RFP Document HE-25-643~1.pdf

ERF Rapid Re-Housing Operations and Support Services | RFP - HE-25-643 | Template v3.14.25 | 1

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City of

Long Beach Request for Proposals RFP - HE-25-643

ERF Rapid Rehousing Operations and Support

Services

ERF Rapid Re-Housing Operations and Support Services |

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Please read this entire document carefully as it contains important information essential to your proposal

Overview

Summary

The City of Long Beach is seeking to procure Rapid

Rehousing Operation & Supportive Services that will support participants experiencing unsheltered, encampment-based homelessness.

Key Dates

Release Date: February 3, 2026

Questions Due to the City: 11:00 AM, February 17, Proposals Due: 11:00 AM, March 17, 2026

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors.

Proposal Information

Instructions for what to include in your proposal and how to submit it are detailed in Section 4.

Proposals must be submitted electronically via

LongBeachBuys.com.

This is a competitive process, and the City intends to award the opportunity based on the information submitted in the proposal that best meets the needs of the City.

Official Contact

Janet Kariuki rfppurchasing@longbeach.gov

All communication with the City related to this RFP must be directed to the contact listed above.

mailto:rfppurchasing@longbeach.gov

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Assistance & Resources For assistance using Long Beach Buys, please contact us directly

Customer Service Form rfppurchasing@longbeach.gov

(562) 570-6200

Additional support available for small businesses in Long Beach

BizCare

BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

562-570-4BIZ (4249)

4Biz@longbeach.gov

Request Assistance Form file:///C:/Users/casinoh/Downloads/longbeachbuys.com https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u mailto:rfppurchasing@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/ mailto:4Biz@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/

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Contents

BizCare

1 The Opportunity

1.1 Project Summary

1.2 Background

1.2.1 Need for A Rapid Rehousing Program

1.3 Goals

1.4 Funding

1.5 Award Terms

2 Scope of Work

2.1 Participant Eligibility

2.1.1 Coordinated Entry System (CES) Assessment

2.1.2 Homeless Status

2.1.3 Income Requirement

2.1.4 Location Requirement

2.1.5 Population Served

2.1.6 Program Referral

2.1.7 Non-Discrimination

2.2 Enrollment Procedures

2.2.1 Dual Enrollment

2.2.2 Problem Solving

2.2.3 Enrollment Engagement Requirements

2.2.4 Intake Requirements

2.3 Supportive Services and Activities

2.3.1 Benefits and Income

2.3.2 Case Management

2.3.3 Care Coordination

2.3.4 Financial Management

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2.3.5 Housing and Services Plan

2.3.6 Housing Search and Placement

2.3.7 Housing Stabilization

2.3.8 Landlord Mediation

2.3.9 Legal Supports

2.3.10 Monthly In-Person Case Management

2.3.11 Physical / Mental Health Linkages

2.3.12 Status Update Assessment

2.3.13 Annual Re-certification

2.3.14 Transportation

2.4 Program Exit

2.4.1 Eligible Exits

2.4.2 Ineligible Exits

2.4.3 Transitioning Out of the Program

2.4.4 Program Exit Documentation

2.4.5 Eligible Costs

2.4.6 Annual Slot Allocation

2.4.7 Financial Assistance

2.4.8 Progressive Engagement

2.4.9 Eligible Cost Matrix

2.4.10 Extension Requests

2.5 HMIS Data Collection and Participation

2.5.1 Case Note Guidance

2.5.2 Data Entry Timeliness

2.5.3 HMIS Data Standards

2.5.4 HMIS Requirement

2.5.5 HMIS User Licenses

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2.5.6 Safeguarding Files

2.5.7 Service Entry

2.5.8 Participant Master File and Documentation

2.5.9 Participant File Documentation Guidance

2.5.10 Homeless Certification

2.5.11 Income Inclusion / Exclusion

2.5.12 Record Retention

2.6 General Program Requirements

2.6.1 Case Management Ratio

2.6.2 Change in Household Composition

2.6.3 Coordinated Entry System

2.6.4 Length of Program

2.6.5 Assessment and Coordination

2.6.6 Participant Engagement

2.6.7 Rental and Lease Standards

2.6.8 Rent Reasonableness - Fair Market Rent (FMR)

2.6.9 Tenant Based Rental Assistance (TBRA) Mobility

2.7 Program Policies and Procedures

2.7.1 Confidentiality

2.7.2 Conflict of Interest

2.7.3 Cultural Humility and Affirming Services

2.7.4 Domestic Violence or Intimate Partner Violence

(DV/IPV)

2.7.5 Equal Access Policy

2.7.6 Harm Reduction

2.7.7 Housing First

2.7.8 Incident Procedures

2.7.9 Participant Grievance Policy

2.7.10 Participant Rights

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2.7.11 Progressive Engagement Policy

2.7.12 Reasonable Accommodation Policy

2.7.13 Referral Policy

2.7.14 Service Animal Policy

2.7.15 Termination Policy

2.7.16 Trauma Informed Care

2.7.17 Violence Against Women Act/Intimate Partner

Violence Policy

2.8 Performance Metrics & Contract Management

2.8.1 Performance Metrics

2.8.2 Contract Management

2.8.3 Contract Payment

2.8.4 Program Monitoring

2.8.5 Record Requirements

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.4.1 Compliance with Grants

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5.4.2 Financial Requirements

5.4.3 Contract Conditions

5.5 Protest Procedures

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1 The Opportunity

1.1 Project Summary

The City of Long Beach (City), Department of Health and Human Services (Health

Department) is seeking proposals from non-profit organizations to provide operations and supportive services for the Rapid Rehousing (RRH) program under the Encampment

Resolution Funding (ERF) grant. The Encampment Resolution Funding program is designed to assist unsheltered persons residing in encampments and provide services necessary to help them quickly regain permanent housing stability after experiencing homelessness.

RRH is a permanent housing intervention and is comprised of three core components:

housing search and placement (housing identification and location), financial assistance, and case management. The RRH program provides housing-focused supportive services using the Progressive Engagement model to persons experiencing homelessness (PEH).

This intervention is provided unconditionally, without requirements for employment, income, a clean criminal record, or sobriety. The resources and services offered are customized to meet the unique needs of each individual and household. It is the applicant’s responsibility to thoroughly review this Request for Proposal (RFP) before preparing a proposal for funding to ensure that they can comply with this RFP and all the program requirements.

1.2 Background

The City funds and administers the local Coordinated Entry System (CES) to provide PEH with access to multiple resources, including: outreach services, housing navigation programs, interim housing, and linkages to supportive services to support individuals as they work towards permanent housing goals.

1.2.1 Need for A Rapid Rehousing Program

On the morning of January 23, 2025, the Long Beach Point-in-Time (PIT) Count identified

3,595 individuals experiencing homelessness. Of these, 2,606 were unsheltered, living on the streets, in vehicles, or in places not meant for human habitation—and 989 were sheltered, residing in emergency shelters, transitional housing, or other temporary accommodations.

Among the total count, 1,678 individuals were identified as experiencing chronic homelessness, as defined by the U.S. Department of Housing and Urban Development

(HUD).

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As part of the 2025 PIT Count, the City surveyed 164 people residing along the Los Angeles

(LA) Riverbed to gain deeper insight into their backgrounds, challenges, and needs. The findings reveal a younger, diverse population facing complex, long-standing hardships, many of which originated in childhood:

• 39.4% reported experiencing abuse or neglect as children.

• 14.8% were former foster youth.

• 44.7% cited financial hardship, such as job loss or unaffordable housing as the primary cause of their homelessness.

• Other contributing factors included family disruption (18.4%), eviction (7.9%), physical disabilities (7.9%), mental health issues (5.2%), and substance use (2.6%).

These findings highlight the urgent need for comprehensive, person-centered services to address the diverse challenges faced by individuals experiencing unsheltered homelessness.

In response, this funding opportunity aims to support RRH programs that provide permanent housing interventions. These programs are designed to help individuals and households secure and maintain stable housing, with the goal of preventing future episodes of homelessness.

1.3 Goals

The RRH program is a permanent housing intervention designed to assist program participants in swiftly transitioning out of homelessness, securing stable housing within their communities, and maintaining their housing to prevent a return to homelessness in the near future.

1.4 Funding

This RFP may be funded through a combination of local, state, and federal funding sources, including ERF.

On December 23, 2024, the City of Long Beach was awarded ERF grant funding to support

PEH along the Los Angeles Riverbed, encompassing its entire span within the City’s jurisdiction. The designated area spans approximately 9.5 miles, from the river's entry point into the Pacific Ocean to Long Beach's northern border.

As one of only four jurisdictions selected in this funding round, and one of a handful of

Continuums of Care (CoCs) to have received three ERF grant awards, Long Beach will utilize these resources to implement targeted and sustainable solutions for unsheltered homelessness.

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The ERF program, a State grant established pursuant to the Budget Act of 2023 (SB 101, Chapter 12, Statutes of 2023), supports actionable, person-centered local initiatives aimed at resolving unsheltered homelessness for individuals residing in encampments. By addressing the challenges faced by those experiencing homelessness, the program prioritizes the safety and well-being of encampment residents, tackles critical encampment concerns, and facilitates transitions into interim shelter with clearly defined pathways to permanent housing—or directly into permanent housing. Its objectives include fostering innovative and replicable solutions to critical encampment challenges, promoting access to safe and stable housing through housing first approaches, and encouraging a data-driven, coordinated response to unsheltered homelessness.

1.5 Award Terms

This contract will be for a period of one year with the option to renew for one additional one-year period. The total contract term will not exceed two years. The total amount of funding estimated to be available for the City RRH Program is $2,802,800 for the initial one-year period. The City will review any enrichment of services and leveraged/match resources during the evaluation process.

The City reserves the discretion to amend the contract awarded through this RFP at an equal, lesser, or greater amount contingent upon satisfactory performance, availability of funds, demonstrated need, and project outcomes.

Contractor will be awarded funding under a slot-based allocation, which is based on maintaining a certain number of service slots for participant enrollments and services throughout the contract year. Renewal periods may include an annual funding adjustment per participant to account for inflated operational and support service costs. Annual funding adjustments will be awarded at the City’s discretion.

In the event the City Council or other funding agency(ies) fail to appropriate the necessary funds or recalls, cancels, or otherwise impedes appropriated funds, the project conditionally awarded for that period will either not be funded or funded at a reduced award level.

2 Scope of Work

2.1 Participant Eligibility

Contractor is required to ensure that all program participants meet the applicable eligibility requirements for the project as specified in this RFP.

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2.1.1 Coordinated Entry System (CES) Assessment

The Long BeachCoC has minimized its application of the Vulnerability Index - Service

Prioritization Decision Assistance Tool (VI-SPDAT). Historically, the VI-SPDAT has been one of the primary assessment tools that is used to assess for vulnerability. It is important to note that while the VI-SPDAT is one of many various factors that assess for PEH vulnerability, it is not the sole assessment being used within the Long Beach CoC to determine PEH’s connection to housing resources within the CES.

The CoC CES uses the City’s CES Assessment as one of the assessment tools to assess participants’ vulnerability. Participants must have a completed City CES Assessment in the

Homeless Management Information System (HMIS) to be matched to this program.

2.1.2 Homeless Status

Program services must be used for the sole benefit of individuals experiencing encampment-based homelessness, as defined in 24 CFR § 578.3 Category 1(i).

• An individual with a primary nighttime residence that is a public or private place not designed for or ordinarily used as regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, etc.

This program is not intended to serve families with minor children.

Contractor will be responsible for obtaining documentation and documenting the determination of the participant’s homeless status by using the Long Beach CoC approved

Homeless Certification Form. Refer to Section 2.5.10 Homeless Certification for documentation requirements. All documentation is required to be placed inside the participant’s master file and uploaded to HMIS or comparable database for Victim Service

Providers (VSP).

2.1.3 Income Requirement

Eligible program participants must be determined to be income-eligible by meeting the income threshold at or below 50% Area Median Income (AMI) for Los Angeles County.

Contractors are responsible for obtaining and maintaining documentation verifying each participant’s income. If Income documentation has not been obtained by the referring agency, the Contractor must collect it and upload it into HMIS, or a comparable database for VSPs specifically approved by the City of Long Beach in writing, and stored in the

Participant Master File.

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Contractors must also enter reported income in HMIS and update any changes, including increases or decreases, as they occur. Refer to Section 2.5.11 Income Inclusion/Exclusion.

The order of priority for verifying income eligibility is as follows:

• Third-party documentation

• Self-Declaration of Income/No Income

2.1.4 Location Requirement

Funds must be used for the sole benefit of persons currently experiencing unsheltered homelessness in the City in the designated encampment located at the Los Angeles

Riverbed, where the riverbed enters into the Pacific Ocean to the northern border of Long

Beach stretching approximately 9.5 miles.

2.1.5 Population Served

Adults: Individuals or household where all members are 18 years of age and older.

Unaccompanied minors are not eligible for enrollment or services. Exemptions exist for unaccompanied minors who are legally emancipated.

2.1.6 Program Referral

Eligible program participants will be referred through the Long Beach CES. CES assessments and referrals must be completed in HMIS prior to referral to the RRH program. Participants are identified through a prioritization pathway established by the Long Beach CES. To be identified for this pathway, participants must have a Long Beach CES Housing Assessment completed in HMIS.

Contractors must only enroll individuals and households that have been referred to their program by the Long Beach CES Matcher. Organizations designated as VSP who are awarded funding for VSP projects will use an alternative mechanism specifically approved by the City in writing to complete CES referral assessment and be referred to the RRH program.

2.1.7 Non-Discrimination

Organizations awarded funds are required to ensure that all program participants meet all the applicable eligibility requirements for the program. Adherence to all federal, state, and local anti-discrimination laws is strictly required. Discrimination against applicants is strictly prohibited from entry into this program on the basis of a protected class, including, but not limited to, race, national origin or citizenship status, religion, gender identity, sexual orientation, age, disability, veteran status, marital status, medical condition, political affiliation, citizenship, or status as a victim of domestic violence.

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2.2 Enrollment Procedures

2.2.1 Dual Enrollment

Before enrolling a new participant, Contractors must check HMIS and other relevant databases. Contractors have access to assess whether participants are already enrolled in other RRH programs that provide duplicative services.

• If dual enrollment in a RRH program is disclosed by a prospective program participant and/or discovered by program staff, program staff will inform the participant that they are not eligible to receive services from two duplicative programs. Participants will make the choice to decide which service provider they’d like to receive services from.

• Program staff will contact the duplicative program that the participant is currently enrolled in and, if appropriate, develop a plan for reconnecting the participant to the program.

• If a program change is more appropriate for the participant, dual enrollment is only permissible if the participant is in another homeless housing program, not RRH, where services are not duplicative (i.e., ICMS programs, housing navigation programs, etc.)

2.2.2 Problem Solving

Program staff will engage in problem-solving conversations and offer problem solving interventions. Refer to the Los Angeles County Problem Solving Guide for recommended strategies to utilize when conducting problem-solving conversations. All participants must first undergo a problem-solving assessment to determine their eligibility for alternative housing options beyond RRH services.

If, following a problem-solving conversation, it is determined that the housing crisis cannot be resolved through problem-solving efforts, program staff shall proceed with a formal program intake.

2.2.3 Enrollment Engagement Requirements

Contractor must adhere to the following requirements:

• Process and accept referrals and enroll participants into the program within three to five business days of referral date.

• Establish rapport and build a trusting relationship with the potential participant and determine if the potential participant is eligible for RRH.

• Obtain all appropriate consents and authorizations for client’s participation in the program.

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Refer to Section 2.6.6 Participant Engagement for ongoing engagement requirements.

2.2.4 Intake Requirements

Contractors shall receive all RRH referrals from the Long Beach CES. Program staff must:

• Assess received referrals and verify all eligibility criteria outlined above in Section 2.1

Participant Elgibility;

• Orient the participant to all program guidelines and expectations, including the program’s grievance and termination policies and procedures;

2.3 Supportive Services and Activities

The following services are required to be provided through the RRH program. This list is meant to address the minimum expectations and is not an exhaustive list of services that can or should be provided by an organization providing RRH.

2.3.1 Benefits and Income

Contractors must support participants in obtaining or establishing benefits. These include coordinating the completion and submission of applications for health insurance benefits

(e.g., Medi-Cal, Medicare, Covered California, etc.), disability benefits (e.g., Social Security

Disability Income, Social Security Income), other sources of financial assistance (e.g., Unemployment, General Relief (GR), CalFresh), and employment. Staff must link participants that express interest in employment services. As the participant’s income changes, staff must record and update any changes of income in HMIS or comparable database for VSPs specifically approved by the City of Long Beach in writing.

2.3.2 Case Management

RRH services provide limited financial assistance and case management to support participants in resolving their housing crisis. Services must be provided using a Progressive

Engagement method that only provides as much assistance as needed to successfully prevent an episode of homelessness from occurring. Refer to Section 2.4.8 Progressive

Engagement.

Contractors will provide services to participants for up to twenty-four months, aiming to retain stable permanent housing. Housing stability may be accomplished through assisted self-resolution or re-location assistance.

2.3.3 Care Coordination

The Contractor is required to attend care coordination meetings and conduct coordination efforts outside of meetings. Care coordination is intended to reduce duplication of efforts https://endhomelessness.org/blog/what-is-progressive-engagement/ https://endhomelessness.org/blog/what-is-progressive-engagement/ v3.14.25 | 16 and to ensure that if multiple agencies are working with a participant that they are clear on the service plan for the participant.

2.3.4 Financial Management

Case management staff must offer participants assistance in creating budgets, as well as providing linkages to payee programs when needed. Financial management services must be documented in HMIS, or comparable database for VSPs specifically approved by the City of Long Beach in writing, as case notes and services.

Contractor must support participants in managing their housing-related expenses by helping them understand their financial responsibilities and explore strategies to reduce costs. The budgeting process is essential to achieve progressive engagement goals. The

Contractor must create a budget at intake and update it every 90 days. Budgets should be reviewed during the monthly home visits.

2.3.5 Housing and Services Plan

Each participant is required to have an individualized Housing and Services Plan (HSP) with goals that will support locating and retaining housing. The HSP is considered the participant’s plan and should be signed by the participant and program staff as it is developed and updated.

Contractors must develop an HSP, in coordination with the participant, within the first 14 days of enrollment and upload it into HMIS or comparable database for VSPs specifically approved by the City of Long Beach in writing. Contractors will be responsible for completing all three phases of the HSP, as applicable in the participant’s permanent housing journey — Housing Search Plan, Housing Retention Plan, and Housing Transition

Plan. Refer to the Long Beach Housing Services Plans User Guide.

The HSP will serve as the road map for the process of identifying, and retaining appropriate housing for each participant, the participant’s goals, and immediate action steps toward those goals. The plan must be reviewed monthly, updated as their situation changes, and steps are completed or revised. Any updates or changes should also be documented in

HMIS or comparable database for VSPs specifically approved by the City of Long Beach in writing.

2.3.6 Housing Search and Placement

Contractor shall assist participant(s) in the housing search and placement process.

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The Contractor must identify housing resources and develop relationships with property owners, property management companies, and landlords to increase the permanent housing opportunities for participants.

Program staff must:

• Assist participants in locating a viable unit. Refer to Section 5.1 Acronyms/Definitions for guidance on viable units.

• Assist participants in meeting with the landlord. This includes preparing the participants to understand the requirements of the lease, the lease up process, and expectations for tenancy.

• Ensure that rent remains affordable for participants after financial assistance has concluded by taking all appropriate measures. Ensure that rental/lease costs are in alignment with the City of Long Beach Payment Standards.

• Ensure that the potential units comply with the City of Long Beach Habitability

Standards.

• Ensure that the units being identified are meeting rent reasonableness.

2.3.7 Housing Stabilization

Program staff must conduct a minimum of one home visit each month. Refer to Section

2.3.10 Monthly In-Person Case Management.

Case management services and financial assistance shall adhere to the progressive engagement method for service delivery. Refer to Section 2.4.8 Progressive Engagement.

Services and referrals to resources shall always be participant-centered and voluntary.

However, it is the responsibility of the program staff to foster an engaged and supportive relationship that will encourage participants to participate in services. Refer to Section 2.6.6

Participant Engagement.

When a referral is made to any community service, program staff shall provide a warm hand-off and follow up to ensure the linkage has been made successfully. All referrals must be noted in HMIS or comparable database for VSPs specifically approved by the City of Long

Beach in writing.

2.3.8 Landlord Mediation

Program Staff are encouraged to have knowledge and skills in the following areas, including but not limited to:

• Familiarity with local housing options, including eligibility requirements, application processes, costs, amenities, and services;

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• An understanding of landlord-tenant rights, protections, and responsibilities, with the ability to assess tenancy requirements and guide participants accordingly;

• Proficiency in problem solving, mediation, negotiation, motivational interviewing, and conflict resolution;

• Negotiating arrears and connecting participants to resources that may assist in reducing outstanding debts.

Contractors must provide timely support to their landlord partners by responding to calls of concern within one to two business days, addressing participant lease violations, ensuring timely rental payments, and providing mediation services between the landlord and the participant.

2.3.9 Legal Support

Contractors must understand Fair Housing and Tenant Rights, support Reasonable

Accommodation requests, and provide referrals to Legal Aid services.

Program staff shall make and retain referrals with Inner City Law/Legal Aid Foundation to remove legal barriers to housing retention, provide eviction defense support, and facilitate landlord mediation or dispute resolution.

All referrals to legal aid services must be documented in HMIS, or a comparable database for VSPs specifically approved by the City of Long Beach in writing, as case notes and service entries.

2.3.10 Monthly In-Person Case Management

Program staff must meet in-person with participants at least once per month. All interactions must be documented in HMIS, or comparable database for VSPs specifically approved by the City of Long Beach in writing, via the case note section. Contractors shall increase the intensity of services as needed. This includes increasing the frequency of meetings as necessary to achieve HSP goals and retain housing.

2.3.11 Physical / Mental Health Linkages

Contractors must ensure participants have access to information regarding physical/mental health linkages. Contractors must provide referrals to outpatient or inpatient care (In Home Supportive Services, Substance Abuse Treatment, hospice, etc.) if requested by the participant. Physical/Mental health referrals must be documented in HMIS as a service.

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2.3.12 Status Update Assessment

With any Participant or household, the Contractor must record changes in regular income

(as defined in the HUD Data Standards), Employment status, and/or Disabling Conditions and Barriers as Status Update Assessments within their program enrollment. Contractor must follow guidance regarding the documentation of these changes, and file them accordingly. Status assessments must adhere to Section 2.5.2 Data Entry Timeliness.

If a participant’s income exceeds 50% of the AMI after enrollment, they remain eligible for services. Contractors shall utilize progressive engagement models to support the participant’s work toward housing stability.

2.3.13 Annual Re-certification

Participants must be re-evaluated no less than once annually to verify that the participant lacks sufficient resources and support networks necessary to retain housing without assistance, and to access the type and amount of assistance necessary for the participant to achieve housing stability.

If participant’s income exceeds 50% of the AMI outside of the scheduled annual re-certification, a progressive engagement model must be followed to support participants in being able to attain housing stability.

2.3.14 Transportation

Contractor must provide travel arrangements for housing-related appointments.

Applicable transportation access may include: Access, public transportation, ride-share services, and personal transport. Assist participants with increasing their capacity to meet their own transportation needs. Participant transportation assistance and referrals must be documented in HMIS as a service.

2.4 Program Exit

2.4.1 Eligible Exits

Contractor(s) may exit participants from the program when any of the following conditions have been met:

• Participants self-resolved their housing crisis

• Participant and provider agree that the participant has completed the goals outlined in Housing and Services Plan.

• Participants no longer meet the eligibility criteria outlined in this RFP.

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• Participant is or will be hospitalized or incarcerated for 120 days or more. If a participant is in a housing setting, the Contractor must provide necessary assistance to ensure the participant’s absence does not result in a lease violation.

o If within those 120 days, participants can return to their housing unit the

Contractors may maintain their enrollment and continue providing financial assistance.

o If after those 120 days, the participant is unable to return to their housing unit the Contractor must exit the participant and provide appropriate notice to participant and landlord.

• Participants have refused contact with the program for 90 days or more despite documented due diligence efforts to re-engage, noted in the case notes and documented in HMIS, or comparable database for VSPs specifically approved by the

City of Long Beach in writing.

• Participants are dually enrolled in another RRH program that provides duplicative services.

• Participant relocates to another CoC where services cannot be continued.

• Participants utilize reunification services or otherwise self-resolve their housing crisis.

If the participant cannot sustain the unit at the time of exit, Contractor shall NOT exit the participant without first offering an alternative housing resource. All referrals and efforts to connect participants to referrals must be documented in HMIS or participant’s file. In the event the participant is connected to another housing resource, the program must provide this information to the landlord as well as the participant.

Contractors may exit participants from the program pursuant to their termination policies and procedures; program policies must ensure compliance with Section 2.7.15 Termination

Policy.

2.4.2 Ineligible Exits

Contractors must not exit participants from the program for any of the following reasons:

• Active substance use

• Non-Compliance with Housing and Services Plan

• Medication non-compliance

• Active health issues

• Are otherwise considered difficult to work with

• Failure to abide by participant budget

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• Being evicted from their unit

• Refusal to engage in case management

• Legal Status

• Refusal to accept viable housing units

2.4.3 Transitioning Out of the Program

Contractors should begin transition planning and conduct a comprehensive review with participants no later than twelve months from the participant being housed. This review should include a review of any rent-sharing agreements that have been in place, household budget, spending plan, and assess the participant’s readiness to assume full lease responsibility upon program completion.

If it is determined that the household will be unable to take over rent payments upon program completion, the transition plan must outline steps for accessing alternative housing resources. These options may include:

• Obtaining a housemate to share the rent

• Move into a smaller, less expensive unit

• Apply for the Shallow Subsidy program (if eligible)

• Move into an affordable housing complex for which they are on a wait list

If the transition plan includes relocating from the current unit, staff must inform the landlord and provide only the information needed as it pertains to the participant’s lease and payments. Staff must also ensure any outstanding balances are fully paid. Contractor must provide a minimum of a 30-day written notice to both the participant and the landlord. Refer to Section 2.4.4 Program Exit Documentation.

While the participant is actively pursuing the transition plan, Contractor must continue to provide case management and financial assistance, through a progressive engagement model.

2.4.4 Program Exit Documentation

Refer to the following Section 2.5.8 Participant Master File Documentation for the exit plan documentation requirements and Section 2.7.15 Termination Policy for documentation requirements for exiting participants due to termination of assistance.

Contractor must provide minimum of a 30-day written notice to both the participant and landlord regarding the participant’s program exit, documented in HMIS or comparable database for VSPs specifically approved by the City of Long Beach in writing, and the participant’s master file.

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Contractor must record the program exit adhering to Section 2.5.2 Data Entry Timeliness.

As the exit date, the Contractor will use one of the following:

• The date of the last contact with the participant, if actively engaged.

• The date of the exit interview.

• The date that the participant reached 90 days without contact, if the participant has been unreachable.

2.4.5 Eligible Costs

2.4.6 Annual Slot Allocation

Awarded Contractor will receive $28,082 per slot allocation. Local funding awards will collectively support up to 100 allocated slots for a one-year period. Renewal periods may include an annual funding adjustment per participant to account for inflated operational and supportive service costs. Annual funding adjustments will be awarded at the City’s discretion.

2.4.7 Financial Assistance

The Contractor must:

• Monitor and coordinate the use and disbursement of financial assistance, which includes timely and accurate data entry in HMIS, or comparable database for VSPs specifically approved in writing by the City of Long Beach, and documentation of financial expenditures in HMIS and the Participant’s file.

• Manage payments to prevent lease violations for the participant or other penalties related to lack of timely payment. Contractors shall be responsible for paying any penalties or late fees resulting from their organization's failure to process rental payments in a timely manner.

• To obtain proper authorization from agency’s management staff. All financial assistance paid on behalf of the participant must have a signed request from case management staff and a supervisor/ manager staff within the program.

• Verify ownership prior to assistance. Must have documented verification of ownership before providing security deposit or rental assistance.

• Pay third parties directly. Do not provide financial assistance directly to any program participant; payments must be made to landlords, utility providers, or other service entities.

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2.4.8 Progressive Engagement

Contractors shall use a progressive engagement approach to determine the duration and amount of rental assistance provided to participants. This amount should be limited to only what is required for the participant’s needs. Refer to Section 2.7.11 Progressive Engagement

Policy.

• Program staff shall review rental assistance amounts with participants and supervisory staff monthly.

2.4.9 Eligible Cost Matrix

Funding may be used to pay for associated costs necessary to provide operations and supportive services for the RRH program, promoting well-being, stability, and self-sufficiency. Eligible costs for the program include:

Category Eligible Costs Guidance Records

A Administration

1 Administrative

Expenses

Up to 10% of awarded allocation may be used for the project administrative costs related to the planning and execution of Rapid

Rehousing activities.

Eligible administrative costs include costs of overall program management, coordination, monitoring, and evaluation;

preparing program budgets and schedules, and amendments to those budgets and schedules;

developing systems for assuring compliance with program requirements; developing agreements with subcontractors to carry out program activities;

preparing reports to and other documents directly related to the program for submission to HUD, County of Los Angeles, and City of

Long Beach; administrative services performed under third-party contracts or agreements, including legal services, accounting services, and audit services; other costs for

• Copy of receipt

• Proof of payment v3.14.25 | 24 goods and services required for administration of the program, including rent or purchase of equipment, insurance, utilities, office supplies, and rent/maintenance of office space.

B Operations

1 Equipment and

Rentals

Costs for equipment necessary for program operations

• Copy of invoice,

• Proof of payment

2 Insurance Costs for insurance pertaining to program operations

• Copy of Insurance invoice,

• Proof of payment

• Proof of coverage

3 Materials and

Supplies

Costs for materials necessary for program operations including telecommunications services

• Copy of invoice,

• Proof of payment

4 Office Rental Office rental / lease costs directly related to program operations and service delivery

• Copy of staff sign-in sheet or certificate

• Copy of Invoice

• Proof of payment

5 Staff Training Costs related to staff training including onboarding and annual courses.

• Copy of staff sign in sheet or certificate

• Copy of invoice

• Proof of payment

6 Staff Transportation Costs related to staff transportation costs including mileage reimbursement. Must be in compliance with IRS mileage rate.

• Wage statements, time sheets indicating actual employee time incurred on the program,

• Payroll journal

• General Ledger

• Proof of payment

Copy of staff mileage log

• Proof of payment

C Supportive Services

1 Staff Salary and

Benefits

Staff costs of labor and benefits.

Program director labor costs must not exceed .2 Full-Time Employee

(FTE) as direct program expenses.

• Wage statements, time sheets indicating actual employee time v3.14.25 | 25 incurred on the program,

• Payroll journal

• General Ledger

• Proof of payment

D Participant Financial Assistance

1 Move In Expenses Eligible cost includes applications, background checks and credit check result fees.

• Copy of invoice,

• Proof of payment

2 Rental Arrears A maximum of six months of rental arrears can be covered and only if necessary to rehouse the participant. May include any late fees accrued by the client.

If the participant has accrued arrears after exiting the program, the participant should be referred to other resources such as Homeless

Prevention or 211.

Contractor cannot pay rental arrears for housed participants that are not enrolled in the program.

• Copy of W9 and

Receipt

• Lease Agreement

• Confirmation of property ownership

• Statement or Bill that includes the cost of each month paid.

3 Rental Assistance Rental assistance is not to exceed 24 months.

Total rental assistance includes the first and last month’s rent.

May include any late fees accrued by the client.

If participants fall behind on rent in their current unit: Contractors may assist with missed rent payments while working to resolve the issues and get the participants back on track. These payments are considered ongoing rental assistance, not arrears.

Assistance cannot be provided to a participant who is already receiving rental assistance or living in a housing unit receiving rental assistance or operating assistance through other Federal, State, or local sources. This includes Housing

• Copy of W9 and

Receipt

• Lease Agreement

• Confirmation of property ownership

• Statement or Bill that includes the cost of each month paid.

v3.14.25 | 26

Choice Vouchers, Emergency

Housing Vouchers, Section 8, and other affordable housing subsidized units.

Rental assistance can be provided to participants that are residing in tax credit units. If needed, consult with your Long Beach RRH Coordinator to determine if a property is subsidized.

*The use of one-time financial assistance can be provided for move-in costs or security deposit for those who are residing in

Federal, State, or local sources.

4 Security Deposits Maximum allowable fee one month’s rent as pursuant to CA Civil Code

1950.5, along with additional deposits such as key, remote, pet, mailbox, etc. Maximum of one security deposit in a 12-month period. If participants require relocation assistance due to unsuitable housing situations, an additional security deposit may be offered to secure permanent housing

• Copy of W9 and

Receipt

• Lease Agreement

• Confirmation of property ownership

5 Utility Assistance Eligible utilities include gas, electricity, water, sewer, and trash.

• Statement or Bill that includes the cost of each month paid.

• Copy of receipt, proof of payment

• Lease agreement

6 Utility Arrears Six months of arrears per utility.

Eligible utilities include gas, electricity, water, sewer, and trash, including any late and reconnection fees.

• Statement or Bill that includes the cost of each month paid.

• Copy of receipt, proof of payment

• Lease agreement

7 Utility Deposit Eligible utilities include gas, electricity, water, sewer, and trash.

• Statement or Bill that includes the cost of each month paid.

https://leginfo.legislature.ca.gov/faces/billTextClient.xhtml?bill_id=202320240AB12 https://leginfo.legislature.ca.gov/faces/billTextClient.xhtml?bill_id=202320240AB12 v3.14.25 | 27

• Copy of receipt, proof of payment

• Lease agreement

8 Essential

Furnishings

Essential furnishings are not to exceed $500.00. Costs may include, but are not limited to, appliances, bedding, furnishings, linens, kitchen and cooking supplies, cleaning supplies.

•Copy of receipt, proof of payment

•Lease / Rental

2.4.10 Extension Requests

The Contractor must complete an Extension Request form for the following:

• If any items exceed the amount noted in the eligible cost matrix;

The extension request must:

1. Include a detailed plan in the justification section, noting how the assistance will support the household to maintain permanent housing, as well as the steps the

Contractor has taken to support the participant’s ability to remain permanently housed.

2. Provide detailed information regarding the steps and services both provider and participant are taking to ensure that an active transition plan can be attained. This ensures the agency staff and participants continually plan for permanent housing solutions such as living with roommates/friends/household, Shallow Subsidy program referrals, affordable housing units, or Permanent Supportive Housing among others.

3. Be reviewed and approved by the Contractor’s management staff prior to submitting the extension request to City staff. The Contractor must ensure that sufficient funds are available to support the request.

The Contractor must obtain HSB’s approval prior to rendering any financial assistance and/or case management that exceeds what is noted in the eligible cost matrix. If approved, the Contractor must include the approval notice when submitting for reimbursement.

2.5 HMIS Data Collection and Participation

2.5.1 Case Note Guidance

Contractors are required to maintain detailed and accurate case notes within HMIS. Case notes are critical for tracking participant progress, ensuring program accountability, and v3.14.25 | 28 effective care coordination. Case notes must be entered under the program section in

HMIS, adhering to Section 2.5.2 Data Entry Timeliness Standards.

2.5.2 Data Entry Timeliness

Data collected from participants includes the required data elements identified in the HMIS

Data Standards. Contractor must ensure that all updates, including case notes, status assessments, services, etc., are entered into HMIS within three business days for service coordination purposes.

2.5.3 HMIS Data Standards

All non VSPs funded projects are required to participate in the Long Beach HMIS. Refer to

Long Beach HMIS Policies and Procedures. Please adhere to HMIS Data Standards guidance for more information.

VSP serving Domestic Violence or Inmate Partner Violence (DV/IPV) program participants may use a comparable database specifically approved by the City of Long Beach in writing to enter client level data. Refer to HUDs Comparable Database Manual.

If/when data is collected on a physical paper form, the data entry policy still applies –

Contractor must ensure HMIS data entry is entered completely and in a timely fashion.

Paper forms must be uploaded into HMIS.

2.5.4 HMIS Requirement

Contractors are required to enroll and document services in the Long Beach HMIS. VSP programs may enter their client-level data into a comparable database specifically approved by the City of Long Beach in writing.

2.5.5 HMIS User Licenses

Contractors will receive user licenses for all agency staff relevant to the program. Staff must attend required trainings provided by HSB.

2.5.6 Safeguarding Files

The Contractors shall observe federal, state, and local laws, including 24 CFR 578.103, concerning the disclosure of records that pertain to individuals. Additionally, the Contractor shall adopt and take reasonable measures to ensure that participant records are safeguarded, including when reviewing, printing, or copying.

2.5.7 Service Entry

Contractors are required to accurately record all services provided under the RRH Program in the HMIS Program Service section, adhering to the Data Entry Timeliness Standards.

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2.5.8 Participant Master File and Documentation

Contractors must maintain a file for each participant enrolled that includes but is not limited to core documents and necessary documentation. Files containing participant information must be stored in a secure and locked location to maintain confidentiality. Documents and information must only be accessible by authorized personnel. The Contractor must actively review the Long Beach Document Library for updates and resources relevant to the (HSB).

Contractor must ensure accurate HMIS data entry and compliance, including case note completion, service entries, and financial assistance documentation, when submitting for reimbursement.

All required documents must be in every case file and uploaded into HMIS.

Contractors must use the most up to date version of the listed form below.

Document Guidance HMIS and Participant

Master File Requirement

Budget Required – HUD Monthly

Budget Worksheet

Yes – HMIS/Comparable

Database and the participant’s file

Case Notes Required – Enter into HMIS.

Document every engagement with the participant, including the monthly (minimum) case management visit.

Yes – HMIS/Comparable

Database and the participant’s file

Certification of Homelessness Required – Either of these forms:

Verification of Homelessness

Third Party

Verification of Homelessness

Oral

Verification of Homelessness

Self Certification

Yes – HMIS/Comparable

Database and the participant’s file

CES Assessment Required – if applicable.

Housing Acuity Index

Assessment for participants who are housed. Found in

HMIS

Yes – HMIS/Comparable

Database and the participant’s file

Exit Summary Form Required – Embedded form in

HMIS

Yes – HMIS/Comparable

Database and the participant’s file https://www.hudexchange.info/sites/onecpd/assets/File/housingsearch/Monthly%20Budget%20Worksheet_v2_Aug06.xls https://www.hudexchange.info/sites/onecpd/assets/File/housingsearch/Monthly%20Budget%20Worksheet_v2_Aug06.xls https://www.longbeach.gov/homelessness/document-library/ https://www.longbeach.gov/homelessness/document-library/ https://www.longbeach.gov/homelessness/document-library/ https://www.longbeach.gov/homelessness/document-library/ v3.14.25 | 30

Extension Request Form Required – if applicable. Long

Beach Extension Request Form

Yes – HMIS/Comparable

Database and the participant’s file

Financial Assistance Receipts /

Documents

Required – Must track all financial assistance as a service in HMIS. Refer to

Eligible Costs

Yes – HMIS/Comparable

Database and the participant’s file

Habitability Standards Required - Refer to Long

Beach Habitability Inspection

Standards Form.

Yes – HMIS/Comparable

Database and the participant’s file

Housing and Services Plan Required - Track the date the

HSP was completed. The initial

HSP and subsequent updates are required. Contractors may use Long Beach HSP forms or agency-created forms.

Part A: Housing Search Plan

Part B: Housing Retention Plan

Part…