RFP_4710_PAT3020REBID_TECH_DOC_v1.pdf

Page 1 of 1 Exhibit A- HMIS Reporting Requirements (Revised 11/9/2023)

HOMELESS MANAGEMENT INFORMATION SYSTEM

(HMIS) REPORTING REQUIREMENTS

Organizations receiving funding from the City of Austin (City) for homelessness prevention and homeless services are required to utilize the local Homeless Management Information System (HMIS) to track and report client information for individuals who are at risk of homelessness or who are experiencing homelessness. A high level of data quality is required. The Ending Community Homelessness Coalition (ECHO) currently serves as the local HMIS administrator.

Requirements Include:

All settings for client records will be in accordance with HMIS policies and procedures in order to reduce duplication of records and improve service coordination.

HMIS user-licenses must be acquired for staff responsible for entering data into City-funded programs.

Organizations may use City funds for HMIS utilization.

Organizations must execute an ECHO HMIS Memorandum of Understanding.

Data quality report(s) submitted monthly must have an overall grade for compliance of 96% or higher for all data.”

Participation in Point-in-Time Count (or PIT), Housing Inventory Count (or HIC), Longitudinal Systems Analysis (or LSA), and other required HUD reporting requirements.

Participation in the required annual training for each licensed user, as well as attendance at required City-sponsored training(s) regarding HMIS and the Contract Database System.

Organization performance reporting should align with requirements for HMIS data collection, entry, and reporting. The City may request additional HMIS reports to support contractual requirements.

City of Austin Data Expectations

The City will review periodic reporting submitted by an organization to evaluate levels of compliance with the requirements listed above and any City-feedback regarding organization’s use of the HMIS system.

If data quality reports fall below minimum standards, payments may be withheld until reports improve to a grade of 96% or higher.

These requirements also pertain to all Subcontractors serving people who are at-risk of homelessness or experiencing homelessness in accordance with this Agreement.

The City reserves the right to view client-level data entered into HMIS in accordance with the HMIS Release of Information, as well as reconcile the information entered by an organization and its subcontractors with any documentation that has been collected.

Exhibit A

City of Austin Homeless Strategy Office

RFP HSO AT Home PSH Supportive Services

RFP Evaluation Scoring Rubric Summary

Section Description Question Criteria Points

Part I: Fiscal and Administrative Capacity Agency verifies that they meet Offeror Minimum Qualifications in Scope of Work and provides background information.

Agency Information and Minimum Requirements (Questions 1-7): Agency provides information about agency background and capacity.

No points awarded, but Offeror must complete all questions. Offers which do not complete the Minimum Requirements question will not move forward with evaluation.

Part II: Scored Application

Successful Offerors will answer all parts of all questions. If a question or part of a question does not apply, Offerors should answer N/A rather than leave a field blank. When criteria indicate that "preference is given" that indicates items that are preferred, but not required, and earn additional points.

Attachments may be appropriate to respond to questions where indicated. All attachments should be directly responsive to the prompt. Attachments that are not requested within RFP Application will not be considered during application review. The purpose of attachments is to support the narrative response included in RFP Application.

Section 1: PROGRAM DESIGN

Application Question Minimum 1Proposed Expectations

1. Program Goals and Objectives: 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.

Agency's response covers program description, goals, objectives, definition of program success.

Response is in alignment with Scope of Work and intended services.

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

Applicant's response clearly addresses each of the questions.

The response includes a thorough plan for outreach.

The response indicates that the applicant has thoroughly developed a methodology to confirm eligibility without unnecessary barriers.

Agency clearly describes plan that will ensure a quick turnaround from referral to enrollment to move-in.

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.

Agency clearly expresses knowledge of the requirements and ability to apply the requisite knowledge and engage in activities that fit the Scope of Work.

Program services provided through leveraged funding are appropriate and improve services for clients.

All components of the question are addressed and raises no concerns about whether or not the agency is able to provide the services as describe.

Exhibit B – RFP Evaluation Scoring Rubric Summary

Exhibit B

RFP HSO AT Home PSH Supportive Services

Exhibit B– RFP Evaluation Scoring Rubric Summary 2

4. Project Status: Describe the status of your project.

Funders anticipate that Offerors will have rental assistance for their application. This funding is intended to be used for supportive services only. Clearly address each question.

Rental Vouchers are already established for the clients in the program.

Capital funding stack is complete or plan for completion is adequate.

Construction can begin in the next fiscal year.

Lease up and move-in plans are clear.

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.

The agency clearly understands and implements or has plans to implement an approach to service delivery in alignment with the established Principles of Service Delivery and Best Practices outlined in the SOW.

The description describes an implementation that goes beyond just ensuring case managers are trained.

Most of the practices listed will be incorporated in a way that makes sense for the program.

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 procedure if available.

Offeror has attached a program guidelines or explained the process well.

The program proposed includes the different aspects of participant move-on in a way that makes sense for the program and are designed well to decrease client’s acuity over time.

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.

Agency describes realistic and specific participant engagement process that addresses how often case managers meet with clients and how that interaction takes place.

8. Termination and Grievance Policy: 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.

Offeror has attached a policy or explained the process.

The response indicates that the applicant has a comprehensive understanding of both the requirements and how the requirements 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.

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

Offeror has attached a policy or explained the process.

Agency includes a complete description of their process to adhere to Fair Housing laws and policies, procedures and training to staff in order to protect the rights of individuals in protected classes.

http://www.justice.gov/crt/fair-housing-act-1

RFP HSO AT Home PSH Supportive Services

Exhibit B – RFP Evaluation Scoring Rubric Summary

Fair Housing Act and also includes sexual orientation, gender identity, marital status, student status, and age.

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.

Points Available 35 points total Section 2: DATA-INFORMED PROGRAM MANAGEMENT

PERFORMANCE MEASURES

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

Offerors may include additional output and outcome measures.

Table is completed and all measures are reasonable for the project proposed. Measures appropriately address the program design, staffing and community needs identified in the RFP.

Required Output is at least 25.

Required Outcome shows a high percentage over 90%.

Additional measures are appropriate.

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.

Processes to ensure data accuracy and security are described which may include: a logical and comprehensive data management process, internal controls, timely and accurate data entry, defined data sources and regular staff training practices.

Applicant clearly addresses each topic.

12. Quality Improvement and Feedback: Describe how data is used in your organization for identifying problems in (1) program design, (2) service delivery, (3) expenditures, and (4) equity, and how that information is used to improve practices and program effectiveness. Please respond to each item.

Description of quality improvement are adequate and illustrate that data is reviewed by program staff and organization leadership to identify areas for improvement and take action on those areas.

All parts of each question are answered but there still may be some questions.

Points Available 25 points total Section 3: EXPERIENCE AND CULTURAL COMPETENCE

13. Agency Experience: Describe your experience providing the same or similar services to what is being proposed. If this is a new program, describe how your previous experience, expertise, and research will inform your ability to implement the new services successfully.

No concerns regarding their ability to provide the services based on their answers.

Met the minimum of 2 years of experience, described performance, both outcomes and outputs.

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.

Shows overall understanding of the importance of continuing to self-evaluate and strive for growth. Each of the questions is answered directly however there may be some nuance or detail missing.

15. Lived Experience: Describe your agency’s experience incorporating people with lived expertise into your organization's policy making and program implementation.

The response displays the provider has experience in incorporating the expertise of people with lived experience.

RFP HSO AT Home PSH Supportive Services

Exhibit B– RFP Evaluation Scoring Rubric Summary

Include how they have been incorporated and how that has impacted programming and services.

The response describes the impact their expertise has had on their programming and services.

16. Scorecard and Performance Reports: 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.

Past scorecards or performance reports are uploaded.

Documents provided demonstrate at least two years of past performance, outputs and outcomes, that includes evidence of meeting goals and making a positive impact for all of their PSH programs.

No concerns regarding their ability to provide services and report effectively.

If no reports are submitted, the explanation is clear and appropriate with information to demonstrate capacity for reporting in the future.

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

Appropriate documents demonstrating experience are uploaded.

The response displays the provider has experience providing culturally competent engagement and service delivery to diverse populations and communities represented in the State of the System Report.

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

Please attach appropriate LAP policies and procedures.

Language Access Plan is uploaded.

The response indicates adequate tools, resources, infrastructures, and plans to provide equitable services to the population.

The response demonstrates an acceptable language access plan to address client concerns.

Points Available 15 points total Section 4: COST EFFECTIVENESS

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 sub-contractor 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.

Agency indicates understanding of staffing needed to accomplish activities in the proposed program, and demonstrates current adequate staffing, plans to hire, or plans for other accommodations sufficient to accomplish activities to ensure high quality service provision.

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

Staff and qualifications seem appropriate for the services, and agency has provided sufficient detail to suggest effective support for the kind of work proposed.

Required attachments are included and generally support the narrative response.

Exhibit B https://www.austinecho.org/wp-content/uploads/2021/12/2025-State-of-the-System-Report-1.pdf https://www.austinecho.org/wp-content/uploads/2021/12/2025-State-of-the-System-Report-1.pdf

RFP HSO AT Home PSH Supportive Services

Exhibit B – RFP Evaluation Scoring Rubric Summary

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

The staffing plan demonstrates staffing needed to meet the objectives and goals of the program.

22. 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.

Compensation strategies are outlined and wages demonstrate that they are adequate to attract and retain competent and qualified employees.

23. 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.

City of Austin Living Wage Contractor Certification in the Offer and Certification form are completed, uploaded and submitted with this RFP Proposal

24. Budget Form: Complete Form - Program Budget and Funding Summary (Excel spreadsheet) and upload completed document. There are five tabs in the spreadsheet: Budget and Narrative, SubGrantee Budget, Funding Summary, Cost Per Bed, and Instructions.

Program Budget form is uploaded.

Budget seems appropriate and realistic for the services described.

There are specific narratives and cost methodology included for every line item.

Level of service and staffing included in the budget is consistent between the budget form and the other application questions.

Admin percentage is not exceeded.

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

In the text box below, explain how these leveraged, non-City of Austin, resources will improve outcomes for participants and ensure city funds are used efficiently.

Agency identifies leveraged cash resources (match) of up to 20% of the proposed budget.

26. Cost Effectiveness: Explain how you have considered maximizing impact through efficient allocation of financial and staff resources when determining the budget and staffing plan for the proposed program.

Explanation reflects that efficient allocation of financial and staff resources was considered when determining the budget and staffing plan and is consistent with other information provided in the application.

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

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

Cost per household seems appropriate and realistic for the services described. Explanation reflects that household cost was considered when determining the budget.

Points Available 25 points total

TOTAL POINTS AVAILABLE 100

City of Austin Health and Human Services Social Service Contracts

Client Eligibility Requirements

Page 1 of 5 Exhibit C- Client Eligibility Requirements Revised June 17, 2024

UNLESS OTHERWISE STATED IN THE CONTRACT WORK STATEMENT, THESE REQUIREMENTS APPLY TO

ALL CLIENTS SERVED WITH CITY SOCIAL SERVICES FUNDING.

1. GENERAL

1.1. Eligibility requirements for clients served under state or federal grant contracts will be determined by the grantor.

1.2. Agency must maintain a record of client eligibility (e.g. client file or electronic record) that includes documentation of:

1.2.1.Annual certification of client eligibility

1.2.2.Services provided to client

1.3. Agency must recertify client when notified of a change in family circumstances (e.g. family income, residence, and/or family composition)

1.4. Unless specified by Grant/Funding Source, re-certification of clients is required not less than once every 12 months (unless required earlier by a change in family circumstances)

1.5. For people who are experiencing homelessness, residency requirements and income requirements do not apply

1.6. Other Client populations:

1.6.1. Clients in programs serving victims of violence are not subject to residency or income requirements

1.6.2.Eligibility exceptions for any other type of clients and/or documentation situations must be described in Contract Work Statement with the approval of the City Contract Manager

1.6.3.Date of receipt by agency must be indicated on all documentation in client file

2. IDENTITY

2.1. Client must provide proof of identity in order to receive City-funded services, documented by:

2.1.1.A government –issued identification; or

2.1.2.A signed Self-Declaration of Identity supported by client residency documentation. Self Declaration of Identity is only permissible for clients who are homeless, survivors of violence, or lack documentation of immigration status

3. RESIDENCY

3.1. City-funded clients must be a resident of the City of Austin (Full Purpose Jurisdiction) and/or Travis County

3.2. Residence must be documented by proof of address that includes client name (e.g. City utility bill, lease, letter from landlord, etc.)

3.3. Residency eligibility must be verified by one or more of the following sources:

3.3.1.Austin GIS Jurisdictions Web Map (http://www.austintexas.gov/gis/JurisdictionsWebMap/)

3.3.2.Travis County Appraisal District website (http://www.traviscad.org)

Exhibit C

Client Eligibility Requirements

Page 2 of 5 Exhibit C - Client Eligibility Requirements Revised June 17, 2024

3.3.3.U.S. Postal Service website (verification of County only) (www.usps.com)

4. INCOME

4.1. Client intake form must reflect wages/income of all family members 18 years old or older living in the household

4.2. Determination of Family Size:

4.2.1.For the purposes of determining eligibility for City-funded services, a family unit consists of:

4.2.1.1. A person living alone:

4.2.1.2. An adult living alone

4.2.1.3. A minor child living alone or with others who are not responsible for the child’s support

4.2.1.4. Two or more persons living together who are wholly or partially responsible for the support of the other person/people:

4.2.1.4.1. Two persons in a domestic partnership, or legal or common-law marriage

4.2.1.4.2. One or both legal parents and minor children

4.2.1.4.3. One or both adult caretakers of minors and the caretaker(s)’s minor children.

Note: a caretaker is one or both adults(s) who performs parental functions (provision of food, clothing, shelter, and supervision) for a minor.

4.3. Family income must be 250% or less of current Federal Poverty Income Guidelines to be eligible for City-funded services; agency must update its FPIG categories when Federal figures change. Income inclusions and exclusions are based on Section 6.4 of Title 10 of the Texas Administrative Code and are as follows:

(A) Included Income:

1) Temporary Assistance for Needy Families (TANF);

2) Money, wages and salaries before any deductions;

3) Net receipts from non-farm or farm self-employment (receipts from a person's own business or from an owned or rented farm after deductions for business or farm expenses);

4) Regular payments from social security, including Social Security Disability Insurance (SSDI) and

Supplemental Security Income (SSI);

5) Railroad retirement;

6) Unemployment compensation;

7) Strike benefits from union funds;

8) Worker's compensation;

9) Training stipends;

10) Alimony;

11) Military family allotments;

12) Private pensions;

13) Government employee pensions (including military retirement pay);

14) Regular insurance or annuity payments; and

15) Dividends, interest, net rental income, net royalties, periodic receipts from estates or trusts; and net gambling or lottery winnings.

(B) Excluded Income:

Client Eligibility Requirements

Page 3 of 5 Exhibit C - Client Eligibility Requirements Revised June 17, 2024

If an income source is not excluded in this subsection, it must be included when determining income eligibility.

1) From non-farm or farm self-employment net receipts must be used (i.e., receipts from a person's own business or from an owned or rented farm after deductions for business or farm expenses);

and

2) From gambling or lottery winnings net income must be used.

3) Capital gains;

4) Any assets drawn down as withdrawals from a bank;

5) Balance of funds in a checking or savings account;

6) Any amounts in an "individual development account" as provided by the Assets for Independence

Act, as amended in 2002 (Pub. L. 107-110, 42 U.S.C. 604(h)(4));

7) Proceeds from the sale of property, a house, or a car;

8) One-time payments from a welfare agency to a family or person who is in temporary financial difficulty;

9) Tax refunds, Earned Income Tax Credit refunds, the economic impact payments from the Internal

Revenue Service under section 103 of the American Taxpayer Act;

10) Jury duty compensation;

11) Gifts, loans, and lump-sum inheritances;

12) One-time insurance payments, or compensation for injury;

13) Non-cash benefits, such as the employer-paid or union-paid portion of health insurance or other employee fringe benefits;

14) Reimbursements (for mileage, gas, lodging, meals, etc.);

15) Employee fringe benefits such as food or housing received in lieu of wages;

16) The value of food and fuel produced and consumed on farms;

17) The imputed value of rent from owner-occupied non-farm or farm housing;

18) Federal non-cash benefit programs such as Medicare, Medicaid, Supplemental Nutrition

Assistance Program (SNAP); Women, Infants, and Children Supplemental Nutrition Program (WIC); school lunches; and housing assistance (Medicare deduction from Social Security Administration benefits should not be counted as income);

19) Combat zone pay to the military;

20) College scholarships, Pell and other grant sources, assistantships, fellowships and work study, VA Education Benefits (GI Bill), Bureau of Indian Affairs student assistance programs (20 U.S.C.

1087uu);

21) Child support payments received by the payee (amount paid by payor is included income);

22) Income of Household members under 18 years of age including payment to Children under the age of 18 made payable to a person over the age of 18;

23) Stipends from senior companion programs, such as Retired Senior Volunteer Program and

Foster Grandparents Program;

24) AmeriCorps Program payments, allowances, earnings, and in-kind aid;

25) Depreciation for farm or business assets;

26) Reverse mortgages;

27) Payments for care of Foster Children. This includes payments to a host Household for individuals in Extended Foster Care;

28) Payments or allowances made under the Low-Income Home Energy Assistance Program (42

U.S.C. 8624(f));

29) Any amount of crime victim compensation (under the Victims of Crime Act) received through crime victim assistance (or payment or reimbursement of the cost of such assistance) as determined under the Victims of Crime Act because of the commission of a crime against the applicant under the Victims of Crime Act (42 U.S.C. 10602(c));

30) Major disaster and emergency assistance received by individuals and families under the Robert T. Stafford Disaster Relief and Emergency Assistance Act (93, as amended) and comparable

Client Eligibility Requirements

Page 4 of 5 Exhibit C - Client Eligibility Requirements Revised June 17, 2024 disaster assistance provided by States, local governments, and disaster assistance organizations (42 U.S.C. 5155(d));

31) Allowances, earnings, and payments to individuals participating in programs under the Workforce Innovation and Opportunity Act (29 U.S.C. 3101));

32) Payments received from programs funded under Title V of the Older Americans Act of 1965 (42 U.S.C. 3056(g));

33) The value of any child care provided or arranged (or any amount received as payment for such care or reimbursement for costs incurred for such care) under the Child Care and Development Block Grant Act of 1990 (42 U.S.C. 9858(q));

34) Certain payments received under the Alaska Native Claims Settlement Act (43 U.S.C. 1626(c));

35) Income derived from certain submarginal land of the United States that is held in trust for certain

Indian tribes (25 U.S.C. 459(e));

36) Income derived from the disposition of funds to the Grand River Band of Ottawa Indians (94, §6);

37) The first $2,000 of per capita shares received from judgment funds awarded by the National

Indian Gaming Commission or the U.S. Claims Court, the interests of individual Indians in trust or restricted lands, and the first $2000 per year of income received by individual Indians from funds derived from interests held in such trust or restricted lands (25 U.S.C. 1407 - 1408). This exclusion does not include proceeds of gaming operations regulated by the Commission;

38) Payments received on or after January 1, 1989, from the Agent Orange Settlement Fund (101) or any other fund established pursuant to the settlement in In Re Agent Orange Liability Litigation, M.D.L. No. 381 (E.D.N.Y.);

39) Payments received under the Maine Indian Claims Settlement Act of 1980 (96, 25 U.S.C. 1728);

40) Payments by the Indian Claims Commission to the Confederated Tribes and Bands of Yakima

Indian Nation or the Apache Tribe of Mescalero Reservation (95);

41) Any allowance paid under the provisions of 38 U.S.C. 1833(c) to children of Vietnam veterans born with spina bifida (38 U.S.C. 1802 - 05), children of women Vietnam veterans born with certain birth defects (38 U.S.C. 1811 - 16), and children of certain Korean service veterans born with spina bifida (38 U.S.C. 1821);

42) Payments, funds, or distributions authorized, established, or directed by the Seneca Nation Settlement Act of 1990 (25 U.S.C. 1774f(b));

43) Payments from any deferred U.S. Department of Veterans Affairs disability benefits that are received in a lump sum amount or in prospective monthly amounts (42 U.S.C. §1437a(b)(4));

44) A lump sum or a periodic payment received by an individual Indian pursuant to the Class Action Settlement Agreement in the case entitled Elouise Cobell et al. v. Ken Salazar et al., 816 F.Supp.2d 10 (Oct. 5, 2011 D.D.C.), for a period of one year from the time of receipt of that payment as provided in the Claims Resolution Act of 2010 (Pub. L. 111-291);

45) Per capita payments made from the proceeds of Indian Tribal Trust Cases as described in PIH Notice 2013-30 "Exclusion from Income of Payments under Recent Tribal Trust Settlements" (25 U.S.C. 117b(a));

46) Payments of up to $100,000 a year from an account established under the Achieving a Better Life Experience Act of 2014 or the ABLE Act of 2014 (P.L. 113-295) to a qualified beneficiary that are expended on qualified disability expenses;

47) Temporary Assistance for Needy Families under the Low-Income Household Water Assistance Program (LIHWAP) only, and

48) Any other items which are excluded by virtue of federal or state legislation or by adopted federal regulations that have taken effect. The Department will, from time to time, provide on its website updated links to such federal or state exclusions. Notwithstanding such information, a Subrecipient may rely on any adopted federal or state exclusion on and after the date on which it took effect.

49) The requirements for determining whether an applicant Household is eligible for assistance require the Subrecipient to annualize the Household income based on verifiable documentation of income, within 30 days of the application date.

Client Eligibility Requirements

Page 5 of 5 Exhibit C - Client Eligibility Requirements Revised June 17, 2024

4.4. Client income amounts must reflect Gross Income, before any deductions

4.5. If any adult family member has no income, a Self-Declaration of No Income form is required for that individual

4.6. Income documentation requirement:

4.6.1.Programs providing financial assistance to or on behalf of clients (including but not limited to rent, utilities, arrears, child care, tuition, occupational training): the client file must include primary eligibility sources; declaration of eligibility for another program (e.g., TANF, Free/Reduced/School Lunch Program) is not adequate documentation of eligibility

4.6.2.Programs which do not provide financial assistance to or on behalf of clients: the client file must include primary eligibility sources -or- a Self-Declaration of Income form

Any question about eligibility criteria not addressed here or for which the contractor needs clarification must be referred to the grantee’s City contract manager. The City has final authority to declare an individual eligible or not eligible for City-funded services based on the criteria in this document.

Page 1 of 6Exhibit D - Social Services Compensation Terms Revised 6/17/2024

Social Services Compensation Terms

1. The Grantee shall expend City funds according to the approved budget categories described in Exhibit B.1, Program Budget and Narrative, or Exhibit A.1, Program Work Statement (Deliverables), as applicable.

2. Request for Payment Payment to the Grantee shall be due 30 calendar days following receipt by the City of the Grantee’s fully and accurately completed payment request, using the City’s contract management system.

The payment request must be submitted to the City no later than 11:59 p.m. Central Standard Time 25 calendar days following the end of the month covered by the payment request. If the 25th calendar day falls on a weekend or holiday, as outlined in Section 8.24, the deadline to submit the payment request is extended to no later than 11:59 p.m. Central Standard Time of the 1st weekday immediately following the weekend or holiday.

3. Documentation

3.1. FOR DELIVERABLE AGREEMENTS: Grantee must provide the City with supporting documentation as described in Exhibit A.1, Program Work Statement (Deliverables) for each monthly Payment Request where an agreement deliverable is being submitted.

3.2. FOR REIMBURSEABLE AGREEMENTS: Grantee must provide the City with supporting documentation for each monthly payment request which includes, but is not limited to, a report of City Agreement expenditures generated from the Grantee’s financial management system.

3.2.1. Appropriate supporting documentation includes a General Ledger Detail report from the

Grantee’s financial management system that meets all of the following specifications:

3.2.1.1 produced from the Grantee’s accounting system with no manual changes or adjustments

3.2.1.2 submitted in PDF format

3.2.1.3 includes date the report was created

3.2.1.4 demonstrates specific expenses that match the reimbursement being requested

3.2.1.5 demonstrates that City of Austin funds are maintained in a separate numbered bank account or standalone general operating account that includes only City expenses and reimbursements

4. Right of Final Approval.

The City retains right of final approval of any supporting documentation submitted before a payment request is approved for processing. Failure to provide supporting documentation acceptable to the City may result in delay or rejection of the payment request. The City reserves the right to modify the required supporting documentation, as needed.

4.1 Unless otherwise expressly authorized in the Agreement, the Grantee shall pass through all Subagreement and other authorized expenses at actual cost without markup.

Exhibit D

Page 2 of 6Exhibit D - Social Services Compensation Terms

4.2 Federal excise taxes, state taxes, or City sales taxes must not be included in the invoiced amount. The City will furnish a tax exemption certificate upon request.

5. Payment.

5.1 All requests accepted and approved for payment by the City will be paid within 30 calendar days of the City’s receipt of the deliverables or of the invoice, whichever is later. Requests for payment received without the information required in Section 3 of this Exhibit B.3 cannot be processed, will be returned to the Grantee, and City will make no payment in connection with such request.

5.2 If payment is not timely made, (per this paragraph), interest shall accrue on the unpaid balance at the lesser of the rate specified in Texas Government Code Section 2251.025 or the maximum lawful rate; except, if payment is not timely made for a reason for which the City may withhold payment hereunder, interest shall not accrue until 10 calendar days after the grounds for withholding payment have been resolved.

5.3 The City may withhold or set off the entire payment or part of any payment otherwise due the Grantee to such extent as may be necessary on account of;

5.3.1 delivery of unsatisfactory services by the Grantee;

5.3.2 third party claims, which are not covered by the insurance which the Grantee is required to provide, are filed or reasonable evidence indicating probable filing of such claims;

5.3.3 failure of the Grantee to pay Subgrantees, or for labor, materials or equipment,

5.3.4 damage to the property of the City or the City’s agents, employees or Grantees, which is not covered by insurance required to be provided by the Grantee;

5.3.5 reasonable evidence that the Grantee’s obligations will not be completed within the time specified in the Agreement, and that the unpaid balance would not be adequate to cover actual or liquidated damages for the anticipated delay;

5.3.6 failure of the Grantee to submit proper payment requests with all required attachments and supporting documentation;

5.3.7 failure of the Grantee to comply with any material provision of the Agreement; or

5.3.8 identification of previously reimbursed expenses determined to be unallowable after payment was made.

5.4 Notice is hereby given of Article VIII, Section 1 of the Austin City Charter which prohibits the payment of any money to any person, firm or corporation who is in arrears to the City for taxes, and of §2-8-3 of the Austin City Code concerning the right of the City to offset indebtedness owed the City. Payment will be made by check unless the parties mutually agree to payment by electronic transfer of funds.

6. Non-Appropriation. The awarding or continuation of this Agreement is dependent upon the availability of funding and authorization by Council. The City’s payment obligations are payable only and solely from funds appropriated and available for this Agreement. The absence of appropriated or other lawfully available funds shall render the Agreement null and void to the extent funds are not appropriated or available and any deliverables delivered but unpaid shall be returned to the Grantee.

The City shall provide the Grantee written notice of the failure of the City to make an adequate appropriation for any fiscal year to pay the amounts due under the Agreement, or the reduction of any appropriation to an amount insufficient to permit the City to pay its obligations under the Agreement. In the event of non- or inadequate appropriation of funds, there will be no penalty or removal fees charged to the City.

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7. Travel Expenses All approved travel, lodging, and per diem expenses in connection with the Agreement for which reimbursement may be claimed by the Grantee under the terms of the Agreement will be reviewed against the City’s Travel Policy and the current United States General Services Administration Domestic Per Diem Rates (Rates) as published and maintained on the Internet at:

http://www.gsa.gov/portal/category/21287 No amounts in excess of the Travel Policy or Rates shall be paid. No reimbursement will be made for expenses not actually incurred. Airline fares other than coach or economy will not be reimbursed.

Mileage charges may not exceed the amount permitted as a deduction in any year under the Internal Revenue Code or Regulation.

8. Final Payment and Close-Out

8.1 The making and acceptance of final payment will constitute:

8.1.1 a waiver of all claims by the City against the Grantee, except claims (1) which have been previously asserted in writing and not yet settled, (2) arising from defective work appearing after final inspection, (3) arising from failure of the Grantee to comply with the Agreement or the terms of any warranty specified herein, regardless of when the cause for a claim is discovered (4) arising from the Grantee’s continuing obligations under the Agreement, including but not limited to indemnity and warranty obligations, or (5) arising under the City’s right to audit; and

8.1.2 a waiver of all claims by the Grantee against the City other than those previously asserted in writing and not yet settled.

9. Financial Terms

9.1 The City agrees to pay Grantee for services rendered under this Agreement and to reimburse Grantee for actual, eligible expenses incurred and paid in accordance with all terms and conditions of this Agreement. The City shall not be liable to Grantee for any costs incurred within the current Program Period by Grantee which are not reimbursable as set forth in Section 10 of this Exhibit.

9.2 The City’s obligation to pay is subject to the timely receipt of complete and accurate reports as set forth in Section 3 of the Agreement, and any other deliverable required under this Agreement.

9.3 Payments to the Grantee will immediately be suspended upon the occasion of any late, incomplete, or inaccurate report, audit, or other required report or deliverable under this Agreement, and payments will not be resumed until the Grantee is in full compliance.

9.4 The City shall not be liable to Grantee for any costs which have been paid under other agreements or from other funds. In addition, the City shall not be liable for any costs incurred by Grantee which were: a) incurred prior to the effective date of this Agreement or outside the Term of the Agreement as referenced in Section 2.1 of the Agreement b) outside of the applicable Program Period in which costs are being requested for reimbursement, or c) not billed to the City within 5 business days before the due date for the Grantee’s annual Contract Progress Report or Contract Closeout Summary Report, whichever is applicable. Exceptions to this are for items of cost required by the City’s contract, such as audit expenses and insurance.

9.5 Grantee agrees to refund to the City any funds paid under this Agreement which the City determines have resulted in overpayment to Grantee or which the City determines have not been spent by Grantee in accordance with the terms of this Agreement. Refunds shall be made by Grantee within 30 calendar days after a written refund request is submitted by the City. The

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City may, at its discretion, offset refunds due from any payment due Grantee, and the City may also deduct any loss, cost, or expense caused by Grantee from funds otherwise due.

9.6 Grantee shall deposit and maintain all funds received under this Agreement in either a separate numbered bank account or a general operating account, either of which shall be supported with the maintenance of a separate accounting with a specific chart which reflects specific revenues and expenditures for the monies received under this Agreement. The Grantee’s accounting system must identify the specific expenditures, or portions of expenditures, against which funds under this Agreement are disbursed. Grantee must be able to produce an accounting system-generated report of exact expenses or portions of expenses charged to the City for any given time period.

9.7 Grantee is required to utilize an online Agreement management system for billing and reporting in accordance with the City’s guidelines, policies, and procedures. Grantee is responsible for all data entered/edited under its unique username, as well as all required but omitted data.

9.8 Grantee shall expend the City budget in a reasonable manner in relation to Agreement time elapsed and/or Agreement program service delivery schedule. If cumulative expenditures are not within acceptable amounts, the City may require the Grantee to: 1) submit an expenditure plan, and/or 2) amend the Agreement budget amount to reflect projected expenditures, as determined by the City.

9.9 Grantee may move up to 25% or $50,000, whichever is less, cumulatively of their annual program budget between existing line items only without a formal amendment. The City retains the right of final approval of changes to the program budget without a formal amendment.

10. Allowable and Unallowable Costs The City shall make the final determination of whether a cost is allowable or unallowable under this Agreement.

10.1 Reimbursement Only. Expenses and/or expenditures shall be considered reimbursable only if incurred during the current Program Period identified in the attached Program Exhibits, directly and specifically in the performance of this Agreement, and in conformance with the Agreement Exhibits. Grantee agrees that, unless otherwise specifically provided for in this Agreement, payment by the City under the terms of this Agreement is made on a reimbursement basis only; Grantee must have incurred and paid costs prior to those costs being invoiced and considered allowable under this Agreement and subject to payment by the City. Expenses incurred during the Program Period may be paid up to 30 days after the end of the Program Period and included in the Final Payment Request for the Program Period, which shall be due no later than 11:59 p.m. CST 5 calendar days before the due date for the Grantee’s annual Contract Progress Report or Contract Closeout Summary Report, whichever is applicable.

10.1.1 To be allowable under this Agreement, a cost must meet all of the following general criteria:

10.1.1.1 Be clearly identified in the Program Budget and Narrative for the applicable Program Period

10.1.1.2 Be reasonable for the performance of the activity under the Agreement

10.1.1.3 Conform to any limitations or exclusions set forth in this Agreement

10.1.1.4 Be consistent with policies and procedures that apply uniformly to both government- financed and other activities of the organization

10.1.1.5 Be determined and accounted in accordance with generally accepted accounting principles (GAAP)

10.1.1.6 Be adequately documented

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10.2 The City’s prior written authorization is required in order for the following to be considered allowable costs. Inclusion in the budget within this Agreement constitutes “written authorization.” The item shall be specifically identified in the budget. The City shall have the authority to make the final determination as to whether an expense is an allowable cost.

10.2.1 Alteration, construction, or relocation of facilities;

10.2.2 Cash payments, including cash equivalent gift cards such as Visa, MasterCard, and American Express;

10.2.3 Equipment and other capital expenditures;

10.2.4 Interest, other than mortgage interest as part of a pre-approved budget under this

Agreement;

10.2.5 Organization costs (costs in connection with the establishment or reorganization of an organization);

10.2.6 Purchases of tangible, nonexpendable property, including fax machines, stereo systems, cameras, video recorder/players, microcomputers, software, printers, microscopes, oscilloscopes, centrifuges, balances and incubator, or any other item having a useful life of more than one year and an acquisition cost, including freight, of over $5,000;

10.2.7 Selling and marketing; or

10.2.8 Travel/training outside Travis County.

10.3 The following types of expenses are specifically not allowable with City funds under this Agreement. The City shall have the authority to make the final determination as to whether an expense is an allowable cost.

10.3.1 Alcoholic beverages;

10.3.2 Bad debts;

10.3.3 Compensation of trustees, directors, officers, or advisory board members, other than those acting in an executive capacity.

10.3.4 Contingency provisions (funds) (Self-insurance reserves and pension funds are allowable);

10.3.5 Defense and prosecution of criminal and civil proceedings, claims, appeals, and patent infringement;

10.3.6 Deferred costs;

10.3.7 Depreciation;

10.3.8 Donations and contributions, including donated goods or space;

10.3.9 Entertainment costs, other than expenses related to client incentives;

10.3.10 Fines and penalties (including late fees);

10.3.11 Fundraising and development costs;

10.3.12 Goods or services for officers’ or employees’ personal use;

10.3.13 Housing and personal living expenses for organization’s officers or employees;

10.3.14 Idle facilities and idle capacity;

10.3.15 Indirect Costs

10.3.16 Litigation-related expenses (including personnel costs) in action(s) naming the City as a Defendant;

10.3.17 Lobbying or other expenses related to political activity;

10.3.18 Losses on other agreements or casualty losses;

10.3.19 Public relations costs, except reasonable, pre-approved advertising costs related directly to services provided under this Agreement;

10.3.20 Taxes, other than payroll and other personnel-related levies; or

10.3.21 Travel outside of the United States of America.

11. Ownership of Property.

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11.1 Ownership title to all capital acquisition, supplies, materials or any other property purchased with funds received under this Agreement and in accordance with the provisions of the Agreement, purchased with City funds shall convey to the Grantee 2 years after purchase, unless notified by the City in writing.

11.1.1 If the…