Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  16-000840

 

MEETING DATE:

09/27/16

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

OC Community Resources   (Approved)

Department contact person(s):

Julia Bidwell (714) 480-2991 

 

 

Kelly Lupro (714) 480-2744

 

 

Subject:  State Emergency Solutions Grant Contracts

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $470,210

Annual Cost:
FY 2017-18 $705,316

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: No

    Current Fiscal Year Revenue: N/A

  Funding Source: State: 100% (State Emergency Solutions Grant)

County Audit in last 3 years: No

 

 

    Prior Board Action: 6/28/2016 #99, 2/23/2016 #23

 

RECOMMENDED ACTION(S):

 

 

1.

Approve selection of providers for State Emergency Solutions Grant activities and Model Contract as identified in Attachment A for the provision of emergency shelter and rapid re-housing services in an aggregate amount not to exceed $1,175,526 for the period of November 1, 2016, through June 30, 2018.

 

2.

Authorize the OC Community Resources Director or designee to execute a Contract with Interval House to provide rapid re-housing services in an amount not to exceed $200,000 for the period of November 1, 2016, through June 30, 2018.

 

3.

Authorize the OC Community Resources Director or designee to execute a Contract with Mercy House Living Centers, Inc. to provide rapid re-housing services in an amount not to exceed $97,000 for the period of November 1, 2016, through June 30, 2018.

 

4.

Authorize the OC Community Resources Director or designee to execute a Contract with Fullerton Interfaith Services, dba Pathways of Hope to provide rapid re-housing services in an amount not to exceed $200,000 for the period of November 1, 2016, through June 30, 2018.

 

5.

Authorize the OC Community Resources Director or designee to execute a Contract with Illumination Foundation to provide rapid re-housing services in an amount not to exceed $78,526 for the period of November 1, 2016, through June 30, 2018.

 

6.

Authorize the OC Community Resources Director or designee to execute a Contract with Interval House to provide emergency shelter services in an amount not to exceed $200,000 for the period of November 1, 2016, through June 30, 2018.

 

7.

Authorize the OC Community Resources Director or designee to execute a Contract with Mercy House Living Centers, Inc. to provide emergency shelter services in an amount not to exceed $200,000 for the period of November 1, 2016, through June 30, 2018.

 

8.

Authorize the OC Community Resources Director or designee to execute a Contract with Fullerton Interfaith Services, dba Pathways of Hope to provide emergency shelter services in an amount not to exceed $200,000 for the period of November 1, 2016, through June 30, 2018.

 

9.

Authorize the OC Community Resources Director or designee to exercise a cost contingency increase not to exceed a total of 10% of the individual Contract amounts pursuant to County Contract Policy Manual Section 3.3-113 and should funding levels change, amend service levels, make line item budget transfers and corresponding changes within the existing Scope of Services.

 

10.

Approve Model Amendments and authorize OC Community Resources Director or designee to execute subsequent non-substantial and immaterial contract modifications, if necessary.

 

 

 

 

SUMMARY:

 

Approval of State Emergency Solutions Grant Model Contracts and Model Amendments with procured providers will support the use of State grant funds for rapid re-housing and emergency shelter services in Orange County.

 

 

BACKGROUND INFORMATION:

 

On February 23, 2016, the Board of Supervisors authorized OC Community Resources to submit a Solicitation of Interest and other related forms to the State Housing and Community Development Department (State HCD) to administer State Emergency Solutions Grant (ESG) funding. The State ESG program provides funding to (1) engage homeless individuals and families living on the street; (2) improve the number and quality of emergency shelters for homeless individuals and families; (3) help operate these shelters; (4) provide essential services to shelter residents, and (5) rapidly re-house homeless individuals and families. Funding provided by this program will help fill gaps in services to the homeless population. Based on the findings from the 2015 Orange County Point in Time Count and Survey, a total of 4,452 individuals are homeless on any given night.

 

On March 30, 2016, the State HCD approved OC Community Resources, in collaboration with the Continuum of Care, as the Administrative Entity (AE) for allocation of ESG funding. A total of $1,208,146 was allocated to Orange County with 2.7% ($32,620) for administration and the remaining $1,175,526 available to fund programs.  On May 16, 2016, State HCD issued a management memo containing key documentation requirements and timelines for AEs approved to administer 2016 State ESG funding. A subsequent revision was issued on June 2, 2016, which included the required language for the Resolution to Administer the ESG funds.

 

On June 28, 2016, the Board authorized OC Community Resources to issue a Request for Proposal (RFP) to select sub-recipients and authorize the OC Community Resources Director or designee to execute the standard agreement with State HCD to administer State ESG funds and to submit necessary documents. OC Community Resources is required to submit an applicant ranking list for each application recommended for funding and the name of applicants not recommended for funding to State HCD.  Upon submission of the required documents and approval of the recommended sub recipients, State HCD will initiate a standard agreement between OC Community Resources and the State.

 

The RFP, issued on July 28, 2016, was advertised on the County's online bidding system known as BidSync.  An additional notification was sent to the provider community through the 2-1-1OC listserv announcing the release of the RFP including BidSync information for those interested in applying.  On August 11, 2016, OC Community Resources received a total of eight applications from five agencies; four applications for Rapid Re-housing Assistance (Component A) and four applications for Emergency Shelter (Component B) as follows:

 

Component A:  Rapid Re-housing Assistance

1)  Interval House

2)  Mercy House Living Centers, Inc.

3)  Fullerton Interfaith Services, dba Pathways of Hope

4)  Illumination Foundation

 

Component B:  Emergency Shelter

1)  Interval House

2)  Mercy House Living Centers, Inc.

3)  Fullerton Interfaith Services, dba Pathways of Hope

4)  CityNet


Prior to submitting the applications to the Evaluation Committee for scoring, OC Community Resources staff conducted a threshold review of each application to ensure that it was complete and in compliance with the instructions stated in the RFP and that eligibility requirements were met. All applicants passing threshold review were rated based on the following scoring criteria:

 

Organization Capacity, Experience and Readiness

 

Project Design and Operations

 

Client Selection, Services and Project Need

 

Performance Measures (Objectives and Outcomes)

 

Participation in Continuum of Care, Homeless Management Information System, and Coordinated Entry

 

Budget and Match Documentation

 

Agency Operations and Service Location

 

 

The Evaluation Committee consisted of two staff members from local ESG entitlement jurisdictions and a staff member from a local non-profit agency.  Upon review of the proposals, it is recommended that seven proposals be selected by the Board for funding as identified in Attachment B. Approved providers will offer these services regionally with an emphasis on non-entitlement areas not already receiving ESG funding.

 

This contract does not include subcontractors or pass through to other providers. See Attachment E for Contract Summary Form.

 

Compliance with NEPA: As defined under the National Environmental Policy Act per 24 CFR 58.34 (a)(3), the proposed activity is exempt.

 

 

FINANCIAL IMPACT:

 

Appropriations for these Agreements are included in the FY 2016-17 Adopted Budget and will be included in the budgeting process for FY 2017-18.

 

 

STAFFING IMPACT:

 

N/A

 

 

ATTACHMENT(S):

 

Attachment A - Model Contract
Attachment B - Funding Recommendations Summary
Attachment C - Memo of Recommendation
Attachment D - Summarized Score Sheet
Attachment E - Contract Summary