HomeMy WebLinkAbout2024/06/04 - Notice of Funding Availability - Homeless Response System $PSo's co&,
NEWS RELEASE
June 4,2024
- MASON COUNTY COMMISSIONERS' OFFICE
I85-1 411 N 5TH ST,BLDG 1,SHELTON,WA 98584
TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN,
SHELTON CHAMBER OF COMMERCE,NORTH MASON CHAMBER OF
COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT
COUNCIL, THE SUN
RE: Notice of Funding Availability-Homeless Response System
Mason County Public Health and Human Services is soliciting applications to: 1) Further
develop and expand programs in the Homeless Response System and 2)Facilitation and
consulting services for the development of a 5-year homeless response plan. Funding is
from July 1, 2024, through June 30, 2025.
Mason County is interested in innovative approaches to program implementation where
there are formal partnerships among agencies and/or braiding other fund sources to create
a comprehensive program that will keep people housed and reduce returns to
homelessness. In smaller, rural communities it may be more cost effective for agencies to
collaborate on resources that benefit the community and the homeless crisis response
system.
Local Plan Development will follow the guidance from the Department of Commerce.
The draft guidance can be found here: 2025-2030 Local Plan Guidance (External) I
Powered by Box
Applications are due no later than 4:00 PM on Friday, June 28, 2024.
Application materials can be found on the Mason County website under"Request for
Proposals"at: Mason County WA Government Home
For more information, please contact Todd Parker at (360)427-9670 ext. 293 or
tparker_,masoncoLm a.gov
BOARD OF MASON COUNTY COMMISSIONERS
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R dy Neathe in, Kevin Sh Sharon Trask,
Chair Commissioner Commissioner
FY25 Mason County Special NOFO Homeless Crisis
Response System
Welcome to Mason County's Special Notice of Funding Opportunity (NOFO) for additional
funding awards for Fiscal Year 2025 (July 1, 2024, through June 30, 2025) from the Department
of Commerce through the Consolidated Homeless Grant Contract (Contract Number 24-46108-
20 Amendment C).
CONTRACT AWARD: July 1, 2024, through June 30, 2025.
APPLICATION DUE DATE
The deadline for submitting applications to Mason County Public Health and Human Services is
June 28, by 4 pm. Applicants must complete the excel application and submit their application
to Todd Parker at tparker@masoncountywa.gov. Please review these instructions,
Consolidated Homeless Grant Guidelines and Mason County Written Standards to aid in writing
a complete application.
AUTHORITY
The Homeless Housing and Assistance Act (Chapter 43.185C RCW) in 2005 (the "Act")
authorizes these funds. The Act, along with legislation, allows the collection of surcharges on
documents recorded for the sale and/or transfer of real property to fund homeless programs.
The document recording surcharge funds ("surcharge funds") are used by the state and local
government agencies to reduce homelessness (RCW 36.22.179).
ELIGIBLE APPLICANTS
Any IRS designated non-profit or neighborhood-based organization, local government, Council
of Governments, Housing Authority, Community Action Agency, or federally recognized Indian
tribe serving residents of unincorporated Mason County, or any of the Mason County Cities and
Towns, may apply to use the funds for eligible activities. Mason County requires that all
applicants that apply for funding be registered as a business entity with the State of Washington
and possess a Washington State Unified Business Identifier (UBI) number and Federal Tax ID
number.
AVAILABLE FUNDS
There is no guarantee the funds listed below will continue past June 30, 2025. The funds must
be prioritized for existing programs, be in compliance with the Consolidated Homeless Grant
Guidelines and align with Mason County's 5-year plan both located on the county website here:
Housing& Homelessness (masoncountywa.gov).
Consolidated Homeless Grant Budget Line Allocation
CHG FY 2025 Supplemental Funds: $244,171
Local DRF Support 2025: $267,914
TOTAL: $512,085
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Mason County reserves the right to determine which budget line to allocate from when
determining the selected awards. Mason County may also determine to award funds in phases
or reserve funds to support programs that provide rental assistance due to increasing housing
costs and the ability to maintain current services.
PROGRAM DESCRIPTION & COMMUNITY PRIORITY AREAS:
Homeless Crisis Response Systems respond to the immediacy and urgency of homelessness
and make sure that everyone has a safe and appropriate place to live. Homelessness is
prevented whenever possible, or if it can't be prevented, it is a rare, brief, and one-time
experience. The priority is to end homelessness throughout Mason County with a special focus
on the following sub-populations: adult, family, youth, chronically homeless and veterans. We
look to organizations that are committed to this purpose and have the capacity to grow and
make drastic improvements towards this end goal.
Priority is given to agencies that implement coordinated approaches that are grounded in
Housing First and public health principles to reduce the prevalence of unsheltered
homelessness, and improve: services engagement, health outcomes, and housing stability
among highly vulnerable, unsheltered individuals and families. The Consolidated Homeless
Grant contains eviction prevention funding to help prevent homelessness among the most
vulnerable households.
The Housing and Behavioral Health Advisory Board has identified the following funding
priorities:
• Priority#1: No families with minor children sleep outside.
• Priority#2: No young adult/transitional-aged youth (18-21) sleep outside.
• Priority#3: No senior sleeps outside.
Mason County is interested in innovative approaches to supportive housing where there are
formal partnerships among agencies and/or braiding other fund sources to create a
comprehensive program that will keep people housed and reduce returns to homelessness. In
smaller, rural communities it may be more cost effective for agencies to collaborate on
resources that benefit the community and the homeless crisis response system. Examples of
these proposals may include one from a Behavioral Health Agency that has experience owning
property or a joint proposal from a housing agency and a behavioral health agency. In a joint
proposal example, the housing agency would own the property and have the capacity to provide
supportive case management activities and the behavioral health agency would provide the
intensive case management where they may be able to bill other funds sources for additional
and/or more clinically based supportive services.
Under the Homeless Housing and Assistance Act (Chapter 43.185C RCW), it is required that
the Department of Commerce complete a 5-year Implementation Plan and County's create a
local 5-year plan that is aligned with the Implementation Plan. The local 5-year plan guides
future funding priorities and is due by December 1, 2025. Therefore, Mason County prioritizes
assistance with local plan development as part of this RFP.
RECOMMENDED PROPOSALS THAT ALIGN WITH THE ABOVE PRIORITIES AND USES
OF THE FUNDS:
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A. Facilitator and consultant for Local 5-year Plan Development:
a. The facilitator will work as an independent contractor with the local Homeless
Task Force and through public input as identified in the Draft Plan Guidance
(https:Hdeptofcommerce.box.com/s/24dbmyyjg5ptlmgtrl8flat3yubgl6uo). The
consultant will adhere to any changes to the Plan Guidance as it is finalized. The
local plan will meet the conditions in the Plan Guidance and addresses the need
for short-term and long-term housing for individuals experiencing homelessness.
The local plan must provide goals, strategies, activities, performance measures,
and timelines to eliminate homelessness within the entire jurisdiction of Mason
County. The consultant will work with the County and City to meet process
requirements which include Notice of Plan Development, Notice of Public
Hearing and Public Engagement Documentation, Key Stakeholders Participation
and Collaboration, and ensure Finalization of the Plan that aligns with allowable
expenses and the requirements of the local plan guidance by the Department of
Commerce. The full guidance for requirement is included in 2025-2030 Local
Homeless Housing Plan Guidance. Key deliverables include facilitating
community meetings, engaging stakeholders as described in the plan guidance,
and to provide a final written local plan in accordance with the available funding
by June 30, 2024.
B. Program and Capacity Expansion:
a. Program Development: Proposals are encouraged that further develop current
programs to: provide better service to individuals in need, adhere to best
practices, meet program fidelity measures, provide adequately staffed programs
to support clients and meet outcomes, reduce returns to homelessness, and
support staff retention.
b. HOST Home Program: A HOST Home Program or similar program in serving
eligible persons within the North Mason School District. A HOST Housing
Program must operate in accordance with RCW 74.15.020 and guidance from
The Department of Commerce Office of Homeless Youth (Host Homes Programs
Report-Washington State Department of Commerce).
c. Underserved and/or marginalized populations: A proposal will state how the
agency and program(s)will be enhanced to seek and serve populations least
likely to apply for public assistance. Priority will be given to proposals that are in
collaboration with By and For Organizations and how the services will help meet
racial equity performance measures.
d. Coordinated Entry Diversion: Expansion of Diversion Programs that provide
one-time assistance aimed at resolving homelessness. Key components are
problem solving conversation and creativity. Some communities have been
investing more energy in Diversion efforts and have their diversion staff trained in
mediation (Pierce). Diverting people from needing more intensive housing
interventions can be helpful in maximizing funds. Diversion can be used for
move-in costs, transportation, housing, etc.
e. "Enhanced Shelters": Enhanced Shelters provide short-term temporary
emergency services for those experiencing homelessness and will follow the
allowable expenses listed in CHG 6.2 outlining facility support. With enhanced
shelters the goal would be able to expand services offered through shelters by
providing services that increase shelter stays such as meals, hygiene services,
storage, and other items. Examples of services may include toilet facilities,
laundry (bedding and changes of clothing)for emergency shelter participants,
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secure storage, food services in shelters, emergency showers, pet food and
crates, etc. This could also mean agency collaboration to provide services that
increase shelter stays from the priority populations: minor children, young adults,
and seniors. Capital expenditures are not an allowable use.
SELECTION PROCESS
Mason County staff will jointly review applications for minimum eligibility requirements. This will
include a threshold review to ensure applications meet the minimum threshold requirements as
follows:
• A complete application submitted on or before the due date.
• All supporting documentation is supplied.
• Proposal includes eligible activities.
• The proposal aligns with the priority areas and local 5-year plan.
• The applicant can meet and maintain compliance with applicable federal, state, and/or
local regulations, as identified.
Qualifying applications will be evaluated on the following categories:
• Organization qualifications
• Risk Assessment & Financial
• Budget Allocation and Cost Effectiveness
• Community Collaboration
• Racial Equity
• Programmatic Implementation and Management
• Program Performance Measures
• Previous contract administration and performance. This criterion only applies to
organizations that have contracted with Mason County within the last 5 years.
During the selection process, Mason County employees will not disclose 1) information
regarding any applicant's relative standing, 2) the amount of assistance requested by an
applicant, and 3) any information contained in the application. Prior to the application deadline,
Mason County may not disclose the identity of any applicant or the number of applicants that
have applied for assistance.
CONSIDERATIONS FOR APPLICANTS
A. All payments will be dispersed on a reimbursement basis. Invoices are due not later
than the 15' of each month.
B. All applicants understand that they must have the cash reserves to operate on a 30-
calendar day reimbursement process.
C. For new applicants, funding is intended for the purpose of providing new or expanded
programs and services rather than supplant existing funding.
D. Duplicate Payment: Ensure accounting practices that avoid duplicate payment or
duplication of benefits. The County shall not pay the Grantee if the Grantee has charged
or will charge any other party under any other grant, subgrant/subcontract, or
agreement, for the same services or expenses.
E. Ability to comply with all items listed in the accompanying RFP Disclosure Document,
written standards, and applicable section of the Consolidated Homeless Grant
Guidelines.
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F. Participate in the development, implementation, and evaluation of the local 5-year plan.
Work collaboratively within the community and within programs to meet targeted
outcomes.
G. Understand that funding supports a Housing Crisis Response System and agencies are
expected to collaborate for the overall improvement of the system and system
performance measurements. In some cases, system performance involvement and
measures will include the entire agency and not just the program(s) funded.
H. Ability and commitment to meet Performance Requirements by project type.
I. Use a Housing First approach.
J. Use HMIS, conform to all HMIS Data Standards and comply with data accuracy,
completeness, and timeliness parameters.
K. Enter data into Homelessness Management Information Systems (HMIS) database and
monitor data quality and timeliness.
L. Meets requirements to participate in Coordinated Entry
M. Take a leadership role in the annual Point in Time Homeless Census Count to
accurately count persons experiencing homelessness in the populations served.
a. Rapid Re-housing projects, according to the HIC/PIT Count Data Collection
Notice of October 2022: "Homeless households currently residing on the street,
in an emergency shelter, transitional housing, or Safe Haven, but who are also
enrolled in an RRH project and awaiting housing placement, should be counted
based on where they resided on the night of the count."
N. Are committed to ending homelessness among at least one subpopulation (Family,
Adult, Youth, Veteran and Chronically Homeless) and will work in the community as a
system to accomplish this goal.
O. Ability to meet the insurance requirements.
P. Advance Equity: In nearly every community, Black, Indigenous, and other people of
color as well as individuals who identify as LGBTQ+ and individuals with disabilities are
substantially overrepresented in the homeless population. Mason County Public Health
and Human Services is emphasizing system and program changes to address equity
within programs through identifying and addressing the needs of subpopulations who are
disproportionally more likely to experience homelessness, such as the populations
identified above, and other populations who are disproportionately more likely to
experience homelessness. Agencies should be reviewing their strategies to support and
serve underserved communities throughout Mason County, identify barriers that led to
any disparities in communities being served, and take steps to eliminate these barriers.
This includes, in conjunction with people experiencing homelessness, reviewing program
policies, procedures, and processes to determine where and how to address disparities
affecting underserved communities experiencing homelessness.
CONTRACT AWARD AND NOTIFICATION TO SELECTED APPLICANTS
Decisions regarding contract awards for services solicited by this announcement will be made
no later than July 30, 2024.
If a contract is not finalized within 60 days of the award date, the County can rescind the award
for non-responsiveness.
OWNERSHIP OF MATERIAL
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Responses, applications, and other materials submitted in response to this request become the
property of Mason County, are documents of public record, and will not be returned. By
applying, applicants acknowledge and agree that they and/or their organization claim no
proprietary rights to the ideas or approaches contained in the applications.
PROPOSAL COSTS AND PAYMENT OF CONTINGENT FEES
Mason County is not liable for any costs incurred by an applicant prior to the issuance of a
contract. All costs incurred in response to this solicitation are the responsibility of the applicant,
including travel costs to attend workshops and/or contract negotiation sessions.
ACCEPTANCE OF TERMS AND CONDITIONS
By submitting a response to this RFP, the applicant acknowledges and accepts all terms and
conditions of this request and all County, Washington State, and Federal regulations and
requirements related to the delivery of the eligible activities. If the applicant is awarded a
contract, the application will become part of the contract agreement. The application is bound
by the terms of the application unless the County agrees that specific parts of the application
are not part of the agreement. The County reserves the right to introduce different or additional
terms and/or conditions during final contract negotiations. Applicants will be required to enter
into formal written agreement with Mason County.
INSURANCE
CONTRACTOR shall provide insurance that meets or exceeds the minimum insurance
requirements of the County listed below:
1. Commercial General Liability Insurance using Insurance Services Office "Commercial
General Liability" policy form CG 00 01, with an edition date prior to 2004, or the exact
equivalent. Coverage for an additional insured shall not be limited to its vicarious liability.
Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per
occurrence for all covered losses and no less than $2,000,000 general aggregate, for bodily
injury, personal injury, and property damage, including without limitation, blanket contractual
liability.
2. Workers' Compensation on a state-approved policy form providing statutory benefits as
required by law with employer's liability limits for CONTRACTOR's, with two (2) or more
employees and/or volunteers, no less than $1,000,000 per accident for all covered losses.
3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned,
non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per
accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be
satisfied by a non-owned auto endorsement to the general liability policy described above. If
CONTRACTOR or CONTRACTOR's employees will use personal autos in any way on this
project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such
person.
4. A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to
COUNTY within five (5) days of CONTRACT execution. An updated certificate of insurance will
be provided upon renewal.
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RIGHT TO REJECT OR NEGOTIATE
Mason County reserves the right to reject any or all applications, if such a rejection is in the
County's best interest. This Notice of Funding Availability (NOFA) is a solicitation for offers and
shall not be construed as an offer, a guarantee, or a promise that the solicited services will be
purchased by the County. The County may withdraw this notification at any time and for any
reason without liability to applicants for damages, including, but not limited to, bid preparations
costs.
Additionally, Mason County reserves the right to negotiate with selected applicants and may
request additional information or modification from an applicant. When deemed advisable, and
before a contract is issued, Mason County reserves the right to arrange an on-site visit/review to
determine the applicants' ability to meet the terms and conditions described in this RFP.
CANCELLATION OF APPLICANTS
Mason County reserves the right, with or without cause, to cancel any contract resulting from
this RFP with thirty (30) calendar days written notice sent by certified mail, return receipt
requested, to the applicant's address of record, as indicated on the applicant's proposal to this
RFP (or last known address on file).
NOTIFICATION OF REQUIRED ASSURANCES
Equal Employment Opportunity: This law prohibits discrimination against any employee or
application for employment because of race, color, sex, sexual orientation, or national origin.
Provisions to effectuate this prohibition must be included in all construction contracts. The
Contractor will not discriminate against any employee or applicant for employment because of
race, creed, color, sex, sexual orientation, or national origin. The Contractor will take affirmative
action to ensure that applicants are employed and that employees are treated during
employment without regard to their race, creed, color, sex, sexual orientation, or national origin.
Fair Housing and Affirmative Marketing: All housing construction, purchase or rental projects
must comply with the following federal fair housing laws, including but not limited to:
• Title VI of the Civil Rights Act of 1964 as amended;
• The Fair Housing Act;
• Equal Opportunity in Housing Act; and
• Age Discrimination Act
All housing projects must adopt affirmative marketing procedures in compliance with federal and
county policy. An affirmative marketing plan must be provided. The plan must, to the greatest
extent possible, provide information to the public and potential tenants that may be underserved
in the community.
Accessibility: All projects must comply with the accessibility laws, including:
• Americans with Disabilities Act; and
• Fair Housing Act
Financial Management: The applicant must comply with all relevant accounting/financial
standards and have a management system in place that can demonstrate cost reasonableness.
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APPLICATION:
Submit a PDF to Todd Parker, tparker@masoncountywa.gov, by 4 pm on June 2811 with the
following information.
Organization:
Name of the Agency or Business
Mailing Address
Physical Address, if different from mailing address
City, State, Zip
Organization Type: Non-profit, Government Entity, Limited Liability Corporation, Sole
Proprietorship, or other
UBI Number
DUNS Number
EIN Number
SWV Number
Number of years in business
Number of years providing the services in the proposal
Last financial audit or monitoring, by whom and the result.
Personnel: Please include name, title, email, and phone number
Executive Director
Program Director/Manager/Lead
Finance/accounting
Lead HMIS Data Entry and Quality
Lead person for this project and their qualifications.
Questions
Facilitator and consultant for the 5-year plan:
1. Briefly describe your experience and qualifications for consulting and facilitation of
similar work and the results.
2. Describe how you would engage and work with the local government, the largest city,
the Homeless Task Force and engage other stakeholders and community members in
this project.
3. Write a project timeline with milestones.
4. Write a Scope of Work for this project that includes key deliverables and project
milestones.
5. Is there anything else you would like to communicate that is pertinent to the successful
completion of this project?
6. Are you available for an interview should the panel decide to interview candidates?
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Program and Capacity Expansion
1. Briefly describe the program, the community need, how its aimed at reducing
homelessness, and what it will accomplish. Please include data as part of the rationale
for this program or enhancement.
2. How does the program adhere to best practices or evidence-based practices for this
model? Provide references.
3. How does the staffing model conform to and support the best practices and/or evidence-
based practices?
4. How will the program be developed or enhanced to better serve people that are least
likely to apply?
5. How will the added capacity or enhancement of the program improve outcomes?
6. How does the program evaluate client engagement and satisfaction?
7. What is the marketing plan?
8. How will this program be different from current programs or other programs offered in
the community? How will program differentiation be evident through observation, client
experience, agency interaction, and through policies and procedures.
9. List MOU's that the agency has in place or will obtain with this additional funding to
enhance services and outcomes.
10. How will the project be measured for cost-effectiveness?
11. Write a project timeline with implementation milestones and outcome measures.
12. Write a Scope of Work for this program that includes key deliverables and outcome
measures.
Budget
Provide a detailed budget for the project that itemizes anticipated expenses and provides a
project total. All expenses must be allowable under the Consolidated Homeless Grant
Guidelines.
Please be aware that while some of the budget categories allow up to 15% Administration, this
applies to the entire contract and may or may not be met for each program. Please also keep in
mind that program budgets will be evaluated against the need in the community and the ratio of
operational expenses to payments made on behalf of program participants.
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