HomeMy WebLinkAbout2004-09-14 - AGENDA REPORTS - HOMELESS SERVICES RFP (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item: 60
CITY OF SANTA GLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
September 14, 2004
REQUEST FOR PROPOSALS FOR CREATIVE HOMELESS
SERVICES IN THE CITY OF SANTA CLARITA
Planning and Building Services
RECOMMENDED ACTION
City Council approve the Request for Proposal (RFP) in the amount of $36,000 and authorize the
City Manager to advertise for proposals and return to the Council once the evaluation process is
complete.
City Council authorize the transfer of $36,000 from City Council Contingency Account
2250-7401 to account 3110-8001 to provide funding to the successful proposer for homeless
services.
BACKGROUND
In October 2003, Council Member Frank Ferry organized a group of community leaders to create
siting criteria and identify possible locations in the City for a permanent homeless shelter. After
visiting several potential sites in the City, the consensus of the group was that constructing a
permanent shelter would have issues and impacts no matter where the facility would be located
in the City. As a result, Council Member Ferry and the group of community leaders
recommended a different approach to addressing the homeless issue in the City. The group
recommended that the City Council initiate a Request for Proposal (RFP) process to provide
money to an organization that can manage the care of the homeless population.
On April 27, 2004, the City Council directed staff to prepare a Request for Proposal (RFP) for
grant money to an organization to recommend and administer a creative homeless services
program model which can manage the care of the homeless population in the City of Santa
Clarita. At this meeting, the City Council also recommended that funding be in the amount of
$36,000. The City Council agreed that this was the only support the City could provide to
address the homeless issue in the City.
An internal staff Committee representing Planning, Community Services, and Community
Development Block Grants (CDBG) helped to prepare the RFP. Feedback regarding this RFP
was also received by the Los Angeles Homeless Services Authority (LAHSA), which is ajoint
powers authority created by the City and County of Los Angeles for the purpose of planning,
coordinating and managing resources for homeless programs.
The proposed RFP allows prospective organizations to be creative in their proposals and explore
a variety of opportunities to serve the homeless population in the City of Santa Clarita. Such
programs can include, but are not limited to: referral services; voucher programs; transportation
programs; rotational shelters; emergency shelter; transitional housing; or other supportive
services.
Proposals received in response to this RFP will be rated by the following criteria:
1. Creative Program Design (25 Points): Proposals will be evaluated for creativity and
appropriateness of the proposed model or approach to addressing the service and needs of
homeless persons.
2. Organizational Capacity (25 points): To ensure that prospective organizations are capable of
administering a homeless services program for the City of Santa Clarita, proposals will be
evaluated based on the proposer's experience working directly with the homeless population,
and fiscal and programmatic capacity.
Administrative Offices or Facility (25 Points): Proposals will be evaluated for the
appropriateness of proposed administrative offices or facilities and measures taken by the
applicant to ensure participant and public safety. Although proposals will be evaluated by the
appropriateness of administrative offices and facilities, the RFP specifies that proposals
awarded funding through this RFP are not automatically granted or guaranteed approval of
land use entitlements. Thus, if a successful proposal recommends a specific location for
administrative offices or facilities, the proposing organization is required to initiate the
entitlement process for approval of this location separate of the RFP.
4. Matching Funds (15 Points): Proposals will be evaluated based on the organization's ability
to commit matching funds to implement their proposed program.
5. Partnerships (10 Points): Proposals will be evaluated based on the organization's
participation in various regional coalitions and their ability to collaborate with other homeless
service providers.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
At the April 27, 2004 City Council Meeting, the City Council stated that they would provide
$36,000 to the successful agency to provide services to the homeless. Funding will come from
the City Council Contingency Account. Approval of this action will leave a remaining balance
of $354,000 in the Contingency account.
ATTACHMENTS
RFP for Creative Homeless Services in the City of Santa Clarita
CITY OF SANTA CLARITA
REQUEST FOR PROPOSALS (RFP)
FOR CREATIVE HOMELESS SERVICES IN
THE CITY OF SANTA CLARITA
-6 P. X TA
Release Date: September 15, 2004
Due Date: October 20, 2004 at 5:00 p.m.
(Pacific Standard Time)
GENERAL CITY INFORMATION AND HOMELESSNESS IN THE CITY OF SANTA CLARITA
Located 35 miles northwest of Los Angeles and 40 miles east of the Pacific Ocean, Santa Clarita
forms an inverted triangle with the San Gabriel and Santa Susana mountain ranges. These
mountain ranges separate Santa Clarita from the San Fernando Valley and the Los Angeles Basin
to the South and from the San Joaquin Valley, Mojave Desert and the Angeles National Forest to
the north. Situated in a picturesque valley, Santa Clarita is bold and confident in its role as a
premier community for raising families and building business. The balance of quality living and
quality growth is carefully maintained through long-term planning, fiscal responsibility, community
involvement, respect for the environment and strong support for business development. Santa
Clarita's successes are evident in its residential neighborhood, recreational attractions, business,
cultural activities, and commercial, education and health care centers. Based on FBI statistics, the
City of Santa Clarita is the 2nd safest city of its size in the nation.
City DemoQraphics
Population 162,900
Size 50.37 sq. miles
Housing Units 54,565 (Provided by Department of Finance)
Unemployment Rate 3.6%
Median Household Income $73,030
Since 1997, the City has been providing funding towards the operation of a winter shelter for the
community's homeless population. The shelter has been temporary in nature and has been
located initially at the Santa Clarita Sports Complex and most recently at the City owned Princessa
Metrolink Station. This winter shelter was operated by a local non-profit organization known as the
Santa Clarita Community Development Corporation (CDC).
According to the Mayors Report on Homelessness, which was approved by the City Council in
April 2002, during a given week there are 175 adults and children who are homeless in Santa
Clarita. Of the 175 individuals, nearly half, 79 or 45.1 percent are children. The report also found
that of the 175 individuals, more than half, 96 or 54.9 percent are adults, of which 39 or 40.6
percent had one or more children with them. The Mayors Report also revealed that the majority
(40.6%) of the homeless adult population is between 30 and 39 years of age. Of the 96
unduplicated homeless adults, 67 or 69.8 percent were White, 14 or 14.6 percent were Latino, and
9 or 9.4 percent were African American. Two persons were Asian and another two persons were
Native American. The table below summarizes characteristics of the homeless adult population in
the City:
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2003 MAYOR'S REPORT ON HOMELESSNESS
Characteristics of Homeless Adult Po ulati n
Gender
Number
Percent
Women
38
39.6
Men
58
60.4
Total:
96
100
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The Mayor's Report on Homelessness is the most accurate measurement of homeless families in
Santa Clarita to date. The report states that of the 96 adults, 39 stated that they had children with
them. The Report also indicates that local social service providers have indicated that they have
provided food to homeless families; however, they do not maintain on-going counts of the number
of homeless families. The Community Development Corporation (CDC), a non-profit that sets up
and operates a winter shelter on City land reported for the 2002-2003 winter season, they assisted
on average 3 homeless families per operating night. A total of 272 family members were served
during the 2002-2003 season.
With regard to the "at -risk to homelessness" population, the Mayor's Report estimated 1,641
persons are threatened or at risk of being homeless. This population is by definition very low and
and low-income families and individuals. The majority of these families do not receive housing
subsidies, although they would qualify, since the process to receive Section 8 housing assistance
takes years. The Department of Social Services provides temporary housing assistance; however,
this assistance is short term and does not solve the long-term housing needs of families. Below
are some of the significant findings from the Mayor's Report regarding "at -risk to homelessness":
11 Of the 1,641 unduplicated "at -risk to homelessness" persons, 948 or 57.8 percent
were children.
El Of the 1,641 unduplicated "at -risk to homelessness" persons, 693 or 42.2 percent
were adults.
El Of the 693 unduplicated adult "at -risk to homelessness" persons, 413 or 59.6 percent
were women.
11 Of the 693 unduplicated adult "at -risk to homelessness" persons, 280 or 40.4 percent
were men.
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Ethnicity
Numlier
Percent
African American
9
9.4
Asian
2
2.1
Latino
14
14.6
Native American
2
2.1
White
67
69.8
Total:
96
100.0
Age
Number
Percent
18-21
7
7.3
22-29
7
7.3
30-39
39
40.6
40-49
23
24.0
50-59
14
14.6
60-64
3
3.1
65-69
1
1.0
70+
2
2.1
Total
96
100
The Mayor's Report on Homelessness is the most accurate measurement of homeless families in
Santa Clarita to date. The report states that of the 96 adults, 39 stated that they had children with
them. The Report also indicates that local social service providers have indicated that they have
provided food to homeless families; however, they do not maintain on-going counts of the number
of homeless families. The Community Development Corporation (CDC), a non-profit that sets up
and operates a winter shelter on City land reported for the 2002-2003 winter season, they assisted
on average 3 homeless families per operating night. A total of 272 family members were served
during the 2002-2003 season.
With regard to the "at -risk to homelessness" population, the Mayor's Report estimated 1,641
persons are threatened or at risk of being homeless. This population is by definition very low and
and low-income families and individuals. The majority of these families do not receive housing
subsidies, although they would qualify, since the process to receive Section 8 housing assistance
takes years. The Department of Social Services provides temporary housing assistance; however,
this assistance is short term and does not solve the long-term housing needs of families. Below
are some of the significant findings from the Mayor's Report regarding "at -risk to homelessness":
11 Of the 1,641 unduplicated "at -risk to homelessness" persons, 948 or 57.8 percent
were children.
El Of the 1,641 unduplicated "at -risk to homelessness" persons, 693 or 42.2 percent
were adults.
El Of the 693 unduplicated adult "at -risk to homelessness" persons, 413 or 59.6 percent
were women.
11 Of the 693 unduplicated adult "at -risk to homelessness" persons, 280 or 40.4 percent
were men.
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Li Of the 693 unduplicated adult "at -risk to homelessness" persons, 449 or 64.8 percent
were White, 191 or 27.6 percent were Latino, 30 or 4.3 were African American, 9 or
1.3 percent were Asian/Pacific Islander, and 5 or 0.7 percent Native American.
11 Of the 693 unduplicated adult "at -risk to homelessness" persons, 408 or 58.9 percent
had children with them.
2. SCOPE OF THE REQUEST FOR PROPOSAL (RFP)
On April 27, 2004, the City of Santa Clarita City Council directed staff to prepare a Request for
Proposal (RFP) for grant money in the amount of $36,000 to an organization to recommend and
administer a creative homeless services program model to last for a period of one year to manage
the care of the homeless population in the City. Such programs can include, but are not limited to:
0 referral services;
El voucher programs;
[I transportation programs;
El rotational shelter opportunities;
11 emergency shelter;
El transitional housing; or
Ll other supportive services.
Funding awarded through this RFP can be used as leverage funds for other grant opportunities.
Contracts awarded through this RFP will be required to provide homeless services for a period of
one year. The City Council may elect to renew services awarded through this RFP. This will be
contingent upon the contractor's performance and the availability of funding.
Funding awarded through this RFP can only be used to serve homeless people. For the purposes
of this RFP, a person is considered homeless only when he/she resides in one of the places
described below:
a. In places not meant for human habitation, such as cars, parks, sidewalks, and
abandoned buildings;
b. In an emergency shelter; or
C. In transitional or supportive housing for homeless persons who originally came from
the streets or emergency shelter.
FuncinQ awarded through this RFP will not constitute amroval of vested or other land use riQhts.
3. EVALUATIONIAPPLICATION PROCESS
The City will solicit, evaluate and rank applications for the funding available through this RFP.
The evaluation of programs will be conducted in two phases. The work of each phase will be done
by a review team comprised of City staff. The two phases of review are:
Threshold: A review for satisfaction of the City's threshold requirements for eligibility. If
proposals do not meet all of the RFP's threshold requirements, they will not be reviewed
any further.
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Quality: Projects that satisfy all threshold requirements will then be evaluated for quality
according to criteria based on requirements and priorities identified by the City.
A. Threshold
Applications will be reviewed for both completeness and responsiveness, Proposals that do
not include all of the documents that demonstrate applicant eligibility and project
appropriateness, as detailed in this RFP, will be eliminated at this stage. Additionally,
proposals that fail to adhere to instructions and requirements detailed in the RFP will be
determined to be non-responsive and will be eliminated at this stage. In order not to
unreasonably exclude applications from being rated and ranked, the City may contact
proposers to ensure proper completion of the application and will do so in a uniform manner
for all proposers. Examples of correctable technical deficiencies include failure to submit the
proper documentation or failure to submit an application that contains an original signature by
an authorized official.
Proposals must meet the following eligibility criteria or they will be eliminated at this stage:
i) Proposers must demonstrate the ability to carry out the proposed project. In addition to
knowledge of, and experience with, homelessness in general, the proposer, its
employees, or its partners, must have the necessary experience and knowledge to
carry out the specific activities proposed.
ii) Proposer must not have unresolved fiscal, reporting, or program issues with any of its
current or past funding sources.
iii) The Proposer, any member of its executive management, key staff or any officers of its
Board of Directors must not be involved in litigation or any other legal matter that
compromises the organization's ability to carry out the project as proposed.
iv) Proposer must not have a history of contract non-performance, non-compliance,
suspension or termination of contract for cause by any other public funding source for a
period of not less than five years prior to the submission of this RFP. In addition, the
proposer must not have any other adverse audit finding on any contract within the last
five years which has not been satisfactorily resolved.
v) The proposer shall be ineligible to receive funding under this RFP if any officer or
employee of the proposer who would be involved in the administration of grant funds
has been convicted of a criminal offense related to the administration of public or
private funds.
vi) Proposals offering emergency shelter, transitional housing or rotational shelter, must
identify a site that is available for occupancy during the contract period. Said site must
be feasible for providing temporary shelter to homeless people. Proposers need NOT
demonstrate site control to pass threshold review. However, funding awarded through
this RFP will not constitute approval of vested or other land use rights.
vii) The proposer must not charge clients for service.
viii) The proposer must not require religious participation as a condition to receive services.
ix) The project must serve homeless people as defined in this RFP. Further, the
population to be served must meet the eligibility requirements as described in Section 2
of the RFP.
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x) The shelter and services proposed must be appropriate to the needs of the persons to
be served.
Applications that do not pass threshold will be eliminated at this stage and will not proceed to
quality review.
B. Quality Review
Each proposal will be evaluated by the following criteria and on its own merits for content,
responsiveness, conciseness, clarity, relevance and strict adherence to the instructions in this
RFP. Final scoring will be based on the proposal submitted.
A proposal can receive a maximum score of 100 points. In determining the final rank order,
the City reserves the right to adjust the rank order to provide preference to programs providing
leveraged cash resources from other organizations or programs.
Proposals will be evaluated against the listed criteria in each of the following categories and
assigned a score up to the listed points, which represent maximum points, for each category.
1. Omanizational Capacity (25 Points)
The City will evaluate the capability and capacity of the proposer, and all collaborators, to
implement and administer the proposed project. Both the fiscal and programmatic
capabilities of the proposer will be considered.
Beyond the length of time providing service to homeless persons in general, the City will
look at the proposer's experience working directly with the proposed population. Of critical
importance is the proposer's experience directly related to carrying out homeless services.
2. Administrative Offices or Facility (25 Points)
The City will evaluate the appropriateness of administrative offices or facilities for serving
the proposed population, as well as measures taken to ensure participant and public
safety.
3. Creative Program DesiQn (25 Points)
The City will evaluate the proposal for creativity and appropriateness of the proposed
model or approach to addressing the service and needs of homeless persons. The
proposal must demonstrate an understanding of homelessness in the City of Santa Clarita
and commitment of the proposer to maximize program funds to the benefit of the
homeless persons served.
The City will also evaluate the strategies proposed to surmount existing barriers to service
experienced by the homeless population.
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4. Matching Funds (115 Points)
The City will evaluate proposals for an organization's ability to commit matching funds to
implement the proposed program design. Examples of matching funds may include other
grants, fund-raising proceeds, or monetary donations. In order for other grants to qualify
as matching funds, the matching grant must have already been awarded, or a completed
application must be under consideration by the other granting agencies when the
application for the RFP is submitted.
Donated equipment, supplies or services from other organizations or businesses can also
count as a match. The equipment, supplies or services donated must be the same as
those which would be funded by this RFP. (example: RFP funded medical supplies could
be matched by donated medical supplies). On the application, please estimate the dollar
value of the donated equipment, supplies or services.
Volunteer labor, donated time or donated skills are not considered matching funds.
5. Partnerships (10 Points)
The City will evaluate proposals based on the organization's participation in various
regional coalitions and the organization's ability to collaborate with other homeless service
providers.
C. Technical Assistance
All questions regarding this RFP must be submitted in writing. Questions may also be
submitted by fax or e-mail until 5:00 p.m. on October 18, 2004. The City will circulate the
answers to all questions submitted by the deadline to all recipients of record of this RFP.
Recipients of record are those parties that obtained a copy of the RFP directly from the City.
ALL questions must be taxed to the attention of "RFP for Creative Homeless Services in the
City of Santa Clarita" at (661) 284-1412 or e-mailed to thaddad@santa-clarita.com with "RFP
for Creative Homeless Services in the City of Santa Clarita" in the subject line.
If it becomes necessary for the City to revise any part of this RFP, or to provide additional
information or clarification after the RFP is released, a written addendum will be sent to each
recipient of record of this RFP. Addenda will be sent by e-mail, fax or first class mail.
D. Proposal Submission
For each proposal submitted, one (1) original, with "ORIGINAL" clearly marked on the cover
page and six (6) copies clearly marked "COPY" on the cover page of both copies must be
submitted. All copies must be Identical to the original document in order to be reviewed.
Prior to delivery, please review all copies of your proposal for consistency and proper order.
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E. Formatting Requirements
a. Documents must be typed in 12 pt. font with margins of no less than 1 " margins on all
sides.
b. Text may be single-spaced or double-spaced.
c. Format should be "reader friendly" to facilitate easy review.
d. Proposals must be written in English.
e. Paragraphs should be clearly distinguishable. Use of bolding where appropriate to
highlight key ideas is encouraged.
f. Proposal must contain tabs marking each required attachment.
g. Proposals must be three hole punched and clipped. Please do not use staples to bind
document.
h. Proposal responses must comply with the requirements detailed in this document.
Proposals that are incomplete, out of order, have inadequate number of copies, lack
required attachments, or have other content errors or deficiencies may be rejected during
the Threshold Review or receive a reduction in points. Contextual changes or additions to
the proposal after the deadline will not be accepted.
L The proposal must be submitted in the legal name of the corporation. Proposals must be
signed by an authorized representative of the proposing organization who has the legal
authority to enter into a contract with the City.
Submission of a proposal shall constitute acknowledgment and acceptance of all terms and
conditions contained in the RFP.
F. Due Dates:
The proposer is responsible for ensuring that the proposal is received by the City by the stated
deadline.
Proposals submitted in response to this RFP must be RECEIVED by hand delivery, mail
or messenger in the City Hall office no later than 5:00 p.m. on October 20, 2004.
Proposals received after 5:00 p.m., October 20, 2004, will not be accepted.
Amendments and/or addenda submitted after the deadline will not be included in either the
Threshold or Quality Review. However, the City reserves the right to request clarification of
unclear or ambiguous statements made in the proposal.
Submit Proposal packets to:
RFP for Creative Homeless Services in the City of Santa Clarita
City of Santa Clarita
City Hall
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA 91355
Attn: Tina Haddad
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4. PROPOSAL CONDITIONS AND RESERVATIONS
a. All costs of proposal preparation shall be borne by the proposer organization. The City shall
not, in any event, be liable for any pre -contractual expenses incurred by the bidder in the
preparation and/or submission of the proposal. The proposer shall not include any such
expenses as part of the budget in the proposal.
b. The proposal should always include the proposer's best terms and conditions.
c. The proposal must set forth full, accurate, and complete information as required by this RFP.
No changes or additions are allowed after the proposal deadline.
d. The City does not certify, license or endorse grant writers. Proposers are free to select any
grant writer. The responsibility for the performance of the grant writer rests with the proposer.
e. The City reserves the right to retain all submitted proposals and the proposals shall become
the property of the City. Proposals may be disclosed under the California Public Records Act
after final awards are made. Any department of the City shall have the right to use any or all
ideas presented in proposals submitted in response to this RFP without any change or
limitation. Selection or rejection of a proposal does not affect these rights.
I. The City reserves the right to communicate with funders or providers associated with the
proposer to obtain additional clarification of design of program, or agency fiscal and
programmatic capacities, and to utilize this information in the evaluation process.
g. The City reserves the right to conduct site visits of all proposing agencies.
h. The City reserves the right to extend the RFP submission deadline should such action be in
the best interest of the City. The proposer may revise its bid in the event the deadline is
extended.
I. The City reserves the right to reject any or all proposals received in answer to this RFP if it is
deemed inappropriate or incomplete or is not in the best interest of the City.
j. The City reserves the right to withdraw this RFP at any time without prior notice. Further, the
City makes no representation that any contract will be awarded to any proposer responding to
this RFP.
k. A proposer shall not be recommended for funding, regardless of the merits of the proposal
submitted, if it has a history of contract non-compliance with other funding sources, a contract
suspension, a termination for cause by any other funding source, or outstanding financial
obligations that has not been adequately resolved with any other funding source.
1. The City reserves the right to verity information submitted in the proposal. If the information in
the proposal cannot be verified, and if the errors are not willful, the City reserves the right to
reduce the rating points awarded.
m. The City reserves the right to reject any proposal that fails to comply with any instruction
contained in this RFP.
n. The City reserves the right to negotiate services and costs and to revise proposals submitted
as it sees fit to better meet the City's needs or requirements.
o. The proposer shall be ineligible to receive funding under this RFP if any officer or employee of
the proposer who would be involved in the administration of grant funds has been convicted of
a criminal offense related to the administration of grant funds.
p. The City reserves the right to fund all or a portion of a proposal and/or require that a proposer
collaborate with another in the provision of a specific service if it is in the best interest of the
City.
q. The City reserves the right to waive minor technical deficiencies.
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5. CONTRACT CONDITIONS
Contractors will be required to comply with conditions set forth by the City. These conditions
include, but are not limited to the following:
a. Contractors shall allow representatives of the City to inspect administrative offices or facilities
that are used in connection with the contracts made to implement programs funded under this
proposal.
b. Proof of insurance will be required prior to implementation of any contract that may result from
submitting a successful proposal. Contractors will name the City as an additional insured on
general liability, professional liability (where required), auto liability (owned and non -owned),
and workers' compensation policies.
c. Contractors shall make available to representatives of the City, upon reasonable notice, the
fiscal records and/or client data records pertaining to the contract. Demographic information
about clients will be regularly submitted to the City in a manner consistent with agreements
protecting client and/or agency confidentiality rights.
d. Contractors shall cooperate with local medical, mental health and social service providers to
make available comprehensive services to clients served by programs funded through this
RFP.
e. Contractors shall maintain any applicable licenses or permits, and meet any facilities code
regulations required for the program(s) funded under the contract.
f. Contractors shall participate in information networking and coordination meetings.
g. Contractors shall cooperate with related research and evaluation activities.
h. Contractors may not enter into an agreement with a subcontractor for the provision of shelter
or supportive services under this RFP, unless that subcontractor and its qualifications are fully
described in the proposal, and the intention to subcontract is explicitly stated in the proposal.
i. Each contractor must comply fully with all of the requirements specified in this RFP.
j. The responsibility for accuracy rests entirely with the proposer. If a proposer knowingly and
willfully submits false performance or other data, the City reserves the right to reject that
proposal. If it is determined that a contract was awarded as a result of false performance,
financial or other data submitted in response to this RFP, the City reserves the right to
terminate said contract.
k. The City reserves the right to extend the duration of the program as well as to revise the terms
of the contract if an extension is granted.
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ATTACHMENT I
SUPPORTING DOCUMENTS CHECKLIST
The following documents must be submitted in the order listed below with tabs marking each document.
Failure to submit any of these documents in an application may result in ineligibility of the application. One
original proposal and six complete copies must be submitted. The original should be clearly
marked "Original" on the cover page.
Applications with missing documents may not be evaluated. If you have intentionally left an
attachment out of the application, please indicate that on a sheet of paper and insert your
explanation where the attachment should have been.
Required Documents
oc
Attachment 1: Supporting Documents Checklist
oc
Attachment 2: Project Summary Sheet
oc
Attachment 3: Current IRS 501 (c)(3) letter or Certificate of Incorporation
0C
Attachment 4: Organizational Capacity
0C
Attachment 5: Administrative Offices or Facility
0C
Attachment 6: Program Design
0C
ttac ment 7: Budget and Matching Funds
0C
Attachment 8: Partnerships
0C
Attachment 9: Signatures and Assurances
- — - ---------------- — ----- -
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ATTACHMENT 2
PROJECT SUMMARY SHEET
A. Please fill in the following Agency and contact information:
AGENCY'S LEGAL NAME:
COMMON NAME:
EXECUTIVE DIRECTOR:
ADDRESS:
CITY: zip:
TELEPHONE: FAX:
CONTACT PERSON:*
TITLE:
TELEPHONE: FAX:
E-MAIL ADDRESS:
This must be the person who is most knowledgeable about this proposal. This person may be different from the
individual authorized to sign and submit the proposal.
B. Proposed Project
1. Program Name:
2. Brief Description of Program:
C. Funding
1. Funding Reqasted $
2. Total Number of Individuals Served by Proposed Program:
3. Total Matching Funds
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D. Fiscal and Administrative Accountability
Please list the persons who have legal authority to sign contract and other legal documents, payment
requests, and checks related to the proposed project:
Name
Title
Documents Authorized to Sign
E. Good Standing
Please indicate the appropriate answers to the following questions:
1. In the past ten years, has your organization ever had its nonprofit or corporation Yes No
status revoked or withheld by the IRS, the Secretary of State, the State Attorney
General, or the Franchise Tax Board?
2. Has your organization been sued in the last five years? Yes No
3. Are any of your managers or staff with fiscal responsibilities presently involved in Yes No
litigation that has any bearing on fiduciary trust or employee relations?
4. In the last five years, has any court handed down any unfavorable rulings against Yes No
your Executive Director or organization?
5. Does your organization currently have any unresolved fiscal, reporting, or program Yes No
issues with any of its current or past funding sources?
Please explain any yes answers on a separate sheet and attach to this application. Please be specific.
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F. Narratives
Please answer the following questions individually in the order they are given. All narratives must be word
processed or typed on a separate section clearly marked with the attachment number and tabbed
appropriately.
Each of the following narrative sections contains the questions to be answered and the maximum number of
pages allowed for each response. You must clearly number the response to each of the questions under
the narrative sections. Points may be deducted for exceeding the stated page limits.
ATTACHMENT 4 - ORGANIZATIONAL CAPACITY
(25 POSSIBLE POINTS)
Question Page Limit
Please describe: 1 page
a. The length of time providing services to homeless persons.
b. Your organization's mission and goals.
2. Describe the accounting system and controls your agency has in place. Include the 1/2 page
procedures and practices your agency employs to account for the use of funds.
3. Include a list of your agency's Executive Board of Directors and briefly describe the 1 page
skills and expertise each brings to your Board.
ATTACHMENT 5 — ADMINISTRATIVE OFFICES OR FACILITY
(25 POSSIBLE POINTS)
Question Page Limit
Describe the following: 1 page
a. Exact location of administrative office or facility to be used to provide the
proposed homeless services.
b. Previous use of facility (if not presently operating as location for homeless
services).
Describe the Neighborhood/Community support for your proposed location. Include what 1/2 page
steps your agency will take to facilitate positive community relations and to minimize any
contrary impact upon the neighborhood.
3. Include proof of site control — lease, rental agreement, deed, mortgage, etc as an 1 page
attachment. If site control has yet to be obtained, please describe the current status
(limited to one page). Is facility leased, owned or donated? What is the amount of the
monthly lease or mortgage payment on the property and from what funds are those costs
currently being paid? Please be advised that, funding awarded through this RFP will not
constitute approval of vested or other land use riQhts,
4. Please include photographs of the proposed site and surrounding areas. No Limit
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ATTACHMENT 6 — CREATIVE PROGRAm DESIGN
(25 POSSIBLE POINTS)
Question Page Limit
Describe the creative program that your agency is proposing to implement in the City of 2 page
Santa Clarita and explain how this program addresses the homeless issue in the City.
2. Please describe the following: 1 page
a. How clients will be made aware of your services provided through this RFP.
b. How your agency will coordinate services with other social service providers.
3. Explain how your agency will document and ensure that specific individuals served with 1 page
funding awarded through this RFP are eligible for services as specified in Section 2 of
this RFP?
4. Describe your plan for providing security for clients, staff and businesses or residences 1 page
near your facility. Please note that security plans that include shelter clients serving as
security personnel will not be considered.
ATTACHMENT 7 — BUDGET AND MATCHING FUNDS
(15 POSSIBLE POINTS)
Question Page Limit
Provide an itemized budget indicating how the funding will be spent for the program as 1 page
a whole, including matching funds.
2. In a table format, please identify the source, contribution type, amountIvalue, and date 1 page
of availability of any matching funds. Include the total amount of matching funds.
ATTACHMENT 8 — PARTNERSHIPS
(10 POSSIBLE POINTS)
Question Page Limit
Describe which regional coalitions your agency participates in. Include a description of 1/2 page
the level of participation.
2. Describe formal and/or informal arrangements for referrals that your agency has with 1/2 page
other homeless service providers/supportive social service providers.
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ATTACHMENT 9
SIGNATURE AND ASSURANCES
A. Non-discrim !nation: This organization will, through all possible means, provide equal opportunity to
all persons regardless of age, disability, national background, race, religion, gender or sexual
orientation, to receive service, to participate in the volunteer structure, and to be employed. An
existing sectarian nature of the agency shall not suffer impairment under this agreement, but no
participation in religious observances, rituals or services will be required as a condition of receiving
food, services, or shelter paid for by this grant.
B. Accountability: We commit this organization, if a grant is received, to provide all reports to City as
required; to expend monies only on eligible costs and to keep complete documentation (copies of all
canceled checks, invoices, receipts, etc.) on all expenditures for a minimum of three years; and to
spend all funds and close out the program on the required date and to return any unused funds to the
City and to cooperate with monitoring or site visits and to provide complete documentation of expenses
to the City, if requested, by the required date.
We affirm that all information in this application is true and correct to the best of our knowledge and
that the applicant under our authority will execute its responsibility under the proposed contract and
adhere to all other applicable rules and regulations to the fullest extent possible.
C. Non -collusion: This proposal is genuine and not sham or collusive, nor made in the interest or on
behalf of any person not herein named. The proposer has not directly induced or solicited any other
proposer to put in a sham proposal, or any other person, firm or corporation to refrain from submitting a
proposal. The proposer has not in any manner sought, by collusion, to secure for itself an advantage
over any other proposer.
Authorized Signature (Chairperson of Board or other officer) Date -
Typed name and title
Signature, Executive Director or comparable officer Date
Typed name and title.
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