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HomeMy WebLinkAbout19D - RFP - ESG HOMELESS EMERGENCY ASSISTANCEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 2, 2014 TITLE: REQUEST FOR PROPOSALS FOR FEDERAL EMERGENCY SOLUTIONS GRANT FUNDED HOMELESS EMERGENCY ASSISTANCE (STRATEGIC PLAN NO. 5) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1' Reading ❑ Ordinance on 2 n Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the Community Development Agency to release a Request for Proposals to tax- exempt non - profit corporations that provide services for homeless and at -risk of homelessness that are eligible under the federal Emergency Solutions Grant (ESG) program. DISCUSSION The City receives approximately $450,000 in federal grant funds annually through the United States Housing and Urban Development Emergency Solutions Grant Fund (ESG) for homelessness assistance. These funds are incorporated into our Consolidated Annual Plan along with other federal resources allocated to the City to address priority housing and community needs. They can be used to fund a variety of services including street outreach, homeless shelter services and operations, homeless prevention, rapid re- housing and housing relocation and stabilization services. In the current year, the City allocated $461,626 to 12 organizations operating 15 programs. Staff is requesting authorization to distribute a Request for Proposals (RFP) (Exhibit 1) for eligible projects and activities for Santa Ana individuals and families who are homeless or at risk of homelessness. The Emergency Solutions Grant timeline includes: • December 3, 2014 Release of RFP for Emergency Solutions Grant funding • January 5, 2015 Proposals due back to the City • December 10, 2014 Request for Community Redevelopment and Housing Commission to appoint two representatives to serve on the ESG application review panel • January 2015 Proposals sent to application review panel • February 2015 All day interview of applicants, including a funding recommendation 1901-1 RFP Emergency Solutions December 2, 2014 Page 2 at the end of the day • February 2015 Memo to City Manager and City Council informing of recommendations • March 2015 Notification letter to applicants informing of award recommendation and council award date • AprillMay 2015 City Council to award Emergency Solutions Grant funds • April/May 2015 Award letter to applicants Notices of funding availability will be placed on the City's website, published in a general circulation newspaper, and directly mailed to local nonprofits which have previously shown an interest in homeless services. The selected nonprofit(s) will be required to match dollar -for- dollar the ESG funding provided with funds from other public or private sources. Grant funds will be provided for the fiscal year starting July 1, 2015 through June 30, 2016. Following review of all proposals, the recommendations will be submitted for City Council's final approval. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #5: Community Health, Livability, Engagement & Sustainability. The Emergency Solutions Grant program provides funding to assist homeless Santa Ana residents. FISCAL IMPACT There is no fiscal impact associated with this action. i 1 Kelly Reenders CT Executive Director Community Development Agency Exhibit 1: Request for Proposals KR/te 19D-2 City of Santa Ana Emergency Solutions Grant Application Packet for Program Year 2015 -2016 City of Santa Ana Community Development Agency -M25 20 Civic Center Plaza, 6th Floor Santa Ana CA 92701 Exhibit 1 19D-3 INTRODUCTION The City of Santa Ana is requesting applications from tax - exempt non - profit corporations that provide services for the homeless and at -risk of homelessness that are eligible under the federal Emergency Solutions Grant (ESG) program. Grant funds will be provided for the time frame of July 1, 2015 through June 30, 2016. REQUIREMENTS FOR FUNDING Eligible Proiects and Related Activities ESG funds may be used for projects which include: • Street Outreach o Essential Services • Engagement • Case Management • Emergency Health Services • Emergency Mental Health Services • Transportation • Services for Special Populations • Shelter o Essential Services • Case Management • Child Care • Education Services • Employment Assistance and Job Training • Outpatient Health Services • Legal Services • Life Skills Training • Mental Health services • Substance Abuse Treatment Services • Transportation • Services for Special Populations • Shelter Operations • Renovation (The City will not be funding this activity type) Homeless Prevention • Housing Relocation & Stabilization - Financial Assistance • Application Fees • Deposits • Last Month's Rent • Utilities • Moving Costs • Housing Relocation & Stabilization- Services • Housing Search and Placement • Housing Stability Case Management • Mediation • Legal Services • Credit Repair (This does not include payment of debt) o Short- and /or Medium -Term Rental Assistance • Rapid Re- Housing o Housing Relocation & Stabilization - Financial Assistance • Application Fees 1901-4 • Deposits • Last Month's Rent • Utilities ■ Moving Costs • Housing Relocation & Stabilization- Services • Housing Search and Placement • Housing Stability Case Management • Mediation • Legal Services • Credit Repair (This does not include payment of debt) • Short- and /or Medium -Term Rental Assistance • Data Collection (HMIS) • Administration (The City will retain administration funds to administer and monitor the overall ESG program) SPECIAL NOTE: Applicants should be aware that if funds are awarded to organizations performing non - eligible activities, the City may modify the budget submitted. With the exception of Homeless Prevention, which must serve "at risk of homelessness ", the other programs must serve "homeless" Santa Ana residents. HUD has determined specific definitions for each group. Please refer to Title 24 CFR 576.2 for the definition of "at risk of homelessness" and Docket No. FR- 5333 -F -02 for the definition of "homeless ". Links are also provided below. "at risk of homeless" - http: / /ecfr.gpoaccess.gov "homeless" - httD: / /www.hudhre.info /documents /HEARTH HomelessDefinition FinalRule.Ddf Organization Requirement Only nonprofit organizations in good standing with the California Secretary of State and Attorney General will be eligible for ESG funding. All nonprofit applicants must be able to document 501(c)(3) status at the time of application. Applicants whose status is pending at the time of application will not be considered for funding. Non - profit status will be checked by city staff with the following websites. The City recommends that organizations visit these sites to confirm their non - profit status so that any issues can be addressed prior to application submittal. Secretary of State of California Internal Revenue Service http: / /kepler.sos.ca.gov /list.html http: / /www.irs.goy /app /pub -78/ All applicants approved for ESG funding will be required to obtain a minimum of $1,000,000 general liability insurance and Workers' Compensation insurance for all employees throughout the term of the contract. In addition, the City must be listed as additionally insured via an endorsement stating that it is primary and noncontributory. This requirement will also apply to those companies contracted or sub - contracted by the applicant. If funded, organizations will also need to comply with several federal requirements. For more information on these requirements organizations may view the following websites. 2 19D -5 Emergency Solutions Grant Regulations http: / /ecfr.gpoaccess.gov (select Title 24> select 500 - 599 >select 576) HUD ESG Webinars http: / /www.hudhre.info /esg /index.cfm (scroll down to webinars and click on HUD HRE Learning Center. Then select Emergency Solutions Grant (ESG) Program for a list of webinars) Database Requirements Recipients of ESG funds will be required to participate in the local Homeless Management Information System (HMIS). HMIS is a system for tracking the use of homeless programs and producing an unduplicated count of the people using those programs. In addition to participating in HMIS funded organizations, as part of the agreement with the City, will need to allow certain data sharing in HMIS to ensure duplicate services are not being provided. In the course of awarding grants or implementing programs under this title, [HUD] shall instruct any victim service provider that is a recipient or subgrantee not to disclose for purposes of the Homeless Management Information System any personally identifying information about any client. The Secretary may, after public notice and comment, require or ask such recipients and subgrantees to disclose for purposes of the Homeless Management Information System nonpersonally identifying information that has been de- identified, encrypted, or otherwise encoded. Nothing in this section shall be construed to supersede any provision of any Federal, State, or local law that provides greater protection than this subsection for victims of domestic violence, dating violence, sexual assault, or stalking. Additional Requirements The City has the discretion to limit funding of activities beyond those limitations placed by HUD. Organizations may not use ESG funds for the purchase of capital assets or undergo capital improvements. Each sub - grantee must match dollar- for - dollar the ESG funding provided with funds from other public or private sources. ESG funds provided from another source may not be used as matching funds for Santa Ana ESG awards. This application will be available for public display; therefore do not include any information that is subject to state or federal confidentiality regulations, for example, an address to a domestic violence shelter. ESG is a reimbursement grant and reimbursements requests are allowed on a quarterly basis, therefore organizations must have enough working capital to continue services until a reimbursement request can be processed by the City. 19D-6 EMERGENCY SOLUTIONS GRANT PROGRAM CITY OF SANTA ANA, CALIFORNIA APPLICATION FOR SUBRECIPIENT PROPOSALS FY 2015 -2016 PROGRAM DUE DATE: January 5, 2015 Applications (one hard copy) must be returned to the address below NO LATER THAN 4 P.M., JANUARY 5, 2015; ABSOLUTELY NO LATE APPLICATIONS WILL BE ACCEPTED (NO FAXES OR ELECTRONIC VERSIONS). We recommend that applications being mailed be sent as certified mail with a return receipt to document delivery date. Those who deliver the application in person should request a delivery receipt. City of Santa Ana ESG Administration Community Development Agency M -25 20 Civic Center Plaza, 6t" floor Santa Ana, CA 92701 Do not add extra pages or attachments unless instructed to do so. Any supplemental material such as letters of support, press clippings, etc., will not be accepted as part of this application submittal. Limit responses to the space provided — any additional narrative beyond the provided space will not be considered. Submit one complete application for each proposed program. ❑ Application Form ❑ Program Budgets (Funded Personnel, Current Budget, and Prior Budget) (Attachments 1 (a -c)) ❑ IRS Non - profit Designation Letter (Attachment 2) ❑ Form 990 (Attachment 3) ❑ Current/proposed client eligibility intake form (Attachment 4) ❑ Board of Directors, By -laws and Articles of Incorporation (Attachment 5) ❑ Conflict of Interest Questionnaire (Attachment 6) NOTES: Failure to provide all required information will cause this application to become invalid and will not be considered for funding. The City reserves the right to withdraw consideration of this application if evidence of compliance is not provided or if compliance status changes during the application process. The City reserves the right to waive a requirement if it is determined to be in the best interest of the City. 4 19D-7 ESG 2015 -2016 APPLICATION FORM DUE DATE: 4:00 P.m., January 5, 2015 THIS APPLICATION IS FOR: (PLEASE CHECK ONLY ONE) ❑ STREET OUTREACH ❑ SHELTER ❑ HOMELESS PREVENTION ❑ RAPID RE- HOUSING I. ORGANIZATIONAL A. Legal Organizational Name: B. Proposed Program Name: C. Mailing Address: D. Service Address(es): E. Contact Name: Title: Telephone: Fax: E -Mail: F. Name of Representative with Contract Signing Authority Title: G. Federal Tax ID #: H. DUNS #: II. SERVICE AND FUNDING A. How many unduplicated individuals (both Santa Ana residents and Non -Santa Ana residents) will this program plan to serve during 2015 -2016? B. Of the number from II.A. how many will be City of Santa Ana residents? C. Amount of ESG funding requested for FY 15 -16: III. HISTORY Total people served by the proposed program Of III.A, number of Santa Ana residents 2014 -2015 2013 -2014 Total expense of the proposed program Total amount of Santa Ana grants received for this program. How many years has the program been in existence: 19D-8 2012 -2013 V. ADDITIONAL INFORMATION A. Community Involvement - In the space below, list the Santa Ana Neighborhood Associations, local community organizations and /or civic groups your organization participate in and to what extent? max. char. 1000 6 19D-9 VI, PROGRAM DESCRIPTION - DETAIL In the space below, describe the program. List the specific services that will be provided with ESG funds. (max, 19D -10 VIII. OUTCOME MEASUREMENT - STANDARD What is the benchmark for success of clients? What is the success rate? Discuss reasons for non - success. cnar. 8 19D -11 stated as well as comoiv witn 19D -12 (If more lines are needed for additional staff, please create a separate page with the same format to list the remaining personnel. Label it X.A List all individuals working Place an on the proposed program List qualifications to perform these "X' for by Name and Title. List activities that they will perform. activities ,,�,hom will (include both Admin and be ESG Program Staff ) funded El El El ❑ El 10 19D -13 XI. CERTIFICATIONS A. Applicant certifies that it will not discriminate against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex or age, in compliance with Government Code 12900, at seq. Applicant agrees to take affirmative action to insure that applicants are employed, and that employees are treated during employment, without regard to their race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex or age. B. Applicant certifies that it does not discriminate against any person wishing to benefit from their services /program on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex or age. C. Does any officer, employee or board member have an ownership interest, either directly or through a partnership or corporate entity, in any facilities owned, leased, or rented by the applicant organization? This includes leases between an organization and a director, trustee, officer or key employee of the organization or his /her immediate family either directly or through corporations, trusts, or similar arrangements in which they hold a controlling interest. ❑ Yes ❑ No If Yes, please list the individual(s) and /or company(ies) below. Name D. Do your board members receive a salary or other stipend for serving on this board? ❑ Yes ❑ No (If yes, include amount next to each board member's name as part of attachment #5) E. What was the date of the last meeting of your board of directors? XII. SIGNATURE I hereby certify that, to the best of my knowledge, all statements made in this application are true and correct. If funds are granted to our organization, they will be used for a ESG- eligible purpose. I understand that liability and workers compensation insurance will be required for our group, and that our formal agreement with the City will specify other reporting and programmatic provisions. Name Title Signature Date 11 19D -14 ATTACHMENT #1(a -c) PLEASE COMPLETE THE FOLLOWING FORMS REGARDING ESG FUNDED PERSONNEL AND CONTRACTUAL SERVICES (ATTACHMENT 1a) 2015 -2016 PROGRAM BUDGET (ATTACHMENT 1 b) 2014 -2015 PROGRAM BUDGET (ATTACHMENT 1c) IMPORTANT NOTICE: The City asks that you list other secured funding sources on the budget forms, but the City realizes that all other funding sources may not be secured at the time of this application. Organizations may include unsecured resources with the understanding that the City will hold the organization to the same service level indicated in the application whether all the resources listed are actually received or not. The only item that will affect the service level expected by the City will be the responses provided under section II.B. & C. of this application and the amount of funding provided by the City of Santa Ana ESG for the 2015 -2016 grant year. 12 19D -15 2015 -2016 ESG FUNDED PERSONNEL ADMINISTRATIVE STAFF Position Title Annual Salary Annual Benefits Total Compensation ESG Funds Requested % of time in the program serving Santa Ana Residents PRO(' RAM STAFF Position Title Annual Salary Annual Benefits Total Compensation ESG Funds Requested % of time in the program serving Santa Ana Residents CONTRACTUAL/PROFESSIONAL SERVICES Type of Service Contract Amount Total Compensation ESG Funds Requested % of time in the program serving Santa Ana Residents Attachment 1(a) 13 19D -16 PROGRAM YEAR 2015.2016 PROPOSED PROGRAM BUDGET Organization Name: Program Name: EXPENDITURES PROGRAM REVENUE LIST ALL OTHER PROGRAM RESOURCES THAT HAVE BEEN SECURED * ** FOR FY 15 -16 "Funding Source" total must equal `Total Program Budget" listed above. FUNDING SOURCE EXPENDITURES EXPENDITURES TOTAL CATEGORY FUNDED BY FUNDED BY TOTAL PROGRAM ORGANIZATIONAL Federal SANTA ANA ESG OTHER SOURCES BUDGET BUDGET Administrative Staff Salaries & Benefits TOTAL Program Staff Salaries & Benefits Contractual /Professional Services Office Supplies Rent/Lease Communications Utilities Insurance Other (Please Specify) 1. 2. 3. 4. 5. TOTAL PROGRAM REVENUE LIST ALL OTHER PROGRAM RESOURCES THAT HAVE BEEN SECURED * ** FOR FY 15 -16 "Funding Source" total must equal `Total Program Budget" listed above. FUNDING SOURCE AMOUNT Santa Ana ESG City General Funds (Non -Grant Funds) County State Federal Other - Other- TOTAL ** *See note on Attachment #t cover page 14 19D -17 Attachment t(b) Organization Name: Program Name: PROGRAM YEAR 2014 -2015 CURRENT PROGRAM BUDGET EXPENDITURES PROGRAM REVENUE LIST ALL OTHER PROGRAM RESOURCES THAT HAVE BEEN SECURED FOR FY 14 -15 "Fundina Source" total must eaual "Total Proaram Budget" listed above. FUNDING SOURCE EXPENDITURES EXPENDITURES TOTAL CATEGORY FUNDED BY FUNDED BY TOTAL PROGRAM ORGANIZATIONAL Federal SANTA ANA OTHER SOURCES BUDGET BUDGET ESG TOTAL Administrative Staff Salaries & Benefits Program Staff Salaries & Benefits Contractual /Professional Services Office Supplies Rent/Lease Communications Utilities Insurance Other (Please Specify) 1. 2. 3. 4. 5. TOTAL PROGRAM REVENUE LIST ALL OTHER PROGRAM RESOURCES THAT HAVE BEEN SECURED FOR FY 14 -15 "Fundina Source" total must eaual "Total Proaram Budget" listed above. FUNDING SOURCE AMOUNT Santa Ana ESG City General Funds (Non -Grant Funds) County State Federal Other - Other- Other- TOTAL Attachment 1(c) 15 19D -18 ATTACHMENT #2 PLEASE PLACE A COPY OF YOUR ORGANIZATION'S IRS NON - PROFIT DESIGNATION LETTER BEHIND THIS SHEET ATTACHMENT #2 16 19D -19 ATTACHMENT # 3 PLEASE PLACE A COPY OF YOUR ORGANIZATION'S 990 FORM BEHIND THIS SHEET ATTACHMENT #3 17 19D -20 ATTACHMENT #4 PLEASE PLACE A COPY OF YOUR ORGANIZATION'S CURRENT /PROPOSED CLIENT ELIGIBILITY INTAKE FORM BEHIND THIS SHEET ATTACHMENT #4 18 19D -21 ATTACHMENT #5 PLEASE PLACE A COPY OF YOUR ORGANIZATION'S LIST OF BOARD OF DIRECTORS, BY -LAWS AND ARTICLES OF INCORPORATION BEHIND THIS SHEET ATTACHMENT #5 19 19D -22 ATTACHMENT #6 PLEASE PLACE A COPY OF THE CONFLICT OF INTEREST QUESTIONNAIRE BEHIND THIS SHEET ATTACHMENT #6 20 19D -23 CITY OF SANTA ANA meraencv Shelter Grant Federal, state and city law prohibits employees and public officials of the City of Santa Ana from participating in any transaction, on behalf of the City, in which they have a financial interest. In order to assure compliance with this requirement, this questionnaire must be completed and submitted by each applicant for Emergency Shelter Grant (ESG) funding. The purpose of this questionnaire is to determine if your agency staff or Board members perform functions or responsibilities that would be a conflict of interest with respect to the ESG program. If necessary, detailed explanations may be provided on separate sheets of paper. 1. Is /are there any member(s) of your staff, Board of Directors, or other governing body, who is currently, or has /have been within one year of the date of this questionnaire, a City of Santa Ana employee or a member of a City board or commission that has a direct influence on the allocation of ESG funding? ❑ Yes ❑ No If yes, please list the following: Name Position City /Department 2. Will the ESG funds requested by the applicant be used to pay the salaries of any of applicant's staff person(s) who is /are, or has /have been within one year of the date of this questionnaire, employed by the City of Santa Ana? ❑ Yes ❑ No If yes, please list the name(s) below and identify the City Department in which each person is employed: Name City /Department 3. Will the ESG funds requested by the applicant be used to pay the salaries of any of applicant's staff person(s) who is /are currently, or has /have been within one year of the date of this questionnaire, a member of a City of Santa Ana board or commission that has a direct influence on the allocation of ESG funding? ❑ Yes ❑ No If yes, please list the following: Name: Year(s) Name: Year(s) Name: Year(s) Name: Year(s) 4. Will the ESG funds, requested by the applicant, be used to award a contract or subcontract to any individual(s) or business affiliate(s) who is /are currently, or has /have been within one year of the date of this questionnaire, a City of Santa Ana employee or a member of a City board or commission that has a direct influence on the allocation of ESG funding? ❑ Yes ❑ No If yes, please list the name(s): Name: The ESG funds used for reimbursement of rent shall not benefit any employee, agent, consultant, officer, elected official or appointed official of the subrecipient. This prohibition includes leases between an organization and a director, trustee, officer or key employee of the organization or his /her immediate family either directly or through corporations, trusts, or similar arrangements in which they hold a controlling interest. Organization Signature Date 21 19D -24 /AVM - r rTiLa'I zz 19D -25 19D -26