6-RFQ-26-00418 Attachment A - CWS Partnership Application FY 2027.pdf

Cold Weather Shelter Partnership Application

The purpose of the Cold Weather Shelter (CWS) Partnership Program is to offer organizations a stipend to support the costs associated with community led efforts in providing shelter for our most vulnerable population when the Cold Weather Shelter (CWS) Plan is activated. Cold Weather Shelter season begins November 1, 2026 through March 31, 2027.

The target population includes people who either lack shelter or have insufficient heating in their home. The CWS Plan is activated during the cold weather season and will be utilized on nights when the temperature, measured at the Plant City Municipal Airport, dips to 40 degrees or below including wind chill for two consecutive hours between 6 p.m. and 6 a.m.

Congregate Shelters must be open no later than 6 p.m. on the day of activation and remain open until at least 6 a.m. the following day. Non-Congregate Shelters must make vouchers available no later than 6 p.m. on the day of activation. Bus Passes will be provided to community partners, as available, to support the egress from cold weather shelter sites. Also, the County will provide mats, blankets, and personal protective equipment, as available.

All partners will be notified by the Director/Designee prior to and no later than fifteen days before any adjustments are made to the activation threshold, as listed in the plan.

Organizations submitting this application are applying for a financial stipend to support their operations that will provide capacity for a minimum of twenty (20) nights of cold weather shelter activation during the 2027 winter season.

Note: If your organization has funding to support this initiative and no additional funds are needed, please complete the application so that we can have an official record of your facility, capacity, etc. on file for planning, resource support, and media coordination, as needed.

All applications for stipends are subject to funding availability and must meet the eligibility requirements listed below.

Eligibility Requirements:

• Applicants must be a 501c3, Business, Faith-Based Organization, Shelter, or Community Service Provider and in good standing with the State of Florida.

• Facility to include Congregate Shelter and/or Non-Congregate (Motels) shall be in Hillsborough County.

• Congregate shelters shall have capacity to provide overnight accommodation for a minimum of 10 people, except for non-congregate sites (motels) which can be multiple locations without a minimum and subject to availability (any changes to shelters location must be approved by County Department Director and meet eligibility requirements).

• Safety protocols must be adhered to according to CDC guidelines (regarding COVID 19). Partners may enforce stricter protocols regarding COVID 19.

• Secure a facility that includes:

o Heat o Plumbing o Electricity o Male/Female Restrooms

• Provide food for each guest to include:

o A hot meal or individually boxed dinner o Cold and/or Hot beverages (including water) o Take-Away Breakfast

• Provide staff and/or volunteers to handle:

o Logistics (Set up of congregate shelter or motel shelter arrangements) o Registration o Meal Pick-Up and Distribution o Secure Storage of Belongings o Overnight Supervision (Congregate shelter only) o Clean-up o Egress from Shelter

• Applicants must have a security plan to include overnight at congregate shelters from 6 p.m. to 6 a.m.

• Facility must pass or have passed an annual inspection by Hillsborough County Code Enforcement or provide a completed and passed inspection report from a Local or FL Department of Business and Professional Regulation (DBPR), Division of Hotels and Restaurants or other State Regulatory Agency, as designated.

• Applicants that will provide a congregate and/or non-congregate site must complete each respective section of the application.

Application

Organization Name: _________________________________________________________________________________

Address: ________________________________________________Phone Number: ______________________

Point of Contact: _____________________________________________________________________________

Cell Phone Number/Email Address: ______________________________________________________________

Shelter Address (if different than the organization address):

Address: ________________________________________________

Phone Number: ______________________ Shelter Coordinator(s)/Volunteer Contact Information:

Name(s):____________________________________________________________________________________

Cell Phone #(s)/Email address: __________________________________________________________________

Cold Weather Shelter Operations: Indicate when your organization will begin Cold Weather Shelter Partnership � November 1 – March 31 (Full Season)

Provisions: The applicant shall request the stipend amount that aligns with the type of shelter (congregate and/or con-congregate/motel) and available capacity of their shelter. Applicants must consider the number of volunteers and their capacity for managing operations.

Are you applying to host a congregate shelter? Yes or No

Are you applying to host a non-congregate shelter (motel voucher)? Yes or No

Are you applying to manage both a congregate shelter and non-congregate shelter? Yes or No

If yes, you must complete each section.

Please check the type of Cold Weather Shelter Operations that your agency or group will manage:

☐Congregate Shelter – Each shelter is required to have heat, plumbing, electricity, male/female restrooms, and capacity to provide temporary shelter (overnight). Please check capacity for the respective cold weather shelter (congregate) location you will be managing:

Capacity Stipend (CWS Season) � Up to 10 $5,333 � 11 – 20 $6,667 � 21 – 30 $8,000 � 31 – 40 $10,000 � 41 – 60 $12,667 � 61 – 80 $16,000

*Note: If the number of activation days exceed 20, an additional stipend will be provided, calculated on a prorated basis according to the original award amount and 20 days. For example, if the original award was $8000 and you activated for four (4) days beyond the original 20 day period, the partner would receive an additional stipend of $400 per additional day of activation beyond original award.

• Is your organization the owner of the shelter?

� Yes � No

• If not, do you have permission to use the building for this purpose?

� Yes � No

• Is your shelter a pet-friendly shelter?

� Yes � No

☐ Non-Congregate Shelter - Motel Rooms (Vouchers) Motel Rooms – Vouchers will be provided for persons that are identified by the applicant for temporary shelter. Motel Rooms must be licensed to operate in Hillsborough County and include basic operational amenities to include but not limited to bed, linen, access to heat, and bathrooms. Incidentals are reimbursable up to $5,000 for non-congregate shelters only to cover pet fees and room damages.

Please check the estimated number of motel rooms to be used per activation.

� 10 – 25 � 26 - 50 � 51 – 75

• Applicants will be reimbursed for actual cost for each room.

• Applicants will be reimbursed for individuals who did not show. Applicant must provide documentation.

• Double occupancy is encouraged.

Agencies will receive administrative fees based on the projected number of motel rooms used per activation.

• Up to 25 - $5,000

• 26 to 50 - $7,500

• 51 to 75 - $10,000

Has your organization identified at least one motel for temporary shelter?

� Yes � No

Please list motel locations with addresses that have been pre-identified.

Is one or more of the motels pet-friendly?

� Yes � No

Please list pet friendly locations:

Contractor shall thoroughly document circumstances to support the request to increase capacity during the season and secure prior written approval from the Director or designated Manager in order to be reimbursed for stipends for congregate and non-congregate shelter including Administration.

Reporting The Shelter Coordinator shall E-mail to the Cold Weather Shelter Coordinator and the Community Services Manager, at HCSColdWeather@hcfl.Gov which is monitored by the Coordinator and Manager, a Cold Weather Shelter Census Report for that respective site which includes: name of the shelter, date of activation, a list of guests capturing their contact information (number and/or email), gender, Veteran status, and if they are interested in shelter or need other services by 10 a.m. the following morning.

If your site is a non-congregate facility, the Shelter Coordinator shall E-mail to the Cold Weather Shelter Coordinator and the Community Services Manager, at HCSColdWeather@hcfl.Gov which is monitored by the Coordinator and Manager, a census of families served including persons in household as well as the number of vouchers issued for each activation by 10 a.m. the following morning including number of pets. The actual number of reserved rooms and utilized rooms may vary and will be reconciled by Applicant prior to non-congregate shelter payment request.

Who is your primary target audience? _______________________________________________________

Are you willing to expand your target population, if needed? Yes or No?

Organizations can expand capacity throughout the season with approval from the Department Director.

mailto:HCSColdWeather@hcfl.Gov mailto:HCSColdWeather@hcfl.Gov

Volunteer Base � Each organization managing a congregate shelter is required to provide a volunteer plan that will include registration, storage of belongings, meal distribution, overnight supervision, cleaning, egress from facility, and bus pass distribution. Please provide a brief description of volunteer services including recruitment, training, scheduling, and managing.

Each organization managing a non-congregate shelter is required to provide a volunteer plan that will include on-site registration, meal pick-up, meal distribution, and bus pass distribution for the last day of activation.

Meals � Each organization will be required to provide each guest a hot meal, beverages including bottled water, and a take-away breakfast. Please share how meals will be provided for your guests.

Security Each organization will be required to provide security from 6 p.m. to 6 a.m. at the congregate shelter.

Please share your security plan.

Note: Additional funding can be provided to assist with security costs, contracted and/or one or more members of your team can serve in this role. Security must be provided for a minimum of eight (8) hours per activation. Security costs up to $300.00 per activation, subject to approved documentation.

Will you be able to activate your cold weather shelter beginning November 1, 2026?

� Yes � No

If not, what day will you be able to open? _________________________________________

Certification Statement:

• I hereby certify that the information above is true and correct to the best of my knowledge. I understand that a false statement may disqualify my organization for participation in the program. I agree to cooperate fully with the County and submit reports, as required, on the census at the shelter each night.

• I further understand that the County is not responsible for the management and operation of the cold-weather shelter locations and that the partnership (with or without a stipend) is a part of a coordinated effort to help the community with this initiative.

Printed Name of Organization Lead:

Signature of Organization Lead: _______________________________________________Date: ___________________

Distribution of stipend for congregate shelters will be distributed in two (2) payments:

• 50% of Congregate Shelter Award will be processed after the execution of related documents.

• The remaining 50% of the Congregate Shelter Award will be processed at the end of the Cold Weather Season

(March 2027)

Provisions: The applicant shall request the stipend amount that aligns with the type of shelter (congregate and/or con-congregate/motel) and available capacity of their shelter. Applicants must consider the number of volunteers and their capacity for managing operations.

Distribution of stipend for non-congregate shelters will be distributed in two (2) payments:

• 50% of the Administration Fee will be processed after the award and execution of related documents. The remaining 50% of the Administration Fee will be processed at the end of the Cold Weather Season (mid— March). ALL sign-in sheets but be provided before the remainder of the stipend can be processed.

• The request for reimbursement for non-congregate sheltering can be submitted no more than once per week to HCSColdWeather@hcfl.gov The request for payment must include an invoice and the following:

o List/register of clients staying at hotel and dates of stay.

o Hotel folios showing client name, date of stay and amount paid.

• Copy of payment made to hotel by agency i.e., cancelled checks, bank transaction records, electronic statements, or detailed receipts with transactions highlighted.

Note:

• Security costs are reimbursable monthly based on a copy of the invoice and documentation of payment made to vendor or person(s), i.e. cancelled checks, bank transaction records, electronic statements, or detailed receipts with transactions highlighted.

• All sign-in sheets, list of registered households, or documentation of clients in shelter must be provided before the remainder of the stipend can be processed.

Key Dates:

• Cold Weather Shelter Wrap-Up Meeting: May 2027

• Note: Meeting Dates are subject to change and partners will be properly notified.