t3

AGENDA ITEM SUMMARY

l>s
(Must be submitted NLT 3PM Wednesday for next week agenda)

DepaËment: Health & Human Services

WORK SESSION X Ueeting Date: January 28,20Lg

REGULAR AGENDA X Meeting Date: February 5,2OLg

Required Originals Approved and Attached? X

Will be provided on:

Item Summary:x
tr Call for Hearing Contract/Agreement/MOUxx Contract #
tr Resolution Proclamation ! Budget ltem
u Draft Ordinance n
r¡nalOrdinance X Other 2019 HTF Funding Proposals
Documents exempt from public disclosure attached: tr
Executive Summary:

The attached repoft was submitted to the full Homelessness Task Force on January 15, 2019 after the
20t9 - 2021 RFP Review Committee recommended the attached allocations. The full Homelessness
Task Force has reviewed these recommendations and has requested these recommendations be
fonryarded to the BOCC for their approval.

If these recommendations are approved by the BOCC, Clallam County Health and Human Services will
develop statements of work and contracts for final BOCC approval. 2019 HTF RFP recommendations
are in the amount of $1,250,000.

BUdgetary ImpaCt:tIs there a monetary impact? If so, are funds for this already allocated or is a budget change necess ary? lf
this is a contract and a budget change is necessary, the budget change form must be submitted with the item at work session and for the
regular agenda) Ifa budgetAction is required, has it been submitted and a copy attached? n
Funds are in the 2019 - 202t HTF Budget.
ReCOmmended ACtiOn:fooes the Board need to act? If so, what is the depaftment's recommendation?)

Please approve.

County Official Signature:

Date Submitted= January 22, 9

* Submit original and 5 copies 2019 RFP Recommendations

x* Submit 3 originals and 5 copies Revised: 2013
Questions? Call Loni Gores, Clerk of the Board, ext 2233
 HOMELESSN TASK FORCE RFP REVIEW COMMITTE E RECOMMENDATIONS

TO

CLALLA COUNTY BOAR o M IONERS

Fundins Under 2L63

20L9-202L

Agency Project Priority 20L9 2020 202L TOTAL TOTAL

(Jan-June) RECOMMEND REQUEST

Concerned s s s s s
Citizens 4 Walls for All Support Services 40,000.00 40,000.00 L5,000.00 95,000.00 150,000.00
DV Housing s s s 5 s
Forks Abuse First Support Services 19,000.00 19,000.00 10,000.00 48,000.00 50,71.4.22
Safely
Healthy Home/Housing s s s $ s
Families First Support Services 40,000.00 40,000.00 16,000.00 96,000.00 160,000.00
Sarge's Place s s s s s
NORVHN Case Manager Shelter 40,000.00 40,000.00 20,000.00 100,000.00 L00,000.00
Sequim
Warming s s s s s
OIyCAP Center Shelter 10,000.00 10,000.00 5,000.00 25,000.00 25,000.00
Seren ity Coordinated Coordinated s 5 s s s
House of CC Entry Entry 112,000.00 1L2,000.00 56,000.00 280,000.00 553,2L2.00
Serenity Coordinated 5 s s s s
House of CC HMIS Entry 21,000.00 21,000.00 10,500.00 52,500.00 1_11,B00.00
Seren ity Point in Time Coordinated s s s s s
House of CC Count Entry 12,000.00 L2,000.00 6,000.00 30,000.00 104,100.00
Serenity Night by Night s s s
S s
House of CC Shelter Shelter 137,000.00 137,000.00' 77,OOO.00 351,000.00 692,967.00
Serenity CCS: Family s
( s s s
House of CC Shelter Shelter 42,000.00 42,000.00 21.,000.00 105,000.00 18L,900.00
Seren ity CCS: Sequim S s s
S s
House of CC Shelter Van Shelter t7t,63L.O0
The Answer Bridging the s s s s S
for Youth Gap 9 Support Services 20,000.00 20,000.00 10,000.00 50,000.00 55,200.00
The Answer Step to s ë
s s s
for Youth Success Support Services 7,000.00 7,000.00 3,500.00 17,500.00 18,L40.00
TOTAL s s s s
RECOMMENDED 500,000.00 500,000.00 250,000.00 1,250,000.00
/ RvRILaeL¡
TOTAL 5 5 s s
REQUESTED 911,137.00 941.,205.48 522,321.74 2,374,664.22
 HOMELESSN FP REV¡EW COMMITTE E RECOMMENDATIONS

Fundine Under 2060

20t9-202L

Agency Project Priority 20L9 2020 202L TOTAL TOTAL

(Jan-June) RECOMMEND REQUEST

Emergency Shelter 5 s S s s
Shelter - 5,000.00 5,000.00 2,500.00 12,500.00 1-5,000.00
Forks Abuse West End
Healthy Emergency Shelter s s s s s
Families Housing 25,000.00 31,000.00 17,200.00 73,200.00 86,250.00
Sarge's Place Shelter / s s 5 s s
NORVHN Kitchen Repair Support Services 22,000.00 22,000.00 100,000.00
Pen insu la Eklund Sh elter s s 5 s s
Housing Heights Pre- 22,000.00 22,000.OO 25,000,00
Authority development
Serenity Evergreen Shelter s s s
House Stairway 17,000.00 59,800.00 Lt5,284.00

Tempest Support Services s

Repairs 20,000.00

Tempest Support Services s

Repairs 22,800.00
The Answer Steps to Support Services s s s s S
for Youth Success 16,000.00 7,000.00 23,000.00 29,1,44.30
TOTAL s s s s
RECOMMENDED 85,000.00 85,000.00 42,500.00 2t2,500.o0
/ evR¡¡-neLe
TOTAL s s s s
REQUESTED 195,644.30 11_6,308.00 58,726.O0 370,679.30
 Reoort of Homelessness Task F orce RFP Review Committee
2019-2021
Throughout the 2018 calendar year, the Homelessness Task Force along with the
County Commissioners, agencies and involved community members discussed
seryices, needs, successes and gaps in services addressing issues around
homelessness within Clallam County. Also under discussion during this time was a
proposal to issue RFPs that would span 30 months rather than the yearly cycle currently
in use. ln the future a two year funding cycle was suggested.

On October 2,2018, the Homelessness Task Force confirmed the following funding
priorities for this RFP: 1. Coordinated entry, 2. shelters and 3. support services.

Serenity House is currently (and has been) the Lead Agency for the Consolidated
Homelessness Grant (see attachment). This RFP covers the County portion of monies
allocated under 2060 and 2163. This RFP was released at the beginning of November
and advertised legally.
Proposals were due December 14,2018 and opened at the Board of Commissioners
meeting on December 18, 2018. RFP Review Committee Books were distributed to the
seven members (Mary Hogan, Tom Steffen, John DeBoer, Amy Miller, Corrie
Hightower, Debra Self, Christy Smith and HHS: Andy Brastad and Tim Bruce) of the
committee beginning December 21, 2018.
This committee met on January 9,2019 to review all responses to this RFP. The
committee met from Bam-2:30pm. During this time respondents met with the committee
to briefly explain their proposals and answer questions. One agency participated by
phone and one did not attend due to a family emergency. There were 21 responses
from 8 agencies. (Please see attached summary of requests and recommended
allocations.)
For 2060 (Capital Projects). $212,500 was made available and $395,678 was
requested.
For 2163 Funds: $1,250,000 was made available and $2,326,521was requested.
Feedback on the process:
o Agencies and Review Committee Members appreciated the opportunity to
meet with those requesting funds and to discuss the proposals. The ability
to ask questions was extremely helpful.
. lt was suggested that in the future, that requests for 2060 (Capital) funds
may be appropriate to consider on a yearly basis to address more
emergent needs and allow for more strategic planning locally.
. We will continue to refine RFP questions and evaluation procedure.
Feedback from RFP Review Committee Members:
 "Having always been the receiver of county funds, sitting on the other side was quite a
learning experience. We were fortunate to have a strong RFP committee who were
informed about the needs of our community and ready to make sure the county funds
go to the organizations who meet the requirements of this year's funding.

The process started with getting everyone on the committee a copy of all the requests
and allowed the committee plenty of time to read and score. From my own experience
writing grants, it helped me see how important it was to answer allthe questions
completely. There were many requests that were well written with budgets showing the
whole program costs and then the amounts being requested from the County. Some of
the grants had minimal information and budgets that were not quite complete. Spelling
errors, budget errors were many.

The interview process should be done on every RFP put out by the county. lt gives those
making the funding decisions an opportunity to get clarity when a request is not well
written. We understand that not everyone writes well or can afford a professional grant
writer so the interview gives us an opportunity to ask questions.

After allthe interviews were completed the committee talked about what percentage of
the total funds should go to Serenity House since they applied for over S100,00 more
than what was available. We know Serenity House receives funding for a portion of all
the requests they applied for but their budget was lacking the total amount of the cost
for each program and what portion of that was paid by Commerce funds. The
committee allocated Serenity House a little over 50% of the total funding. The balance
of the funding was spread among the other requests which means more people such as
those fleeing domestic violence/sexual assault received funding, Veterans programs
received funding and youth programs received funding. All funding was within the
categories of shelter, coordinated entry and support services. Most of the funding for
Serenity House was for coordinated entry and the night by night shelter. lt doesn't make
sense to fund only one entity as they don't serve everyone. Until we can get a clear
picture of where Serenity House is spending their funding from Commerce which is
explicit with what those funds can be used for, we cannot rationalize funding more than
5O% of the total funding." - Mary Hogan

Mary Hogan using Corrie Hightower's notes and she wrote

"We want to thank the commissioners for this opportunity to make the
recommendations for funding the agencies' requests and trusting our commitment to
fairness and our expertise in these matters.

As you can see by the attached spreadsheet we have prioritized the requested project
funding by staying true to our Homelessness Task Force goals of focusing on 1) Housing
inventory for our low income county residents 2) Coordinated entry and the
 collaborative efforts between the agencies and 3) Support services for these areas-
staffing, education, and other supportive measures.

When we were allocating funding we considered the outcome of the request in terms of
increasing inventory by selecting proposals that dealt with preserving current buildings,
and those looking at life safety issues such as staircase repairs. As well we wanted to
support adding extra space to existing buildings or improving current resident spaces
such as a shelter kitchen remodel.

We considered as well that Serenity House does not provide more overall shelter to the
east and central county homeless individuals and we allocated a larger percentage of
funds for this entity. However, we also tried to support housing as the number one
priority and allocated more funding for these projects. Please refer to our spreadsheet.

This has been an exacting but fulfilling experience and the Task Force Members wish to
express their commitment to ending homelessness if Clallam County."

Next Steps:

1. Fon¡uard to BOCC for approval of recommendations.

2. Write contracts and obtain agency signatures.
3. Return to BOCC for approval of final contracts.
On January 15, the HTF recommended that this Review Committee summary be sent to
the BOCC for approval of the funding recommendations.
 Amendment
Contract Number: I 7-461 08-05
Amendment Number: C
Washington State Department of Commerce
Community Services and Housing Division
Housing Assistance Unit
Consolidated Homeless Grant (CHG)

l. Grantee 2. Grantee Doing Business As (optional)

Serenity House of Clallam County
PO BOX 4047
PORT ANGELES, WA 98363-0997

3. Grantee Representative (only if updated) 4. COMMERCE Representative

Doc Robinson Jessica Simon l0l I Plum Street SE
Executive Director CHG Prograrn Manager Olympia,WA 98504-2525
(360) 452-1224 ext302 (360) 72s-29ss
doc.robinson@serenityhouseclal lam. org j essica.simon@cornmerce.wa. gov

5. Original Grant Amount 6. Amendment Amount 7. New Grant Amount

(and any previous amendments)

s1,272,292 s74,672 sl,346,964

8. Amendment Funding Source 9. Amendment Start Date 10. Amendment End Date

Federal: State: Other: X N/A: July 1,2018 June 30, 2019

11. Federal Funds (as applicable): Federal Agency: CFDA Number:

N/A N/A N/A
12. Amendment Purpose:
Add additional CHG funding from the SFY 2019 supplemental operating budget.

COMMERCE, defined as the Department of Commerce, and the Grantee acknowledge and accept the terms of this Grant As
Amended and attachments and have executed this Grant Amendment on the date below to stafi as of the date and year referenced
above. The rights and obligations of both parties to this Grant As Amended are governed by this Grant Amendment and the following
other documents incorporated by reference: 2011-2019 Homeless Housing Funding Application, CHG Guidelines (as they may be
revised from time to time), and Grant Tenns and Conditions including Attachment "A" - Scope of Vy'ork, Attachment "B" - Budget. A
copy of this Grant Amendment shall be attached to and made a pan of the original Grant between COMMERCE and the Grantee.
Any reference in the original Grant to the "Grant" shall mean the "Grant As Amended".
FOR GRANTEE FOR COMMERCE

Signature Diane Klontz, Assistant Director

Community Services and Housing Division

Print Narne, Title Date

APPROVED AS TO FORM ONLY

Date
Sandra Adix
Assistant Attorney General
3/20/2014
Date

Department of Commerce
 Amendment

This Grant is amended as follows

Attachment B

Budget

Budget Categories Original Amendment C New Total

CHG Base

Admin S79,837.50 Si.i.,soo s91,337.50

Fac Support: For-Profit Lease s26,722.97 s4,172.54 s30,895.51

Fac Support: Other Lease and Fac Costs 562,266.62 5g,tzz.zq 571,988.96

Rent: For-Profit Rent S142,8oo.oo 522,296.86 S165,096.86

Rent: Other Rent and Housing Costs Sr.1,4oo.oo 51,780 S i.3,1so

Operations S155,208.91 52s,2oo.26 S180,409.17

TANF

TANF: For-Profit Rent 529,270.8O So 529,270.80

TANF: Other Rent and Housing Costs S5,ooo.oo So s5,ooo.oo

TANF: Operations 523,846.20 so 523,846.20

HEN SFY 2018 (July 2017-June 2018)

HEN: Admin 2018 S17,831.59 So S17,831.59

HEN: Rent and Housing Costs 2018 5269,29s.s8 So 5269,295.58

HEN: Operations 20L8 S58,994.83 So s58,994.83

HEN SFY 2019 (July 2018-June 2019)

HEN: Admin 2019 527,287.00 so 527,287.00

HEN: Rent and Housing Costs 2019 s26r,O22.0O so $26r,022.00

HEN: Operations 2019 S101,s08.oo So s 101,s08.00

Total

Total 51.,272,292 574,672 51,346,964