CITY OF POMONA SUPPORTIVE HOUSING PROGRAM STREET OUTREACH PROGRAM
REQUEST FOR PROPOSALS
I. BACKGROUND
The City of Pomona is seeking a qualified agency to work in conjunction with the City to fulfill its Supportive Housing Program – Street Outreach Program as granted to the City through the Los Angeles Homeless Services Authority. Funding is provided by the Department of Housing and Urban Development (HUD). Only homeless provider organizations that meet the "Minimum Requirements" will be considered for application.
The City is releasing this RFP concurrently with a Request for Proposals Application for the Supportive Housing Program funded Pomona Homeless Outreach Program. Agencies are encouraged to apply for both programs. It is the intent of the City that these programs operate with efficiency utilizing a common eligibility screening and referral process and mutually supportive case management and inter-services support system.
Program Description: The proposed project will provide street outreach, case management and referral services to three hundred (300) homeless persons annually, including individuals and families with children. This will be done through mobile outreach by vehicle and on foot. The Street Outreach Team will work with several City of Pomona departments including Housing and Homeless Services, Code Enforcement, the Police Department, the Library and Public Works. The Outreach Program will be a combined effort of the City of Pomona’s Homeless Services Coordinator, a liaison from the Code Enforcement Division and the Street Outreach Team. Any awarded sponsor must adhere to the parameters of the City's SHP contract with the Los Angeles Homeless Services Authority.
Population Served: Homeless individuals and families living in places not meant for human habitation, both public and private; as well as those living in tentative situations such as emergency vouchered motel rooms and shelters.
Facility Location: The Outreach Team is co-located with the City of Pomona Transitional Living Center in a building owned by the City and leased to the agency implementing the Transitional Living Center Program for one dollar per year. City of Pomona Street Outreach Program RFP
Program Goals: Identify un-served and underserved members of the homeless population of the City and provide:
1. Systematically assist clients in identifying, applying for and obtaining benefits under the following mainstream health and social services programs as appropriate: SSI, SSDI, General Public Assistance, TANF, Medicaid, SCHIP, Food Stamps, and Veterans Health Care and Income programs, Unemployment Income and Benefits, and Section 8. 2. Supply transportation assistance for clients to attend mainstream benefit appointments, employment training, job interviews or jobs. 3. Develop and use a single application form for SSI, SSDI, Social Security, GR, TANF, Veterans Income, Unemployment Income and Benefits, Veterans’ Health Care, Medicaid and Food Stamps. 4. Ensure that families with school-aged children connect too appropriate services including early childhood educations programs such as HEAD Start, Part C of Individuals with Disabilities Education Act and McKinney-Vento education services. 5. Provide placement in emergency shelter, transitional housing or permanent housing 6. Link participants with specific conditions to appropriate services including those with physical disabilities, developmental disabilities, chronic health issues, HIV/AIDS, mental health or substance abuse issues.
Funding Available
The award amount for support services and administration of this grant is approximately $200,000 annually, renewable annually. The actual grant amount is contingent upon award of the full funding amount from HUD and the Los Angeles Homeless Services Authority. The grant period for program operation will run from April 1, 2012 through March 31, 2013, with an annual renewal through a competitive process.
Continuation of Funding
Pursuant to the terms of the grant agreement between the Department of Housing and Urban Development (HUD) and the City of Pomona, continuation of funding for this project is contingent upon the satisfactory fulfillment of the stated goals of the grant agreement between HUD, the City and the agency. Organizations must expect to meet the goals and objectives of the project as stated in the contract and hold to high standards of effort and accomplishment. Failure to achieve contracted goals and comply 2 of 41 City of Pomona Street Outreach Program RFP with contract provisions will lead to potential de-obligation and termination of funds to sponsor. This grant has renewal obligations attached to it.
Formula and Matching Requirements:
The required SHP match of 80% of supportive service expenses is built into the budget and will be covered by the City. Some leveraging requirements apply to this project.
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Leveraging:
Substantial leverage has been built into the project in the original application submitted by the City to LAHSA. The contracted agency will be expected to utilize, renew, expand or replace the leverage each year and provide Memoranda of Understanding verifying the project leveraging.
Reporting: The submission of an Annual Performance Report (APR) for this project is required each year. Ongoing submission of client level data into the Los Angeles Homeless Management Information System is mandatory. Other documentation for this project will include maintaining detailed client lists and files with back-up documentation, maintaining and submitting monthly invoices with copies of all source documentation for reimbursement requests, monthly project narratives, and progress toward goal reports.
II. AUTHORITY
The Supportive Housing Program is authorized by Title IV of the Stewart B. McKinney Homeless Assistance Act (the McKinney Act) (42U.S.C. 11381-11389), and re- authorized under 24 CRF Parts 91, 576, 582, and 583 [Docket No. FR-5333-F-02] RIN 2506-ac26, Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH Act). It is designed to promote the development of supportive housing and supportive services to assist homeless persons in the transition from homelessness to permanent housing. Title 24, Code of Federal Regulations (CFR) Part 583, governs this Program. The City of Pomona is the grantee of this funding and authorizes the awarded sponsor the operation of the program on its behalf.
MINIMUM REQUIREMENTS
Applicants must be a 501(C) 3 non-profit organization or a government entity.
Private non-profit organizations or faith-based organizations must have at least three years (36 months) of direct experience assisting the homeless. Due to the clientele served by this program, preference will be given to those who have experience working with street outreach, preferable in the City of Pomona.
Applying organization must be Pomona-based.
Board and/or advising board should be representative of the community, your organization's service population, and homeless or formerly homeless persons. Homeless or formerly homeless persons must be involved in planning and/or operation of project. 4 of 41 City of Pomona Street Outreach Program RFP
Applying agencies must have established fiscal management and administrative policies. They must also have fiscal staff that that is familiar with the policies, guidelines, and requirements of SHP applicable OMB Circulars and Federal regulations (i.e. Title 24-CFR-Part 583 and OMB Circulars A-87, A-110 and A-122)
Applying agencies must be in good standing with all federally funded grants they have been awarded, with no past due obligations or outstanding findings.
Applying agencies must be represented at the Pomona Continuum of Care Coalition (PCOCC) monthly meetings on a regular and consistent basis.
Project should be able to demonstrate bilingual capacity through paid or volunteer staff on-site or on-call.
The awarded Sponsor must be willing to:
Work with City staff in developing and implementing the project. Collaborate with other homeless providers in the operation of the project; Adhere to the City’s reporting and monitoring requirements; Use common reporting software as specified by the City and LAHSA; Utilize the Homeless Management Information System when operational; Participate in training and coordination meetings; Collect and maintain program data as specified by the program monitor; Cooperate with related research and evaluation activities; Prioritize referrals from homeless service providers within the City's Continuum of Care System; Meet high standards of professionalism in implementing the project; Conform to standards as set forth in federal and state regulations regarding Non- Discrimination/Equal Access and the American's with Disabilities Act.
IV. ELIGIBLE ACTIVITIES
The eligible activities for this project are outlined within the technical submission and subsequent funding contract the City of Pomona, as sponsor, has with LAHSA. Eligible categories for funding under this SHP grant include supportive services costs and administrative costs. The successful applicant agency will adhere to the budget as submitted to LAHSA by the City of Pomona and detailed in the application and final contract. The eligible funded expenses for this project include the following.
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Supportive Services Costs Eligible expenses for this project include: Staffing, utilities, insurance, cell phones with service, office supplies, printing & postage, equipment rental, transportation/mileage, vehicle maintenance & gas. The program comes with computer and office furnishings and equipment and a van. The HUD and LAHSA approved budget shown in the budget section of this RFP provide the allowable line items approved during the initial competitive proposal process.
Administrative Costs Five percent of the SHP funds may be used for paying costs of administering the grant. For this grant the administrative costs will be shared between the City of Pomona and the project sponsor. Eligible administrative activities for this grant include: auditing amount in proportion of the grant to the organizational budget, preparation of HUD reports for this grant, and accounting for the use of funds.
V. INELIGIBLE ACTIVITIES
This is a Supportive Services Only project. Operational activities and costs are not eligible. All costs covered by this grant are specified in the budget as submitted by the City of Pomona to The Los Angeles Homeless Services Authority. Any activities and costs other than those specifically provided for in the approved final technical submission and contract are ineligible.
VI. PROGRAM EQUIPMENT Equipment procured for use of this project is property of the project and are subject to the policies, guidelines and requirements of OMB Circulars A-110 and A-122.
VII. IMPORTANT DATES
In implementing an SHP project, the grantee must comply with certain requirements at specific times. Some of these times are specified in the SHP program regulations; others are specified in the NOFA and grant agreement. This section describes the important dates of this contract.
Contract Effective Date The selectee’s effective date will begin when a completed contract between the City of Pomona and the agency is fully executed by both parties. No expenses may be incurred on behalf of this project by the sub-recipient until the contract is executed. The contract is annually renewable dependent upon the availability of federal funding, funding renewal by LAHSA, and the desire of both the City and the subrecipient to continue the contractual relationship.
Operating Start Date 6 of 41 City of Pomona Street Outreach Program RFP The applicable dates for this project cycle are April1, 2012 through March 31, 2013. These dates are significant for two reasons. First, they dictate the beginning and end dates of the grant's funding term. Second, the operating start date starts the clock for submission of required annual progress reports.
The start date for the subrecipient will be April 1, 2012. Start up will begin at this time based upon a fully executed contract prior to that date.
Milestones The City is the sponsor for this project. The sponsor submits project milestones as part of the annual renewal process, and the milestones submitted are incorporated into the grant agreement. HUD or LAHSA may de-obligate funds if serious delays occur which are within the control of the sponsor.
LAHSA compares the sponsor’s application milestones with actual progress and with information submitted in the Annual Performance Report (APRs). Significant deficiencies regarding milestones could result in corrective measures or cancellation of the grant. The awarded agency will be expected to document and provide all necessary information required to report progress based upon these milestones.
Timeliness of spending grant funds Since SHP funds are intended for immediate use to assist people experiencing homelessness, it is necessary for a project to maintain a progressive schedule. In addition to the development of milestones, the selectee will be expected to make timely, monthly billings of expenses from their budget.
The successful applicant agency will be the project sub-sponsor. The project sub- sponsor will submit monthly progress reports and billings for reimbursement of allowable costs to the City at the beginning of each month for the previous month’s activity throughout the grant period and will expend all funds during the grant period.
VIII. PROGRAM DESIGN AND BUDGET
EXHIBIT 1 attached to this RFP specifies in detail the program design, outreach approach, the coordination between the City and the agency Outreach Team, as well as the budget for this project. Please review Exhibit 1 before completing and submitting this Request for Proposals. By submitting this application the agency acknowledges the project as designed and submitted to LAHSA by the City of Pomona, and expresses its intent to carry out the project as designed within the budget offered.
IX. SELECTION CRITERIA
7 of 41 City of Pomona Street Outreach Program RFP Key to the successful operation of the Street Outreach Program are 1) Outreach experience of the contracting agency and team; 2) The key outreach staff, including bilingual capabilities, education and experience in working with the homeless and diverse populations; 3) Fiscal administration ability and, 4) Collaborative effort.
Applications will be scored accordingly. Please note item C. The City is releasing this RFP concurrently with a Request for Proposals for the Supportive Housing Program funded Pomona Transitional Living Center. Agencies are encouraged to apply for both programs. It is the intent of the City that these programs operate with efficiency utilizing a common eligibility screening and referral process and mutually supportive case management and inter-services support system.
Agency experience and qualifications 15 Qualifications of Key Staff fulfilling the outreach activities including experience, education, and tenure 15 Agency application to the PTLC RFP 25 Fiscal Administration Capacity 25 Collaborative Effort 20 Total Points Available: 100
POINT SCALE 91 – 100 Exceptional 81 – 90 Good 71 – 80 Fair Below 70 Poor response/minimum requirement no met
EVALUATION PROCESS
City staff will evaluate all submitted proposals meeting minimum requirement guidelines. No member of the evaluation team will have any financial interest in potential funding awards; be an agent, employee, or officer of an applying organization, or have financial interest in any organization whose application will be considered. Each proposal will be evaluated based on its own merits for content, responsiveness, conciseness, clarity, relevance, and strict adherence to the instructions in this RFP. Awards will be based on the proposal submitted.
The committee recommendation will be presented to the City Council for final decision.
The City Council will select the bidder determined by the evaluation committee to meet the qualifications stated in this RFP and that it believes will have the greatest success in operating the SHP Street Outreach Program.
The City reserves the rights to accept or reject any or all proposal and may select, 8 of 41 City of Pomona Street Outreach Program RFP negotiate with, and enter into agreement with such agency that is determined by the City to be best qualified to provide the services which are in the best interests of the City. The City may agree to such terms and conditions as it may determine to be in its best interest.
X. NOTIFICATION AND APPEALS
Applicants will be notified promptly of funding recommendations. Applicants should note that a recommendation to fund does not constitute a contract. Funds will only be committed and released to the agency upon execution of a final contract. Any expenditure made prior to the execution of a contract will be at the provider's own cost.
The City’s review process entails three levels of review prior to final authorization. First, City staff will assess each application and then submit a recommendation for funding. Secondly, City Administration reviews and submits a Staff Report to Council. Thirdly, the Council reviews and authorizes final awards for funding. Appeals should be submitted in writing to:
Grants Administration City of Pomona 505 S. Garey Avenue P.O. Box 660 Pomona, CA 91769
A. Oral Presentations An oral presentation is not required.
B. Right to Negotiate Proposals The City reserves the right to negotiate any price or provisions, accept any part, or all parts, of any or all proposals, whichever is in the best interest of the City and the taxpaying public.
XII. DEFINITIONS
Homeless On November 15, 2011, HUD published the final rule on the definition of homelessness, which integrates the regulation for the definition of "homeless," and the corresponding recordkeeping requirements, for the Emergency Solutions Grants program, the Shelter Plus Care program, and the Supportive Housing Program.
The proposed rule was released and provided necessary clarification on terms within the statutory definitions of "homeless," "homeless individual," "homeless person," and "homeless individual with a disability" and contained proposed recordkeeping 9 of 41 City of Pomona Street Outreach Program RFP requirements designed to assist communities appropriately document an individual or family's homeless status in the case file.
Only programs serving homeless persons or families as defined under HUD's Federal regulation will be considered. A homeless person is defined under Federal regulations as:
1. Individuals and families who lack a fixed, regular, and adequate nighttime residence and includes a subset for an individual who resided in an emergency shelter or a place not meant for human habitation and who is living in an institution where he or she temporarily resided;
2. Individuals and families who will imminently lose their primary nighttime residence;
3. Unaccompanied youth and families with children and youth who are defined as homeless under other federal statutes who do not otherwise qualify as homeless under this definition; and
4. Individuals and families who are fleeing, or are attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or a family member.
Private Nonprofit Organization:
Eligible under this definition is any secular or religious organization described in Section 501 (c) of the Internal Revenue Code of 1988 which (a) is exempt from taxation under Subtitle A of the Code; (b) has an accounting system and a voluntary board; and, (c) practices nondiscrimination in the provision of assistance.
Funding Source is the Department of Housing and Urban Development
Grantee is The Los Angeles Homeless Services Authority Sponsor is The City of Pomona Sub-sponsor will be the agency awarded the contract by the City of Pomona
XIII. INSTRUCTIONS FOR PROPOSAL PREPARATION
1) General Guidelines
A. Each applicant agency must submit a completed application;
B. All information should be submitted in the order in which it is presented and labeled in the application; 10 of 41 City of Pomona Street Outreach Program RFP
C. Proposals should be typed, or word-processed, in 12 point font, regular character spacing (not condensed) and assembled with a simple and secure method of fastening. Copies should be clean, legible, and complete. Please do not include bound documents as attachments; staple or binder clip only. Submit one original and two copies of the application. To assist the reviewers in reading the proposal, please index tab each major heading utilizing the same header language as the RFP. Number the pages of the proposal. All signatures on the original must be live signatures executed by an authorized officer or signatory given power to sign for the agency by the board of directors.
D. Review the Application Check List to verify the completeness of your proposal. Please submit complete proposals that include 1) the completed Cover Page and Sections I – IX. Submitted completed to the City of Pomona Purchasing Department by the due date, February 28th, 2012, by 4:00 p.m.
E. The City may require a meeting with key agency staff.
2) Cover Page
This is the first page of your proposal. Please do not omit any information requested; fill in each requested item completely, even if the information is duplicative. The Executive Director, or the lead responsible officer of your agency, authorized to bind the firm to all comments made in the proposal, must sign this page. Make sure that the "full legal name" on the Cover Page of the attached application is the exact legal name of the applicant agency.
3) Required Supporting Documentation
Applicants must meet the following eligibility criteria or they will not be considered for funding. All information should be submitted in the order in which it is presented and labeled in the application:
A. All applicants must have been incorporated and operational before submission, with 1) proof of 501(c) 3 Federal tax-exempt status and 2) current registered California non-profit tax-exempt corporation status.
B. All applicants must submit the following documentation in good form with your submission:
1. 501(c) 3 IRS Letter 2. Articles of incorporation, including amendments if applicable 3. By-laws of the corporation
11 of 41 City of Pomona Street Outreach Program RFP 4. Copy of the most recent audited financial statements or single audit report 5. A Copy of fiscal and accounting procedures 6. Organizational chart 7. Roster of the Board of Directors, including professional and community affiliations. 8. Advisory Board roster if necessary to meet the homeless contribution to agency decision-making requirement 9. A written and signed statement from the agency's authorized representative certifying that there are no fiscal management reporting problems or unresolved disputes with previous or current funding sources, return of funds, or de-obligation of funds 10.A copy of bonding and insurance carried by your firm along with endorsement demonstrating type, amount of coverage and expiration dates and showing the City as co-insured for purposes of the project 11.Form W-9 Request for Taxpayer Identification Number and Certification
C. If contacted for a site visit, applicants must comply.
Pomona may request additional information from an applicant prior to making awards.
Pomona reserves the right to verify all references, reject all bids, and to request proposers to co-venture, if Pomona deems that to be appropriate. Pomona has the right to amend the RFP by written addendum. Pomona is responsible only for that which is expressly stated in the solicitation document and any authorized addenda thereto. Pomona is not responsible for and shall not be bound by any representations otherwise made by an individual acting or purporting to act in its behalf.
DEADLINE FOR SUBMISSION
ALL PROPOSALS MUST BE RECEIVED BY THE CITY'S PURCHASING DIVISION NO LATER THAN 4:00 PM on Tuesday, February 28th, 2012
Applicants are instructed to submit one original and two copies of the proposal with all required supporting documentation. Clearly marked "original" in large type on the cover of original). Submit proposal packets to:
12 of 41 City of Pomona Street Outreach Program RFP Purchasing Division City of Pomona 505 S. Garey Avenue, P.O. Box 660 Pomona, CA 91769
Mailed or delivered applications will be accepted, however, postmark will not be accepted as proof of delivery date. Faxed or e-mailed proposals will not be accepted. Applicants are reminded that use of commercial delivery services usually results in the actual delivery being hand-carried by a messenger. A hand-carried application delivered by such a messenger after the exact date and time specified will be considered late and will not be accepted or reviewed.
A Word document format electronic copy of this document may be downloaded at the City of Pomona Website, www.ci.pomona.ca.us. Please direct inquiries regarding this RFP in writing to [email protected].
APPLICATIONS WILL NOT BE ACCEPTED BY FACSIMILE (FAX) MACHINE
13 of 41 City of Pomona Street Outreach Program RFP STREET OUTREACH PROJECT APPLICATION COVER PAGE
AGENCY NAME:
Agency Address
Local Address
Mailing Address
EXECUTIVE DIRECTOR:
Phone Number FAX
Please circle one: Agency Address Local Address Mailing Address
PROGRAM DIRECTOR:
Phone Number FAX
Please circle one: Agency Address Local Address Mailing Address
PERSON TO CONTACT regarding question about this Application
Phone Number FAX
Please circle one: Agency Address Local Address Mailing Address
FINANCE DIRECTOR
Phone Number FAX
Please circle one: Agency Address Local Address Mailing Address
PERSON TO Receive Mailed re: this grant:
14 of 41 City of Pomona Street Outreach Program RFP APPLICATION CHECKLIST (SUBMIT WITH YOUR APPLICATION) Please note any documents to follow with an * and submit promptly. CHECK WHEN COMPLETED
I. Program Design Statement II. Organizational Experience and Qualification III. Key Staff Descriptions IV. Capacity to Site V. Fiscal Administration VI. Collaborative Effort VII. Community Involvement VIII. Bilingual Capacity
IX. Match Requirements Supporting Documentation Board of Directors Affidavit Statement of Certification SHP Compliance Requirements Religious Compliance (if applicable) Appeals Process for Termination Certification of Non-Discrimination Statement of Non-Collusion Lobbying Equal Employment Opportunity
15 of 41 City of Pomona Street Outreach Program RFP Minority Business Questionnaire MWBE Information Form Procurement Practices Insurance Requirements Business License W-9 Taxpayer ID # and Certification
I. PROGRAM DESIGN
I certify that the agency director, the program director and the fiscal manager responsible for billing reimbursements for this program have reviewed the program design as detailed in Exhibit 1 of this application. ______(agency) agrees to operate the Street Outreach Program as outlined in Exhibit 1. If changes are made to the milestones of this program by the City of Pomona or LAHSA, in response to HUD requirements, ______selected as (agency) the successful sub-sponsor, will adopt any required changes in carrying out the Street Outreach Program.
Agency Director
______Signature Date
Print Name and Title
Program Director
______Signature Date
16 of 41 City of Pomona Street Outreach Program RFP Print Name and Title
Finance Manger
______Signature Date
Print Name and Title
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II. ORGANIZATIONAL QUALIFICATIONS AND EXPERIENCE
1. Provide a summary of your organization's experience in working with the targeted population of this project. Include any program that your agency has administered that is similar.
2. Provide a summary of the qualifications your organization has to carry out the proposed project.
III. KEY STAFF
1. Provide names and titles of key staff members that will carry out the Outreach Program Team activities a. For each key staff member provide information regarding i. Experience working with the target population and similar programs ii. Applicable training and education iii. Tenure and stability with the agency
IV. FISCAL ADMINISTRATION
1. Fiscal Management: Briefly describe your organization's accounting and financial reporting system. Discuss the internal controls used to ensure the safeguarding of funds and proper classification of expenditures to ensure that a thorough record of expenditures can be provided for purposes of an audit.
2. Fiscal Administration: Please indicate the appropriate answers to the following questions, if yes is answered to any of the first three questions please explain the circumstances on a separate piece of paper:
18 of 41 City of Pomona Street Outreach Program RFP Yes No In the past ten years, has your organization ever had its nonprofit status revoked or withheld by the IRS, the Secretary of State, the State Attorney General, or the Franchise Tax Board? Yes No Are any of your managers or staff with fiscal responsibilities presently involved in litigation that has any bearing on fiduciary trust or employee relations? Yes No Does your organization currently have any unresolved fiscal, reporting, or program issues with any of its current or past funding sources? Yes No Has your organization received assistance under a HUD McKinney Act program in the past?
List all current federal funding and status in the following table.
19 of 41 City of Pomona Street Outreach Program RFP Start/end dates Type of Grant # Dollar Renewed? Status (see grant amount key below)
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Status key: 1 – Clear 2 – Return of funds 3 – Resolution pending
Attach a copy of your organization's most recent financial audit
Attach a copy of your organization’s written financial policies and procedures
V. COLLABORATIVE EFFORT
1. Please list any coalitions, consortiums, or any other community meetings that your agency participates in on a regular and consistent basis.
2. Please list any organizations with which your agency has a collaborative relationship documented by a Memorandum of Understanding or Letter of Agreement. Please do not submit this documentation, but retain on file and provide for review if requested to do so by the sponsor.
VI. COMMUNITY INVOLVEMENT
All applicants must ensure the maximum feasible participation of homeless persons in the project planning, implementation and evaluation processes. Specify the methods used (or planned) to achieve target population participation in project planning.
VII. BILINGUAL CAPACITY
List all languages in which your agency has capability. Indicate the number of persons available on paid staff, volunteer staff, or on-call staff who speak each language. Also indicate if your agency has sign language interpretation capacity. If your agency has multiple sites, please only indicate those staff or volunteers available to this project at the location in Pomona from which the agency will operate the Street Outreach Program.
Additionally, please complete the table below:
21 of 41 City of Pomona Street Outreach Program RFP Number of Language Indicate if this is a key persons proficient staff person
VI. MATCH AND LEVERAGING REQUIREMENT
Match and Leveraging requirements have been built into this project and are not required of the contracted agency. The awarded agency will be expected to utilize the identified leveraging sources.
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BOARD OF DIRECTORS AFFIDAVIT
All applicant agencies must complete this affidavit listing the members of the Board of Directors. If there are changes in the Board Membership after the proposal is submitted, Grants Administration Division of the City of Pomona must be notified in writing of the changes. Signatory affirms that at-lease on homeless or formerly homeless person is on the Board of Directors or another policy making Board of the agency.
I, ______, depose Name and say that I am______, of (President, Vice President, etc.) ______, which submits this (Name and address of organization), proposal. The only other members of the Board of Directors and other officers of this organization are: Board Member Name Address
Signature Date
Print Name and Title of Deposing Officer
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STATEMENT OF CERTIFICATIONS
This certifies that ______(agency) will comply with the following:
1. It possesses the legal authority to apply for the grant, and to execute the proposed program;
2. Its governing body has duly adopted or passes as an official act or resolution, motion, or similar action authorizing the filing of the application, including all understandings and assurances contained therein, and authorizing the applicant's chief executive officer or other designee to act in connection with the application and to provide such additional information as may be required;
3. It will comply with the policies, guidelines and requirements of OMB Circular A-87 and A-102 as they relate to the acceptance and use of supportive housing program grant amounts by local governments, and A-110 and A-122 as they relate to the acceptance and use of supporting housing program grant amounts by private non- profit organizations.
4. It will comply with the following regarding non-discrimination:
a. Title VIII of the Civil Rights Act of 1968 and implementing regulations; b. Executive Order 11063 and implementing regulations; c. Title VI of the Civil Rights Act of 1964 and implementing regulations; d. The Age Discrimination Act of 1975 and Section 5043 of the Rehabilitation Act of 1973; e. Executive Order 11246 and implementing regulations; f. Section 3 of the Housing and Urban Development Act of 1968; g. Executive Orders 11625, 12432, and 12138 regarding encouragement of minority and women's business participation; h. The prospective contractor's signature affixed hereon and dated shall constitute a certification under penalty of perjury under the laws of the State of California that the bidder has, unless exempted, complied with the non-discrimination program requirements of Government Code Section 12990 and Title 2, California Administrative Code, Section 8103;
5. For major rehabilitation or conversion, it will comply with the Uniform Federal Accessibility Standards (24 CFR Part 40, Appendix A);
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6. No person who is an employee, agent, consultant, officer, or elected or appointed official of the non-profit recipient that receives supportive housing program grant amounts and who exercises or has exercised any functions or responsibilities with respect to assisted activities or who is in a position to participate in a decision- making process or gain inside information with regard to such activities, may obtain a personal or financial interest or benefit from the activity, or have an interest in any contract, subcontract, or agreement with respect hereto, or the proceeds there under, either for him or herself or those with whom he or she has family or business ties, during his or her tenure or for one (1) year thereafter;
7. It will comply with the applicable requirements of the Lead Based Paint Poisoning Prevention Act and implementing regulations;
8. It will not comply, award contracts to, or otherwise engage the services of any contractor while that contractor is in a period of debarment, suspension, or placement in ineligibility status under the provision of 24 CFR Part 24;
9. It will maintain records necessary to document compliance with applicable requirements and will give HUD, the City of Pomona, or any of their authorized representatives access to and the right to examine all records related to the grant;
10.It will supplement its grant amount with the required match amount of funds from sources other that this grant after the date of grant award;
11.Reports required by the City or HUD shall be submitted in a timely manner and contain all required information as can reasonably be made available;
12.It will comply with all requirements of 24 CFR Part 583 concerning the operation of a supportive housing program.
This certification is made under penalty of perjury.
CERTIFYING OFFICIAL:
______(Print Name and Title)
______
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(Signature)
______(Date)
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Supportive Housing Program Compliance Requirements
Use of the Supportive Housing Program funds requires compliance with the following additional requirements:
(a) Non-discrimination and Equal Opportunity.
(1) The requirements of Title VIII of the Civil Rights Act of 1968, 42 U.S.C. 3601-19 and implementing regulations; Executive Order 11063 and implementing regulations at 24 CFR Part 107; and Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2002d-1) and implementing regulations issued at 24 CFR Part 1.
(2) The prohibitions against discrimination on the basis of age under the Age Discrimination Act of 1975 (42 U.S.C. 6101-7) and the prohibitions against discrimination against handicapped individuals under Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794);
(3) The requirements of Executive Order 11246 and the regulations issued under the Order at 41 CFR Chapter 60; and,
(4) The requirements of Section 3 of the Housing and Urban Development Act of 1968, 12 U.S.C. 1801u (see 570.607 (b) of this Chapter); and,
(5) The requirements of Executive Orders 11625, 12432, and 12138. Consistent with HUD's responsibilities under these Orders, the grantee must make efforts to encourage the use of minority and women's business enterprises in connection with activities funded under this part.
(b) Applicability of OMB Circulars. The policies, guidelines, and requirements of OMB Circulars Nos. A-87 and A-102, as they relate to the acceptance and use of supportive housing program grant amounts by States and units of general local government, and nos. A-110 and A-122 as they relate to the acceptance and use of supportive housing program grant amounts by private non-profit organizations.
(c) Uniform Federal Accessibility Standards. For major rehabilitation or conversion, the Uniform Federal Accessibility Standards at 24 CFR Part 40, Appendix A.
(d) Lead-Based Paint. The requirements, as applicable, of the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. 570.611(d) and (e) of this chapter).
Conflicts of Interest. In addition to conflict of interest requirements in OMB Circulars A- 102 and A-110, no person who is an employee, agent, recipient, officer, or elected or appointed official of the grantee, State recipient, or non- profit recipient (or of any designated public agency) that receives supportive housing program grant amounts and who exercises or has exercised any functions or responsibilities with respect to assisted activities or who is in a Attachment B Page 2 of 2 28 of 41 City of Pomona Street Outreach Program RFP position to participate in a decision making process or gain inside information with regard to such activities, may obtain a personal or financial interest or benefit from the activity, or have an interest in any contract, subcontract or agreement with respect thereto, those with who he or she has family or business ties, during his or her tenure or for one year thereafter. HUD may grant an exception to this exclusion as provided in 570.611(d) and (e) of this chapter.
(e) Use of debarred, suspended, or ineligible contractors. The provisions of 24 CFR Part 24 relating to the employment, engagement of services, awarding of contract, or funding of any contractors or subcontractors funding any period of debarment, suspension, or placement in ineligibility status.
(f) Flood Insurance. No site proposed on which renovation, major rehabilitation, or conversion of a building is to be assisted under this part, other than by grant amounts allocated to State, may be located in an area that has been identified by the Federal Emergency Management Agency (FEMA) as having special flood hazards, unless the community in which the area is situated is participating in the National Flood Insurance Program and the regulations there under (44 CFR Parts 59-79 or less than a year has passed since FEMA notification regarding such hazards), and the grantee will ensure that flood insurance on the structure is obtained in compliance with section 102(a) of the Flood Disaster Protection Act of 1973 (42 U.S.C. 4001 et seq.
(g) Audit. The financial management system used by a State or unit of local government that is a grantee or State recipient shall provide for audits in accordance with 24 CFR Part 44. A private non-profit organization is subject to the audit requirements of OMB Circular A-110.
In addition to, and not in substitution for, other provisions of this agreement, the Recipient:
1. Represents that if it is, or may be deemed to be a religious or denominational institution or organization or an organization operated for religious purposes which is supervised or controlled by or in connection with a religious or denominational institutional or organization; and
2. Agrees that, in connection with such essential services and operational costs
a. it will not discriminate against any employee or applicant for employment on the basis of religion and will not limit employment or give preference in employment to persons on the basis of religion;
b. it will not discriminate against any persons seeking emergency shelter and related services on the basis of religion and will not limit such services or give preference to persons on the basis of religion,
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c. it will provide no religious instruction or counseling, conduct no religious worship or services, engage in no religious proselytizing, and exert no other religious influence in the provision of housing or emergency Attachment B Page 3 of 3 services; and,
d. the portion of the facility used as an emergency shelter assisted in whole or part under this agreement shall contain no sectarian or religious symbols or decorations.
(i). Building Standards (subpart 576.75) Any building for which supporting housing program grant amounts are used for renovation, conversion, or major rehabilitation must meet local government safety and sanitation standards.
(j). Relocation and Acquisition (subpart 576.80) Minimizing displacement - Consistent with other goals and objectives of this Part, grantees and recipients must assure that they have taken all reasonable steps to minimize the displacement of persons (families, individuals, businesses, non-profit organizations, and farms) as a result of a project assisted under this part.
(k). Drug-Free Workplace Act of 1988. The sub-recipient will comply with maintaining a drug-free work site by enforcing the requirements of 24 CFR Part 24, subpart F.
CERTIFYING OFFICIAL:
______(Print Name and Title)
______(Signature)
______(Date)
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Attachment C
CERTIFICATION OF RELIGIOUS COMPLIANCE
______(agency), agrees to provide all eligible activities under this program in a manner that is free from religious influences and in accordance with the following principles:
A. It will not discriminate against any employee or applicant for employment on the basis of religion and will not limit employment or give preference in employment to person on the basis of religion.
B. It will not discriminate against any person applying for shelter or any of the eligible activities under this program on the basis of religion and will not limit such housing or other eligible activities or give preference to person on the basis of religion; and
C. It will provide no religious instruction or counseling, conduct no religious worship or services, engage in no religious proselytizing, and exert no other religious influence in the provision of shelter and other eligible activities under this program.
Signature of Executive Director Date
Print Name and Title
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EXHIBIT 1
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The City of Pomona Street Outreach Team will provide services to homeless individuals and families in non-traditional mobile and fixed settings, including those who are living in places not meant for human habitation such as cars, parks, encampments, private properties and abandoned buildings. Outreach will also extend to homeless individuals living in tentative situations such as emergency vouchered motel rooms and emergency shelters.
Referrals for service are also anticipated from other social service agencies and faith based organizations providing programs and services within the greater Pomona area. It is anticipated that this program will make contact with and provide services to approximately 300 homeless individuals and families annually, for a total of 900 participants served over the three year grant term.
The Outreach Plan
Within the City of Pomona, identification of where a homeless individual or family may be living can come to light in many different ways. Often times a homeless person’s first contact is with a law enforcement officer, a business owner or a housed community resident. Without a means of connecting to needed services, a homeless individual or family can often times just be “moved on” from place to place, never really getting an opportunity to know what services may be available to them. In other instances, a homeless individual or family may know what services are available, but may not know how to access them or be unable to “navigate” through the systems. This proposed project specifically addresses this by putting a “service first” approach in place. With a “service first” approach, when a homeless person is encountered, instead of just having them “move on”, a “Service Liaison” associated with this project will be contacted to begin the process of service assessment. Within the project outline, three Service Liaison contacts have been identified to carry out the outreach plan. These contacts are: 1) The City of Pomona’s Homeless Services Coordinator, 2) a City of Pomona Code Enforcement Division liaison and 3) the Street Outreach Team. By providing three access points to outreach services, the odds of a homeless individual or family that wants assistance actually getting assistance increases.
Once contact with a homeless individual or family has been made and an initial site assessment done, the Street Outreach Team will become the primary contact in linking the project participants to supportive services. This linkage will go beyond mere referral or provision of transportation. Outreach workers will personally help link clients to, and navigate through, the Continuum of Care through an established case management plan.
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In addition to the established Service Liaison contacts, the Street Outreach Team will conduct an extensive community outreach campaign that will make homeless persons, and those that want to help them, aware of the Street Outreach Program and all other services available through Pomona’s Continuum of Care agencies. The community outreach campaign will include fliers, presentations, and extensive networking with the business community, the school districts, social service providers, religious institutions, and other community organizations. All printed materials will be in Spanish and English.
Supportive services
1. Supportive Services type, frequency and duration
Contact is the first and most crucial step in connecting homeless persons living on the street to the City and region’s Continuum of Care. In order to identify which services and benefits a participant will need, a first point of contact must be established and an initial assessment made. Within this project, an initial assessment of circumstance will be made by one of the identified Service Liaisons. Initial assessment will include: identifying that the individuals are homeless and eligible for service, collection of basic information to be given to the Street Outreach Team and conducting a preliminary service needs assessment.
After Initial Assessment, the case will be turned over to the Street Outreach Team for a complete Special Needs Assessment of housing and supportive services. Linkage to service, through case management, begins here. As stated before, this linkage will go beyond mere referral or provision of transportation. Outreach workers will personally help link clients to, and navigate through, the Continuum of Care through an established case management plan. Once a case is open, the Street Outreach Team will follow-up with participants on an established time schedule. Time and duration of service will be determined based on information established through the assessment process and case management plan. Linkage will occur with both mainstream resource programs, such as DPSS and Social Security, and with agencies providing services in health care, mental health care, domestic violence, substance abuse, veterans assistance, legal issues, employment, education, and housing. Each Outreach Worker will carry a cell phone and laptop computer, so thorough assessments can be done and service referral contacts made upon initial interview. The Street Outreach Team will be a reporting entity within the Homeless Management Information System (HMIS) once it is operational.
It is necessary to note here that some individuals or families may not request or want service at initial contact. Within the proposed project, if this occurs, follow-up contacts will be made to establish rapport with the individual or family to give them ample opportunity to access supportive services.
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A key component of the proposed project will be referral to mainstream and support service agencies. These agencies make up Pomona’s Continuum of Care and have been identified as providing supportive and residential services. (See Tables One and Two in Addendums). The City of Pomona also administers the Pomona Transitional Living Center. It is the intent of the City that the Street Outreach Team will operate in concert with the Pomona Transitional Living Center, utilizing a common assessment and referral system. This will streamline service and will provide a continuity of services and case management of participants. The Street Outreach Program and the Pomona Transitional Living Center co-locate at 2040 N. Garey Avenue, Pomona. Such building is owned by the City of Pomona.
2. Location and Transportation available to participants to access those services The Street Outreach Team will begin providing the stated supportive services upon initial place of contact (i.e., the street, encampment, shelter etc.). From there, depending on the situation, ongoing service and case management will be provided either at the Street Outreach Team’s site of agency operation; the PASS Center (when operational); the “street” if the participant should remain unsheltered for any reason or a place of temporary shelter. The Street Outreach Team and the participant will determine the site of ongoing supportive services as established in the case management plan. If the participants do not have their own source of transportation, a transportation plan will be part of the case management plan. The transportation plan will specify options in getting to appointments and services. Within the proposed project budget, a line item for the purchase of a van has been requested. With the project van, the Street Outreach Team will be able to provide necessary transportation of participants to referral services, emergency services, appointments to secure mainstream resources, and to housing opportunities. For example, the van will be used to transport participants to appointments where the Street Outreach Worker will accompany them to assist with mainstream resource access such as DPSS benefits. Transportation funding has also been requested to provide bus tokens/passes to assist participants in keeping appointments necessary to complete their case management plan. Transportation needs will also be discussed with the participant when addressing money management in the case management plan (i.e., financial planning for purchase of a bus pass).
3. All homeless clients will be individually assisted to identify, apply for and obtain benefits under each of the following mainstream health and social services programs for which they are eligible: TANF, Medicaid, SCHIP, SSI, Food Stamps, Workforce Investment Act, and Veterans Health Care programs.
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One of the primary tasks of the Street Outreach Team is to ensure that all clients are individually assisted to identify, apply for, and obtain public benefits for which they are eligible. In constructing and implementing an appropriate case management plan with clients, a primary goal is to help participants secure an adequate source of income. In order to accomplish this goal, outreach workers work in collaboration with mainstream resource programs and supportive service agencies. Street Outreach Workers will receive training in the eligibility requirements for all mainstream public benefits programs. Training will focus on learning the procedures of resource access to of the Department of Public and Social Services, Social Security Administration, Workforce Investment Act program, U.S. Veterans, Inc. and other appropriate agencies. Through the Intake and Specialized Needs Assessment, the Street Outreach Workers will identify needed mainstream resources by determining whether the participant meets eligibility requirements unique to a given mainstream resource program. Depending upon the mainstream resource, eligibility is contingent upon such factors as residency, citizenship, immigration status, income, resource, and other requirements.
In addition to the efforts of the Street Outreach Team, other service agencies within the Pomona Continuum of Care have agreed to assist with case management efforts of mainstream resource referral. Agencies with expertise in health, mental health, domestic violence, substance abuse recovery, employment, education access for children, residential services and access to programs such as CalWorks have agreed to assist referred Street Outreach participants with case management and appropriate mainstream resource referral. Thus, the mental health agency will help eligible homeless persons with mental disabilities enroll in SSI, the Veterans Assistance agency will assist eligible veterans, the employment agency will help eligible homeless persons to enroll in the Workforce Investment Act program, and the agencies with resource contacts with DPSS will help enroll eligible families and individuals into the CalWorks and GAIN programs to receive income, housing relocation, Medi-Cal, and food stamps. In addition, the Pomona Unified School district will assist homeless children with school access. Utilizing the above stated resources, all eligible participants will receive assistance under mainstream resource programs. This will be done by making sure 1) clients make an appointment by encouraging clients to call for an appointment while they are present; 2) clients have transportation as discussed previously; 3) they bring all of the proper documentation-- helping clients obtain necessary documentation if needed; and 4) clients complete the written application--either by following up with staff of the mainstream resource program or going with the client to help fill out the written application at the mainstream resource program.
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4. Accessing permanent housing
Participants will be assisted both to obtain and remain in permanent housing by utilizing the resources available in the community. Within the Pomona Continuum of Care, there is an array of residential programs and services (See Table One in Addendum). Depending on availability and eligibility of residential services, participants will be referred to apply for appropriate programs. Many of these programs have as their program goal – obtaining and remaining in permanent housing – and have resources to assist with deposit and first months rent. Also, the City of Pomona, along with many of the area service agencies, works with local real estate managers and property managers that provide affordable, low-income housing units. These contacts will be utilized when available and appropriate. In addition, the case management plan of project participants will include a plan to access housing. Issues such as increasing income through employment or benefits attainment, financial planning and addressing barriers to housing access such as bad credit and eviction history, will be addressed with the case management plan. Emergency Solutions Grant funds may be available, allowing the Street Outreach Team to rapidly re-house homeless persons. 5. Self-Sufficiency Participants will be assisted both to increase their incomes and to maximize their ability to live independently by assisting them with: accessing resources that will increase income through employment, benefit attainment or education to meet their daily living expenses such as rent, utilities, food, health care, etc., attaining stabilized housing, identifying and addressing barriers to employment and housing through case management, providing assistance with independent living skills such as budgeting, home economics (i.e., shopping on a budget), home maintenance and tenant responsibilities, and addressing issues that may have lead to their individual incidence of homelessness.
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Chart 3. Supportive Services
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Supportive Service Total Cash SHP Expense Program Match Street Outreach Worker / Housing $34,391 Advocate $34,391 1.0 FTE Street Outreach Worker I $33,600 $33,600 Quantity: 1.0 FTE Street Outreach Worker II $33,875 $33,875 Quantity: 1.0 FTE Fringe Benefits @ 0.2152 $21,923 $21,923 (City of Pomona) Homeless Services 0 Coordinator Quantity : .33 FTE $23,809.50 $23,809.50 salary and benefits (City of Pomona) Code Enforcement 0 Officer/City Homeless Liaison $23809.50 $23,809.50 Quantity: 0.33 FTE salary and benefits Subtotal Outreach Services $171,408 $47,619 $123,789 Case Management Supervisor 40,000 $40,000 Quantity 1.0 FTE Fringe Benefits @ 0.2152 $8,609 $8,609 Subtotal Case Management $48,609 $48,609 Service Category: Transportation; $4,178 $4,178 Vehicle gas and Maintenance Subtotal Transportation $4,178 $4,178 Service Category: Insurance $200 $200 Quantity: Service Category: Printing and $1,200 Duplication $1,200 Quantity: Service Category: Office Supplies $1,200 Quantity: Service Category: Printing/Postage $1,200 Quantity: Service Category: Equipment Lease $800 $800 and Maintenance Service Category: Telephone / 4 cell $6,000 $6,000 phones Service Category: Office Supplies $4,200 $4,200 Service Category: Utilities $1,500 $1,500 Service Category: Food Vouchers Service Category: Cash Match Subtotal - Other $13,900 $13,900 Administrative: Accounting $3,906 $3,906 Administrative: Reporting $1,811 $1,811 Fringe Benefits @ 0.2525 $1,444 $1,444 Auditing $300 $300 Accounting for Use of Funds $2,063 $2,063 Subtotal Administration (Split $9,524 50/50 between agency and City $9,524 of Pomona) TOTAL BUDGET $247,619 $47,619 $200,000
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Subpopulations to be served by the project Severely Mentally Ill Chronic Substance Abusers Dually Diagnosed AIDS or Related Diseases Victims of Domestic Violence Youth Women with Children Project Organization Chart
Homeless Individual or Family Identified or
Initial City of Pomona Assessment Code Enforcement Homeless Services Liaison Coordinator Coordinates referrals from Identified Project Lead Police Department Project Oversight Public Works
Street Outreach Team Case Management Supervisor 2 FT Street Outreach Worker I 1 FT Street Outreach Worker II Homeless Individual or Family Assisted
Intake and Special Needs Assessment
Service Referral Case Management
Supportive and Housing Services Accessed and Placement Pomona Continuum of Care Agencies Mainstream Referral Agencies Pomona Transitional Living Center
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