants (e.g., Medicare, Medicaid, SSI, Food Stamps, local Workforce office, early childhood education) (1 point); (d) Whether program participants are assisted to obtain and remain in permanent housing in a manner that fits their needs (e.g., allows the participant the mobility to access needed services, case management follow-up, additional assistance to ensure retention of permanent housing)(1 point); and (e) Whether at least 75 percent of the proposed program participants come from the street or other locations not meant for human habitation, emergency shelters, safe havens, or fleeing domestic violence (1 point).

Additionally, HUD will assess all new projects for the following minimum project eligibility, capacity, timeliness, and performance standards: Project applicants must have satisfactory capacity, drawdowns, and

performance for existing grant(s) that are funded under the SHP, S+C, or CoC Program, as evidenced by timely reimbursement, regular drawdowns, and timely resolution of any monitoring findings;

Project applicants must demonstrate they will be able to meet all timeliness standards.

Project applicants with existing projects must demonstrate they have met all project renewal threshold requirements of this NOFA.

HUD reserves the right to deny the funding request for a new project, if the request is made by an existing recipient that HUD finds to have significant issues related to capacity, performance, unresolved audit or monitoring finding related to one or more existing grants, or does not routinely draw down funds from eLOCCS at least once per quarter.

All proposals shall be signed by an authorized agent and placed in a sealed package clearly marked “Bidder Proposal. RFP # DPARC-546 – 2017 HUD Homeless”

One (1) original copy in a 3-ring binder one (1) (Microsoft Word or PDF document formatted on a virus free flash drive in the original binder only.

Binder capacity should be a minimum of 2” (two inches) to allow for ease of referencing various sections. (Small binders that are over stuffed or difficult to open may count against the bidder).

Proposals must be typed uniformly on letter size (8 ½ ” x 11”) sheets of white paper, single sided or double sided, each section clearly titled, with index dividers labeled Tabs A – I, and each page clearly and consecutively numbered.

Proposals should include: Tab A – Proposal Checklist Tab B – Proposal Cover Page (signed by Authorized Signatory) Tab C – Company Profile/Experience Tab D – Acknowledgments Tab E – Scope of Services Tab F – References Tab G – Bidder Attachment Tab H – Cost/Budget Narrative Tab I – Financial Statement

Bidder must include a response with detailed description of how the proposed project will: conduct street outreach and engagement to chronically homeless

individuals and families and assist them in obtaining PH; identify and reduce program barriers for the chronically homeless in

order to increase their access to available services and housing; address enrollment and outreach activities to ensure homeless

individuals and families are accessing available mainstream benefits; implement a proactive Housing First approach; identify, engage, and connect unsheltered chronically homeless

individuals and families with appropriate PSH and supportive services in order to maintain their housing;

work with chronically homeless persons daily; create new PSH beds for chronically homeless individuals and

families based on a Housing First Model with rental assistance; and carry-out the scope and intent of HUD’s PSH Component.

Budget

Website for the CoC Program Interim Rule 24 CFR Part 578

https://www.hudexchange.info/resource/2035/coc-program-interim-rule-formatted-version/ Double-click on the budget table on page 18 - it will

open up like an Excel spreadsheet so you can populate it. When you click out of it, it will close with your information in it.

In the budget table there is a column titled "FTE". If you have staff included in that budget line, please indicate how many FTE's it includes.

Use this narrative box to explain how your project will be using the budget you have proposed.

How you propose to meet the match requirement and any other information we would need to be able to properly review your budget to ensure it fits the project needs.

- This narrative box should contain information to demonstrate that your agency has "an accounting system that is operated in accordance with generally accepted accounting principles or has designated a fiscal agent that will maintain a functioning accounting system for the organization in accordance with generally accepted accounting principles" (See 24 CFR Part 578.3 Definitions - Private nonprofit organization (3).

◦ All component types, must provide at least 25% of Match (cash and/or in-kind) of the total grant request, including Admin costs, but excluding leasing. ◦ Match documentation should be submitted with the

project application and will be required before the execution of a grant agreement. ◦ HUD posted FAQs related to Match at

www.hudexchange.info/coc/faqs/

On December 4, 2015, HUD released the Final Rule on Defining “Chronically Homeless”. This final rule establishes the definition of “chronically homeless” that will be used in HUD’S CoC Program

Program participants admitted after January 15, 2016 in dedicated or prioritized PSH must meet the definition included in the final rule

1) A “homeless individual with a disability,” as defined in the Act, who:

• Lives in a place not meant for human habitation, a safe haven, or in an emergency shelter; and

• Has been homeless continuously for at least 12 months or on at least 4 separate occasions in the last 3 years where the combined occasions must total at least 12 months Occasions separated by a break of at least seven nights Stays in institution of fewer than 90 days does not constitute a

break

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2) An individual who has been residing in an institutional care facility for fewer than 90 days and met all of the criteria in paragraph (1) of this definition, before entering that facility; or

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3) A family with an adult head of household (or if there is no adult in the family, a minor head of household) who meets all of the criteria in paragraphs (1) or (2) of this definition, including a family whose composition has fluctuated while the head of household has been homeless.

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The recipient must maintain and follow written intake procedures that: Require documentation at intake verify CH status Establish the following order of priority of

obtaining evidence: Priority 1 - Third-party Priority 2 - Intake worker observation Priority 3 - Certification from the person seeking assistance

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Third party documentation is preferred; however: For all clients, up to 3 months can be documented

through self-certification. In limited circumstances, up to the full 12 months can

be obtained through self-certification. Single encounter in month is sufficient to consider

household homeless for entire month unless evidence of a break.

If third-party documentation cannot be obtained, a written record of intake workers due diligence to obtain, the intake worker’s documentation of the living situation, AND the individual’s self-certification of the living situation.

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Continuum of Care Program participants residing in permanent housing must have a lease or sublease that has a term of at least one year, is automatically renewable upon expiration for terms that are at least one month long and is terminable only for cause.

HUD has determined that requiring a lease for a term of at least one year assists program participants in obtaining stability in housing.

Sub-recipients prior to providing assistance on behalf of a program participant, must physically inspect each unit to assure that the unit meets housing quality standards.

This requirement is designed to ensure that program participants are placed in housing that is suitable for living.

Housing provided to a CoC program participant must be decent, safe, and sanitary.

Applies to leased housing and where rental assistance payments are made.

1. Sanitary facilities 2. Food preparation and refuse

disposal 3. Space and security 4. Thermal environment 5. Illumination and electricity 6. Structure and materials 7. Interior air quality 8. Water supply 9. Lead-based paint 10. Access 11. Site and neighborhood 12. Sanitary condition 13. Smoke Detectors

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All unis must be inspected at least annually during the grant period to ensure that the units continue to meet HQS compliance

Assistance will not be provided for units that fail to meet HQS, unless the owner corrects any deficiencies within 30 days from the date of the initial inspection and the recipient or sub-recipient verifies that all deficiencies have been corrected.

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This requirement is designed to ensure that program participants are placed in housing that is appropriate for the household’s size: The dwelling unit must have at least one bedroom or

living/sleeping room for each two persons. Children of opposite sex, other than very young

children, may not be required to occupy the same bedroom or living/sleeping room.

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All CoC funded programs are required to participate in HMIS

A Homeless Management Information System (HMIS) is a local information technology system used to collect client-level data and data on the provision of housing and services to homeless individuals and families.

Required for all CoC Program-funded PSH that is required to serve the chronically homeless or prioritize beds for chronically homeless individuals or families.

Evidence must be kept in the program participant file

in order to demonstrate that an individual or family met the definition of ‘‘chronically homeless’’ at the point of entry into a program.

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All CoC Program recipients must complete a CoC APR in Sage.

Subrecipients have 60 days from the end of their operating year to submit their APR to DPSS

The APR is due to HUD 90 days from the end of their operating year.

The information you report in your APR must match the data saved within your HMIS

Uses of APR By HUD - to track the progress and accomplishments of projects By HUD – to verify compliance and as part of threshold review for

CoC NOFA application CoC Review and Evaluation Committee

Participation of Homeless Individuals Faith-based Activities Involuntary Family Separation Discrimination Policy

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http://www.hud.gov/esnaps

FY 2017 CoC Program Registration https://www.hudexchange.info/resources/documents/FY-2017-CoC-Program-Registration-Notice.pdf CoC Program: Grant and Project Administration Requirements https://www.hudexchange.info/training-events/courses/coc-program-grant-administration/ CoC Interim Rule https://www.hudexchange.info/resources/documents/CoCProgramInterimRule_FormattedVersion.pdf Housing First in Permanent Supportive Housing https://www.hudexchange.info/resources/documents/Housing-First-Permanent-Supportive-Housing-Brief.pdf CPD Notice - 16-11 Notice on Prioritizing Persons Experiencing Chronic

Homelessness and Other Vulnerable Homeless Persons in Permanent Supportive Housing

https://www.hudexchange.info/resources/documents/notice-cpd-16-11-prioritizing-persons-experiencing-chronic-homelessness-and-other-vulnerable-homeless-persons-in-psh.pdf

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Please complete the Evaluation Form