Attachment 1 - RFP PROPOSAL

City of Austin, Homeless Strategy Office in collaboration with Travis County and Ending Community Homelessness Coalition RFP 4710 PAT3020 – Permanent Supportive Housing (PSH) Support Services Attachment 1 - RFP PROPOSAL

City of Austin, Homeless Strategy Office in collaboration with Travis County and Ending Community Homelessness Coalition RFP 4710 PAT3020 – Permanent Supportive Housing (PSH) Support Services

PROPOSAL INSTRUCTIONS: All questions are in green text boxes. Click on the text boxes beneath the questions to type in your answers. Any required attachments are indicated by a symbol.

The total word count limit is 12,000 for this entire word document (including proposal questions and your answers). The word count is indicated below left on your screen or search “word count” in the search bar at the top of the screen.

PART I. Fiscal and Administrative Capacity - Unscored Pre-Application Agency Information No points are assigned to questions in this section, but a response is required for each question. These questions will be used to determine if your organization is eligible to contract through this RFP. All Proposals must have satisfactory answers in this section to be advanced to the evaluation phase for potential award. If submitting on behalf of a collaborative (a subgrantee agreement between another agency or agencies with the Applicant serving as the HSO Grantee and primary fiscal agent), the primary fiscal agent should complete this part of the Proposal.

Name of your Organization: Click or tap here to enter text.

Program Name: Click or tap here to enter text.

Total Amount Requested: Click or tap here to enter $ amount.

Total Number of PSH Units: Click or tap here to enter text Total Number of Units with Rental Vouchers: Click or tap here to enter amount.

Total Number of Units at site (including PSH, market rate, low income, Rapid Rehousing): Click or tap here to enter text.

Anticipated Date of Lease-up/Move-in: Click or tap here to enter text.

1. Does your organization (and any subgrantees) have the ability to meet Social Services Insurance Requirements prior to entering into a contract? Provide any additional information. NOTE: These insurance requirements may be updated and awarded agencies will adhere to those included in their final contract.

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2. Will your organization be able to meet all the Terms and Conditions listed in this solicitation? Provide any additional information.

3. Provide a brief description of the Agency applying for this funding (e.g., mission statement).

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4. Provide a brief description of the Program that the agency is applying for with this funding. (1-3 sentence program summary).

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5. What is your organization’s annual budget?

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6. Provide the following contact information for the person in your organization authorized to negotiate Agreement terms and render binding decisions on Agreement matters.

Name: Click or tap here to enter text.

Title: Click or tap here to enter text.

Email Address: Click or tap here to enter text.

Phone: Click or tap here to enter text.

7. Please tell us in the box below how you organization meets the Scope of Work Section IV. Minimum Qualifications. Please upload proof of the following and upload one PDF with all items combined.

☐ Current Board of Directors Bylaws ☐ Copy of the most recently filed IRS Form 990 or 990 EZ (no older than FY2019) ☐ Proof of agency non-profit status (ex. IRS Tax Exempt Designation, Texas Department of State letter)

☐ Appropriate items are attached to the application.

Part II. SCORED SECTIONS - Total Points Available: 100 Offerors must answer every question and every part of each question. Any required attachments are indicated by a symbol.

Section 1: Program Design

PROGRAM WORK STATEMENT

In this section, keep answers concise and only describe concrete services and actions. Answer each item fully, making sure to address each part of each question.

1. Program Goals and Objectives Summary: Describe the program you propose and the purpose of the program, including goals, objectives, and how program success will be defined. If desired, a Logic Model may be provided (below or as an attachment) as a response to this question. See Section IV. Solicitation Requirements in the Scope of Work.

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2. Program Clients and Outreach: Describe how you will engage with clients and determine eligibility. Clearly address each question below. See Section IV. A. Client Eligibility in Scope of Work.

a) Describe how you will provide outreach and accept clients into your program.

b) Describe how you will confirm client eligibility.

c) What processes do/will you have in place to ensure a quick turnaround from referral to enrollment and from enrollment to move-in?

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3. Program Services Solicited: Describe how your program will utilize the services identified in Section IV.C. Services Solicited in the Scope of Work to support participants health and wellness and increase participants housing stabilization. Please describe the design, operations, and execution. Clearly address each question below:

a) Identify which Eligible Services your program will utilize and describe how your program will utilize those Eligible Services to support participants health and wellness and increase participants housing stabilization.

b) Describe how your program will utilize each of the required Service Components identified in the Scope of Work to support participants’ health and wellness and increase participants housing stabilization.

c) Please identify in-kind supportive services or activities available to project participants funded through leveraged funding sources (described in Question 25) such as currently awarded grants or unrestricted funding. Please ensure that funding and narrative describing these services is reflected in the Other Funding column in the Program Budget and Funding Excel Spreadsheet.

d) Please suggest additional activities or services which, not outlined within the SOW, which you feel would substantially benefit clients. Describe how this service would improve participant housing stability, maintain project cost-effectiveness, and the methodology for determining the requested amount Click or tap here to enter text.

4. Project Status: Describe the status of your project. Funders anticipate that Offerors will have rental assistance to support all clients from another funding source. This funding is intended to be used for supportive services only. Clearly address each question below:

a) What type of rental vouchers has your program secured? Please describe.

b) Do you have your capital funding stack complete? Please describe.

c) If funded through this RFP, will this complete your funding needed for services? If not, please describe.

d) What is the anticipated date for your construction to be complete?

e) What is the anticipated date for lease up and move-in?

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5. Service Delivery and Best Practices: Describe how your project will incorporate the principles and practices identified in Section IV.E. Principles of Service Delivery and Best Practices in the Scope of Work to support quality service delivery. What will these principles and practices look like in practice and how will they directly impact your clients? The response should speak to each of the identified Practices.

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6. Participant Move On:

Please describe how your agency supports participants who express a desire to move on from PSH to other housing options. How are you designing program services to decrease client acuity over time?

Please describe how your agency's direct support and engagement around move-on, development of a housing choice plan, and/or collaboration with community partners in job readiness, life skill development, mental health services, and peer support will work to stabilize clients and increase their ability to move on from PSH.

Please attach appropriate program guidelines or policy and procedures if available.

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☐ Check here to indicate that if applicable, the appropriate program guidelines or policy and procedures are attached to the proposal.

7. Participant Engagement: What existing and/or planned strategies will be used to establish and maintain engagement while reducing attrition? Please describe the program’s participant engagement process. Provide information on how often a case manager or primary staff is expected to connect with a participant and how that interaction takes place.

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8. Grievance and Termination: Please describe the process and/or policy for client discharge, termination, and client grievance that will ensure that an environment of safety and collaboration is maintained, participant concerns are identified and documented, and participants are terminated from services in accordance with HSO policies. The response should speak to each of the required domains explicitly. Please attach appropriate policy and procedure if available.

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☐ Check here to indicate that if applicable, the appropriate policies and procedures are attached to the proposal.

9. Fair Housing – The Federal Fair Housing Act protects anyone from being limited in their housing choice based on race, color, national origin, religion, gender/sex, familial status, and disability. The City of Austin Fair Housing Ordinance protects all those in the categories of the Federal Fair Housing Act and also includes sexual orientation, gender identity, marital status, student status, and age.

a) How will your program follow federal and local Fair Housing laws. What policies, procedures and training will be provided to housing staff regarding fair housing?

Please attach appropriate policies and procedures.

☐ Check here to indicate that if applicable, the appropriate policies and procedures are attached to the proposal.

Section 2: Data-Informed Program Management The ability to collect, track, and report client demographics and program output(s) and outcome(s) is a priority for funders.

PERFORMANCE MEASURES

Contractually identified performance measures, metrics, and goals may change during the awardee negotiation process.

10. Performance Measures: Please complete the table below with estimated program performance metrics. Metrics are for a 12-month reporting period.

Required Output

Required Outcome

Please fill out your program goal with numerator/denominator and percentage.

>=96%, 93-95%, 90-92%, <90% Percent of households that exit the program to permanent housing.

Numerator: Households that exit the program to permanent housing.

Denominator: Households exiting the program.

Numerator Households #:

Enter # Goal Denominator Households #:

Enter # Goal Percentage Benchmark:

Enter % Goal

Optional Outputs Offerors may include additional output measures:

Additional Output measure

12-month Goal #

Example: Number of unduplicated individuals enrolled in PSH who receive peer support services.

Example: 13 individuals

Optional Outcome Offerors may include additional outcome measure:

Additional Outcome measure

12-month Goal #

Example Numerator: Number of individuals who increase outcome at exit Denominator: Number of clients exiting program

Denominator: 5 Outcome Percentage: 60%

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Click or tap here to enter outcome percentage %age (num/denom).

DATA MANAGEMENT

11. Data Security and Systems Management: Describe the systems that the agency has in place to collect and report program data, including data required to report on performance measures. Please respond to each item below.

a. Describe the data management process and flow for the proposed program, referencing the required data collection in the Scope of Work Section IV. D. Data Collection and Reporting and Section IV.A. Client Eligibility.

b. Describe how physical and digital data will be collected and stored.

c. Describe how HMIS data will be entered into the system in a timely and accurate manner.

d. Identify which data sources will be used to report performance data.

e. Describe the organization’s process of internal controls and systems implemented to ensure data accuracy and data security, including who has access to the data, what kind of training is provided to staff on-site and off-site as appropriate to ensure data is collected accurately and completely.

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12. Quality Improvement and Feedback: Describe how data is used in your organization for identifying problems in your program, and how that information is used to improve practices and program effectiveness. Please respond to each item.

(1) program design

(2) service delivery

(3) expenditures

(4) equity Click or tap here to enter text.

Section 3: Experience Offerors must demonstrate that leadership has experience delivering the same or similar services to what is being proposed for a minimum of 2 years. Similar services may include but are not limited to Rapid Re-housing, Permanent Supportive Housing, supportive services and service coordination for persons experiencing or at-risk of homelessness.

AGENCY EXPERIENCE & PERFORMANCE

13. Agency Experience: Describe the experience your agency, leadership staff, and/or Board of Directors have in providing services the same as or similar to those being solicited. Explain any past experience providing services to homeless families or other relevant experience. Describe how your previous experience, expertise, and research will inform your ability to implement the new services successfully.

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14. Growth in Service Delivery: Describe how your agency works to strengthen and grow in the principles of service delivery and best practices identified in Scope of Work - Section IV.E. Principles of Service Delivery and Best Practices.

a) As an agency, how do you ensure that your programs and your employees are continually strengthening your service delivery and aligning with evidence-based best practices?

b) How do you train new employees in principles of service delivery or best practices?

c) There are always program elements that require growth. Knowing this, what principles and practices could your agency see growth in? Are there any principles of service delivery or best practices that your agency or staff has limited experience in? How will you address that need? What types of training and technical assistance might your agency benefit from?

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15. Lived Expertise: Describe your agency’s experience incorporating people with lived expertise into your organization's policy making and program implementation. Include how they have been incorporated and how that has impacted programming and services.

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16. Scorecard and Performance Report Uploads: Please attach past performance reports received during the past two years or more that demonstrate the service or related services for which your Agency is applying. Reports should demonstrate at least two years of service delivery. Performance reports can include:

A. For Agencies with Current PSH Programs: The HMIS Permanent Supportive Housing Scorecard is a report available in HMIS for existing PSH programs.

Please attach your current PSH programs’ scorecard PDF’s for the past two years, or at least the past year. If you have more than one PSH program, please attach all of your programs’ scorecards. You may also include your program’s quarterly performance report.

B. For Agencies without a current PSH Program: Please upload other performance reports from other programs, preferably programs. These can include:

· Quarterly performance reports

· Annual reports provided to the community or Board.

· If your agency does not have reports available, provide sample intake forms, reports from your database on past performance, or other documents that can demonstrate experience providing the services in the scope of work.

· ☐ Check here to indicate that past performance reports are attached to the Proposal.

Please explain if you are not able to provide these reports, if you are submitting other reports, or if you have any clarification that is being provided to respond to this question.

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17. Homeless Population: Describe your experience serving the populations reflecting local demographics of homelessness as described in the Annual State of the HRS Report.

Please upload a demographics report for your agency’s programming. Acceptable reports can be from an agency database or the Annual Performance Report (APR) in HMIS. Please attach appropriate documents such as policies, demographic reports, etc. to support your described experience, if applicable.

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☐ Check here to indicate that if applicable, documents demonstrating experience are attached to the proposal.

18. Accessibility and Inclusivity: Describe the tools, resources, infrastructure and plans to provide equitable supportive services to a diverse population.

a) Describe your accessibility infrastructure to provide equitable supportive services to clients with disabilities.

b) Describe your Language Access Plan (LAP). If you are in development of the LAP, describe the process for receiving input and the steps remaining to finalize the LAP. Specifically describe how the LAP impacts different types of services including, but not limited to informational services, case management services, and leasing and property management.

Please attach appropriate LAP policies and procedures.

☐ Check here to indicate that appropriate LAP policies are attached to the proposal.

Section 4: Cost Effectiveness

PROGRAM STAFFING AND TIME

The Program Staffing section should include staffing plans only for the supportive services programming of your PSH Project. Do not include staffing plans for the rental assistance and property management aspects of your project.

19. Staffing Plan: Describe the overall staffing plan to accomplish activities in the proposed program, including project leadership, reporting responsibilities, daily program operations, safety and security, onboarding and training requirements, and staff recruitment and retention. If submitting on behalf of a collaborative (a subgrantee agreement between another agency or agencies with the Applicant serving as the HSO Grantee and primary fiscal agent), include staffing to support accountability and coordination.

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20. Staff Qualifications: In the box below briefly describe position descriptions, education, licenses, credentials, qualifications, background check requirements and/or certifications required for staff members and/or volunteers that work directly with clients in the proposed program.

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21. Staffing Form: Complete the Supportive Services Program Staffing form below.

Instructions:

List all positions for the supportive services programming of your PSH project(s). Do not list positions related to rental assistance/property management.

For the purposes of this section the funding source of this RFP should be listed as “AT Home PSH Services”.

1) First, list all positions that will be funded by AT HOME PSH SERVICES, if awarded

2) Then, list OTHER-FUNDED positions that will be working on the program that you are applying for in this RFP. If you have volunteers who are certified to provide key programmatic services, please list them in this table as well.

3) List position titles only (do not include staff names) for all staff – programmatic, administrative, and executive level – who will be partially or totally funded by the requested AT HOME PSH SERVICES portion of the Budget in this proposal.

4) Identify if these positions are new or existing.

5) Provide the corresponding percentages of Full Time Equivalent (FTE) positions for each position.

6) Click on the + button to add more rows, as needed.

7) Total all full and partial FTE positions at the bottom.

Example:

Staffing Plan

(City-funded positions first, then Other Funded positions) Program Staff FTE Amount

Employee Retention

a. How will you use compensation strategies that increase employee retention?

b. Please identify the lowest annual wage budgeted for this project.

c. Please identify the agency’s fringe allocation percentage per staff.

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22. Living Wage: Required Attachment: Please fill out the City of Austin Living Wage Contractor Certification in the Offer and Certification form. Submission of this certification is mandatory for responsiveness and is not evaluated.

☐ Check here to indicate that City of Austin Living Wage Contractor Certification in the Offer and Certification form are completed and submitted with this RFP Proposal.

PROGRAM BUDGET AND FUNDING SUMMARY FOR SUPPORTIVE SERVICES

The Program Budget and Funding section should include details on all ongoing funding of your PSH Project including the supportive services, rental assistance, and property management aspects of your project. Do not include your project’s development and capital costs.

23. Complete Program Budget and Funding Summary (Excel spreadsheet) and upload completed document to complete this question. There are five tabs in the spreadsheet: Budget and Narrative, SubGrantee Budget, Funding Summary, Cost Per Bed, and Instructions.

Required Attachment: Attach Program Budget and Funding Summary.

☐ Check here to indicate that Program Budget and Funding Summary is attached.

General Instructions for Program Budget and Funding Summary: This form is a spreadsheet intended to capture the budget of the proposed program, including AT HOME PSH SERVICES funding as well as program funding from other sources.

The instructions tab contains instructions on how to fill out each section. Any activities or eligible costs for which the Applicant does not intend to request funding, or apply funds from other sources, should be left empty.

Include details on all ongoing funding of your PSH project(s) including the supportive services, rental assistance and property management aspects of your project. Do not include your project’s development and capital costs.

In general, Offerors must:

· Enter all line-item amounts as whole dollars

· Apportion your funding request into 12 months of funding

· Include Other Funding for the first program period (12 months) in the Budget

· Do not erase or change formulas or functions – only enter information into the orange-colored cells

· If a formula error is discovered, please alert your Solicitation Point of Contact as soon as possible. Excel formulas and functions exist throughout the workbook and across worksheets to limit the necessity of the applicant to enter duplicate information.

· Ensure all line item amounts, subtotals, and totals are in WHOLE DOLLARS and are correct.

· For every budget line containing a requested amount of City of Austin funding, enter a short description or list of items included in that budget line in Column E

· Do not enter narrative for budget lines that are blank or budgeted amounts from Other Funding.

24. Leveraged funding: Identify the total amount of “All Other Sources” funding within your project budget.

Enter $ Total amount of leveraged funding.

Leveraged Funds narrative: In the text box below, explain the leveraged resources included in your Budget “Other Funding” column and how these leveraged resources will improve outcomes for participants and ensure At-Home PSH services funds are used efficiently. Examples of leveraged funds may include, but are not limited to, state or federal funded staff and services available to participants, agency acquired philanthropic funding, volunteer services, donated goods, etc.

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COST EFFECTIVENESS

25. Cost Effectiveness: Explain how you have considered efficient allocation of financial and staff resources when determining the budget and staffing plan for the proposed program. Describe how the amount requested will provide maximum impact with the most efficient allotment of resources.

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26. Cost per Household Unit Methodology Enter below the average cost per person served from the Program Budget and Funding Summary spreadsheet (cell B7 on the Cost per Household tab).

Enter $ Average Cost per Household Served

Describe in the text box below why the cost per household served is appropriate for the level of services being provided.

RFP 4710 PAT3020REBID Page 2 of 14 Attachment 1 – RFP Proposal

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