Homeless Family Solutions System Funding Opportunity

HOMELESS FAMILY SOLUTIONS SYSTEM FUNDING OPPORTUNITY

2014 Request for Proposals

Release Date: Tuesday, March 25, 2014, 3:00 PM

Deadline: Friday, April 25, 2014, 3:00 PM

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 1 of 64 TABLE OF CONTENTS

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 2 of 64 1. INTRODUCTION The Los Angeles Homeless Services Authority (LAHSA), a joint powers authority of the City and County of Los Angeles for the coordination of homeless services in the City and County of Los Angeles in collaboration with the Los Angeles County Department of Public Social Services (DPSS), Los Angeles County Chief Executive Office, Los Angeles County Community Development Commission (CDC) and the Los Angeles City Housing and Community Investment Department (HCIDLA) is seeking to fund coordinated assessment for families, rapid rehousing, and crisis housing for homeless families through community-based, integrated homeless systems of care which coordinate housing and services into a system-based Request for Proposals (RFP).

This RFP will fund the following system components in each Service Planning Area (SPA): 1. One (1) Family Solutions Center (FSC) per SPA which includes: o A Family Response Team (FRT) which screens and triages families to the most appropriate housing intervention. o FSC Case Management which provides further assessment and rapid re-housing and diversion assistance. 2. Crisis Housing including short and medium crisis housing and motel vouchers.

Proposers may apply for one or more of these system components in each respective SPA. Organizations applying for the FSC component must be able to demonstrate that they can provide a physical location for the FSC within the respective SPA or that they can subcontract with an organization that has a suitable physical location. Proposers applying for the crisis housing component must demonstrate how they will partner with the Family Solutions Center located within the respective SPA.

1. Application Section 1

2. Attachment 1 - Supporting Documents Checklist The following documents must be submitted in the order listed below with tabs marking each document in the paper submission and as a separate document for the electronic format. Failure to submit any of these documents in an application may result in ineligibility of the application.

Note: If you have intentionally left an attachment out of the proposal, please include a sheet of paper with the notation “Attachment X Intentionally Left Blank” and the explanation as to why the attachment is not relevant to the appropriate place in your proposal.

 Attachment 1 – Supporting Documents Checklist

 Attachment 2 – Request for Qualification

 Review Attached List of Core Documents & Complete On-line Process

 Attachment 3 – Applicant Information

 Attachment 4 – Site Information

 Attachment 5A – Partner Information

 Attachment 5B – Memorandum of Understandings

 Attachment 6A – Organizational Chart

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 3 of 64  Attachment 6B – Agency to Agency Referral Organizational Chart

 Attachment 7 – CoC Participation

 Attachment 8 – Homeless Participation

 Attachment 9A – HMIS

 Attachment 9B – HMIS – Domestic Violence

 Attachment 10 – Minimum Standards for Emergency Shelters

 Attachment 11 – Lead-Based Paint

 Attachment 12 – Statement of Certifications

 Attachment 13 – Civil Rights Laws Compliance

 Attachment 14 – Certification of Religious Compliance

 Attachment 15 – Statement of Confidentiality

 Attachment 16 – Authorization and Compliance Statement

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 4 of 64 3. Attachment 2 – LAHSA Request for qualification (RFQ)

CORE DOCUMENTS Financial

 IRS tax exempt status determination  By-laws with any amendments (501(c)3 letter)  Board-Approved Operating Budget (last 2 fiscal years)  Current printout of proof of active non-profit status from  If applicable, list of Audit Committee www.irs.gov/Charities-&-Non- members and charter Profits/Search-for-Charities  Audited financial statements,  Current printout of 990 Form from or including Fiscal Policy and Procedures from www.oag.ca.gov/charities or and if required, OMB A-133 Single Guidestar.com* (or written Audit (last 2 fiscal years or written explanation as to why the form was not filed with the IRS) explanation as to why no audit was *Guidestar offers free and premium accounts; a free conducted) account is sufficient to access your 990 form  Annual Report (optional) Organizational  List of Board of Directors/Trustees  Certificate of Occupancy for all (indicate homeless or formerly program sites homeless person sitting on agency  Fictitious Business Name Statement board – SEC 416 [42 USC 11375] d) (DBA)

 Dates of scheduled public board  Business License from applicable City meetings  Other applicable business licenses  Organizational chart for entire entity (e.g. Childcare) and for each department  Proof of State of California Active  List of Executive Leadership/Senior Business Entity status at Management Team and kepler.sos.ca.gov Resumes/Short Biographies Articles of Incorporation  List of Accreditations (optional)

Procedural  Comprehensive Grievance Policy (for  Cost Allocation Plan for agencies participant receiving more than one source of complaints/problems/grievances) funding (private or governmental)

 Verification of General Liability &  Certificate of Occupancy for all Workers Compensation Insurance program sites (current and proposed)

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 5 of 64  Agency Policy and Procedure for compliance with applicable provisions of the Americans with Disabilities Act and any reasonable accommodation process in place for persons with disabilities (for employees, program participants, and the public)  Conflict of Interest Policy  Nepotism Policy

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 6 of 64 4. Attachment 3 – Applicant information Applicant Information LEGAL NAME OF LEAD PROPOSER: EXECUTIVE DIRECTOR:

EXECUTIVE DIRECTOR E-MAIL:

EXECUTIVE BOARD CHAIR:

AGENCY ADDRESS:

AGENCY TELEPHONE:

Legal Authorized Representative & Fiscal Accountability Agent (The person(s) authorized to enter & sign contracts, payment requests, checks, and legal documents) AUTHORIZED REP. / TITLE:

AUTHORIZED REP. TELEPHONE:

AUTHORIZED REP. E-MAIL:

AUTHORIZED FISCAL REP TITLE

AUTHORIZED FISCAL REP PHONE

AUTHORIZED FISCAL REP E-MAIL

Contact Person for Proposal (If diff. from Authorized Rep.) CONTACT PERSON* / TITLE

CONTACT PERSON TELEPHONE:

CONTACT PERSON E-MAIL:

Fiscal & Accounting Representative FISCAL REP./TITLE:

FISCAL REP. TELEPHONE:

FISCAL REP. E-MAIL:

Homeless Management Information Systems (HMIS) Contact

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 7 of 64 HMIS CONTACT/TITLE:

HMIS CONTACT E-MAIL:

Partner Agency and/ or Sub-recipient Information (As applicable – enter additional pages as needed) LEGAL NAME OF PARTNER AGENCY NUMBER 1

EXECUTIVE DIRECTOR:

EXECUTIVE BOARD CHAIR:

AGENCY ADDRESS:

CITY: ZIP:

AGENCY TELEPHONE:

LEGAL NAME OF PARTNER AGENCY NUMBER 2:

EXECUTIVE DIRECTOR:

BOARD CHAIRPERSON:

AGENCY ADDRESS:

CITY: ZIP:

AGENCY TELEPHONE:

LEGAL NAME OF PARTNER AGENCY NUMBER 3:

EXECUTIVE DIRECTOR:

BOARD CHAIRPERSON:

AGENCY ADDRESS:

CITY: ZIP:

AGENCY TELEPHONE:

Service Planning Area: Please check off the primary SPA that will be served.  1. ANTELOPE VALLEY  4A. METRO  7. EAST  2. SAN FERNANDO VALLEY  5. WEST  8. SOUTH BAY  3. SAN GABRIEL VALLEY  6. SOUTH

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 8 of 64 Please indicate the LA County Supervisorial District and, if applicable, the LA City Council District in which the FSC or Crisis Housing is located: LA County Supervisor District ______LA City Council District______

I. Please check to indicate which Funding Component is being applied for (FSC or Crisis Housing). Separate applications must be submitted for each Funding Component. If applying for Crisis Housing, please indicate which type of Crisis Housing (proposers may apply for one or both types of Crisis Housing; however, LAHSA will prioritize funding for Short-Term Crisis Housing).

FSC (FRT AND FSC CASE  MANANGEMENT

 CRISIS HOUSING

 SHORT-TERM CRISIS HOUSING

 MEDIUM-TERM CRISIS HOUSING

Funding Request (Please refer to proposal amounts as listed in section 6 – agencies may request more than 1 category or component in this RFP) Category Proposal Request Other Funding Total Cost Family Solutions Center $ $ $ Crisis Housing (Short- $ $ $ Term) Crisis Housing (Med- $ $ $ Term) Total Cost $ $ $

Total Number of Proposed Units in Crisis Housing Program by Funding Source: LAHSA DMH DHS Probation Other sources Total $ Please provide the total numbers of units or beds that would be in your program, if you were to receive proposed funding from LAHSA. If the program has other sources of funding, please provide the total number of beds that would be in the program, including those funded by other sources.

Number of Homeless Families Please indicate the number of families that will be served in a year. Number of families to be served in a year

Families at imminent risk of homelessness Homeless CalWORKs families Homeless CalWORKs Welfare to Work families

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 9 of 64 Funding History 1. Has your agency ever received funds from LAHSA? Yes No 2. Has the proposed project been funded by LAHSA in the Yes No past for Family Solutions Centers, Family Transitions Project, HPRP, DPSS Emergency Shelter & Services, LAHSA Emergency Shelter & Services, or other City or County funding? 3. If you answered “Yes” to either questions, please provide amount and contract number under which it ______was funded: __

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 10 of 64 5. Attachment 4 – Site Information ** If the project has multiple locations, you may use this page to indicate the various sites. Please use one page for each separate site.

A. Site Information (Complete additional pages for each separate site. A separate application is required for sites serving other SPA’s. Please refer to site location restrictions listed in Section 6.4 of RFP.)

SITE NAME:

SITE STREET ADDRESS:

SITE CITY: ZIP:

AGENCY TELEPHONE:

Site Type

 CRISIS BEDS (EMERGENCY SHELTER)  SINGLE SITE FACILITY  HOTEL/MOTEL  SCATTERED SITE  COMMERCIAL SPACE  OTHER:______ FAITH-BASED FACILITY  HOUSE  OTHER:______

B. Service Planning Area: Please check off the SPAs that the project(s) will serve.  1. ANTELOPE VALLEY  4A. METRO  7. EAST  2. SAN FERNANDO VALLEY  5. WEST  8. SOUTH BAY  3. SAN GABRIEL VALLEY  6. SOUTH

C. Please indicate the LA County Supervisorial District and, if applicable, the LA City Council District in which the project is located: LA County Supervisor District ______LA City Council District______

D. Funding Request (Please refer to proposal amounts as listed in Section 5 of the RFP) Category Proposal Request Other Funding Total Program Family Solutions Center $ $ $ Family Response $ $ $ Team FSC Case $ $ $ Management-Staffing FSC Financial $ $ $ Assistance Crisis Housing (Short- $ $ $ Term) Crisis Housing (Medium $ $ $ Term) Total Costs $ $ $

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 11 of 64 E. Total Number of Proposed Units or Beds in Crisis Housing Program by Funding Source: Others LAHSA DMH DHS Probation CoC Total sources

Please provide the total numbers of units or beds available from funding sources, including proposed funding from LAHSA. If the program has other sources of funding, please provide the total number of persons to receive those services, including those funded by other sources. The “TOTAL” column should list total number served by your program.

F. Total Number of Families Receiving Services by Funding Source Please provide the total numbers of persons to receive services from funding sources including proposed funding from LAHSA. If the program has other sources of funding, please provide the total number of persons to receive those services, including those funded by other sources. The “TOTAL” column should list total number served by your program. Others LAHSA DMH DHS Probation CoC Total Sources

G. Number of Homeless Families Please indicate the number of families that will be served in a year. Number of families to be served in a year

Families at imminent risk of homelessness Homeless CalWORKs families Homeless CalWORKs Welfare to Work families

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 12 of 64 6. Attachment 5A – Partner Agencies If applicable, please list any agencies with which you have a planned partnership and signed MOU for this RFP. For example, a Family Solutions Center may have a formal partnership with an agency that provides crisis housing to ensure that literally homeless families will have access to safe sleeping conditions while searching for permanent housing. A. Partner Agency Information

PARTNER AGENCY NAME:

ADDRESS:

COUNTY:

CITY: ZIP: NON APPLICATION STATUS: PROFIT LOCAL GOVERNMENT B. Partner Agency Information

ADDRESS:

COUNTY:

CITY: ZIP: NON APPLICATION STATUS: PROFIT LOCAL GOVERNMENT C. Partner Agency Information

ADDRESS:

COUNTY:

CITY: ZIP: NON APPLICATION STATUS: PROFIT LOCAL GOVERNMENT **Add additional agency information as needed

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 13 of 64 Instructions:  Complete the Table below. Make a copy for each Partner Agency’s Budget amount for the project Name of Partner Agency: Brief Description of Costs Component Funder $ Amount (Staff and Non-Staff) Family Solutions Center $ Family Response $ Team FSC Case $ Management Crisis Housing-Short- $ Term Crisis Housing-Medium $ Term Administration $ Total Partner Budget $

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 14 of 64 7. Attachment 5B – Memorandum of Understanding

Please attach any MOUs.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 15 of 64 8. Attachment 6A – Organization Chart Sample Organization and Job Summary Chart

Instructions:

Using or modifying organization’s existing Organizational Chart, put a star next to each position for which the program may be requesting funding in this RFP. Provide a brief summary of each staff position for which funding may be requested. Indicate the Full Time Equivalency (FTE) for all persons in position. Indicate any positions which will be NEW to your agency as a result of this proposal.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 16 of 64 9. Attachment 6B – Agency to Agency Referral Organizational Chart

Sample Multi-Agency Organization and Job Summary Chart Instructions:

Provide a detailed organizational chart which demonstrates how your program will interface and partner with other programs and agencies within the system. This is the diagram of your planned path of networking and outline for transitioning families from homelessness to permanent housing.

Be sure to include the critical connections to services. A sample listing of associated tasks is listed below.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 17 of 64 10. Attachment 7 – CoC participation

Continuum of Care (CoC) Information - 24 CFR 576.400 (a) & 576.500 (l) Great emphasis is placed on coordinating with other organizations, identifying potential partners, and actively participating in the local Continuum of Care. Indicate the CoC activities that the proposer currently attends, and indicate which SPA or SPAs. Applicant actively participates in Los Angeles Continuum of care (LACoC) activities by attending:

Quarterly Service Planning (SPA) meetings List Meetings:

Homeless Coalition meetings List Meetings:

LAHSA Quarterly Convening (HSAs, Outcomes, Funding, or Fiscal) List Meetings:

LACoC Coordinating Council Meetings List Meetings:

LAHSA Board of Commission meetings List Meetings:

Family Solutions System meetings (now HFSS) List Meetings:

Applicant is NOT associated with LA CoC activities.

If Applicant is NOT associated with in the applicable Service Area(s), describe how Applicant will comply with this requirement, including timeline.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 18 of 64 11. Attachment 8 – Homeless participation

**Please attach additional certifications as needed for Collaborative efforts. One certification for each agency is needed.

“Homeless Participation” - 24 CFR 576.405

“(a) Unless the recipient is a State, the recipient must provide for the participation of not less than one homeless individual or formerly homeless individual on the board of directors or other equivalent policy-making entity of the recipient, to the extent that the entity considers and makes policies and decisions regarding any facilities, services, or other assistance that receive funding under Emergency Solutions Grant (ESG).

(b) If the recipient is unable to meet requirement under paragraph (a), it must instead develop and implement a plan to consult with homeless or formerly homeless Families in considering and making policies and decisions regarding any facilities, services, or other assistance that receive funding under Emergency Solutions Grant (ESG). The plan must be included in the annual action plan required under 24 CFR 91.220.

(c) To the maximum extent practicable, the recipient or subrecipient must involve homeless families and families in constructing, renovating, maintaining, and operating facilities assisted under ESG, in providing services assisted under ESG, and in providing services for occupants of facilities assisted under ESG. This involvement may include employment or volunteer services.”

Agency implementation of policy: Applicant involves persons who are homeless (or formerly homeless) on the Board of Directors or other Equivalent Policymaking Entity of the organization.

Participation from persons who are homeless or formerly homeless includes:

Active member of the Board of Directors of the agency Involvement in Volunteer Services Employment (List position in your agency) Involvement in policymaking and governing decisions regarding facilities, services, etc

Applicant does NOT involve persons who are homeless or formerly homeless on the Board of Directors or other Equivalent Policymaking Entity.

If Applicant does NOT involve persons who are homeless or formerly homeless please attach a narrative that indicates when you will be able to comply with this requirement (including timeline).

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 19 of 64 12. Attachment 9A – Homeless Management information system (HMIS)

A. HMIS Participation Applicant currently participates in, and enters correct data (including Prior Living and Zip Code) into an existing HMIS. (If checked, complete Section B).

Applicant currently does NOT participate in, or enter data into, an existing HMIS.

(If checked, complete Section B AND Attachment 6B – D.V.).

B. HMIS Information - 24 CFR 576.400 (f) i. HMIS Service Provider Information (i.e., Entity that is providing the HMIS Software)

HMIS SOFTWARE NAME:

HMIS SERVICE PROVIDER NAME:

HMIS SERVICE PROVIDER ADDRESS:

ii. HUD Data and Technical Standards

HMIS System identified above is fully compliant with the HUD Data & Technical Standards. HMIS System identified above is NOT fully compliant with the HUD Data & Technical Standards. If HMIS System identified above is NOT fully compliant with the HUD Data & Technical Standards, describe how Applicant will comply with this requirement (including timeline).

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 20 of 64 13. Attachment 9B – HMIS – Domestic Violence

A. Comparable Database Participation – 24 CFR 576.107 (a)(3) i. Applicant exclusively serves a Special Exempt Population and is designated by HUD as one of the following: Victim Services Provider Legal Services Provider Runaway & Homeless Youth Services Provider (RHYMIS) ii. Alternate Data Base Use Applicant currently participates and enters data into an existing Comparable Database. (If checked, complete table in part B below). Applicant currently does NOT enter data into an existing Comparable Database.

(If checked, please attach a narrative explaining why the HMIS or Comparable Database requirement is not met).

B. Comparable Database Information i.Agency Comparable Database Information (i.e., Entity designated to operate the Comparable Database)

COMPARABLE DATABASE LEAD NAME:

COMPARABLE DATABASE LEAD ADDRESS:

COMPARABLE DATABASE LEAD E-MAIL

COMPARABLE DATABASE LEAD PHONE ii.Comparable Database Service Provider Information (i.e., Entity providing the software)

COMPARABLE DATABASE LEAD NAME:

COMPARABLE DATABASE LEAD ADDRESS:

COMPARABLE DATABASE LEAD E-MAIL

COMPARABLE DATABASE LEAD PHONE

iii. HUD Data and Technical Standards Comparable Database (identified above) is fully compliant with the HUD Data & Technical Standards. Comparable Database (identified above) is NOT fully compliant with the HUD Data & Technical Standards

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 21 of 64 If Comparable Database System (identified above) is NOT fully compliant with the HUD Data & Technical Standards, describe how Applicant will comply with this requirement, (including timeline).

14. Attachment 10 – Minimum Standards for Emergency Shelters Minimum Standards for Emergency Shelters – CFR 576.403 “Any building for which Emergency Solutions Grant (ESG) funds is used for conversion, major rehabilitation, or other renovation, must meet state or local government safety and sanitation standards, as applicable, and the following minimum safety, sanitation, and privacy standards. Any emergency shelter that receives assistance for shelter operations must also meet the following minimum safety, sanitation, and privacy standards. The recipient may also establish standards that exceed or add to these minimum standards.

(1) Structure and materials. The shelter building must be structurally sound to protect residents from the elements and not pose any threat to health and safety of the residents. Any renovation (including major rehabilitation and conversion) carried out with ESG assistance must use Energy Star and WaterSense products and appliances.

(2) Access. The shelter must be accessible in accordance with Section 504 of the Rehabilitation Act (29 U.S.C. 794) and implementing regulations at 24 CFR part 8; the Fair Housing Act (42 U.S.C. 3601 et seq.) and implementing regulations at 24 CFR part100; and Title II of the Americans with Disabilities Act (42 U.S.C. 12131 et seq.) and 28 CFR part 35; where applicable.

(3) Space and security. Except where the shelter is intended for day use only, the shelter must provide each program participant in the shelter with an acceptable place to sleep and adequate space and security for themselves and their belongings.

(4) Interior air quality. Each room or space within the shelter must have a natural or mechanical means of ventilation. The interior air must be free of pollutants at a level that might threaten or harm the health of residents.

(5) Water supply. The shelter's water supply must be free of contamination.

(6) Sanitary facilities. Each program participant in the shelter must have access to sanitary facilities that are in proper operating condition, are private, and are adequate for personal cleanliness and the disposal of human waste.

(7) Thermal environment. The shelter must have any necessary heating/cooling facilities in proper operating condition.

(8) Illumination and electricity. The shelter must have adequate natural or artificial illumination to permit normal indoor activities and support health and safety. There must be sufficient electrical sources to permit the safe use of electrical appliances in the shelter.

(9) Food preparation. Food preparation areas, if any, must contain suitable space and equipment to store, prepare, and serve food in a safe and sanitary manner.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 22 of 64 (10) Sanitary conditions. The shelter must be maintained in a sanitary condition.

(11) Fire safety. There must be at least one working smoke detector in each occupied unit of the shelter. Where possible, smoke detectors must be located near sleeping areas. The fire alarm system must be designed for hearing-impaired residents. All public areas of the shelter must have at least one working smoke detector. There must also be a second means of exiting the building in the event of fire or other emergency.

(c) Minimum standards for permanent housing. The recipient or subrecipient cannot use ESG funds to help a program participant remain or move into housing that does not meet the minimum habitability standards provided in this paragraph (c). The recipient may also establish standards that exceed or add to these minimum standards.

(1) Structure and materials. The structures must be structurally sound to protect residents from the elements and not pose any threat to the health and safety of the residents.

(2) Space and security. Each resident must be provided adequate space and security for themselves and their belongings. Each resident must be provided an acceptable place to sleep.

(3) Interior air quality. Each room or space must have a natural or mechanical means of ventilation. The interior air must be free of pollutants at a level that might threaten or harm the health of residents.

(4) Water supply. The water supply must be free from contamination.

(5) Sanitary facilities. Residents must have access to sufficient sanitary facilities that are in proper operating condition, are private, and are adequate for personal cleanliness and the disposal of human waste.

(6) Thermal environment. The housing must have any necessary heating/cooling facilities in proper operating condition.

(7) Illumination and electricity. The structure must have adequate natural or artificial illumination to permit normal indoor activities and support health and safety. There must be sufficient electrical sources to permit the safe use of electrical appliances in the structure.

(8) Food preparation. All food preparation areas must contain suitable space and equipment to store, prepare, and serve food in a safe and sanitary manner.

(9) Sanitary conditions. The housing must be maintained in a sanitary condition. (10) Fire safety. (i) There must be a second means of exiting the building in the event of fire or other emergency. (ii) Each unit must include at least one battery-operated or hard-wired smoke detector, in proper working condition, on each occupied level of the unit. Smoke detectors must be located, to the extent practicable, in a hallway adjacent to a

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 23 of 64 bedroom. If the unit is occupied by hearing impaired persons, smoke detectors must have an alarm system designed for hearing-impaired persons in each bedroom occupied by a hearing-impaired person. (iii) The public areas of all housing must be equipped with a sufficient number, but not less than one for each area, of battery-operated or hard-wired smoke detectors. Public areas include, but are not limited to, laundry rooms, community rooms, day care centers, hallways, stairwells, and other common areas.”

LAHSA has additional standards which must be met based on best practices in Los Angeles. These standards are listed in above. Applicant understands and will meet or exceed the LAHSA Minimum Shelter Standards and the Minimum Standards for Emergency Shelters identified in 24 CFR 576.403(b)(1) thru (10), including Structure and Materials, Access, Space and Security, Interior Air Quality, Water Supply, Sanitary Facilities, Thermal Environment, Illumination and Electricity, Food Preparation, Sanitary Conditions, and Fire Safety. Applicant does NOT comply with the Minimum Standards for Emergency Shelters identified in 24 CFR 576.403(b)(1) thru (10), including Structure and Materials, Access, Space and Security, Interior Air Quality, Water Supply, Sanitary Facilities, Thermal Environment, Illumination and Electricity, Food Preparation, Sanitary Conditions, and Fire Safety. Applicant does not operate an Emergency Shelter, including Transitional Housing and/or Day Center.

C E R T I F I C A T I O N L A H S A S T A N D A R D S

PRINTED NAME OF AUTHORIZED REPRESENTATIVE TITLE

AUTHORIZED REPRESENTATIVE SIGNATURE

______DATE

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 24 of 64 15. Attachment 11 – Lead-Based Paint

**Please attach additional certifications as needed for Collaborative efforts. One certification for each agency is needed.

Shelter and Housing Standards – 24 CFR 576.403

A. Lead-Based Paint Remediation and Disclosure Applicant complies with the Lead-Based Paint Poisoning Prevention Act, the Residential Lead-Based Paint Hazard Reduction Act of 1992, and implementing regulations in 24 CFR 35, Subparts A, B, H, J, K, M and R that apply to all shelters assisted under ESG and all housing occupied by ESG Program Participants.

Applicant does NOT comply with the Lead-Based Paint Poisoning Prevention Act, the Residential Lead-Based Paint Hazard Reduction Act of 1992, and implementing regulations in 24 CFR 35, Subparts A, B, H, J, K, M and R that apply to all shelters assisted under ESG and all housing occupied by ESG Program Participants.

C E R T I F I C A T I O N O F L E A D - B A S E D P A I N T S T A N D A R D S

______DATE

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 25 of 64 16. Attachment 12 – Statement of Certifications

In accordance with the applicable statutes and the regulations governing the consolidated plan regulations, the Applicant must certify that:

Affirmatively Further Fair Housing -- The Applicant will affirmatively further fair housing, which means it will conduct an analysis of impediments to fair housing choice within the jurisdiction, take appropriate actions to overcome the effects of any impediments identified through that analysis, and maintain records reflecting that analysis and actions in this regard.

Anti-displacement and Relocation Plan -- It will comply with the acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended, and implementing regulations at 49 CFR 24; and it has in effect and is following a residential anti-displacement and relocation assistance plan required under section 104(d) of the Housing and Community Development Act of 1974, as amended, in connection with any activity assisted with funding under the CDBG or HOME programs.

Drug Free Workplace -- It will or will continue to provide a drug-free workplace by: 1. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the Applicant’s workplace and specifying the actions that will be taken against employees for violation of such prohibition; 2. Establishing an ongoing drug-free awareness program to inform employees about – a) The dangers of drug abuse in the workplace; b) The grantee's policy of maintaining a drug-free workplace; c) Any available drug counseling, rehabilitation, and employee assistance programs; and d) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; 3. Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph 1; 4. Notifying the employee in the statement required by paragraph 1 that, as a condition of employment under the grant, the employee will: a) Abide by the terms of the statement; and b) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; 5. Notifying the agency in writing, within ten calendar days after receiving notice under subparagraph 4.b) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to every grant officer or other designee on whose grant activity the convicted employee was working, unless the Federal agency has designated a central point for the receipt of such notices. Notice shall include the identification number(s) of each affected grant; 6. Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph 4(b), with respect to any employee who is so convicted: a) Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 26 of 64 b) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; 7. Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs 1, 2,3,4,5, and 6.

Anti-Lobbying -- To the best of the Applicant's knowledge and belief: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of it, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement; 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, it will complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions; and 3. It will require that the language of paragraphs 1 and 2 of this anti-lobbying certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

Authority of Jurisdiction -- The consolidated plan is authorized under State and local law (as applicable) and the Applicant possesses the legal authority to carry out the programs for which it is seeking funding, in accordance with applicable HUD regulations.

Consistency with plan -- The housing activities to be undertaken with CDBG, HOME, ESG, and HOPWA funds are consistent with the strategic plan.

Section 3 Compliance-- It will comply with section 3 of the Housing and Urban Development Act of 1968, and implementing regulations at 24 CFR Part 135.

Essential Services and Operating Costs In the case of assistance involving shelter operations or essential services related to street outreach or emergency shelter, the Applicant will provide services or shelter to homeless Families and families for the period during which the assistance is provided, without regard to a particular site or structure, so long the Applicant serves the same type of persons (e.g., families with children, unaccompanied youth, disabled Families, or victims of domestic violence) or persons in the same geographic area.

Renovation Intentionally removed – not applicable for this RFP

Supportive Services

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 27 of 64 The Applicant will assist homeless Families in obtaining permanent housing, appropriate supportive services (including medical and mental health treatment, victim services, counseling, supervision, and other services essential for achieving independent living) and other Federal, State, local, and private assistance available for such Families.

Matching Funds The Applicant will obtain matching amounts required under 24 CFR 576.201.

Confidentiality The Applicant has established and is implementing procedures to ensure the confidentiality of records pertaining to any individual provided family-violence prevention or treatment services under any project assisted under the ESG program, including protection against the release of the address or location of any family-violence shelter project, except with the written authorization of the person responsible for the operation of that shelter.

Homeless Persons Involvement To the maximum extent practicable, the jurisdiction will involve, through employment, volunteer services, or otherwise homeless Families and families in constructing, renovating, maintaining, and operating facilities assisted under the program, in providing services assisted under the program, and in providing services for occupants of facilities assisted under the program.

Consolidated Plan All activities the Applicant undertakes with assistance under ESG are consistent with the jurisdiction’s Consolidated Plan.

Discharge Policy The Applicant will establish and implement, to the maximum extent practicable and where appropriate, policies and protocols for the discharge of persons from publicly funded institutions or systems of care (such as health care facilities, mental health facilities, foster care or other youth facilities, or correction programs and institutions) in order to prevent this discharge from immediately resulting in homelessness for these persons.

Environmental Requirements All activities the Applicant undertakes with assistance under ESG are consistent with the environmental review responsibilities under 24 CFR Section 576.407(d).

Conflicts of Interest The Applicant must keep records to show compliance with the Organizational Conflicts-of-Interest requirements in 24 CFR 576.404 (a); and Individual Conflicts of Interest requirements in 24 CFR 576.404 (b).

Recordkeeping and Reporting Requirements The Applicant must have policies and procedures to ensure these requirements are met. The policies and procedures must be established in writing and implemented by the Applicant to ensure that the funds are used in accordance with these requirements. S T A T E M E N T O F C E R T I F I C A T I O N S

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 28 of 64 PRINTED NAME OF AUTHORIZED REPRESENTATIVE TITLE

______DATE

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 29 of 64 17. Attachment 13 – Civil Rights Laws Compliance Please respond to the following questions for the lead proposer and any subcontractors. Proposers must be in compliance with applicable civil rights laws and Executive Orders. Please answer ‘Yes’ or ‘No’ to the following questions. If you answer “Yes” to one or more of these situations, please attach a brief description and include with this Attachment.

A. Any pending civil rights suit instituted by the Department of Justice? YES NO

B. Any non-compliance with civil rights statutes, Executive Orders or YES NO regulations as determined by formal administrative proceedings? C. If YES, is the applicant operating under an approved compliance YES NO agreement designed to correct the area of non-compliance, or is currently negotiating such an agreement? D. Any unresolved Secretarial charge of discrimination issues under YES NO Section 810(g) of the Fair Housing Act, as implemented by 24 CFR 103:400? E. Any adjudication of a civil rights violation in a civil action brought YES NO against the agency by a private individual, unless the applicant is operating in compliance with a court order designed to correct the area of non-compliance or the applicant has discharged any responsibility arising from such litigation? F. Any deferral of the processing of applications from the sponsor YES NO imposed by HUD under Title VI of the Civil Rights Act of 1964, the Attorney General’s Guidelines (28 CFR 50.3) or HUD Title VI regulations (24 CFR 1.8) and procedures, or under Section 504 of the Rehabilitation Act of 1973 and HUD Section 504 regulations (24 CFR 8.57)? C E R T I F I C A T I O N O F C I V I L R I G H T S L A W S C O M P L I A N C E

______DATE

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 30 of 64 18. Attachment 14 – Certificate of Religious Compliance

agrees to provide all eligible activities under this Program in a manner that is in accordance with 24 CFR 576.406: 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 person applying for shelter or any of the eligible activities under this part on the basis of religion and will not limit such housing or other eligible activities or give preference to persons 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 Project.

C E R T I F I C A T I O N O F R E L I G I O U S C O M P L I A N C E

______DATE

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 31 of 64 19. Attachment 15 – Statement of Confidentiality

assures that it will adopt policies which meet at least the minimum standards for protecting the confidentiality of information as set forth in the State Information Practices Act (Civil Code 1798, et. seq.); federal ESG Regulations (24 CFR 576.500(x)); and State Regulations (25 CCR 8417(i)).

Attach “Confidentiality Procedures” Behind this Page

S T A T E M E N T O F C O N F I D E N T I A L I T Y

______DATE

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 32 of 64 20. Attachment 16 – Authorization & Compliance Statement

Please use additional pages if part of a collaborative effort– one for each Partner Provider APPLICANT AUTHORIZATION AND COMPLIANCE STATEMENT I certify to the best of my knowledge that information in this application is correct and that this document has been duly authorized by the governing body of this organization. I further certify that, if this application is approved, all programs and services will be carried out in accordance with the requirements of local, state and federal laws and regulations. SIGNATURE: ______DATE: ______Authorized Official PRINTED NAME: ______I certify that I have completed the RFP process for Threshold as outlined in Appendix __. I further certify that, if this application is approved, all programs and services funded through the HOME program will be carried out in accordance with these regulations. SIGNATURE: ______DATE: ______Authorized Official

PRINTED NAME: ______

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 33 of 64 21. Application Section 2

22. Attachment 1–Summary Checklist

The following documents must be submitted in the order listed below, with tabs marking each document. Failure to submit any of these documents in an application may result in ineligibility of the application.

Note: If you have intentionally left an attachment out of the proposal, please include and insert a sheet of paper with the notation “Attachment X Intentionally Left Blank”. This should include an explanation as to why the normally included attachment is not appropriately relevant to your proposal.

 Attachment 1 – Project Summary Checklist

 Attachment 2 – Program Design

 Attachment 3 – Project Profile & Population

 Attachment 4 – Past Program Involvement and Progress Report

 Attachment 5 – Coordination with Other Targeted Homeless Services

 Attachment 6 – Collaboration

 Attachment 7 – Cost Efficiency

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 34 of 64 23. Attachment 2: Experience and Capacity

Each of the following narrative sections contains the description of the information required to be included in the proposal. In the right-hand column is a general range and suggested maximum number of pages allowed for each response. Please number each response and copy & paste the exact Program Description question at the beginning of each narrative. It’s estimated that the narrative questions will be approximately 10-17 pages in length, depending on the length of question 1. Points may be deducted for exceeding the stated page limits.

Proposals must be comprehensive, complete, and concise. Separate experience and capacity narratives must be completed for each component of funding the proposer is applying for. Information should provide examples of the applicant’s ability to administer the program. Proposals should describe the role of all partners in the timeline, program description and outcomes. Narrative Questions Page Limit 1. Provide a brief description of the proposer (include size of total staff ½ page for and overall budget amount). Also provide a description, including the each mission statement, of each subcontractor and any key collaborating agency agency. 2. Discuss how the proposal aligns with the lead proposer’s and 1 collaborative partner’s mission statement and LAHSA’s efforts to end p family homelessness. Provide a description on how the proposed ½ page partnership will be sustained for the long-run. 3. Please detail the experience that each agency brings to the ¾ page collaborative. Collaborative proposals should also discuss past experience working together as a collaborative. Indicate when and why this partnership was first initiated. And describe evidenced- based practices that are utilized by this partnership in service delivery and program design. 4. Indicate the role each agency will play in providing the services 1 page required within the RFP. Describe mechanisms in place to ensure program coordination. What is the proposed impact that this relationship will have for homeless families in Los Angeles? 5. Provide a brief description of titles, responsibilities and qualifications ¼ page per for each budgeted staff role for the program in the following areas: staff a) administration (reporting and accounting), b) operations (direct position services staff) for the proposed project, and c) HMIS implementation plus and ongoing data quality monitoring. Please provide an organizatio organizational chart to illustrate the staffing structure of the nal chart program. Please indicate if any staff positions will be split between other applications under this RFP. 6.. Describe mechanisms for ongoing and consistent staff supervision ensuring adequate staff coverage. Describe the proposer’s internal 2 pages quality assurance monitoring system and describe how it will effectively identify and address programmatic problems.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 35 of 64 7. Programs must cater services to effectively serve the families. 1 page Programs with a commitment to culturally and linguistically appropriate and proficient services ensure that the participating families are successful. Please demonstrate a commitment to the cultural competence of the program by describing the areas below: a.How organizational policies, program philosophies and mission statements reflect a value for cultural competency? b.How issues regarding cultural and linguistic competency are addressed and what quality assurance systems are in place to assure continual improvement? c.How the principles of cultural competence are integrated into all areas of service delivery and the evaluation of project implementation? d.How bilingual services will be provided to families? e.Describe your agency’s plan to ensure that staff is bilingual and able to operate with a high level of cultural competency. 8. Describe any prior experience, including the number of years 1 page of experience, and capacity to manage financial assistance payments to third parties (e.g. motels, landlords, utility companies) on behalf of families pending placement in permanent housing and/or being placed in permanently housing. 9. Describe the capacity of your finance department to issue 1 page checks, ensure cash-flow between grant disbursements, and check and balances to ensure that all financial assistance are administered in a timely manner. Be sure to include timelines for issuance of payments. 10. Include a detailed timeline for program implementation, including ½ page the following milestones: full program staffing and services for start.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 36 of 64 PROPOSER EXPERIENCE CHART Please complete one chart for the proposer, and key collaborators and/or subcontractors for each component being applied for. An electronic copy of this chart is available on LAHSA’s website. Proposer:

How many years of prior experience does your agency have working with homeless and at-risk families?

Please indicate the number of years of prior experience providing the proposed services to homeless families. Family Solutions Center: FSC-FRT: Provision of crisis response to homeless families and permanent housing placement FSC Case Management: Provision of permanent housing placement assistance (e.g. HPRP, Section 8 Homeless Set-Aside, First 5 rapid rehousing) Crisis Housing: Provision of emergency shelter, motel vouchers and/or transitional housing for homeless families

7BAmount Project Program Description and 1BGrant 6BGrant Spent to name Target Population 0BYear Awarded Number Amount Date EXAMPLE: PROJECT Family Response Team services 2000ESF9 $500,00 HOMELES for homeless families 2000 9 $450,000 0 S

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 37 of 64 24. Attachment 3 – Program Design

Each of the following narrative sections contains the description of the information required to be included in the proposal. In the right-hand column is a general range and suggested maximum number of pages allowed for each response. Please number each response and copy & paste the exact Program Description question at the beginning of each narrative. It’s estimated that the narrative questions will be approximately 33.25-36.25 pages in length, depending on the length of question 1 and 5. Points may be deducted for exceeding the stated page limits. Proposals must be comprehensive, complete, and concise. Information should provide examples of the applicant’s ability to administer the program. Proposals should describe the role of all partners in the timeline, program description and outcomes. A. Program Description Page Items Limit A. Family Solutions Center Provide a general overview of FSC operations including the planned interactions 1. with other system components such as crisis housing, community based 1 to 3 supportive services, and permanent housing. Include a description of the total pages funding requested from LAHSA and other funding sources of the proposed FSC and how the proposed processes will facilitate the connection of families to the other components of the homeless system Describe how the FRT and FSC case manager will work with families and 2. community partners from screening and triage through permanent housing Up to 1 placement page Broadly describe the use of/linkage to mainstream benefits as a means to 3. Up to 1 leverage other resources in the Continuum including a description of how the page FRT and FSC Case Managers will coordinate services with the out-stationed DPSS Homeless Case Manager, DPH Substance Use Counselor and the DMH Clinical staff. 4. Describe how resources will be managed, including the use of funding from ½ page non-LAHSA sources, to ensure that you have a sufficient level of resources to meet the needs of families throughout the course of the 12 month contract. 5. Describe the communication and collaboration strategies of service partners to 1 to 2 coordinate services and to ensure the effective and efficient communication pages between partners. 6. Describe how you will conduct child safety screenings for duration of time a ½ page family is participating in FSC services including procedures for reporting of any suspected abuse or neglect. 7. Describe how you will tailor services to ensure that families are able to retain ½ page permanent housing after the assistance period ends 8. Describe how your agency will conduct case conferences and consultations to ½ page coordinate services of the families served. 9. Describe the outreach and engagement plan for the program’s target ½ page population. Where will families come from? What percentage of families will come from the streets as a walk-in, as crisis housing participants, from street outreach, or some other manner? 10. How will the program effectively target and serve persons who are chronically ½ page homeless? 11. Describe any unique or exceptional features of the program that make it ½ page different from other programs 12. Describe how your program will address the needs of people you are unable to ½ page 2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 38 of 64 accommodate. Attach your denial of services, termination and grievance policies. 13. List on-site services proposed and the direct staff responsible for providing the ½ page service. Use the format below: Supportive Service Direct Service Staff (position) Providing Service 1. 2. 3. 14. List off-site services provided through partnerships. Use the format below: ½ page Supportive Service Provider Agency 1. 2. 3. Page Items Limit

A.1 Family Response Team Describe how the FRT will be operated in the region operated in a manner that 1. ensures the following: Up to 3 a. Staffing plan ensure a member of the FRT will be available to respond to pages crisis calls Monday through Friday 8:00 am to 10:00 pm b. Describe how your agency will work with FSC’s in other SPA’s to meet the schedule rotation requirements to ensure coverage for responding to crises calls on Saturdays, Sundays and Holidays from 8 am through 10 pm c. Ability to provide community outreach, as needed. d. Ability to perform diversion activities by assisting families to avoid entering the homeless system by finding alternate housing opportunities. e. Screening of families to determine their immediate/crisis needs and level of acuity. f. Provision of crisis intervention. g. How members of the FRT will coordinate services with the out- stationed DPSS Homeless Case Manager, DPH Substance Use Counselor and the DMH Clinical staff. h. Scheduling families for an appointment with an FSC case manager according to the family’s prioritization level. i. Transportation plan to assist families connect to community-based supportive services, crisis and permanent housing, as needed. Describe protocols or process for moving a family from the FRT to the FSC case 2. manager. Please indicate timeframes for screening and triage, placement in Up to 1 Crisis Housing, if needed. standardized assessment, and placement in page permanent housing. Describe how the FRT will use the Housing First model and other evidenced 3. Up to 1 based practices, and how these practices have been incorporated into your page approach and design. Describe your process for monitoring the effectiveness of the Housing First model on each family’s permanent housing outcomes. 4. Describe how eligibility to participate FSC coordinated programs will be ½ page determined and tracked. 5. Describe link between proposed services and the family’s advancement toward 1 page and retention of permanent housing. 6. Describe how your program will address the needs of people you are unable to ½ page accommodate. 2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 39 of 64 7. Given your proposal request, what is your anticipated direct staff to client or ½ page participant ratio? Page Items Limit A.2 FSC Case Management Describe how you will ensure that the program will be operated in a manner that ensures the following: a. A standardized assessment is conducted with each family. b. A permanent housing and services plan is developed for each family. c. Financial assistance benefits are coordinated with other funding sources to maximize the amount of assistance families are eligible for. d. Linkages to and coordination with community-based supportive services to. 1. e. How members of the FSC Case Management team will coordinate ½ page services with the out-stationed DPSS Homeless Case Manager, DPH Substance Use Counselor and the DMH Clinical staff. f. Regular communication and case conferencing with all FSC team members. g. Housing search and placement assistance. h. Assistance with securing financial assistance benefits such as security deposits, utility payment assistance and rental subsidies. Describe protocols or process for moving a family to permanent housing. Please 2. indicate timeframes for completion of the standardized assessment ½ page through placement in permanent housing. Describe the process for determining the amount of financial assistance a family 3. will receive as part of the FSC rapid re-housing program. ½ page 4. Describe how eligibility to participate in the FSC will be determined tracked. ½ page Describe in detail how your agency will administer financial assistance for the Up to 1 5. families served by your program. Be sure to include timelines for the issuance of payment to third party vendors such as landlords or utility companies. page Please describe your outreach plan to landlords and how you will ensure a 6. sufficient permanent housing inventory for homeless families in the proposed ½ page region. Describe the process for the following: identify legal property owner; determine rent reasonableness; inspect units; and fraud detection. Please include 7. organizational policies regarding the determination and documentation of rent ½ page reasonableness. Describe your program’s current supply of affordable housing units in the 8. community and the average time it takes for additional units to become ½ page available. Describe how the FRT will use the Housing First model and other evidenced based practices, and how these practices have been incorporated into your 9. approach and design. Describe your process for monitoring the effectiveness of ½ page the Housing First model on each family’s permanent housing outcomes. Describe link between proposed services and the family’s advancement toward 10. and retention of permanent housing. ½ page Given your proposal request, what is your anticipated direct staff to client or 11. participant ratio? ¼ page Page Items Limit

B. Crisis Housing Provide a general overview of how the proposed crisis housing will operate. 1. Include the planned interactions with other system components such as rapid Up to 3 re-housing programs, community based supportive services, and permanent pages housing. Include a description of the total funding requested from LAHSA and other funding sources being leveraged for this program. 2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 40 of 64 Please describe your ability to: 2. a) Provide short-term crisis housing as a standalone service under a model Up to 1 where the FSC case manager will provide case management to the page homeless families in your facility and your ability to coordinate with the FSC case manager toward a goal of permanent housing OR b) Provide medium-term crisis housing with support services under a model where the family’s housing and services plan is coordinated with the regionally-based FSC towards a goal of permanent housing. 3. Describe the communication and collaboration strategies with service partners Up to 1 to coordinate services and to ensure effective and efficient communication. page 4. Describe how your process for determining whether or not a family is eligible ½ page for crisis housing with your agency. Attach your denial of services, termination and grievance policies. 5. Describe link between proposed services and the family’s advancement toward ½ page and retention of permanent housing. 6. Describe how your program will address the needs of people you are unable to ½ page accommodate. 7. Describe how your program will use the Housing First model, or other evidence ½ page based practice, and how these practices have been incorporated into your approach and design. Describe your process for monitoring the effectiveness of the Housing First model on each family’s permanent housing outcomes. 8. Given your proposal request, what is your anticipated direct staff to client or ½ page participant ratio for those proposing to provide medium-term crisis housing. 9. Describe how the proposed crisis housing proposal will ensure families are able ½ page to remain intact while residing in crisis housing (i.e. family members may not be separated). C. OUTCOMES Page Items Limit 1. Describe your plan for measuring the Performance Targets for each ½ page per component as outline in Section 4 of the RFP. component

2. Describe prior and current annual outcomes for each of the components ½ page per above and the level of success achieved. What worked? What didn’t work? component

3. If percentages for any outcomes were below the minimum amount required, ½ page per explain why the performance targets were not met and describe what the component program might do differently to increase success in the future.

4. Describe your agency’s plan to ensure timely and effective data collection on ½ page per HMIS. Describe staff experience with required data collection and evaluation. component

D. TEMPORARY HOUSING INVENTORY/RESOURCES CHART FOR FSC APPLICANTS ONLY Please document your program’s inventory of temporary housing resources (Section 5.2 and 5.3). An electronic copy of this chart is available on LAHSA’s website. Please attach Memorandums of Understanding (MOU’s) to Section 1 - Attachment 5B of your proposal.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 41 of 64 Written Housing Number Supportive Identifi MOU Indicate if Name of Leveraged or Program of Services ed Attache Agency/Prog Subcontracte Site Units/Be Provided Contact d ram d Crisis Address ds (Yes/No) Person (Yes/No Housing )

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 42 of 64 25. Attachment 4 –Profile & Population

1. Components Operational at Activities have been provided Component time of RFP continuously for the last 12 months or release? prior winter/summer months? Family Solutions Center Yes No

Family Response Team Yes No

Crisis Housing-Short-Term Yes No

Crisis Housing-Medium-Term Yes No

2. Population(s) Served for each Component Family Crisis Housing Crisis Housing Population(s) Served Solutions Short-Term Medium-Term Center General Homeless Family Population Victims of Domestic Violence Transition Aged Youth with Children (Head of household is aged 18-24) Persons with HIV/AIDS

Veterans

Chronically Homeless

Developmentally Disabled Physically, Mentally, or Emotionally Disabled Chronic Substance Users

2. Anticipated Number of Families Served for each Component over the course of 12-months. Crisis Crisis Calculations* Family FSC Case Housing Housing Response Manage- Short- Medium- Team ment Term Term 1.A. Number Families Served 1.B. Of 1A, % of all families receiving any 2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 43 of 64 CalWORKs benefit 1.B., Of 1A, % of all families enrolled in CalWORKs GAIN 2. Number Families Needing Crisis Housing 2.A Of 2, number Families Needing Crisis Housing 90 days or less 2.B. Of 2, number Families Needing Crisis Housing for 91 days or more 3. Number of Families Who Secured Permanent Housing: 3.A. Of 3, number of families who receive short-term rental assistance 3.B Of 3, number of families who retain permanent housing after 6 months post- assistance *Please be sure to include a rationale for the numbers of families served. The number of families served by this grant should align with your program design and the geographic need in your community. The calculation must utilize information from the most recent 2013 Greater Los Angeles Homeless Count pertaining to the number of point-in-time homeless families in your SPA

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 44 of 64 26. Attachment 5 – Past Program Involvement & Performance

INSTRUCTIONS: 1. Provide performance data for each component applied for under this RFP.

2. Complete PART A if this project is currently funded by LAHSA or has received LAHSA funding within the past three (3) years.

3. Complete PART B If your agency DOES NOT have a LAHSA funded program.

a. Please complete the table below to demonstrate your agency’s prior successful experience with programs to serve homeless persons.

Please note that all provided information will be verified upon submission. LAHSA funded programs will be verified by through annual progress reports submitted as well as the most recent monitoring report.

PART A: Agencies with LAHSA Funded Programs Please generate the QPR 2013 (LAHSA) report in HMIS covering the last four (4) quarters of for the corresponding program component applied for under this RFP. Please refer to the example QPR 2013 (LAHSA). Example: If your agency is applying for the Crisis Housing program component, please use Performance Outcomes for an Emergency Shelter/Crisis Housing program.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 45 of 64 PART B: Agencies without LAHSA Funded Programs Please complete the following chart. Only use information from the most recently reported program year for each funder. Only use information from the corresponding program component applied for under this RFP. An electronic copy of this chart is available on LAHSA’s website. Program Description(s) of Actual Outcomes by Explanation for unmet Name Performance Targets Performance Target Item performance targets Example: Agency experienced a 35% of participants will 25% of participants completed PROJECT delay in hiring supportive complete life skills classes life skills classes HOMELESS services staff

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 46 of 64 27. Attachment 6 – Coordination with Other Targeted Homeless services

Check all that apply: Permanent Supportive Housing – Service Enriched (Formerly Shelter Plus Care 1. Program (24 CFR Part 582)) Permanent Supportive Housing (Formerly Supportive Housing Program (24 CFR Part 2. 583)) Permanent Housing (Section 8 Moderate Rehabilitation Program for Single Room 3. Occupancy Program for Homeless Families (24 CFR Part 882) Veterans Affairs Supportive Housing (HUD–VASH) (Division K, Title II, Consolidated 4. Appropriations Act, 2008, Pub. L. 110–161 (2007), 73 FR 25026 (May 6, 2008) Education for Homeless Children and Youth Grants for State and Local Activities (Title 5. VII–B of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11431 et seq.)) Grants for the Benefit of Homeless Families (Section 506 of the Public 6. Health Services Act (42 U.S.C. 290aa–5)) (7) 7. Healthcare for the Homeless (42 CFR Part 51c) Programs for Runaway and Homeless Youth (Runaway and Homeless Youth Act (42 8. U.S.C. 5701 et seq.) Projects for Assistance in Transition from Homelessness (Part C of Title V of the Public 9. Health Service Act (42 U.S.C. 290cc–21 et seq.)) 10 Services in Supportive Housing Grants (Section 520A of the Public Health Service Act); . 11 Emergency Food and Shelter Program (Title III of the McKinney-Vento Homeless . Assistance Act (42 U.S.C.11331 et seq.) Transitional Housing Assistance Grants for Victims of Sexual Assault, Domestic 12 Violence, Dating Violence, and Stalking Program (Section 40299 of the Violent Crime . Control and Law Enforcement Act (42 U.S.C. 13975) 13 Homeless Veterans Reintegration Program (Section 5(a)(1)) of the Homeless Veterans . Comprehensive Assistance Act (38 U.S.C. 2021) 14 Domiciliary Care for Homeless Veterans Program (38 U.S.C. 2043) . 15 VA Homeless Providers Grant and Per Diem Program (38 CFR Part 61) . 16 Health Care for Homeless Veterans Program (38 U.S.C. 2031) . 17 Homeless Veterans Dental Program (38 U.S.C. 2062) . 18 Supportive Services for Veteran Families Program (38 CFR Part 62) . 19 Veteran Justice Outreach Initiative (38 U.S.C. 2031) .

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 47 of 64 28. Attachment 7 – Coordination and Integration

A. Coordination and Integration with Community Based Services Page Item Limits 1. Describe how your proposal uniquely addresses the needs of homeless families 1 page in the context of the specified region. How will your proposed project leverage the region’s community system to achieve its goals? Please describe the formal collaborations that will be forged to ensure effective leveraging of services for the homeless families in the proposed region 2. Programs must be integrated and coordinated with other service and housing 1 page providers (non-profits, governmental agencies, local coalitions, etc.) within the proposed community to ensure effective leveraging of resources within the targeted region. Please describe how the project will leverage, integrate, and coordinate with other service and housing providers within the SPA and within the larger continuum. Include participation in any collaboratives. 3. Describe how services will be coordinated among collaborative partners and 1 page other community based service providers. 4. Proposers with sites located in SPA’s which also contain the Continuums of Long ½ page Beach, Pasadena, and Glendale must contact the lead agency for that CoC in order to determine the availability of services and referral processes for that CoC. Describe how you will coordinate services with these Continuums if applicable. 5. Describe your agency’s procedures for: Up to 1 a) Making families aware of services for which they may be eligible page b) Ensuring that staff have comprehensive knowledge of services and related eligibility requirements provided by other collaborative partner and community based organizations c) How will your organization evaluate the impact of leveraged resources on a family’s housing stability?

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 48 of 64 B. SUPPORTIVE SERVICE LINKAGE CHART Indicate if you refer clients to other agencies for services and the level of collaboration with each agency. Please insert additional lines as necessary (An electronic copy of this chart is available on LAHSA’s website). Please be sure to include a completed Memorandums of Understanding (MOUs) in Section 1 – Attachment 5B. Writte On-site or Service Site Identified Type of Off-Site n Name of Agency Address Contact Service Service MOU Provision (if off-site) Person (Yes/No ) Legal assistance

Literacy training

Job training

Mental health services

Substance abuse services

Health service

Other (please specify)

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 49 of 64 29. Attachment 8 – Cost Efficiency

A. CRISIS HOUSING – APPLICANTS Complete Chart A and Chart B below and then attach Schematics/Floor Plans behind this page. Number of Beds

Total Bed Capacity:

Chart A:

# of Families Served Daily ÷ Total Bed Capacity Using Chart A above, Insert the Total Bed Capacity

Bed Capacity %

Chart B:

B. AMOUNT OF BEDS/UNITS PROPOSED Beds refer to service for an unaccompanied individual or youth. A bed service for a shelter is from 5p.m. to 8a.m., transitional housing is a 24-hour day of service. Proposed Beds / Units Other Funder Beds & Total Program Beds / RFP Request Source Units Proposed Total Bed / Units of Service Proposed Bed / Unit Cost

Proposed # of Households Served Proposed Per Household Cost

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 50 of 64 2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 51 of 64 30. Attachment 9A – Program Budget

Use Excel HFSS budget template.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 52 of 64 31. Attachment 9B – Budget and Financial Information A. Accounting Practices: Describe your agency’s accounting practices. a) Detail your organization’s staffing for day-to-day accounting? b) How is accounting information or data maintained? (i.e. manual or electronic) Is the agency’s financial system compliant with OMB Circular A-110 Subpart C .21 (b) Standards for Financial Management Systems. c) What cash management internal controls does your agency have to account for the use of funds and to maintain sufficient control over cash to ensure that funds are used solely for the authorized purpose of this program if funded. . d) Describe your agency’s cost allocation method for projects that are funded from multiple sources.

B. Budget Justification: Please provide a budget justification that includes detailed information and calculations to support the budgetary figures in the proposal and your subcontractors’ proposals. Please use the following guidelines to write the Budget Justification. (Limit Response to 3 Pages)

BUDGET JUSTIFICATION GUIDELINES:

Detail the formula used to arrive at the dollar amount for each line item and Budget Detail pages.

Examples:

The annual salary for each position multiplied by the FTE (refer to #1-2 below); The number of square feet of office space to be utilized multiplied by the rate per square foot;

1. For Salaries and Benefits, list the position title, a brief overview of the position’s responsibilities for this project, and the minimum qualifications (education and experience) for the position (not of the individual currently occupying the position). Give a mathematical formula that includes the full-time equivalent (FTE) and the annual salary used to arrive at the budgeted line item amount. Funding terms that may not be a full 12 months, should have the term adjustment made in the formula.

Note: an FTE is based on the number of hrs worked in a one-week period (a 1.0 FTE works 40 hours per week; a 0.5 FTE works 20 hrs per week).

2. Provide an explanation for any positions that are not charged for the full term of the contract exhibit.

For example:

Employment Specialist: Responsible for developing employment preparation and training, informational materials, and creating networks with employers and job training agencies. Minimum Qualifications: Bachelor’s degree; 2 years experience employment training.

1.0 FTE X $35,000 per year = $35,000 or 0.5 FTE x $35,000 per year = $17,500.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 53 of 64 If the exhibit term is less than 12 months, show salary formulas as follows (using the example above, with an 11-month exhibit term);

1.0 FTE x $35,000 per year / 12 months = $2,917 per month x 11 months = $32,087 or 0.5 FTE x $35,000 per year = $17,500 / 12 months = $1,458 per month x 11 months = $16,038

3. For Operating and Supportive Services Expenses, provide a brief explanation of what is included in the cost for each line item and justification for the purpose for the program. Show the formula used to calculate each line item expenditure.

Examples:

Space Costs

d. Rent: Proposal will utilize 10 motel rooms at a rental rate of approximately $1,800/ month. The total cost of rent for this proposal is $18,000 to rent 10 motel rooms over the course of 1 year.

Materials and Supplies e. Office Supplies, Postage: Desk supplies for program staff and materials for Life Skills group sessions and presentations = $300; postage for flyers/publicity = $100; total = $400. f. Printing and Reproduction: Printing costs for 3,000 brochures = $750; reproduction costs = $1,000; total = $1,750.

General Operating 1. Rental of Equipment: Copier lease = $1,440 Staff Travel: Provide justification of costs and reason for staff travel expenses. 226 miles (based on last years’ experience) x $0.475 per mile = $107 Staff will travel to scattered sites for case management. Note: If mileage is charged, the agency must have auto insurance coverage. Consultant/Subcontractor (if applicable) If there is a subcontractor/consultant, a detailed subcontracting budget must be provided. In this section, provide a brief explanation of the subcontracting arrangement, as well as a budget breakdown. 2. Use the most accurate figures possible, totals should be rounded to the nearest dollar. For example, $2,859.55. When transferring the final figure to the Budget pages, round figures to the nearest dollar. $2,859.55 rounds to $2,860.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 54 of 64 32. Attachment 10 – Facility LAHSA may also conduct site visits in order to evaluate facilities. Items Page Limit 1 a. Describe the following: . i. Exact location of the proposed facility(s) that program activities will 3 occur. pages ii. Proximity to public transportation and community services. iii. Previous use of facility. iv. How space will be created for out-stationed DPSS Homeless Case Managers, DPH Substance Use subcontractor and DMH subcontractor staff v. Availability of public access computers vi. Confidential space for meeting with families. 2 A floor plan of the facility that shows: (Please do not submit a copy of your . evacuation plan as a substitute for a floor plan. Areas shown on floor plan must be detailed and labeled.) No a. Entrances/Exits. Limit b. Location of bathroom facilities. c. Location of staff offices/work areas, including where out-stationed staff will be located. d. Indicate areas that are accessible to the physically disabled. 3 A copy of the site’s emergency evacuation plan, both written and graphical No . Limit

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 55 of 64 33. Attachments – Regulations and Requirements

34. Attachment 1 Crisis Housing Requirements

All Crisis Housing proposals must adhere to the following requirements: A. Crisis housing must be provided in clean, safe and well-maintained environment. All efforts must be made to provide as much comfort to the participant as possible. B. Crisis housing providers are expected to be operational for 24 hours a day C. The entire family unit must be accommodated so as not to cause the unnecessary separation of families. D. Each participant must be provided with as much privacy and personal space as possible. Participants must, at a minimum, be provided with a bed, clean linens, a pillow, blanket and a personal closet/locker for storing and hanging clothes and other personal effects. Blankets must be provided and must be kept clean and free of parasitic infestation. E. Providers must avoid overcrowding within the facility. The building must be in good repair, free of leaks, and provide adequate heat and ventilation. It must meet all local building, health and safety standards. F. Bathroom sink, toilet, and shower facilities are required in numbers suitable to meet the needs of all participants. Hot water, clean towels, soap and shampoo must be provided. Proposers are encouraged to provide other hygiene necessities (e.g. toothbrush, toothpaste, etc.). G. Participants’ participation in the chores or facility maintenance responsibilities shall not impede upon achievement of participants’ goals. Proposers shall not require religious participation as a condition of receiving services. H. Trained security personnel must be provided for the safety of families and staff. (Please note that LAHSA will not accept security plans that include shelter clients serving as security personnel). I. Providers will be required to provide breakfast and dinner meals to each participant. The only exception to this requirement is for medium crisis housing that is configured in separate apartments with private kitchens or individual rooms with large shared kitchens, Single Residence Occupancy (SRO) style. In these types of transitional programs participants may be responsible for planning and preparing their own meals and purchasing a portion of their own food only if this is a managed life skills enhancement component of the program. In such situations, the program must also provide specific life skills training in nutrition, food budgeting, and meal planning and preparation. Additionally, agency staff must ensure that each individual has access to sufficient food resources. All meals, whether provided by the program or prepared by the participant, must be complete and nutritionally adequate. J. Medium-Crisis Housing Only: Staff should possess extensive knowledge of the formal and informal resources that will enable them to advocate and accurately connect participants to housing and community-based supportive services. Staff is responsible for providing all

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 56 of 64 the available options so that the participant can make informed decisions when selecting stable housing. K. Medium-Term Crisis Housing Only: Although some medium-term crisis housing programs charge rent, the charge must be based on the participant’s actual income and cannot exceed thirty percent (30%) of the participant’s adjusted income. Programs charging rent must include documentation in the participant’s case file verifying his/her monthly income and demonstrating that the charge does not exceed the 30% limit. Program or participation fees may only be charged for supportive services that are not funded or reimbursed by any other funding source. In addition, program or participation fees cannot be for costs associated with the operation of the facility. Providers seeking funding for transitional housing under this RFP are encouraged to make every effort to reduce any charges to program participants. L. Crisis Housing providers are required to maintain, at a minimum, an average of 95% unit (family) occupancy rate throughout the term of the contract. M. Crisis housing providers shall procure all applicable licenses or permits necessary to meet the code regulations required to operate the Program funded under this Agreement. N. The McKinney-Vento Act, as amended by the HEARTH Act requires recipients to designate a staff person to ensure that children are enrolled in school and connected to the appropriate services within the community. The recipient must document, in writing, its process for identifying/hiring a designated staff person, including any budget or resource implications, to ensure compliance with the McKinney-Vento Act, as amended by the HEARTH Act.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 57 of 64 35. Attachment 2 Financial Assistance Certain FSS funds can be utilized to provide hotel/motel vouchers for families in need of short- term emergency shelter. It is the responsibility of the service provider to identify an appropriate motel/hotel and maintain all documentation verifying that the hotel/motel meets the requirements set in this policy.

Hotel/Motel vouchers are subject to the following terms and conditions:

Family Eligibility:  The family is enrolled in a Rapid Re-Housing Program  Household must not have any other housing opportunity available for that night  No appropriate shelter beds are available; o Documented by attempting to place the client in at least three appropriate shelter facilities. Motel vouchers are only available for a limited amount of days depending upon funding stream.

A motel/hotel voucher cannot be used if:  The household is enrolled in Homelessness Prevention;  Appropriate shelter beds are available, but a hotel is preferred.

Motel/Hotel Standards:  Score at minimum an overall “Adequate” rating on the Hotel/Motel Minimum Standards Site Inspection Tool. Hotels/motels which do not meet this standard may not be eligible for reimbursement. o Site Inspection Tool should be completed and kept on file for each contracted motel/hotel. The hotel/motel facilities should be inspected at minimum once every six (6) months.  The cost of the hotel/motel must be reasonable and appropriate and consistent with other motel/hotel rates in the area. Sub-recipients should retain documentation verifying that motel costs are reasonable for the geographic region.

Attachment 3 Rental Application Fees Direct financial assistance can be utilized to pay for rental application fees to assist homeless families secure permanent housing. Application fees are normal costs associated with applying for permanent housing. They must be reasonable and may not exceed the maximum amounts as set by the State of California (In 2012 this amount was limited to $49.50). Application costs are used to verify the family’s personal information and are generally required for each adult household member. Service providers may assist all adult household members with these costs.

Families must be enrolled in a rapid re-housing program in order to receive Rental Application Fee payment assistance.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 58 of 64 Attachment 4 Moving Assistance Direct financial assistance can be utilized to provide moving assistance to homeless families moving into permanent housing. Moving assistance is divided into two types and families may be eligible to receive both types of assistance:  Moving Assistance o Moving assistance helps to pay for moving related expenses such as moving van rental (inclusive of mileage related charges), truck rental insurance, labor, and moving companies. o The maximum amount of assistance available under this category is $250.  Storage Payment Assistance o Storage payments must be reasonable and comparable to other storage costs in the region. o Families may receive up to three (3) months of storage payment assistance o Storage costs incurred prior to enrollment in a rapid re-housing program are not eligible for assistance.

Families must be enrolled in a rapid re-housing program to be eligible for this assistance. Attachment 5 Security Deposits Direct financial assistance can be utilized to provide security deposits to assist homeless households secure permanent housing.

Family eligibility:  Moving into permanent housing  Enrolled in a rapid re-housing program.

The following criteria must be met:  Deposit cannot exceed the equivalent of two months of rent;  The unit has been approved in accordance with the Unit Approval Policy.  Housing situation must be a permanent housing destination with a standard lease agreement for a period of at least one year;  Payment is being made directly to the Authorized Agent. Attachment 6 Utility Deposits and Payments Direct financial assistance can be utilized to provide utility set-up costs and utility arrear payment assistance.

Family Eligibility for direct financial assistance:  Moving into permanent housing  Enrolled in a rapid re-housing program  Ability to obtain and maintain utilities in the name of the Head of Household or other contributing adult residing in the household.

The following are allowable costs relating to utility deposit and payment assistance:  Ongoing utility payments for each service while actively enrolled in a rapid re-housing program

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 59 of 64  Utility arrears assistance period cannot exceed a total of 6 months. The months do not need to be consecutive and there is no time limit for how long ago the charges may have been incurred.  Utility arrears and utility payments cannot exceed 24 months in total for each service;

Each provider will issue payments on the behalf of eligible program participants to the appropriate utility company. Regardless of sub-recipient specific procedures, payment requests for utility assistance must include the following:  Utility Set-Up Form  Utility Arrear Breakdown Form o Documentation clearly indicating the time period that charges were incurred as well as a final bill or other document which indicates the total remaining balance due. Note: Special care should be taken to review this documentation for the time period that charges were incurred to determine the frequency in which charges are applied (for example, LA DWP conducts billing bimonthly while The Gas Company conducts billing monthly).  Copy of utility bill for each month that ongoing utility payment assistance is provided Attachment 7 Rental Assistance Direct financial assistance can be utilized to provide rental assistance to homeless families moving into permanent housing.

Rental assistance is subject to the following:

 Rental assistance payments must be tenant based and are limited to the amounts listed in the appropriate funding specific section of this document.  Rental assistance payments must be made directly to the landlord. Sub-recipients (service providers) must verify property ownership and property management relationships prior to the issuance of any payments for financial assistance.  Rental assistance cannot be provided for mobile homes, RVs, space rent, or motels.  The maximum rent burden is set at 80% (85% for DPSS funded assistance). The rent burden is the cost of the rental unit plus any tenant paid utilities.  Agencies should assist program participants to locate a rental unit at or below market rent. When a rental unit has been located, agencies need to assist the participant in contacting the landlord to complete the appropriate paperwork and conduct a habitability standards inspection.  Assistance can be utilized in conjunction with (but not during the same time period as similar types of assistance) other forms of assistance  If during participation in the rental assistance program the participant becomes eligible for another subsidized rental program (Section 8, Public Housing, Subsidized Housing Complex), the participant will be required to accept the rental assistance, therefore terminating the medium term rental assistance. Sub-recipients will be responsible to coordinate between participant, landlord and housing authority (if applicable), to ensure proper timing as participant transitions to permanent housing.

Prior to the issuance of any assistance, the following criteria must be met:  The unit has been approved in accordance with the Unit Approval Policy;  The household has a standard lease agreement for a period of at least one year. 2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 60 of 64 Rental assistance cannot be used in the following situations:  The household is already receiving a rental subsidy or other form of rental assistance payment from other Federal, state or local source;  The family is not paying their full portion of rent;  The lease agreement for the assisted unit is at imminently risk of being lost and the use of rental assistance will not preserve the unit.

Notification that Assistance Period is ending: Agencies administering rental assistance should ensure that participants are that the assistance is for a short-term duration only. Providers should notify families in writing no less than 90 and 60 days prior to the final issuance of rental assistance benefits

36. Attachment 8 Unit Approval Process An assisted unit must undergo a multi-part verification process as required by HUD HEARTH. Anytime a program participant is receiving financial assistance and moving into a new unit (financial assistance includes rental assistance, security deposit assistance, and utility assistance). The approval process is not required for those families receiving services only. The purpose of this policy is to ensure that the unit complies with Federal payment standards, rent reasonableness requirements and Habitability Standards. It also ensures that families move into units which are safe, habitable, and that units are fairly and reasonably priced.

The following is required to approve a unit for assistance:  Compliance with the HUD Rent Reasonableness Requirements  Compliance with the HUF Fair Market Rate  Compliance with Habitability Standards  Verification of Property Ownership  Lease Agreement  Rental Assistance Agreement (only for units receiving rental assistance)

The following process should be following when approving a unit for assistance:

1. Determine the Gross Rent Amount for the unit.

Gross Rent Amount = Total contracted rent amount + Fees required for occupancy (exclusive of late fees and pet fees) + Monthly Utility Allowance

2. Ensure compliance with Payment Standard (Fair Market Rent) 24 CFR 888 and 24 CFR 982.503 All units assisted with ESG funds must comply with the payment standard set by HUD for the Greater Los Angeles-Long Beach areas. The payment standard, also called Fair Market Rent (FMR) is set annually by HUD.

3. Ensure that the Rent is Reasonableness in accordance with 24 CFR 982.507.

The rent charged for a unit must be reasonable in relation to rents currently being charged for comparable units in the private unassisted market. Units which exceed the rent reasonableness determination cannot be assisted with rental assistance unless the 2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 61 of 64 landlord/property owner is willing to lower the rent to meet the rent reasonableness determination. Rent reasonableness means that the total rent charged for a unit must be reasonable in relation to the rents being charged during the same time period for comparable units in the private unassisted market and must not be in excess of rents charged by the owner during the same time period for comparable unassisted units. In addition, rents paid must not exceed the local Fair Market Rent established by HUD.

Subrecipients should determine rent reasonableness by considering the location, quality, size, type, and age of the unit, and any amenities, maintenance, and utilities to be provided by the owner. Comparable rents can be checked by using a market study of rents charged for units of different sizes in different locations or by reviewing advertisements for comparable rental units.

Another acceptable method of documentation of rent reasonableness is written verification signed by the property owner or management company, on letterhead, affirming that the rent for a unit assisted with ESG funds is comparable to current rents charged for similar unassisted units managed by the same owner.

If the gross rent is at or below both the FMR and the rent reasonableness standard for a unit of comparable size, type, location, amenities, etc., rental assistance funds may be used to pay the rent amount for the unit.

If the gross rent for the unit exceeds either the rent reasonableness standard or FMR, subrecipients are prohibited from using ESG funds for any portion of the rent, even if the household is willing and/or able to pay the difference.

4. Ensure that the unit complies with HUD Habitability Standards. Inspections must be conducted upon initial occupancy and then on an annual basis for the term of assistance to ensure that the unit being assisted meets habitability requirements. In addition to the Habitability Inspection, sub-recipients must also conduct an Visual Lead-Paint Assessment.

Habitability standards do not require a certified inspector to conduct on‐site inspections. For example, units assisted may be inspected by:  Program staff;  Staff from or hired by an agency of the grantee’s local government; or  Staff from another subsidy program providing assistance to the unit and also requiring an inspection (e.g., Section 8, HOPWA TBRA), as long as they follow the minimum habitability standards required.

5. Verify the owner of the property. Sub-recipients must ensure that all financial assistance paid on behalf of an eligible family are being paid to the owner or to a person/entity which has legal authority over a property (as with property management companies).

6. Ensure that the landlord will be issuing a rental or lease agreement to the family and will be including all household members on the lease agreement.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 62 of 64 7. The sub-recipient must enter into a rental assistance agreement with property owner setting forth the terms under which the rental assistance is being provided. It must at least include the following:  A provision requiring the owner to give the sub-recipient a copy of any notice to the program participant to vacate the housing unit, or any complaint used under state or local law to commence an eviction action against the program participant, as indicated in §576.106(e)).

 The same payment due date, grace period, and late payment penalty requirements as the program participant’s lease, as indicated in §576.106(f)).

 For project-based rental assistance, the initial term of the rental assistance agreement must be 1 year. For tenant-based rental assistance, recipients/sub-recipients should establish the term of the rental assistance agreement for the period of time they anticipate providing assistance.  The type of rental assistance being provided (tenant-based or project-based).

 If a sub-recipient incurs late payment penalties, it is the sole responsibility of the sub-recipient to pay those penalties using non-ESG funds, as indicated in §576.106(f).

 The sub-recipient may require the program participant to pay a portion of the monthly rental cost. In such cases, the rental assistance agreement should specify the amount of rent to be paid by the sub-recipient and the amount to be paid by the program participant, as indicated in §576.106(b).

 When providing tenant-based rental assistance, the rental assistance agreement with the owner must terminate and no further rental assistance payments may be made under that agreement if: the program participant moves out of the housing unit; the lease terminates and is not renewed; or the program participant becomes ineligible to receive ESG rental assistance §576.106(h).

37. Attachment 9 Lead-based paint requirements Lead-Based paint regulations apply to properties constructed prior to January 1, 1978. The purpose of these requirements is to ensure that housing assisted with federal funds does not pose lead-based paint hazards to young children. As such, ESG grantees are subject to the requirements, as applicable, of the Lead- Based Paint Poisoning Prevention Act and the Act’s implementing regulations at 24 CFR Part 35. Since LAHSA’s ESG program deals primarily with the operation of short-term emergency shelters and the delivery of re-housing assistance to formerly homeless persons, ESG is governed by Subpart K of the Lead-Based Paint Hazard regulations.

Under the Lead‐Based Paint Poisoning Prevention Act of 1973, visual assessments for potential lead‐based paint hazards must be conducted for all pre‐1978 units in which a child under the age of six will be residing before financial assistance may be provided.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 63 of 64 Visual assessments must be conducted regardless of whether the program participant is receiving assistance to remain in an existing unit or moving to a new unit. Individuals

Sub-recipients must ensure program participants entering into leases for housing built prior to 1978 receive information regarding lead based paint and work with landlords to ensure they are following program requirements regarding lead based paint: (a) A visual inspection of all painted surfaces on units built prior to 1978 shall be conducted on each unit under agreement for re-housing assistance. (b) If deteriorated paint is found in units built prior to 1978 the owner of the property must stabilize deteriorated paint surfaces before commencement of assisted occupancy. Lead Based Paint Regulations are exempt for the following situations: (a) Housing built after January 1, 1978 (the date when lead-based paint was banned for residential use); (b) Housing exclusively for the elderly or persons with disabilities, unless a child under age 6 is expected to reside there; (c) Zero bedroom dwellings, including efficiency apartments, single-room occupancy housing, dormitories, or military barracks; (d) Property that has been found to be free of lead-based paint by a certified inspector; and (e) Property from which all lead-based paint has been removed, and clearance has been achieved.

38. Attachment 10 LA County Board Letter

Letter to the LA County Board of Supervisors Requesting Approval of the Homeless Family Solutions System Letter is in a separate PDF document.

2014 HOMELESS FAMILY SOLUTIONS SYSTEM APPLICATION FOR FUNDING Page 64 of 64