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Home My WebLink AboutCOM 0067.008 2024-2026 C.Kimo Alameda,Ph.D. J�tvfos H, Mayor ;' .• s Kehaulani M.Costa Housing Administrator William V.Brilhante,Jr. ; Managing Director Keiko M.Mercado *r Tel—,.o•;�• ;` Assistant Housing Administrator Merrick Nishimoto *- OF'OF. =' Deputy Managing Director County of Hawaii Office of Housing and Community Development 1990 Kino`ole Street,Suite 102 • Hilo,Hawaii 96720 • (808)961-8379 • Fax(808)961-8685 Existing Housing:(808)959-4642 • Fax(808)959-9308 Kona: (808)323-4300 • Fax(808)323-4301 January 30, 2025 Via Hand Delivery Council Chair Dr. Holeka Inaba, Ed.D. c, ' and Members of the Hawaii County Council Hawaii County Council CD = 25 Aupuni Street Hilo, Hawaii 96720 = ;4, Subject: Homelessness and Housing Fund Grants (Resolution NO. 46 25) Dear Council Chair Inaba and Members of the Hawaii County Council, This communication confirms adherence to Chapter 2, Article 25 of the Hawai`i County Code and provides an overview of the process and outcomes of the Year 3 Homelessness and Housing Fund (HHF) Request for Proposals. The RFP was released on August 14, 2024, with a submission deadline of September 16, 2024. Proposal Review and Selection Process All proposals underwent a rigorous Pre-Screening process for completeness and compliance (Exhibit G) before being evaluated by a five-member committee. The committee, comprising representatives from the Office of Housing & Community Development, the Department of Parks & Recreation, and the Mayor's Office, assessed each proposal individually using a publicly available rubric (Exhibit D). The scores were averaged and ranked, and the highest-ranking proposals were selected for funding. Summary of Funded Projects The 15 top-ranked projects, detailed in Exhibit A, will deliver significant, transformative outcomes across Hawaii island, including: • Connecting over 2,300 households to services and resources • Establishing two new Drop-In Resource Centers for individuals experiencing homelessness. - Comm. j1 • /► - - - Ref. To: V I(f11 1 Ref. Date JAN 1 2025 EQUAL HOUSING OPPORTUNITY • Expanding access to permanent supportive housing, emergency shelters, and expanded outreach efforts across underserved regions. • Providing tailored housing and support services for Native Hawaiians,.justice- involved individuals reentering the community, and youth. • Offering street medicine, mobile hygiene services, and expanded recovery housing options. • Implementing programs focused on mental health, detox, substance abuse treatment, and tenancy skills development. Feedback on Non-Awarded Proposals Organizations that were not selected for funding were invited to meet with the OHCD team to review their scores and receive constructive feedback on their proposal - submissions. Acknowledgement and Documentation We appreciate your feedback during the January 7, 2025 Finance Committee Meeting and the January 22, 2025 Council Meeting. As requested, this communication provides documentation of the Year 3 HHF grant cycle, including the Request for Proposal and review process. Enclosed are the following exhibits for your reference: Exhibit A— HHF Year 3 Awards List Exhibit B — Final Program Budgets Exhibit C — FY2024-25 Homelessness and Housing.Fund Award Timeline Exhibit D — Request for Proposals 2024-2025 Exhibit E — Neighborly Application Exhibit F — Proposal Documentation Checklist Exhibit G — HHF Proposal Pre-Screen Exhibit H —Year 3 Non-Awardees Exhibit I — All Awardees (Years 1-3) Exhibit J — S.A.S Scope and Timeline Should you have any questions, please feel free to call Keiko Mercado at 961-8379. Thank you for your continued support. I, Kehaulani M. Costa Housing Administrator 2IPage County of Hawaii -2024-2025 Homelessness and Housing Fund Awards-Amended 1/30/25 Organization Project Name Amount Funded 1 Big Island Substance Abuse Council Hulihia Ke Ola $ 1,200,000.00 2 Big Island Substance Abuse Council Mohala Family Resource Center $ 250,000.00 3 Bridge House, Inc. Recovery Housing Program $ 537,061.00 4 Going Home Hawaii Re-entry and Recovery Housing $ 847,561.60 • 5 HOPE Services Hawai'i, Inc. West Hawaii Emergency Housing Program $ 1,142,544.00 6 HOPE Services Hawai'i, Inc. Hale Maluhia Emergency Shelter $ 575,205.17 7 HOPE Services Hawai'i, Inc. Keolahou Emergency Shelter& Hale Kulike PSH $ 885,196.31 8 Lokahi Treatment Centers Recovery and Housing Stability Program $ 261,000.00 9 Men of PA'A Ho`okanaka Reentry:A Holistic Approach to $ 577,847.00 Reintegration, Recovery and Housing 10 Neighborhood Place of Puna Ohana Homelessness Prevention and Support Program $ 685,449.00 11 Neighborhood Place of Puna Coordination Center $ 782,289.00 12 Neighborhood Place of Puna Homeless Engagement Team $ 1,215,088.00 13 Neighborhood Place of Puna Anchor Point Youth Program $ 387,455.00 14 Project Vision Hawai'i Street Outreach from Hilo to Kona $ 367,138.00 The Salvation Army 15 TSA-FIS Transitional Housing Program $ 424,675.40 Family Intervention Services TOTAL $ 10,138,509.48 Applicant/Provider Big Island Substance Abuse Council Project Name Hulihia Ke Ola Total HHF Funds Requested: $1,200,000.00 Budget Categories HHF Funds Detox and Treatment Center(8 beds)for individuals struggling with substance abuse, mental health,behavioral health, and homelessness. 7 day residential program then connect to ongoing care management. Administrative Cost (10%Cap) $ 115,500.00 Insurance $ 20,000.00 Liability and property insurance for two sites(clinic and live-in) Utilities $ 2,000.00 Electric and gas for 50%of the medical/clinical site Lease Space $ 21,500.00 Lease of medical/clinical site Lease/Rental/Purchase of Equipment $ 12,000.00 Copier&Telephone system Salaries $ 60,000.00 20%of CEO and DOO salary Program Costs Salaries $ 432,000.00 Salaries for Supervisor,Office Manager, Registered Nurse,Case Manager,SUD Counselor,&Detox Home Peer Specialist x 3=8 FTE Payroll Taxes &Assessments $ 34,000.00 7.9%for FICA&FUTA Fringe Benefits $ 84,000.00 Medical,Work Comp,Unemployment,TDI for 8 FTE Contractual Services $ 245,000.00 Contracted staff:Supervising Medical Director&Medical Addiction Specialist x 3 Lease/Rental/Purchase of Space $ 74,500.00 Rent for the 2 Residential locations where program participants receive treatment Mileage $ 2,500.00 as needed for staff movement between facilities Postage, Freight& Delivery $ 2,400.00 as needed for billing,communications&out reach Publication & Printing $ 4,800.00 as needed for billing,communications&outreach Repair& Maintenance $ 25,000.00 Ongoing maintenance to upkeep facilities Staff Training $ 25,000.00 Ongoing training on best practice;CPI,First Aid,MAT,ART Supplies $ 96,000.00 Including office, patient meals, meds,incidental,living supply,household supply Telecommunication $ 21,600.00 Internet,cloud storage&connectivity. Electronic Medical Record System included which has high costs Transportation $ 9,700.00 Staff ground transportation and travel needs for clients needs to and from treatment Utilities $ 28,000.00 Utilities-Electric&Gas for 2 residential facilities Based on historical data and accounts for 2 live-in sites.High electricity costs for Medical equipment. TOTAL PROGRAM COSTS $ 1,084,500.00 TOTAL $ 1,200,000.00 Applicant/Provider Big Island Substance Abuse Council Project Name Mohala Family Resource Center Total HHF Funds Requested: $250,000.00 Budget Categories HHF Funds Resource Center offering case management,access to housing,healthcare, social services,mental health counseling,vocational training,childcare support, domestic violence prevention.Also serves as long term treatment facility. Administrative Cost (10%Cap) $ 25,000.00 Salaries $ 21,000.00 3.5%of CEO and DOO salary Insurance $ 4,000.00 Electric&Gas for Resource Center site Program Costs Salaries $ 107,000.00 Salaries for Director of Family Services,Case Managers x 4 Payroll Taxes &Assessments $ 8,500.00 7.9%for FICA&FUTA Fringe Benefits $ 16,300.00 Medical,Retirement, UI,TDI,etc. Contractual Services $ 22,000.00 3rd party quality assurance monitoring of program services and medical professionals,licensing oversight,outreach Lease/Rental/Purchase of Equipment $ 2,500.00 Copier&Telephone system Lease/Rental/Purchase of Space $ 25,000.00 Space Rent&Associated Fees for Drop in Resource Center Postage, Freight& Delivery $ 600.00 postage,freight,delivery for program needs Publication & Printing $ 1,200.00 flyers,outreach,data to support the program Repair& Maintenance $ 2,200.00 Ongoing maintenance to upkeep facilities Staff Training $ 5,000.00 Ongoing training on best practice;CPI,First Aid,MAT,ART General.Office supplies;Men coming from Jail:clothing,toiletries,start up supplies until their DHS benefits kick in;For Pregnant/New Moms&babies: new born supplies,car Supplies $ 25,000.00 seats,cribs. Telecommunication $ 3,700.00 Internet,cloud storage&connectivity Transportation $ 6,000.00 As needed for prorgam clients and families needs,to and from appointments TOTAL PROGRAM COSTS $ 225,000.00 Total $ 250,000.00 Applicant/Provider Bridge House, Inc. Project Name Recovery Housing Program Total HHF Funds Requested: Award Amount: $537,061.00 Budget Categories HHF Funds 6 houses in the Kona area for long term recovery treatment program with supports for individuals experiencing homelessness and substance abuse disorder. Administrative Cost (10% Cap) $ 42,360.00 Contractual Services $ 18,260.00 Bookkeeping for just this program only; professional cleaning for move in of 2 residential units Audit $ 4,500.00 External audit/review,tax filings Insurance $ 6,040.00 General Liability Insurance Supplies $ 323.00 Office supplies Telecommunication $ 2,040.00 Email,website,phones Lease/Rental/Purchase of Equipment $ 300.00 Office equipment Lease/Rental/Purchase of Space $ 7,959.00 Office building lease Utilities $ 1,098.00 Office utilities Staff Training $ 1,200.00 Traning and associated costs to attend traninings directly related to the grant Repair& Maintenance $ 640.00 Office Facility Maintenance Program Costs Salaries $ 122,749.00 .50 FTE Housing Program Manager, 1.0 FTE Care Coordinator, .2 FTE Executive Director Payroll Taxes &Assessments $ 20,833.00 Required taxes related to employment Fringe Benefits $ 18,288.00 Health insurance,retirement Insurance $ 20,632.00 Coverage for all residential participant houses Lease/Rental/Purchase of Equipment $ 3,070.00 Yard maintenance supplies,mowers,hand tools,weedeater,tablet w/service,video camera security system for program participant housing Lease/Rental/Purchase of Space $ 259,372.00 Portion of 1 year's rent for 6 residential program houses(5 in Kona and 1 Ka'u) Mileage $ 2,290.00 Mileage per mile.67 for staff to drive to participant houses,mandatory trainings Postage, Freight& Delivery $ 120.00 Postage stamps to pay bills and associated items for this program Publication & Printing $ 300.00 Printed color program pamphlets Repair& Maintenance $ 9,000.00 Repairs to residential program houses, pest control New client participant supplies(personal care items),toilet paper,paper towels,cleaning good and implements,new bedding sets/towels and replacement beds if Supplies $ 10,800.00 needed,and other required household supplies Telecommunication $ 5,247.00 Internet,phone for all 6 houses and house staff Utilities $ 22,000.00 Electricity for 6 residential program houses,water bills for 5 houses,and water delivery for 1 house TOTAL PROGRAM COSTS $ 494,701.00 TOTAL $ 537,061.00 Applicant/Provider Going Home Hawai'i Project Name Reentry and Recovery Housing Project Total HHF Funds Requested: Award Amount :$847,561.60 Budget Categories HHF Funds Pu'uhonua Wellness Centers offering recovery housing(85 beds)to justice involved individuals Hilo and Kona side. Substance use recovery,wrap around case management,support transitioning to permanent housing placement. Administrative Cost (10%Cap) $ 84,700.00 Insurance $ 10,140.00 Property insurance for office space Lease/Rental/Purchase of Space $ 35,252.12 Lease for East and West Hawaii Administration office Salaries $ 31,588.24 15%annual personnel cost for President/CEO,15%annual personnel cost for Director of Finance Telecommunications $ 1,519.64 subscriptions for technology software; bank fees,filing fees,postage Utilities $ 6,200.00 Office utilities Program Costs a) 100%of annual salary for full-time positions:West Hawaii Care Coordinator Lead;Administrative Coordinator; Mentor Coordinator; Director of Operations; Staff Accountant b)100%of annual salary for part-time position:Program Driver 25 hrs/wk c)50%of annual salary for East Hawaii Care Coordinator d)15%of annual salary for President/CEO for providing direct services to program participants Salaries $ 334,500.00 e)15%of annual salary for Director of Finance for providing direct services to program participants Payroll taxes and assessments calculated as required by law: FICA 7.65%,SUTA 3.4%,TDI 0.48%,Workmans Compensation 3.1981%/Total taxes and assessments: Payroll Taxes &Assessments $ 49,265.49 14.7281% Healthcare costs for the following positions-a)100%of healthcare costs for:West Hawaii Care Coordinator Lead;Administrative Coordinator;Mentor Coordinator;Director of Operations;Staff Accountant b)100%of healthcare costs for Program Driver c)50%of healthcare costs for East Hawaii Care Coordinator d)15%of healthcare costs for President/CEO Fringe Benefits $ 48,583.29 e)15%of healthcare costs for Director of Finance a)Based on 80%project cost allocation-Annual lease for East Hawaii Operations office Lease/Rental/Purchase of Space $ 116,387.33 b)Based on 33%project cost allocation-Annual lease for West Hawaii Facility Mileage $ 1,000.00 Mileage for round trip travel from East Hawaii office to West Hawaii office a)Costs associated with general maintenance and repair for East Hawaii PWC and West Hawaii Facility Reentry units Repair& Maintenance $ 47,500.00 b)Major appliances,furniture,mattresses and bedding for replacement and/or to refurbish renovated units a)US POC dip tests-Estimated costs:300 units b)Program supplies for participants-starter kits upon admission,household items and cleaning supplies Supplies $ 18,423.94 c)General office supplies-copy paper, binders,folders,pens,binder clips,envelopes,trash bags,etc. Software $ 10,434.00 Alleva Electronic Medical Records Software Insurance $ 20,954.00 Program Vehicle Insurance for 4 program vehicles Staff Training $ 2,980.00 Housing First,Trauma informed professional development a)Costs for electric for 3 PWC in East Hawaii b)Costs for water services for 3 PWC in East Hawaii c)Costs associated with electric for 9 Kona Reentry units in West Hawaii Utilities $ 29,574.00 d) Based on 33%project cost allocation-costs for water services for West Hawaii Facility TOTAL PROGRAM COSTS $ 679,602.05 Other Other: Mentorship Project $ 5,000.00 Costs associated with mentor/mentee incentives,introduction meetings and activities To provide assistance for 60 participants upon admission-30 East Hawaii participants and 30 West Hawaii participants for 1st months program fee and security Other: Rental Assistance $ 57,000.00 deposit Other: Program Fee Emergency Fund $ 4,500.00 To provide program fee assistance for participants who may encounter financial hardship,employment lay-off and/or disability Other: Vehicle Maintenance $ 16,759.55 Costs associated to maintain three project vehicles TOTAL OTHER EXPENSES $ 83,259.55 TOTAL $ 847,561.60 Applicant/Provider Hope Services Hawaii, Inc. -2025 Project Name Hale Maluhia Shelter Total HHF Funds Requested: Award Amount : $575,205.17 Budget Categories HHF Funds 16 bed emergency shelter in Hilo, providing access to wrap around services case management,and help securing long term housing. Includes the costs for staffing required to operate the administrative portion of the contract,including the CEO,CFO,Director of Planning and Evaluation,Senior Director of Grants,Administrative Assistants,Administrative Assistant/IT Technician,Billing/Budget Specialists,Accounting Specialists,Director of Human Resources,HR Specialist,Payroll Specialist,Volunteer and Community Partnership Coordinator,Director of Community Relations,Executive Assistants,Comptroller,Development Coordinator,Quality& Property Management,and other positions that may arise to support the overall administrative team.Additionally,it includes payroll taxes and fringe benefits,such as 401K, Health Insurance and Life Insurance.Staff time charged to this account will not exceed 10%of their payroll.Administrative expenses include but are not limited to audit fees, payroll processing,contracted services(e.g.CPA Consultants),office and janitorial supplies,telecommunications,rent,property insurance,utilities(including cable,fax, internet,electricity,trash,and water),repair and maintenance to facilities and equipment,computers,printing,meeting expenses,mileage reimbursements,dues and subscriptions,staff retentionexpenses and staff training(including conference fees,airfare,transportation,per diem,hotel and meals).This also includes replacement Administrative Cost (10% Cap) $ 57,500.00 computers for staff. Program Costs Includes Director of Operations(1 FTE)(20%),HMIS Specialist(1 FTE)(24.11%),Diversion Specialist(1 FTE)(17%), Maintenance Assistant(1 FTE)(52.06%),Housing Locator(1 FTE)(35%),Housing Navigator(3 FTE)(20%), Housing Facilitator(2 FTE and 4 PTE)(2 FTE&3PTE 20%, 1 PTE 100%),Homeless Prevention Case Manager(1 FTE)(50%), Facilities Manager(1 FTE)(10%),Director of Outreach and Interim Case Mangement(1 FTE)(27.71%),Director of Strategic Initiatives(1 FTE)(55.68%),Director of Supportive Salaries $ 275,714.31 Housing(1 FTE)(6%)and Director of Health Services(1 FTE)(9.5%). Payroll Taxes &Assessments $ 25,724.14 Includes FICA,Workers Comp and TDI payroll related taxes. Fringe Benefits $ 47,187.93 Includes 401K, medical and dental insurance along with group life insurance for the staff charged to the contract. Includes a portion of property insurance for this site,as well as auto insurance coverage for vehicles associated with this program.Additionally,it covers property insurance Insurance $ 4,637.14 for the homes that HOPE master leases. Lease/Rental/Purchase of Equipment $ 300.00 A portion of the lease for the Xerox machine and postage equipment used by the staff charged to the contract. Master Leasing of current and new units is utilized to facilitate increased transitions to private rental market units.A master lease is a contractual agreement in which a single entity(the'master tenant')leases an entire property or multiple units from a property owner,often for an extended period,with the right to sublease the property or individual units to other tenants.Through master leasing agreements with private landlords,HOPE provides rapid acess to housing,fosters stability for participants, strengthens landlord relationships-encouraging landlords to lease additional properties to HOPE-and supports improved participant outcomes by addressing barriers to Lease/Rental/Purchase of Space $ 85,714.29 housing. Includes costs of repair and maintenance associated with the Hale Maluhia Shelter,such as office spaces,computers,cell phones,shredding services and the HOPE fleet for the Hale Maluhia Shelter,including vehicle repairs, maintenance,new tires,car washes,and related expenses.Additionally,this encompasses household furniture, mattresses,appliances,and the repair or replacement of appliances&furniture.It also covers the maintenance of participant units,including master-leased homes,to Repair& Maintenance $ 21,548.21 address necessary repairs and uphold positive landlord relationships. Training costs include CPR,CPI,Trauma Informed Care,HMIS training,leadership development,conference fees,and access to the Relias training platform.Additionally,it covers other training opportunities that arise throughout the year,enhancing our staff's ability to meet participant needs.This also includes licensure fees so that our clinical Staff Training $ 5,000.00 staff maintain current professional licenses,enabling HOPE to provide the highest level of service to participants. Includes supplies for participants,such as food costs,transportation expenses,rental application fees,State ID and birth certificate fees,and other housing-related costs that may have previously been barriers to securing housing.Also covers move-in kits,including bedding,dishes,cleaning supplies,laundry items,furniture,hygiene products, blankets,pet carriers,kitty litter boxes and supplies provided to participants.Additionally,includes office supplies(e.g.,printing paper,pens,computer monitors,envelopes), janitorial supplies(e.g.,cleaning supplies,paper towels,toilet paper),and fuel for vehicles.The budget also inludes a repair and maintenance fund and a landlord incentive fund,to build and maintain positive relationships with both new and current landlords,ensuring continued rental opportunities for participants.It covers rent and hotel assistance during sweeps,truck rentals for moving belongings,and storage unit costs when necessary.Further,the budget allocates for utilities(including alarm services, cesspool/septic pumping,electricity,internet,trash,sewer,and water services)along with yard and pest control services for master-leased properties.Additionally,it includes Supplies $ 25,787.15 rental/utility deposit assistance to support housing programs. Telecommunication $ 500.00 Cell phone and land line expenses incurred by staff assigned to this contract. Utilities $ 20,000.00 Costs of internet,fax,electricity,water,wastewater,trash and alarm services for staff assigned to this contract. TOTAL PROGRAM COSTS $ 512,113.17 Other Other(Laptops) $ 3,600.00 Replacement computers for staff charged to this contract. The Electronic Medical Record(EMR)database will allow licensed providers such as psychiatrists,APRN-RX, registered Nurses,and licensed therapists to input the protected Other (Electronic Medical Record) $ 1,992.00 health information of the participants we serve. TOTAL OTHER EXPENSES $ 5,592.00 TOTAL $ 575,205.17 Applicant/Provider _ Hope Services Hawaii, Inc. Project Name Keolahou Emergency Shelter and Hale Kulike Permanent Supportive Housing Total HHF Funds Requested: Award Amount :$885,196.31 Budget Categories HHF Funds Keolahou Emergency Shelter is a 22 bed emergency shelter for men in Hilo. Hale Kulike is a Permanent Supportive Housing program with 18 single-room units for men overcoming chronic homelessness and living with one or more disabling conditions. Includes the costs for staffing required to operate the administrative portion of the contract,including the CEO,CFO,Director of Planning and Evaluation,Senior Director of Grants,Administrative Assistants,Administrative Assistant/IT Technician,Billing/Budget Specialists,Accounting Specialists,Director of Human Resources,HR Specialist, Payroll Specialist,Volunteer and Community Partnership Coordinator,Director of Community Relations,Executive Assistants,Comptroller,Development Coordinator,Quality& Property Management,and other positions that may arise to support the overall administrative team.Additionally,it includes payroll taxes and fringe benefits,such as 401K, Health Insurance and Life Insurance.Staff time charged to this account will not exceed 10%of their payroll.Administrative expenses include but are not limited to audit fees, payroll processing,contracted services(e.g.CPA Consultants),office and janitorial supplies,telecommunications,rent,property insurance,utilities(including cable,fax, internet,electricity,trash,and water),repair and maintenance to facilities and equipment,computers,printing,meeting expenses,mileage reimbursements,dues and subscriptions,staff retentionexpenses and staff training(including conference fees,airfare,transportation,per diem,hotel and meals).This also includes replacement Administrative Cost(10% Cap) $ 88,500.00 computers for staff. Program Costs Includes Director of Operations(1 FTE)(5%), Maintenance Assistant(3 FTE)(50%), Diversion/Receptionist Specialist(2 FTE)(1 FTE 50%,1 FTE 10%),Meal Coordinator(1 FTE), Team Leader(1 FTE)(50%),Housing Navigator(3 FTE)(50%),Housing Facilitator(4 FTE and 6 PTE)(50%),Safety Monitor(3 FTE and 3 PTE)(1 FTE 40%,2 FTE&3 PTE 100%), Homeless Prevention Case Manager(1 FTE)(20%),Facilities Manager(1 FTE)(10%),Director of Outreach and Interim Case Management(1 FTE)(10%), Director of Supportive Salaries $ 503,197.48 Housing(1 FTE)(15%). Payroll Taxes &Assessments $ 46,948.32 Includes FICA,Workers Comp and TDI payroll related taxes. Fringe Benefits $ 78,743.43 Includes 401K,medical and dental insurance along with group life insurance for the staff charged to the contract. Includes a portion of property insurance for this site,as well as auto insurance coverage for vehicles associated with this program.Additionally,it covers property insurance Insurance $ 5,300.00 for the homes that HOPE master leases. Lease/Rental/Purchase of Equipment $ 1,514.10 A portion of the lease for the Xerox machine and postage equipment utilized by staff allocated to the contract. Master Leasing of current and new units is utilized to facilitate increased transitions to private rental market units.A master lease is a contractual agreement in which a single entity(the'master tenant')leases an entire property or multiple units from a property owner,often for an extended period,with the right to sublease the property or individual units to other tenants.Through master leasing agreements with private landlords,HOPE provides rapid acess to housing,fosters stability for participants, strengthens landlord relationships-encouraging landlords to lease additional properties to HOPE-and supports improved participant outcomes by addressing barriers to Lease/Rental/Purchase of Space $ 27,276.41 housing. Mileage $ 1,000.00 Costs associated with mileage reimbursement for staff when agency vehicles are unavailable,calculated at the current IRS reimbursement rate. Cost related to copying and printing housing applications,identification documents,job applications,rental listings,and other participant support materials.Additionally,this Publication & Printing $ 2,000.00 includes expenses for advertising vacant positions in local newspaper,radio advertisements,and general advertising and recruitment efforts. Includes costs of repair and maintenance associated with the the 34 Rainbow Drive Shelter,such as office spaces,computers,cell phones,shredding services and the HOPE fleet for the Shelter,including vehicle repairs,maintenance,new tires,car washes,and related expenses.Additionally,this encompasses household furniture,mattresses, appliances,and the repair or replacement of appliances&furniture.It also covers the maintenance of participant units,including master-leased homes,to address necessary Repair& Maintenance $ 20,000.00 repairs and uphold positive landlord relationships. HOPE - Keolahou Training costs include CPR,CPI,Trauma Informed Care,HMIS training,leadership development,conference fees,and access to the Relias training platform.Additionally,it covers other training opportunities that arise throughout the year,enhancing our staffs ability to meet participant needs.This also includes licensure fees so that our clinical Staff Training $ 12,700.00 staff maintain current professional licenses,enabling HOPE to provide the highest level of service to participants. Includes supplies for participants,such as food costs,transportation expenses,rental application fees,State ID and birth certificate fees,and other housing-related costs that may have previously been barriers to securing housing.Also covers move-in kits,including bedding,dishes,cleaning supplies,laundry items,furniture, hygiene products, blankets,pet carriers,kitty litter boxes and supplies provided to participants.Additionally,includes office supplies(e.g.,printing paper,pens,computer monitors,envelopes), janitorial supplies(e.g.,cleaning supplies,paper towels,toilet paper),and fuel for vehicles.The budget also inludes a repair and maintenance fund and a landlord incentive fund,to build and maintain positive relationships with both new and current landlords,ensuring continued rental opportunities for participants. It covers rent and hotel assistance during sweeps,truck rentals for moving belongings,and storage unit costs when necessary.Further,the budget allocates for utilities(including alarm services, cesspool/septic pumping,electricity,internet,trash,sewer,and water services)along with yard and pest control services for master-leased properties.Additionally,it includes Supplies $ 33,016.57 rental/utility deposit assistance to support housing programs. Telecommunication $ 4,000.00 Cell phone and land line expenses incurred by staff assigned to this contract. Utilities $ 61,000.00 Costs of internet,fax,electricity,water,wastewater,trash and alarm services for staff charged to this contract. TOTAL PROGRAM COSTS $ 796,696.31 TOTAL $ 885,196.31 HOPE- Keolahou Applicant/Provider Hope Services Hawaii, Inc. Project Name West Hawaii I Friendly Place Campus Total HHF Funds Requested: Award Amount : $1,142,544.00 Budget Categories HHF Funds 32 bed emergency shelter in Kona, providing access to wrap around services case management, and help securing long term housing. Includes the costs for staffing required to operate the administrative portion of the contract,including the CEO,CFO,Director of Planning and Evaluation,Senior Director of Grants, Administrative Assistants,Administrative Assistant/IT Technician,Billing/Budget Specialists,Accounting Specialists,Director of Human Resources,HR Specialist,Payroll Specialist, Volunteer and Community Partnership Coordinator,Director of Community Relations,Executive Assistants,Comptroller,Development Coordinator,Quality&Property Management,and other positions that may arise to support the overall administrative team.Additionally,it includes payroll taxes and fringe benefits,such as 401K,Health Insurance and Life Insurance.Staff time charged to this account will not exceed 10%of their payroll.Administrative expenses include but are not limited to audit fees,payroll processing,contracted services(e.g.CPA Consultants),office and janitorial supplies,telecommunications,rent,property insurance,utilities(including cable,fax,internet,electricity, trash,and water),repair and maintenance to facilities and equipment,computers,printing,meeting expenses,mileage reimbursements,dues and subscriptions,staff Administrative Cost(10%Cap) $ 114,245.40 retentionexpenses and staff training(including conference fees,airfare,transportation,per diem,hotel and meals).This also includes replacement computers for staff. Program Costs Includes HMIS Specialist(1 FTE)(20%),Diversion Specialist(1 FTE)(16.67%),Maintenance Assistant(1 FTE)(50%),Housing Locator(1 FTE)(15%),Housing First Case Manager(1 FTE) (100%),Homeless Prevention Case Manager(1 FTE)(30%),Director of West Hawaii(1 FTE)(15%),Housing Navigator(2 FTE)(50%),Housing Facilitator(3 FTE and 4 PTE)(3 FTE&2 PTE 50%,2 PTE 100%),Safety Monitor(1 FTE)(50%),Facilities Manager(1 FTE)(10%),Director of Outreach and Interim Case Management(1 FTE)(30%), Director of Strategic Salaries $ 469,087.00 Initiatives(1 FTE)(50%)and Director of Health Services(1 FTE)(10%). Payroll Taxes&Assessments $ 43,766.00 Includes FICA,Workers Comp and TDI payroll related taxes. Fringe Benefits $ 87,805.00 Includes 401K,medical and dental insurance along with group life insurance for the staff charged to the contract. Contractual Services $ 144,000.00 Security services(16 hours each day)to ensure a safe and secure environment for everyone on the campus and the surrounding businesses. Includes a portion of property insurance for this site,as well as auto insurance coverage for vehicles associated with this program.Additionally,it covers property insurance for the Insurance $ 23,716.00 homes that HOPE master leases. Lease/Rental/Purchase of Equipment $ 6,727.00 A portion of the lease for the Xerox machine and postage equipment used by the staff charged to the contract. Master Leasing of current and new units is utilized to facilitate increased transitions to private rental market units.A master lease is a contractual agreement in which a single entity (the'master tenant')leases an entire property or multiple units from a property owner,often for an extended period,with the right to sublease the property or individual units to other tenants.Through master leasing agreements with private landlords,HOPE provides rapid acess to housing,fosters stability for participants,strengthens landlord relationships- Lease/Rental/Purchase of Space $ 74,258.60 encouraging landlords to lease additional properties to HOPE-and supports improved participant outcomes by addressing barriers to housing. Mileage $ 3,907.00 Costs associated with mileage reimbursement for staff when agency vehicles are unavailable,calculated at the current IRS reimbursement rate. Cost related to copying and printing housing applications,identification documents,job applications,rental listings,and other participant support materials.Additionally,this Publication & Printing $ 21,857.00 includes expenses for advertising vacant positions in local newspaper,radio advertisements,and general advertising and recruitment efforts. Includes costs of repair and maintenance associated with the West Hawaii Program,such as office spaces,computers,cell phones,shredding services and the HOPE fleet for the West Hawaii Program,including vehicle repairs,maintenance,new tires,car washes,and related expenses.Additionally,this encompasses household furniture,mattresses, appliances,and the repair or replacement of appliances&furniture.It also covers the maintenance of participant units,including master-leased homes,to address necessary repairs Repair& Maintenance $ 48,591.00 and uphold positive landlord relationships. Training costs include CPR,CPI,Trauma Informed Care,HMIS training,leadership development,conference fees,and access to the Relias training platform.Additionally,it covers other training opportunities that arise throughout the year,enhancing our staff's ability to meet participant needs.This also includes licensure fees so that our clinical staff maintain Staff Training $ 14,515.00 current professional licenses,enabling HOPE to provide the highest level of service to participants. HOPE-West Hawaii I Friendly Place Campus Includes supplies for participants,such as food costs,transportation expenses,rental application fees,State ID and birth certificate fees,and other housing-related costs that may have previously been barriers to securing housing.Also covers move-in kits,including bedding,dishes,cleaning supplies,laundry items,furniture,hygiene products,blankets,pet carriers,kitty litter boxes and supplies provided to participants.Additionally,includes office supplies(e.g.,printing paper, pens,computer monitors,envelopes),janitorial supplies (e.g.,cleaning supplies,paper towels,toilet paper),and fuel for vehicles.The budget also inludes a repair and maintenance fund and a landlord incentive fund,to build and maintain positive relationships with both new and current landlords,ensuring continued rental opportunities for participants.It covers rent and hotel assistance during sweeps,truck rentals for moving belongings,and storage unit costs when necessary. Further,the budget allocates for utilities(including alarm services,cesspool/septic pumping,electricity,internet, trash,sewer,and water services)along with yard and pest control services for master-leased properties.Additionally,it includes rental/utility deposit assistance to support housing Supplies $ 18,716.00 programs. Telecommunication $ 2,234.00 Cell phone and land line expenses incurred by staff assigned to this contract. Utilities $ 59,048.00 Costs of internet,fax,electricity,water,wastewater,trash and alarm services for staff assigned to this contract. TOTAL PROGRAM COSTS $ 1,018,227.60 Other Other (Laptops) $ 1,500.00 Replacement computers for staff charged to this contract. This platform allows personnel to document in the Homeless Management Information System(HMIS).Program enrollment is measured in HMIS.Success will be measured by Other (HMIS Fees) $ 8,571.00 tracking the number of persons leaving unsheltered homelessness and entering safe,secure shelter. TOTAL OTHER EXPENSES $ 10,071.00 TOTAL $ 1,142,544.00 HOPE -West Hawai'i I Friendly Place Campus Applicant/Provider Lokahi Treatment Centers Project Name Recovery and Housing Stability Program Total HHF Funds Requested: $261,000.00 Budget Categories HHF Funds Substance Abuse and Mental Health Treatment with housing assistance. Initial transitional housing placement then help with long-term housing solutions. Administrative Cost(10%Cap) $ 18,100.00 Audit $ 6,000.00 Percentage of cost calculated proportionately to activities allocated to this program. Contractual Services $ 6,000.00 ProService(legal, HR,Payroll),Consulting Fees Insurance $ 1,100.00 Business Insurance,Employment Practices Liability Insurance,General Liability Insurance Utilities $ 5,000.00 Percentage of cost calculated proportionately to activities allocated to this program. Program Costs The percentage of time staff members dedicate to program activities, including client intake,assessments,case management,and data collection,is carefully allocated to ensure alignment with housing objectives and the integration of substance abuse and mental health treatment services.Staff includes:Psychiatrist,Licensed Physician MD,Licensed Mental Health Counselor,Certified Substance Abuse Counselor,Client Navigator,Substance Abuse Counselor x 6,Certified Substance Abuse Counselor x 2, Salaries $ 146,800.00 Finance Director,Contract Administrator Payroll Taxes &Assessments $ 15,780.00 Calculated proportionally based on the percentage of staff time allocated to activities within this program. Fringe Benefits $ 15,340.00 Calculated proportionally based on the percentage of staff time allocated to activities within this program. Lease/Rental/Purchase of Equipment $ 1,500.00 2 Computers,Printers,Fax Machine and Scanner for this program. Lease/Rental/Purchase of Space $ 41,800.00 The cost of lease space for treatment facilities-calculated proportionately based on the percentage of activities allocated to this program. Mileage $ 320.00 To attend conferences,workshops and meetings for this program. Postage, Freight & Delivery $ 400.00 Percentage of cost calculated proportionately to activities allocated to this program. Publication & Printing $ 4,000.00 Curriculam from Hazelton and other printing cost calculated proportionately to activities allocated to this program. Repair& Maintenance $ 5,000.00 Repair&Maintenance on All Substance Abuse Treatment Offices(included in lease agreements),HOA fees for Hilo Office only Staff Training $ 900.00 Training activitities for this program Supplies $ 2,400.00 More Info Provided: Drug Testing kits, Laboratory Supplies for Drug tests,Software,Treatment program books for clients,office supplies Telecommunication $ 3,700.00 Percentage of cost calculated proportionately to activities allocated to this program. TOTAL PROGRAM COSTS $ 237,940.00 Other Electronic Medical $ 4,960.00 Cost to develop/maintain the data set and intake forms by Aleva that is dedicated to this program. TOTAL OTHER EXPENSES $ 4,960.00 TOTAL $ 261,000.00 Lokahi Treatment Centers- Recovery and Housing Stability Program Applicant/Provider Men of PA'A Project Name Ho'okanaka Reentry-A holistic Approach to Reintegration Total HHF Funds Requested: Award Amount : $577,847.00 Budget Categories HHF Funds Housing justice involved, houseless men in Puna District. 2 Houses for safe, sober, supportive living, with emphasis on community and connection to culture. Wrap around services to support reintegration into community. Administrative Cost(10%Cap) $ 57,764.40 Audit $ 10,000.00 3rd party annual Audit Contractural Services $ 2,500.00 Compliance,Property Agent Insurance $ 11,400.00 Liability Insurance Salaries $ 31,664.40 %Executive Director,Program Administrator Lease/Rental/Purchase of Space $ 2,200.00 %of Office space rent Program Costs Salaries $ 138,880.00 Salary for FTE House manager,Program Manager(35%time spent on program),2x Peer specialist Payroll Taxes &Assessments $ 19,784.60 FICA(7.5%)for FT House Manager,2 Peer Specialists,Program Manager x 35%spent on this program.State Taxes(6.5%)for FT House Manager,2 Peer Specialists Fringe Benefits $ 32,160.00 Medical,Dental,Vision for House Manager,2 Peer Specialists,and Program Director Lease/Rental/Purchase of Equipment $ 37,858.00 Lawn care weed eaters and other property care equipment for residential program houses,Furnishings for 2 residential Houses (2)-10 passenger van to transport residents and program staff to and from program worksites.Cost annalysis done on renting vs buying(see separate Lease/Rental/Purchase of Motor Vehicle $ 134,000.00 correspondance) Lease/Rental/Purchase of Space $ 120,000.00 Rental residential program houses for 16 residents Repair& Maintenance $ 16,000.00 Property,vehicle,equipment Staff Training $ 6,400.00 Necessary training and professional development for working with special populations Household supplies,cleaning supplies for 2 residential program houses.Safety Gear x 16 residents.Gloves,boots,helmets,googles,for workforce activities to ensure Supplies $ 15,000.00 safety protocols are adhered to. Fuel for Vans. Utilities $ 10,800.00 Electricity&Water for 2 residential program houses TOTAL PROGRAM COSTS $ 520,082.60 TOTAL $ 577,847.00 Applicant/Provider Neighborhood Place of Puna Project Name Anchor Point Youth Center Total HHF Funds Requested: $387,455.00 Budget Categories HHF Funds Drop in Center(Hilo)for Transitional Aged Youth (ages 14-24)facing unsheltered homelessness or housing instability. Facilitate access to housing services, healthcare, counseling, community, employment, education, and more. To cover costs incurred from Admin personnel(wages,fringe benefits and taxes/fees).This includes program oversight from the Executive Leadership team.Tasks include ensuring program compliance,compiling requested reports(program specific and financial),program supervision,participating in program related meetings,staff trainings and hiring/onboarding.Also includes some personnel costs for the Administrative team to support the Executive Leadership team and Program Director with Administrative Cost (10% Cap) $ 33,499.00 compiling reports,organzing files,publication and advertising creation and support,setting up/organizing program events and trainings,and other duties as assigned. Personnel Cost Program salaires for direct program support essential for ensuring the effective delivery of program services and maintaing contract compliance.These staff play a crucial role in upholding the safety and sanitation of the Youth Center,meeting program deliverables,and accurately reporting program data.They will collaborate with the Salaries $ 214,471.00 Executive leadership team to establish comprehensive data quality standards for County reporting and ensuring the program is on track for success. Payroll Taxes &Assessments $ 37,341.00 Taxes, payroll service fees,background checks etc.are equal to about 17%(0.1741)of the Total"Salaries". Healthcare costs are$8,616 annually,per employee.The healthcare portion for this program is equal to about 4.5 program staff,but also takes into account the Fringe Benefits $ 32,408.00 probationary/waiting period for healthcare,for the new positions. TOTAL Personnel Costs $ 284,220.00 Operationsal Expenses Airfare, Inter-island $ - N/A Airfare, Out of State $ - N/A Audit Services $ 300.00 Annual audit costs tied directly to the program to ensure program compliance and operational efficiency as required by the funder. Contractual Services $ - N/A Insurance $ 300.00 General liability insurance specific to the program and as required by the funder. Lease/Rental/Purchase of Equipment $ - N/A Lease/Rental/Purchase of Motor Vehicle $ - N/A Lease/Rental/Purchase of Space $ 12,000.00 Total based on rent for 12 months for Youth Drop-In Center Incurred costs for gas(company vehicles)or mileage reimbursements from direct program staff to communte to and from outreach events,case management visits to Mileage $ 6,000.00 assist participants,trainings and other events as assigned. Postage, Freight& Delivery $ 136.00 Postage costs to mail participant applications,vital documentation paperwork etc Publication & Printing $ 2,000.00 Incurred costs for position advertising,site uniforms(shirts),printing of flyers for outreach events,brochures and materials for the program Repair & Maintenance $ 12,000.00 Builiding maintenance&upkeep for this program's facility Staff Training $ 1,500.00 Incurred costs for staff training including but not limited to case management training,Housing First,outreach work training,homeless prevention,customer service. Per Diem $ - N/A Incurred costs for general office supplies and program supplies(program supplies can include art supplies for participants,recreational items,books/learning materials, Supplies $ 7,500.00 laundry items,cleaning supplies,first aid items,hygiene products). Telecommunication $ 4,000.00 Incurred costs for telcom services which includes,but not limited to,Verizon(cell-phone service for program staff),Spectrum(internet)and Zoom(video conferencing) Transportation (ground travel) $ - N/A Utilities $ - N/A To cover any costs to purchase equipment for program staff(can include laptop/computer for staff,other general office equipment)as well as equipment for the drop-in Equipment $ 17,000.00 center(equipment can include refrigerators,T.V.,furniture) TOTAL OPERATIONAL EXPENSES $ 62,736.00 Other As a drop-in center,we will provide meals and/or have food available for participants,which offer a promising first step towards engaging homeless youth into more Other (Specify): Food $ 6,000.00 intensive services that lead to reintegration. Food is an important aspect of providing basic needs to allow the youth to maintain dignity. Other (Specify): Software $ 1,000.00 Incurred costs for general software management related to the program to track program and client data Total Other Expenses $ 7,000.00 TOTAL $ 387,455.00 Applicant/Provider Neighborhood Place of Puna Project Name Coordination Center Total HHF Funds Requested: Award Amount : $782,289.00 Budget Categories HHF Funds One-Stop Housing and Services Resource Hotline and Drop-in Center.Offers Case management, housing navigation, connect unstably housed and people experiencing homelessness to wide range of services. To cover costs incurred from Admin personnel(wages,fringe benefits and taxes/fees).This includes program oversight from the Executive Leadership team.Tasks include ensuring program compliance,compiling requested reports(program specific and financial),program supervision,participating in program related meetings,staff trainings and hiring/onboarding.Also includes some personnel costs for the Administrative team to support the Executive Leadership team and Program Director with Administrative Cost (10% Cap) $ 72,132.00 compiling reports,organzing files, publication and advertising creation and support,setting up/organizing program events and trainings,and other duties as assigned. Personnel Cost Program salaries for direct program support essential for ensuring the effective delivery of program services and maintaing contract compliance.These staff play a crucial role in not only managing the Coordination Center help-line(call center)and drop-in center,but will provide intensive housing stability case management for select callers to identify possible solutions to the family/individual's complex case scenarios.Staff will ensure that all program deliverables are met while accurately reporting program data.They will collaborate with the Executive leadership team to establish comprehensive data quality standards for County reporting and ensuring the Salaries $ 469,000.00 program is on track for success. Payroll Taxes &Assessments $ 81,654.00 Altres HR is used for payroll service.Taxes,payroll service fees,background checks etc.are equal to about 17%(0.1741)of the Total"Salaries" Healthcare costs are$8616 annually,per employee.The healthcare portion for this program is equal to about 7.6 program staff,but also takes into account the Fringe Benefits $ 65,935.00 probationary/waiting period for the new positions. TOTAL Personnel Costs $ 616,589.00 Operationsal Expenses Airfare, Inter-island $ - N/A Airfare, Out of State $ - N/A Audit Services $ 3,500.00 Annual audit costs tied directly to the program to ensure program compliance and operational efficiency as required by the funder. Contractual Services $ - N/A Insurance $ 700.00 General liability insurance specific to the program and as required by the funder. Lease/Rental/Purchase of Equipment $ - N/A Lease/Rental/Purchase of Motor Vehicle $ N/A Lease/Rental/Purchase of Space $ 36,000.00 Program office space including drop-in center,includes security deposit and monthly rent of 3,141.36($3,000 rent+GET). Incurred costs for gas(company vehicles)or milleage reimbursements from direct program staff to communte to and from outreach events,case management visits to Mileage $ 5,400.00 assist participants,trainings and other events as assigned. Postage, Freight& Delivery $ 68.00 To cover general business postage costs(to mail participant applications,vital documentation payments/paperwork) Incurred costs for advertisement of the Coordination Center on the radio and/or newspaper.Current 6 mo.radio ad costs$4900.52&newspaper banner costs run us Publication & Printing $ 15,000.00 about$750.Will also cover any additional printing of flyers, banners and/or brochures needed for outreach and any advertisment costs for position vacanies. Repair& Maintenance $ 3,500.00 Builiding maintenance&upkeep for Coordination Center's facility Staff Training $ 1,500.00 Incurred costs for staff training including but not limited to case management training,Housing First,outreach work training,homeless prevention,customer service Per Diem $ - N/A Supplies $ 3,000.00 Incurred costs for office and program supplies related to the program As a Coordination Center,we will use a business phone system software,Telzio,to answer and direct program calls.Also included are costs for internet service,Zoom, Telecommunication $ 4,800.00 and Verizon cell phones(for outreach when resource navigators are not available at the landline). Transportation (ground travel) $ - N/A Utilities $ 3,600.00 Total based off of a%of the total organization cost for Utilities Equipment $ 2,500.00 To cover any costs to purchase equipment for program staff(can include laptop/computer for staff,other general office equipment) TOTAL OPERATIONAL EXPENSES $ 79,568.00_ Other To cover any direct costs provided for the participant.This may include rental application fees,emergency supplies and/or emergency utilities payments(to ensure housing stability and/or homelessness Other (Specify): Direct Client Assistance $ 9,000.00 prevention),vital documentation fees,GED classes,workshops etc. Other(Specify): Software $ 5,000.00 Incurred costs for software management to track program and participant data and other general program software costs Total Other Expenses $ 14,000.00 TOTAL $ 782,289.00 Applicant/Provider Neighborhood Place of Puna Project Name Homeless Engagement Team Total HHF Funds Requested: $1,215,088.00 Budget Categories HHF Funds Street Outreach island wide. Housing first case management and connection to services. Expand outreach to underserved regions of the island including Ka'u, Kohala, and South Kona. To cover costs incurred from Admin personnel(wages,fringe benefits and taxes/fees).This includes program oversight from the Executive Leadership team.Tasks include ensuring program compliance,compiling requested reports(program specific and financial),program supervision,participating in program related meetings, staff trainings and hiring/onboarding.Also includes some personnel costs for the Administrative team to support the Executive Leadership team and Program Director with compiling reports,organzing files,publication and advertising creation and support,setting up/organizing program events and trainings,and other duties as Administrative Cost (10% Cap) $ 104,669.00 assigned. Personnel Cost Program salaries for direct program support essential for ensuring the effective delivery of program services and maintaing contract compliance.These staff play a crucial role in providing personalized case management,resource connection,streamlined referrals and advocacy and support to participants,as well as conducting street outreach 4 times a week to continue participant engagement and register new participants into the HCHE database.Staff will ensure that all program deliverables are met while accurately reporting program data.They will collaborate with the Executive leadership team to establish comprehensive data quality standards for County reporting and ensuring the program is on track for success.Supports 14 staff. High Personnel costs justified by intensive case management services and street outreach Salaries $ 789,034.00 provided across entire island.Over 800 individuals identified as unsheltered homeless. Payroll Taxes &Assessments $ 137,374.00 Altres HR is used for payroll service.Taxes,payroll service fees,background checks etc.are equal to about 17%(0.1741)of the Total"Salaries" Healthcare costs are$8616 annually, per employee.The healthcare portion for this program is equal to about 13.25 program staff,but also takes into account the Fringe Benefits $ 116,675.00 probationary/waiting period for the new positions. TOTAL Personnel Costs $ 1,043,083.00 Operationsal Expenses Airfare, Inter-island $ - N/A Airfare, Out of State $ - N/A Audit Services $ 3,500.00 Annual audit costs tied directly to the program to ensure program compliance and operational efficiency as required by the funder. Contractual Services $ - N/A Insurance $ 4,000.00 General liability insurance(program)and general auto insurance(program vehicles for outreach)specific to the program and as required by the funder. Lease/Rental/Purchase of Equipment $ - N/A Lease/Rental/Purchase of Motor Vehicle $ - N/A Lease/Rental/Purchase of Space $ 18,000.00 Total based off a%of the total organization cost for office space rent for the program Incurred costs for gas(company vehicles)or milleage reimbursements from direct program staff to communte to and from outreach events,case management visits to Mileage $ 11,000.00 assist participants,trainings and other events as assigned. Postage, Freight& Delivery $ 136.00 Postage costs to mail participant applications,vital documentation paperwork etc. Publication & Printing $ 5,000.00 Incurred costs for position advertising,outreach uniforms(shirts),printing of flyers for outreach events,brochures and materials for the program Repair & Maintenance $ 3,000.00 Builiding maintenance&upkeep for this program's facility Staff Training $ 1,500.00 Incurred costs for staff training including but not limited to case management training, Housing First,outreach work training,homeless prevention,customer service. Per Diem $ - N/A Supplies $ 2,300.00 Incurred costs for office and program supplies related to the program Telecommunication $ 4,800.00 Incurred costs for telcom services which includes,but not limited to,Verizon(cell-phone service for program staff),Spectrum(internet)and Zoom(video conferencing) Transportation (ground travel) $ - N/A Utilities $ 2,000.00 Total based off of a%of the total organization cost for Utilities Equipment $ 2,500.00 To cover any costs to purchase equipment for program staff(can include laptop/computer for staff,other general office equipment) TOTAL OPERATIONAL EXPENSES $ 57,736.00 Other To cover any direct costs provided for the participant.This may include rental application fees,vital documentation fees,emergency supplies(diapers,non-perishable Other(Specify): Direct Client Assistance $ 6,000.00 food,hygiene products and/or feminine care products)and care packages(socks,tents/tarps,backpacks,first-aid kits,flashlights,etc.)for homeless participants. Other(Specify): Software $ 3,600.00 Incurred costs for general software management related to the program to track program and client data Total Other Expenses $ 9,600.00 TOTAL $ 1,215,088.00 Applicant/Provider Neighborhood Place of Puna Project Name Ohana Homelessness Prevention and Support Program Total HHF Funds Requested: $685,449.00 Budget Categories HHF Funds Support families with minor children with housing-focused case management. Help secure stable housing, access rental assistance programs, navigate housing market, develop tenancy skills, connect to community resources. To cover costs incurred from Admin personnel(wages,fringe benefits and taxes/fees).This includes program oversight from the Executive Leadership team.Tasks include ensuring program compliance,compiling requested reports(program specific and financial),program supervision,participating in program related meetings,staff trainings and hiring/onboarding.Also includes some personnel costs for the Administrative team to support the Executive Leadership team and Program Director with Administrative Cost (10% Cap) $ 61,820.00 compiling reports,organzing files,publication and advertising creation and support,setting up/organizing program events and trainings,and other duties as assigned. Personnel Cost Program salaries for direct program support essential for ensuring the effective delivery of program services and maintaing contract compliance.These staff play a crucial role in not only managing the Coordination Center help-line(call center)and drop-in center,but will provide intensive housing stability case management for select callers to identify possible solutions to the family/individual's complex case scenarios.Staff will ensure that all program deliverables are met while accurately reporting program data.They will collaborate with the Executive leadership team to establish comprehensive data quality standards for County reporting and ensuring the Salaries $ 426,618.00 program is on track for success. Payroll Taxes &Assessments $ 74,013.00 Altres HR is used for payroll service.Taxes,payroll service fees,background checks etc.are equal to about 17%(0.1741)of the Total"Salaries" Healthcare costs are$8616 annually,per employee.The healthcare portion for this program is equal to about 7.6 program staff,but also takes into account the Fringe Benefits $ 58,230.00 probationary/waiting period for the new positions. TOTAL Personnel Costs $ 558,861.00 Operationsal Expenses Airfare, Inter-island $ - N/A Airfare, Out of State $ - N/A Audit Services $ 3,500.00 Annual audit costs tied directly to the program to ensure program compliance and operational efficiency as required by the funder. Contractual Services $ - N/A Insurance $ 700.00 General liability insurance specific to the program and as required by the funder. Lease/Rental/Purchase of Equipment $ - N/A Lease/Rental/Purchase of Motor Vehicle $ - N/A Lease/Rental/Purchase of Space $ 18,000.00 Total based off a%of the total organization cost for office space rent for the program. Mileage $ 6,000.00 Incurred costs from direct program staff to commute to and from home vists with members,outreach events,trainings and other events as assigned. Postage, Freight& Delivery $ 68.00 Postage costs to mail member applications,vital documentation paperwork etc. Publication & Printing $ 2,500.00 Incurred costs for position advertising,printing of flyers for outreach events, brochures and materials for members. Repair& Maintenance $ 4,800.00 Builiding maintenance&upkeep for this program's facility Incurred costs for staff training including but not limited to Family Strengthening&Support, Mandated Reporter Training,Mental Health,First Aid,Trauma Informed Staff Training $ 1,500.00 Care,Nurturing Parenting and Adverse Childhood Experiences. Per Diem $ - N/A Supplies $ 6,000.00 Incurred costs for office and program supplies related to the program Telecommunication $ 6,000.00 Incurred costs for telecom services which includes,but not limited to,Verizon(cell-phone service for program staff),Spectrum(internet)and Zoom(video conferencing) Transportation (ground travel) $ - N/A Utilities $ 1,200.00 Total based off of a%of the total organization cost for Utilities Equipment $ 2,500.00 To cover any costs to purchase equipment for program staff(can include laptop/computer for staff,other general office equipment) TOTAL OPERATIONAL EXPENSES $ 52,768.00 Other To cover any direct costs provided for the members.This may includes rental application processing fees,emergency supplies(diapers,wipes,non-perishable foods, hygiene supplies etc.),vital documentation replacement fees and move-kits(bed sheets,pillows,general household and hygiene supplies)to help build tenancy skills and Other(Specify): Direct Client Assistance $ 8,400.00 ensure members are household ready when rental unit is approved/becomes available. Other(Specify): Software $ 3,600.00 Incurred costs for general software management related to the program to track program and client data Total Other Expenses $ 12,000.00 TOTAL $ 685,449.00 Applicant/Provider Project Vision Hawaii Project Name Street Outreach from Hilo to Kona Total HHF Funds Requested: $367,138.00 Budget Categories HHF Funds Street Outreach island-wide,mobile hygiene,street medicine,housing-first case management and resource navigation. Administrative Cost (10%Cap) $ 36,713.80 General overhead,bookeeping,grants management,audit, marketing,fundraising Contractual $ 33,161.00 Bookkeeping,grants management,audit, marketing,fundraising,general overhead Insurance $ 3,552.80 General Liability Program Costs Staffing salaries allocated to the 12 month project period February 1,2025 to January 31,2026.Project Director(.08 FTE x$75,000);Registered Nurse(Part-time x $26,000);Community Based Case Manager(.8 FTE x$52,000); Certified Community Health Worker(.8 FTE x$43,680),Certified Peer Support Specialist(.8 FTE x Salaries $ 187,584.00 $37,440),Support Staff Direct Service(.8 FTE x$35,360), Data Specialist(.5 FTE x$41,600) Payroll Taxes &Assessments $ 31,514.00 FICA, FUTA,SUTA,Work Comp,TDI,Payroll Processing;Estimated at 16.8% Fringe Benefits $ 29,439.00 Health Insurance$649 per month x 12 months x 3.78 FTE Contractual Services $ 50,400.00 Medical oversight provided by Teresa Kiresuk, DNP,AGPCNP.$700 per month x 12 months.Contract APRN at$3,500 per month x 12 months Insurance $ 2,207.20 Professional insurance medical staff delivering program services Supplies $ 11,400.00 Program and laundry supplies, including participation incentives at$950 per month x 12 months Telecommunication $ 4,080.00 Phone service and jet packs$92 per month x 2 employees+phone only$52 per month x 3 employees x 12 months Utilities $ 6,600.00 Fuel for hygiene truck and generator$550 per month x 12 months Equipment $ 7,200.00 Vehicle and trailer maintenance,registration. Estimated at$600 per month x 12 months TOTAL PROGRAM COSTS $ 330,424.20 TOTAL $ 367,138.00 Applicant/Provider Salvation Army Project Name TSA- Family Intervention Services Total HHF Funds Requested: $424,675.40 Budget Categories HHF Funds Help homeless&at-risk youth/young adults secure long term housing with financial assistance&case management.Support with employment, educational, life skills, &social/emotional needs. Administrative Cost (10% Cap) $ 42,467.00 Consits of cost of support services provided by Divisional Headquarters Program Costs Salaries $ 101,180.38 Allocated operational staff including direct supervisors(see attached Sheet) Payroll Taxes &Assessments $ 13,811.12 Allocated payroll taxes(see attached sheet) Fringe Benefits $ 26,306.90 Allocated fringe benefits(see attached sheet) Lease/Rental/Purchase of Equipment $ 400.00 postage machine and copier leases for participant leases,rental applications,etc Postage, Freight& Delivery $ 80.00 program postage Publication & Printing $ 80.00 printing for program materials Repair& Maintenance $ 400.00 Facilities and Program Vehicle Supplies $ 1,750.00 Program Supplies Telecommunication $ 1,200.00 Phones and telecommunication for program Financial Assistance - Rent/Utilities $ 237,000.00 Financial assistance for program participants'rent and lease,and utilities payments for 15 clients TOTAL PROGRAM COSTS $ 382,208.40 TOTAL $ 424,675.40 Exhibit C COUNTY OF HAWAI'I OFFICE OF HOUSING AND COMMUNITY DEVELOPMENT FY2024-25 HOMELESSNESS AND HOUSING FUND (HHF) • AUGUST • RFP & Proposal Guide Published on County AWARD TIMELINE Website (August 14) • Public Informational Meetings via ZOOM (August 21 &26) • Closing Date for written RFP questions & inquires to OHCD (August 30) • SEPTEMBER • RFP Applications Due September 16, 2024 SEPTEMBER - OCTOBER • • Proposal Pre-Screening (September 17-18) • Evaluation Committee conducts proposal evaluations (September 19—October 15) • Evaluation Committee Members' Meeting (October 17) • Award Recommendations Presented to Housing Administrator, Mayor & MD (October • NOVEMBER 21) • Award Notifications sent November 15 • NOVEMBER - DECEMBER • OCHD meets with selected award recipients JAN UARY • • Council Committee Meeting (January 7) • Council Meeting (January 22) • FEBRUARY 2025 Contract Commencement EQUAL HOUSING OF N OPPORTUNITY n HOMELESSNESS & HOUSING FUND 1 AUGUST 14, 2024 REQUEST FOR PROPOSALS 2024- 2025 .0.. qr.', !y CY c-4? \,I,h�i F 145 OF % ' ISSUED BY COUNTY OF HAWAI' I OFFICE OF HOUSING & COMMUNITY DEVELOPMENT (OHCD) 1990 KINO'OLE STREET, SUITE 102 HILO, HI 96720 M(808) 961-8379 OHCDENGAGEMENT@HAWAIICOUNTY.GOV WWW.HOUSING.HAWAII000NTY.GOV/GRANTS-FUNDING/HOMELESSNESS-AND-HOUSING- FUND DEADLINE TO APPLY: if MONDAY, SEPTEMBER 16, 2024, 4:00 PM HST The County of Hawai'i is an Equal Opportunity Provider and Employer Request For Proposals 1 r Request For Proposals 2 TABLE OF CONTENTS Homelessness and Housing Fund 7 Request for proposals (RFP) - Overview 8 Goals & Objectives 8 Project Requirements 8 Request for proposals (RFP) —Overview, continued 9 Proposal Submission Process 9 Selection Criteria 9 Proposal Documentation Checklist 10 1. General Information 11 1.1 Definitions 11 1.2 Eligible Projects and Programs 15 1.3 Eligible Entities 17 1.4 Ineligible Activities 17 1.5 Award Amount 17 1.6 Timeline 18 1.7 Duration of Agreement 19 1.8 Contact for Information 19 1.9 Amendment, Addenda, or Bulletins 20 1.10 Cancellation of RFP 20 2. Requirements & Expectations— Data, Reporting, and Outcomes 21 2.1 Software Requirements 21 2.2 Data Reporting Requirements 22 Request For Proposals 3 I 2.3 Participant Consent to Release Information to the County 24 2.4 Final Reporting Requirements 24 2.5 Fiscal Monitoring and Monthly Expense Reporting 24 3. Requirements & Expectations—Administrative and Management 27 3.1 Experience 27 3.2 Agreeance to Reimbursement Funding Structure 27 3.3 Coordination of Services 28 3.4 Participation in Community of Practice (CoP) 29 3.5 Participation in Homeless Engagement Hui 29 3.6 Participation in Pathways to Excellence 29 3.7 Participation in Community Alliance Partners (CAP) 29 3.8 Personnel 30 3.9 Federal and State Tax Clearance 30 3.10 Proof of Certification of Liability Insurance 30 3.11 Confidentiality 30 3.12 Compliance with Laws and County Rules 31 3.13 Americans with Disabilities Act 31 3.14 Nondiscrimination 31 3.15 Fair Housing 31 3.16 Quality Assurance and Evaluation Specifications 31 4. Proposals 33 4.1 Proposal Preparation 33 4.2 Proposal Specifications 33 4.3 Proposed Budget Guidance 34 Request For Proposals 4 4.4 Proposal Submission Instructions 35 4.5 Disqualification of Proposals 35 4.6 Public Inspection 35 5. Evaluation 37 5.1 Evaluation Screening 37 5.2 Evaluation Committee 38 5.3 Evaluation Criteria 38 5.4 Rejection of Proposals 39 6. Award of Contract Agreement 45 6.1 Award Notification 45 6.2 Execution of Contract Agreement 45 6.3 Indemnification 45 6.4 Unallowable Expenditures 46 6.5 Termination of Contract Agreement 46 6.6 Code of Ethics 46 6.7 Disclosure Required 47 Request For Proposals 5 Request For Proposals 6 HOMELESSNESS AND HOUSING FUND On March 23, 2022, the County of Hawai'i passed Ordinance 22-26, which appropriates seventy- five percent (75%) of tier two property tax revenues towards addressing the complex challenges of homelessness and housing on Hawai'i Island. The funding aims to address both the immediate needs of unhoused and unstably housed individuals and the long-term goal of promoting access to sustainable housing solutions. The estimated amount of funding for Fiscal Year 2024-2025 is not to exceed $10,500,000.00. Ensuring that homelessness is rare, brief, and non-recurring is the guiding principle of the County of Hawai'i's Homelessness and Housing Fund. To achieve this, the fund management relies on key performance metrics adapted from the U.S. Department of Housing and Urban Development's System Performance Measurements. These essential "Metrics that Matter" include: • Measure 1: Reduce the Number of Persons Experiencing Homelessness • Measure 2: Reduce the Length of Time Persons Experience Homelessness • Measure 3: Reduce Recidivism To establish an investment framework aimed at significantly reducing homelessness across the County, a diverse group of community members and stakeholders developed "The Strategic Roadmap for Homelessness and Housing — County of Hawai'i" (referred to as the "Roadmap"). Released on September 1, 2022, the Roadmap outlines the strategic priorities and approaches necessary to achieve these reductions. See the full report in Exhibit A. The Homelessness and Housing Fund awards grants to public agencies, approved non-profit organizations and for-profit entities to support and enhance both existing or proposed projects or programs that directly align with the priorities detailed in Exhibit A. This collaborative effort ensures that investments are targeted and effective in addressing homelessness within the County. Request For Proposals 7 REQUEST FOR PROPOSALS (RFP) - OVERVIEW Goals & Objectives The County's Office of Housing and Community Development(County) is requesting proposals for the 2024-2025 Fiscal Year Homelessness and Housing Fund(HHF) Grant Awards. The goal of the fund is to effectively reduce the amount, duration, and recurrence of homelessness in the County by addressing the Priorities outlined in the Strategic Roadmap for Homelessness and Housing [Exhibit AT Proposals shall present projects, services, operations, or programs that: • Align with the County's goal to expand and promote pathways to housing, resources, and other vital services • Directly lead to long-term housing or have systems in place to refer Participants to these resources • Partner and collaborate with other community-based resources and services • Integrate innovative, creative, and novel approaches to addressing homelessness and housing challenges • Demonstrate an effective, impactful, and sustainable use of funds as well as the ability to deliver on expected outcomes Project Requirements All awarded funding must directly address the Goals and Objectives outlined in this RFP. Adherence to and compliance with all program requirements must be met throughout the duration of the Agreement period. Refer to Sections 2, 3 & 4 of the RFP for more details on Expectations and Requirements. • Utilization of the County selected, HIPAA compliant Client Data Management Software • Monthly and final outcome reporting with supporting narrative • Meet all success outcomes as outlined in Proposer's proposal • Make measured progress on HHF Roadmap Priorities and "Metrics that Matter" • Fiscal monitoring and monthly expense reporting • Agreeance to reimbursement funding structure, following initial payment • Commitment and capability to coordinate services with other community agencies Request For Proposals 8 REQUEST FOR PROPOSALS (RFP) - OVERVIEW, CONTINUED Proposal Submission Process diProposal submissions for the Homelessness and Housing Fund Request for Proposals must be received on or before 4:00 p.m. HST, Monday, September 16, 2024, via electronic submission. Please refer to Section 4 "Proposals", as well as the accompanying Proposal Guide for complete information. The Proposal Guide can be found on the HHF website. Proposals received after the deadline will not be considered. • The RFP should be reviewed in full before proceeding with the application. • Proposals are to be submitted online via the Neighborly application portal, which can be accessed through the HHF website: www.housing.hawaiicounty.gov/grants- funding/homelessness-and-housing-fund. • General questions can be emailed to ohcdengagement@hawaiicounty.gov • If there is any doubt about the interpretation of any of the RFP provisions, written inquiries and questions shall be submitted to the County OHCD by email to ohcdengagement@hawaiicounty.gov. The deadline for inquiry submissions is August 30, 2024. Responses to all inquiries will be posted on the county website by September 5, 2024. Refer to Section 1.8 of the RFP for complete instructions. • Virtual Informational Sessions are scheduled for August 21, 2024, at 10:00am HST and August 26, 2024, at 1:00pm HST. Click on either date to register. The same information will be shared at both. Selection Criteria isProposal submissions shall be reviewed and considered for funding approval by an impartial, multi-departmental committee, utilizing a point-based ranking and rating rubric system,found in Section 5.3. The County will provide notifications of grant selections and awards on or around October 22, 2024, for an Agreement period beginning February 2025. The County reserves the right to reject any proposal. • Proposals will be evaluated based on the following categories: o General Completeness o Program Experience and Capability o Service Delivery o Proposed Financials o Alignment with HHF Program o Data and Outcomes o Staffing and Organizational Capacity Request For Proposals 9 Proposal Documentation Checklist if A complete proposal includes the following forms and documentation: ORGANIZATION INFORMATION FORM, signed, with the following required documents attached [see Exhibit B of this RFP] o Certificate of Vendor Compliance (See Section 3.9), government entities excluded o Confidentiality, Data Security, and Privacy Policies & Procedures (See Section 3.11) o Non-profit organizations only: Attach each of the five (5) organizational documents listed below • Current Charter or Articles of Incorporation • Current By-Laws • Current Corporate Resolution, if required per by-laws • A current Board of Directors list including names, titles, addresses, occupations, and terms of office for all officers and members of the Board of Directors • Copy of IRS verification of tax-exempt status, if applicable ❑ PROJECT GOALS & OUTCOMES [see Exhibit C of this RFP] ❑ PROJECT PROPOSAL NARRATIVE, with the following two (2) required documents attached [see Exhibit D of this RFP] o Organizational Chart (See Section 2.5) o Verifiable History of Experience (See Section 3.1) ❑ PROPOSED PROJECT BUDGET [see Exhibit E of this RFP] ❑ PROPOSED PROJECT BUDGET— Narrative, signed [see Exhibit F of this RFP] ❑ CONFLICT DISCLOSURE FORM, signed [see Exhibit G of this RFP] Request For Proposals 10 1. GENERAL INFORMATION The County is requesting proposals from qualified non-profit organizations, research and educational institutions, and government agencies for Homelessness and Housing Support Grants — Services, Operations, and Programming — that will assist the County in carrying out initiatives that address one or multiple priorities named within the Strategic Roadmap for Homelessness and Housing [Exhibit A], released September 1, 2022 ("Roadmap"). Proposals shall also make measured improvements towards "Metrics that Matter" listed below. • Measure 1: Reduce the Number of Persons Experiencing Homelessness • Measure 2: Reduce the Length of Time Persons Experience Homelessness • Measure 3: Reduce Recidivism 1.1 Definitions "Administrative Costs" means costs for general management, oversight, coordination, evaluation, and reporting on contracted services. Such costs do not include costs directly related to carrying out contracted services, since those costs are eligible as Operating Costs (see below). Administrative costs of a proposed project budget must not exceed 15% (fifteen percent) of the requested amount through this RFP. "Agreement" and "Contract" are used interchangeably. They refer to the legally binding document provided by the County to the selected Grantee, covering the duration of the grant award time period, in which all rules, requirements, and stipulations are outlined and signed by both parties. "Applicant" and "Proposer" are used interchangeably and means an eligible non-profit organization, research, educational, or government institution submitting a proposal application to receive funds from this County Request for Proposal. "At Risk" and "At Risk of Becoming Homeless" are used interchangeably and mean an individual or Family who will lose their primary nighttime residence, provided that: 1) the primary nighttime residence will be lost within 45 days of the date of application for Homeless assistance; 2) subsequent residence has been identified; and 3) the individual or Family lacks the resources or support networks, e.g., Family, friends, faith-based or other social networks, needed to obtain other permanent housing. Request For Proposals 11 "Bridge Housing" means transitional shelters used as a short-term stay, generally for up to 90 days, when an individual or Family has been offered and accepted a permanent housing intervention (e.g., Section 8 voucher, permanent supportive housing voucher, rent to work voucher) but is not able to immediately enter the permanent housing. "Chronically Homeless" means an individual or Family that: 1) is Homeless and lives or resides in a place not meant for human habitation, a safe haven, or in an emergency shelter; and 2) has been Homeless and living or residing in a place not meant for human habitation, a safe haven, or in an emergency shelter continuously for at least one year or on at least four separate occasions in the last 3 years where those occasions cumulatively total at least 12 months. "Continuum of Care" and "CoC" are used interchangeably in this document and mean the planning bodies required by the U.S. Department of Housing and Urban Development (HUD) to carry out the responsibilities defined under 24 CFR Part 578 (Homeless Emergency Assistance and Rapid Transition to Housing: Continuum of Care Program). A CoC is a group composed of representatives of organizations, including nonprofit Homeless providers, victim service providers, faith-based organizations, governments, businesses, advocates, public housing agencies, school districts, social service providers, mental health agencies, hospitals, universities, affordable housing developers, law enforcement, organizations that serve Homeless and formerly Homeless veterans, and Homeless and formerly Homeless persons to the extent these groups are represented within the geographic area and are available to participate. A CoC is responsible for coordinating funding, policies, strategies, and activities toward ending Homelessness in a designated geographic region, including but not limited to plans and oversight for use of HUD CoC funding. "Coordinated Entry System"(CES) is a fair, immediate, low barrier, person-centered process that helps communities prioritize housing assistance based on vulnerability and severity of service needs to ensure that people who need assistance the most can receive it in a timely manner. Coordinated entry processes provide information about service needs and gaps to help communities plan their assistance and identify needed resources. All coordinated entry locations and methods (phone, in-person, online, etc.) offer the same assessment approach and referrals using uniform decision-making processes. "Double Up Housing" are households that are temporarily sharing housing with other individuals due to loss of their own place, economic hardship, or similar reasons. "Family" means: 1) two or more persons who live or intend to live together as a unit,one of whom is a minor, under 18 years of age, related by blood, marriage, or operation of law, including foster children and hanai children; or Request For Proposals 12 2) a person who is pregnant or in the process of securing legal custody of a minor child or children. "Grantee" means an eligible organization that is selected by the County to receive funds and provide services. "Provider" and "Contractor" are also used in this document interchangeably with "Grantee". "Homeless" means: 1) An individual or Family who lacks a fixed, regular, and adequate nighttime residence, meaning: a) An individual or Family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, airport, or camping ground; b) An individual or Family living in a supervised publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, or local government programs for low-income individuals); or c) An individual who is exiting an institution where he or she resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution; 2) An individual or Family who will imminently lose their primary nighttime residence, provided that: a) The primary nighttime residence will be lost within 14 days of the date of application for Homeless assistance; b) No subsequent residence has been identified; and c) The individual or Family lacks the resources or support networks, e.g., Family, friends, faith-based or other social networks, needed to obtain other permanent housing; 3) Any individual or Family who: a) Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or a Family member, including a child, that has either taken place within the individual's or Family's primary nighttime residence or has made the individual or Family afraid to return to their primary nighttime residence; b) Has no other residence; and c) Lacks the resources or support networks, e.g., Family, friends, and faith-based or other social networks, to obtain other permanent housing. Request For Proposals 13 "Household" means all the people who live or intend to live together as a unit. A Household can include related Family members and other unrelated people, if any, such as lodgers, foster children, wards, or employees who live together as a unit. A person who lives alone in a unit, or a group of unrelated people sharing a unit such as partners or roomers, are also counted as a Household. "Occasions" (under chronically Homeless definition) are defined by a break of at least seven nights not residing in an emergency shelter, safe haven, or residing in a place meant for human habitation (e.g., with a friend or Family). Stays of fewer than seven nights residing in a place meant for human habitation, or not in an emergency shelter or safe haven do not constitute a break and count toward total time Homeless. Stays in institutions of fewer than 90 days where they were residing in a place not meant for human habitation, in an emergency shelter, or in a safe haven immediately prior to entering the institution, do not constitute as a break and the time in the institution counts towards the total time Homeless. Where a stay in an institution is 90 days or longer, the entire time is counted as a break and none of the time in the institution can count towards a person's total time Homeless. "Operating Costs" means non-personnel costs directly related to the operation and to the provision of contracted services. "Outreach" means seeking and making direct contact with individuals in the community to provide information about services they may be eligible for, and either providing the service or making a referral to a service provider. "Participant" means a person who receives Homeless services and is enrolled into the proposed Homeless program. "Permanent Housing"means that there is no time limit on how long you can reside in the housing or receive the housing assistance. It is meant to be long-term. Permanent housing includes but is not limited to the following: rental or ownership of a home with or without ongoing housing subsidy or case management services,staying with family or friends on a permanent tenure, long- term nursing home or care facility, and permanent supportive housing projects for formerly homeless persons. "Personnel Costs" means costs incurred for operations and social services personnel in the provision of contracted services and include salaries and wages, payroll taxes and fringe benefits. "Proposer" and "Applicant" are used interchangeably and means an eligible non-profit organization, research, educational, or government institution submitting a proposal application to receive funds from this County Request for Proposals. "Roadmap" is A Strategic Roadmap for Homelessness and Housing — County of Hawai'i, affixed to this Request for Proposals as Exhibit A. Request For Proposals 14 "Temporary Housing" means that the housing situation is intended to be short term or temporary. Temporary housing includes but is not limited to emergency and transitional shelter, foster care home,temporary group home, hospital and other medical or psychiatric facility, hotel, motel, halfway house, living with family or friends temporarily, safe haven, and substance abuse treatment or detox center. Jails, prisons, juvenile detention facilities, and places not meant for human habitation are excluded. "Travel" refers to all car rentals, airfare, and other forms of transportation expensed for staff, employees, or volunteers. All travel shall be directly related to the work proposed. "Vulnerability" and "Vulnerable" are used interchangeably and mean that the person may be at higher risk due to age (60 or above), frequent use of emergency/hospital services, being a frequent victim of assault, significant health or behavioral health challenges, substance use disorders, or functional impairments which require a significant level of support to maintain permanent housing. Vulnerability can but does not necessarily include all of the factors listed. 1.2 Eligible Projects and Programs Eligible proposals will include projects that align with one or multiple priorities and goals named in Table 1.2.1 below, extracted from the Strategic Roadmap. See Exhibit A for the full report. Outlined below are the thirteen (13) total priorities and corresponding high-level goals for addressing Homelessness and Housing Instability, as determined by cross-functional community stakeholders that participated in the development of the Roadmap. All proposed programs are expected to achieve at least one or more of the intended goals below. Table 1.2.1 Roadmap Priority and Goals Permanent Supportive Housing and Permanent Housing with Supports Increase housing options for people with complex and co-occurring needs, most of whom are experiencing chronic homelessness Detoxification and Treatment Options for People Experiencing Homelessness Create a detoxification and treatment option for people experiencing homelessness living with a substance use disorder and seeking assistance for a reprieve or permanently cease using alcohol or other drugs Housing, Supporting and Serving Families with Minor Children Reduce the intergenerational impacts of homelessness by decreasing homelessness amongst families with minor children. Request For Proposals 15 Increasing Supply of Affordable Housing Generally Increase the number of housing units that are affordable to low-income people, including people with very low income such as people experiencing homelessness One Stop Housing and Services Resource Center Improve service access and service options for people experiencing homelessness to get the help they need to exit homelessness by creating one stop housing and services resource center. Increase in people experiencing homelessness connected to the coordinated entry process for housing. Increase in service options for people currently experiencing homelessness. Housing, Supporting and Serving Individuals and Couples Experiencing Chronic Homelessness Reduce chronic homelessness and reduce the impacts of chronic homelessness on the community by increasing the number of chronically homeless people accessing housing and supports. Supporting the Homelessness and Housing Support Workforce in the Non-Profit Sector Build and sustain capacity in the non-profit sector for agencies that have direct contact and engagement with people experiencing homelessness. Increase staff retention in the sector and improve service outcomes through improved knowledge. Supporting People with Special Needs Ensure various subpopulations are well served through the response to housing needs and homelessness. Expanding Street Medicine Improve health outcomes and service connection for people experiencing homelessness that have one or more health concerns. Support diversion from hospital emergency room for people experiencing homelessness with health concerns for routine care. Providing Storage Solutions to People Experiencing Homelessness Provide storage solutions to people experiencing homelessness to improve service and housing access. Technical Assistance with Housing Development Expand expertise in housing development and increase diversity of organizations involved in housing development. Improving Transportation Options for People Experiencing Homelessness Increase access to homelessness services and housing opportunities by expanding transportation options. Decrease in people remaining homeless because they could not get to services or housing appointments Expanding Bridge and Interim Housing Options Increase temporary housing options for people on a pathway to housing. Decrease in pressure on shelter for people on the housing pathway but waiting for their permanent housing solution. Request For Proposals 16 1.3 Eligible Entities To be eligible for an award through this RFP, the Proposer shall: • Be a not-for-profit organization incorporated under the laws of the State of Hawaii, or a non-profit organization exempt from the federal income tax by the internal Revenue Service. In the case of a non-profit organization, members of its governing board shall have served without compensation and have no material conflict of interest; and • Be licensed and accredited, in accordance with the applicable statutes, codes, or ordinances of the federal, state, and county governments; and • Have bylaws or policies that describe the manner in which business is conducted including management, fiscal policies and procedures, and policies on nepotism and the management of potential conflicts of interest; or • Be a State, County, research or educational institution or agency; and • Have at least one (1) year of experience with the project or in the program area being proposed. The Housing Administrator has sole discretion to grant an exception from this requirement the entity can show it has the equivalent level of expertise and experience, which may include proof of project management capabilities and understanding of the program area for which the entity is applying; and • Have staff or authorized representatives adequately trained to administer and conduct the service described; and • Not propose administrative costs in its proposed project budget exceeding 15% (fifteen percent) of the total amount requested in this proposal; and • Meet all the requirements set forth in this RFP. 1.4 Ineligible Activities • Program funds shall not be used for purposes and activities other than those stipulated in the Grant Agreement; and • Program funds shall not be redistributed to other organizations; and • Funds may not be used for: purchase of alcohol; business or organizational start-up plans; fundraising; commercial film production; costs associated with proposal production and submission; or travel not directly relating to the proposed activities. 1.5 Award Amount Total funding available for the HHF grant award program through this Request for Proposals is not to exceed $10,500,000.00. The County reserves the right not to award the total amount of funds available. iUpon contract commencement, at the Grantee's request, the County may provide a one- time advance payment to cover anticipated operational expenses for the program's initial 30 days, not to exceed 20%of the total grant funds awarded.To request this initial one-time advance Request For Proposals 17 funding, the Grantee must submit a budget worksheet detailing the estimated expenses for the initial 30 days, along with written justification of the need for this advance payment. After the initial one-time payment has been fully exhausted, the County will then provide reimbursement- based funding thereafter on actual incurred program expenses. Grantees must provide a monthly expense report by the 15th of each month that details expenses incurred the previous month. This includes providing a documented summary of how the initial one-time payment was spent before the County will issue subsequent reimbursements. All funds not expended by the end of the Agreement period must be returned to the County within 20 working days, following the end of the Agreement period. Section 3.2 provides a full explanation of the funding structure. Section 2.5 outlines the full scope of fiscal monitoring. Administrative costs of a proposed project budget must not exceed fifteen percent (15%) of the total amount requested through this RFP. Please refer to Section 1.1 for definitions on Administrative, Operational, and Personnel costs. 1.6 Timeline The timetable set forth below represents the County's best estimate of the schedule that will be followed in the RFP process. Proposers will be advised by addendum via the County's website of any changes to the timetable. It is the responsibility of the proposer to monitor the County's website: www.housing.hawaiicounty.gov/grants-funding/homelessness-and-housing-fund. Table 1.6.1 ACTIVITY SCHEDULED DATE RFP Issued August 14, 2024 Informational session #1 (virtual) August 21, 2024, at 10:00 a.m. HST Informational session #2 (virtual) August 26, 2024, at 1:00 p.m. HST Closing date for submission of written questions August 30, 2024 County's response to Proposers' questions September 5, 2024 Proposal due date* By September 16, 2024,4:00 p.m. HST Project Selection and Notification of Awards On or Around October 22, 2024 In-person Meetings- Award Recipients & OHCD October 24 - November 21, 2024 County Council resolution to adopt grant funding#1 November 19, 2024 (Kona) County Council resolution to adopt grant funding#2 December 2, 2024 (Hilo) Execution of Grant Agreements/ Notice to Proceed December 16, 2024 Target Contract Agreement Commencement February 1, 2025 *The County reserves the right to extend the proposal due date deadline if it is determined to be in the best interest of the County or that an insufficient pool of submissions is received. Request For Proposals 18 • Virtual Informational Sessions—Click on Date Below to Register Wednesday, August 21, 2024, 10:00am HST Monday, August 26, 2024, 1:00pm HST The same information will be covered in both sessions 1.7 Duration of Agreement Upon award, the duration of the Agreement will commence upon Contract execution and continue for twelve (12) months, from February 2025 through January 2026. All proposed projects should be executable within a 12-month timeframe.The duration of the Agreement may be extended, at the sole discretion of the Housing Administrator. 1.8 Contact for Information If the Proposer requires additional information, requests can be made to: Office of Housing and Community Development Community Engagement Division 1990 Kino'ole Street, Suite 102 Hilo, Hawai'i, 96720-5293 Telephone: (808) 961-8379 ohcdengagement@hawaiicounty.gov Subject: HHF FY 24-25 RFP Question Submissions of Written Questions/Comments Regarding RFP Interpretation Notwithstanding any other provisions, if there is any doubt as to the interpretation of any of the provisions herein, the Proposer shall submit an inquiry in writing to the County by email at ohcdengagement@hawaiicounty.gov on or before August 30, 2024, in order to qualify for an official response from the County. Responses will be posted by September 5, 2024, under the same listing and become addenda to the RFP. The County will respond to questions through addenda only. All other means of communication, whether oral or written, shall not be considered official responses, and may not be relied upon. Any questions regarding the interpretation of any provision after Proposals have been opened shall be subject to a ruling by the Housing Administrator, whose decisions shall be final. In addition, the Housing Administrator shall have the sole power to decide and resolve matters which may arise in the future and/or which may not be covered in the proposal. Request For Proposals 19 1 .9 Amendment, Addenda, or Bulletins Any Proposer who discovers any ambiguities, conflicts, discrepancies, omissions, or other errors in the RFP shall notify the County by email at ohcdengagement@hawaiicounty.gov on or before August 30, 2024. As warranted, modifications of the RFP shall be made by issuing an addendum, and a written notice of such changes shall be sent to all persons who have submitted written questions to the department as described above. If a Proposer fails to notify the County on or before August 30, 2024, of any errors in the RFP known to the Proposer, the Proposer shall submit a proposal at its own risk. If the County selects the Proposer, the Proposer shall not be entitled to additional compensation or time because of such errors or their later correction. It is each Proposer's responsibility to monitor the County's website for any addendum necessitated by a modification of the RFP before the application deadline of September 16, 2024, 4pm HST. https://www.housing.hawaiicounty.gov/grants-funding/homelessness-and-housing- fund. The County may not contact individual Proposers to alert them of the posting of any addenda. Any addendum issued during the proposal submission period and forming a part of the documents shall be made a part of this Solicitation and shall become a part of the award Agreement. 1.10 Cancellation of RFP This RFP may be cancelled, and any or all proposals rejected, in whole or in part, without liability to the County when it is determined to be in the best interest of the County. Request For Proposals 20 2. REQUIREMENTS & EXPECTATIONS — DATA, REPORTING, AND OUTCOMES Please read this section on Requirements and Expectations carefully and thoroughly. The Proposer must fully comply with data, reporting, and outcome requirements for the full duration of the Agreement. • Utilization of the County selected, HIPAA compliant Client Data Management Software • Monthly and final outcome reporting with supporting narrative • Meet all success outcomes as outlined in Proposer's proposal • Make measured progress on HHF Roadmap Priorities and "Metrics that Matter" • Fiscal monitoring and monthly expense reporting 2.1 Software Requirements iA County selected, HIPAA compliant Client Data Management Software will be the designated case management software that Grantees must adopt if providing direct services or outreach to individuals. Grantees will be required to accurately and thoroughly log all client records, Participant files, and case management information into the data management software in real-time throughout the Agreement period. The County will have access to said files. Refer to Resource 2.2.1 in the following section for the full list of data points that must be logged into the system for services provided to Participants. Adherence to this mandate and consent to release identifiable information to the County are requirements of the Homelessness and Housing Fund Grant Program. Compliance is a condition for receiving and maintaining award funding. More information on consent to release information can be found in Section 2.3. The County will provide software licenses and offer initial and ongoing training on the data management software. The initial training will be required for all individuals who are issued a software license and must be completed before given access to the system. Proposers should have a firm understanding of this requirement and initial plans in place to manage the transition from their current system to the County-mandated software. Following award selections, the selected Grantee will be contacted by the County within five (5) working days from the date of award notification to schedule a meeting to review requirements, deadlines, and confirm outcomes to be achieved. The County will provide the Grantee with detailed information about the required Client Data Management Software and coordinate a training and transition timeline. This meeting will take place within twenty (20) working days from the date of award selection. Upon completion of this process and acknowledgement of requirements, the County will move forward with Contract execution. Request For Proposals 21 2.2 Data Reporting Requirements 0 Comprehensive data collection and reporting is crucial for evaluating the impact of homeless services, enhancing program effectiveness, and informing future resource allocation. Providing accurate, identifiable, and required data is a key priority of the Homelessness and Housing Fund Grant Program. Grantees are expected to comply with all data reporting requirements. This includes submitting accurate monthly and final outcome reports, with supporting narratives. The monthly reports emailed to County OHCD are due by 12 pm (HST) on or before the 15th of the month and shall include both current month and cumulative information. The final report will be due within 20 working days following the end of the duration of the Agreement. The County will provide Grantees with data reporting templates by December 2024, following notice of award selection and before contract commencement. The relevant data of this program is broken down into three (3) categories: 1. Standard Statistical and Demographical Data, as outlined in Resource 2.2.1 below 2. Grantee's own proposed outcomes outlined in their proposal submission, see PROJECT GOALS & OUTCOMES [Exhibit C] 3. HHF's Roadmap Priorities and "Metrics that Matter" defined on pg. 7 of this RFP Data Category 1: Statistical and Demographical Data De-identified information will not be permissible. Grantees who provide support services or case management to individuals and families must collect, document, and report on the following Statistical and Demographical Data in Resource 2.2.1 below. This data will be logged into the County-selected Data Management Software. To do this, Grantees must solicit consent from all program Participants to release their information to the County, utilizing a County-provided consent form. Resource 2.2.1 Data Points • Date of encounter • Agency Administering Services • Type of Services Administered • First and Last Name of all members of household *De-identified info will not be permissible • Birthdate • Contact Information (address, email, phone number) • Homelessness History o Is this your first time experiencing homelessness? o Have you experienced homelessness in the last 3 years? • Zip code • Description of Where the HOH Slept Last Night • Housing Status at Program Entry/Exit/6-month Follow Up (Unsheltered, Sheltered, Imminent Risk, Unstably Housed, Stably Housed) Request For Proposals 22 • Household Make-up • Family Household Count • Citizenship Status • Gender • Race and Ethnicity • Primary Language • Length of time lived in Hawai'i • Risk Factors/ Concerns • Military Status • Income/Employment • Housed Date • Program Entry/ Exit Date • Exit Destination • 6-month follow up status/ survey • Signed consent form to release participant information to County The Grantee shall be required to retain all records for at least six(6)years, except if any litigation, investigation, audit, or other action is underway for an additional one year after the completion of due process, litigation, investigation, audit, or other actions. Data Category 2: Grantee's Own Proposed Outcomes Outlined in Proposal Submission — PROJECT GOALS & OUTCOMES [Exhibit C of this RFP] By the end of the Agreement period,the Grantee must meet the success outcomes they outlined in in their proposal. These data points will be specific metrics unique to each organization's project, goals, & proposed outcomes. Grantees must demonstrate their success in meeting these performance outcomes through their monthly and final data reports, utilizing County-provided reporting templates. Data Category 3 — HHF's Roadmap Priorities and "Metrics that Matter" Outlined in Proposal Submission— PROJECT GOALS & OUTCOMES [Exhibit C of this RFP] Showing measured improvements on the HHF Roadmap Priorities and "Metrics that Matter" will also be included in the Grantee's monthly and final data reports. See Table 1.2.1 of Section 1.2, which outlines the intended outcomes for each Roadmap Priority. • All proposed programs are expected to produce at least one or more of these intended outcomes. • Specific data metrics may be assigned to Grantees to report on in monthly and final data reports, based on the program's Priority(s) of focus. Request For Proposals 23 Additionally, the Grantee will need to show measured improvements on at least one of the following "Metrics that Matter": • Reduce the Number of Persons Experiencing Homelessness • Reduce the Length of Time Persons Experience Homelessness • Reduce Recidivism Failure to comply with data and reporting requirements or to adequately address monitoring findings may result in the suspension or cancellation of payments or the Agreement. 2.3 Participant Consent to Release Information to the County Sharing de-identified Participant information with the County will not be permissible therefore program Participants must consent to have their information released to the County. Following award selections, the County will supply Grantees with a Consent to Release Information Form by December 2024. This form will be administered to and signed by the Proposer's program Participants throughout the duration of the Agreement period, allowing the County access to confidential Client/Participation information. This applies to projects and Proposers that deliver direct services to Participants. 2.4 Final Reporting Requirements If selected, the Grantee shall be required to provide critical reporting, including a final report of the funded project to the County. All project reports and results are considered public property and cannot be patented, copyrighted, or restricted unless specifically agreed to by both parties. The final report will be due within 20 working days following the end of the duration of the Agreement. All unspent funding received by the Grantee shall be returned to the County with the final report. 2.5 Fiscal Monitoring and Monthly Expense Reporting Grantees will be subject to fiscal monitoring and must provide periodic financial documentation, including accurate monthly expense reports that detail expenses incurred the previous month on HHF grant funding. The monthly expense reports emailed to County OHCD are due by 12 pm (HST) on or before the 15th of the month. More details on the funding structure and associated processes are found in Section 3.2. Audits performed on the Grantee must show no duplication of economic benefits for services. At the end of the Agreement period, all unspent funding received by the Grantee shall be returned to the County with the final report. Request For Proposals 24 Below are the key fiscal documents and processes that the Grantee must provide, although the County may request additional information when clarity is required. 1. Documents required during the Agreement period: a. Chart of accounts b. General ledger detailing expenditures, income match c. Cost allocation plan and methodology d. Organizational Chart e. Single audit (applicable to Grantees with $750,000 or more in Federal awards spending during the organization's fiscal year) f. Budget— budget vs actual expenditure report g. Monthly profit and loss report 2. Policies and procedures required during Contract Agreement period: a. Allowable cost b. Cash management c. Internal Controls (including approval process for payments and review of allocations to grant/Contract Agreement with County) d. Procurement/purchasing policies 3. Disclosure of Grantee's other funding sources, to be submitted as part of proposal submission— PROPOSED PROJECT BUDGET [Exhibit E of this RFP]. 4. Grantees must also provide a monthly expense report of all grant funds used by the 15th of each month that details expenses incurred the previous month. Request For Proposals 25 Request For Proposals 26 3. REQUIREMENTS & EXPECTATIONS — ADMINISTRATIVE AND MANAGEMENT Please read this section on Requirements and Expectations carefully and thoroughly. The Proposer must fully comply with program administration and management requirements for the full duration of the Agreement. • The Proposer has documented experience in the relevant program area • Agreeance to reimbursement funding structure, following initial payment • Commitment and capability to coordinate services with other community agencies. This includes participation in the Engagement Hui and coordinated Pathway to Housing meetings, if doing outreach or direct engagement • Active participation in Community of Practice and Pathways to Excellence workgroups • Submission of all required tax, liability, and entity certification and documentation; Compliance with County, State, and Federal Laws, Rules, and Regulations • Subject to ongoing quality assurance and evaluation through monthly reporting, file reviews, audits, site visits, quarterly check-ins, and other methods 3.1 Experience The Grantee shall: 1. Submit as PROJECT PROPOSAL NARRATIVE [Exhibit D of this RFP], a verifiable history of a minimum of one (1) year, within the most recent three (3) years, of experience in the program area for which the proposal is being made. 2. Have demonstrated and documented knowledge, skills, capacity, and competence to perform the required services. 3. Identify key personnel that will be responsible for ensuring Agreement compliance. 3.2 Agreeance to Reimbursement Funding Structure The County requires that Proposers can operate within a reimbursement-based funding structure utilizing other sources of funding or alternative means.As part of PROJECT PROPOSAL NARRATIVE [Exhibit D], Question D17, Proposers must demonstrate their capacity to manage a reimbursement-based funding structure to ensure continuous cash flow, uninterrupted coverage of project costs, and continuity of services provided. 1. Upon the Grantee's request, the County may provide a one-time advance payment to cover anticipated operational expenses for the program's initial 30 days, not to exceed 20% of the total grant funds awarded. To request this initial one-time advance funding, the Grantee must submit a budget worksheet detailing the estimated expenses for the initial 30 days, along with written justification of the need for this advance payment. Request For Proposals 27 2. After the initial one-time payment has been fully exhausted, the County will then provide reimbursement-based funding thereafter on actual incurred program expenses. The Grantee is liable for incurring upfront costs before the County's reimbursements are issued. Before issuing said reimbursements, the County requires the Grantee to submit a documented summary detailing how the funds from the one-time advance payment for the initial 30 days of expenses were utilized. 3. The Grantee will determine reimbursement schedules. Reimbursement requests must be submitted on official company letterhead and include supporting documentation of spending. Grantees must include the following information on all reimbursement requests: a. Organization b. Program c. Contact d. Payment Address e. Contract Number f. Contract Amount g. Request Amount h. Invoice Number i. Invoice Date j. Month of Service k. Signature (required) I. Name and Title m. Date 4. The Grantee must consider that it could take up to 10 business days upon receipt of all payment request documents for the review, approval, and issuance of reimbursement payment. 5. All funds not expended by the end of the Agreement must be returned to the County within 20 working days following the end of the Agreement Period. 3.3 Coordination of Services The Grantee shall demonstrate the capability to coordinate services and resources with other agencies in the community. The Grantee shall also coordinate and integrate homeless programs with other mainstream health, social services, and employment programs for which homeless populations may be eligible, including, but not limited to Medicaid, State Children's Health Insurance Program, Temporary Assistance to Needy Families, Food Stamps, and services funded through the Mental Health and Substance Abuse Block Grant, Workforce Innovation and Opportunity Act, the Welfare-to-Work grant program, and US Department of Housing and Urban Development funded programs. Request For Proposals 28 3.4 Participation in Community of Practice (CoP) The Community of Practice (CoP) is a group of people coming together to fulfill individual and shared goals around their common interests. Beginning in May 2023, the Homelessness and Housing Grantees Community of Practice has proven to be an invaluable resource for homeless service providers and others, as it fosters knowledge-sharing, collaboration, and professional development, ultimately improving the quality of services provided to those experiencing homelessness. Grantees shall attend and actively participate in the quarterly County-facilitated Community of Practice convenings. 3.5 Participation in Homeless Engagement Hui Grantees, if conducting direct outreach or engagement with individuals experiencing homelessness, must actively participate in the County's Homeless Engagement Hui, designed to provide frequent, consistent street engagement, outreach, and canvassing (https://neighborhoodplaceofpuna.org/hche). As part of the Hui, Grantees will commit to participating in the weekly Hui meetings and the Pathways to Housing meetings to ensure efficient connection to housing. Additionally, Hui participants must share their outreach/ engagement schedule, which will be incorporated into a shared calendar. Outreach will be done utilizing the County-approved client intake forms for data collection and by inputting the data into the County-selected Client Data Management Software. 3.6 Participation in Pathways to Excellence The Grantee shall attend and actively participate in at least four Pathways to Excellence meetings, facilitated by Neighborhood Place of Puna. These monthly held meetings and quarterly leadership trainings focus on training, enhancing supervision of service providers, ensuring accountability, setting clear service expectations, and delivering comprehensive data. 3.7 Participation in Community Alliance Partners (CAP) The Grantee is highly encouraged to become a member of the Community Alliance Partners(CAP), a membership organization of supportive housing and service providers, government and business organizations, professionals, consumers and other community representatives located on Hawai'i Island. CAP advocates locally for affordable housing options and assists in implementing new or expanded service programs while preserving effective, existing housing programs. Request For Proposals 29 3.8 Personnel The Grantee shall: 1. Have staffing in place to meet proposed outcomes; and 2. Ensure that staff, volunteers, and contracted personnel meet the education, work experience, and training qualifications necessary to provide the contracted service activities. Examples of qualified positions include: case manager, housing locator, and employment specialist; and 3. Identify key personnel who will be responsible for: a. Data reporting and compliance b. Fiscal reporting and compliance c. Implementing and managing the proposed program/services d. Serving as the primary point of contact to the County; and 4. Have a system in place to ensure compliance with both affirmative action and equal opportunity employment standards. 3.9 Federal and State Tax Clearance The Proposer shall provide with their proposal a Certificate of Vendor Compliance issued by Hawai'i Compliance Express (HCE). The status on the certificate must state "compliant". The HCE shall be dated no later than 30 days prior to the Proposer's proposal submission date. Said Certificate will be submitted as part of the proposal submission, see ORGANIZATION INFORMATION attached as Exhibit B. 3.10 Proof of Certification of Liability Insurance The Proposer shall provide a Certificate of Liability Insurance (General Liability coverage of $1 million and $50,000 for each occurrence) to the County which expressly states that the County of Hawai'i is an additional insured prior to receiving payment(s). Said Certificate will be submitted following award notifications. 3.11 Confidentiality The Proposer shall attach to the proposal its policies and procedures for protecting the confidentiality of Participant files and other confidential information. Said documentation shall be submitted as part of the proposal submission, see ORGANIZATION INFORMATION attached as Exhibit B. Request For Proposals 30 3.12 Compliance with Laws and County Rules The Grantee shall comply with all laws, ordinances, codes, rules, and regulations of the federal, State, and local governments that in any way affect its operations and adhere to instructions prescribed by the County for the effective administration of a program. 3.13 Americans with Disabilities Act The Grantee shall comply with the American Disabilities Act (ADA) and ensure that persons with disabilities are provided with reasonable access to service. The Grantee shall make its written ADA policies and procedures available to the County upon request. 3.14 Nondiscrimination The Grantee shall not discriminate against any Participant based on race, color, creed, religion, ancestry, national origin, sex, sexual orientation, disability or handicap, age, or marital/familial status with regard to public assistance. The Grantee shall take affirmative action to ensure that its program is free from such discrimination. The Grantee shall make known that the program assistance and services it provides are available on a nondiscriminatory basis,and will ensure that all citizens, including citizens with limited English proficiency, have equal access to information concerning the housing program. The Grantee shall make its written nondiscrimination policies and procedures available to the County upon request. 3.15 Fair Housing Any housing (including emergency and transitional shelters, or Bridge Housing), or housing services offered by the Grantee shall be made available without discrimination based on race, color, national origin, age, sex, religion, familial status, or disability, or on any basis prohibited by State law, in accordance with State and federal Fair Housing laws. In providing support services and financial assistance for re-housing or homelessness prevention, the Grantee shall not discriminate against a rental applicant based on whether he or she receives a direct rental subsidy, such as Section 8 voucher or other tenant-based rental assistance. The Grantee shall make its written Fair Housing policies and procedures available to the County upon request. 3.16 Quality Assurance and Evaluation Specifications The County will monitor the performance of all Grantees on an ongoing basis through file reviews, monthly reporting submissions by Grantees, site inspections, and other methods. During the agreement period, a quarterly in-person check-in/progress meeting will be required for general status updates. Request For Proposals 31 Request For Proposals 32 4. PROPOSALS Each submission to this RFP shall be for one project proposal. Organizations seeking to propose more than one project must use separate RFP submissions. Proposers with current HHF Agreements who wish to pursue another year of funding must submit a new application proposal with all required information and documentation included. For step-by-step instructions on proposal submissions, refer to the accompanying Proposal Guide on the HHF website. Successful proposals will show a clear nexus between the proposed success outcomes and one or more Roadmap Priorities. Moreover, successful projects will result in measured reductions in the amount, duration, or recurrence of homelessness. All proposals shall be subject to the provisions and stipulations of this Request for Proposals, including the following proposal specifications, the accompanying Proposal Guide, and the non- exclusive CONTRACT AGREEMENT PROVISIONS attached hereto as Exhibit H and made a part hereof. 4.1 Proposal Preparation Proposals shall be prepared in accordance with the requirements of this RFP and accompanying Proposal Guide. Proposals shall be submitted electronically to the County via the Neighborly application portal, found on the County OHCD Homelessness and Housing Fund's website. Proposers shall submit all information specified and requested in this RFP, or through any follow- up communications with the County, to qualify its proposal for evaluation and consideration for award. Noncompliance may be deemed sufficient cause for disqualification of the proposal without further notice. The County will not pay any costs incurred by the Proposer from the preparation or submission of this proposal. 4.2 Proposal Specifications A complete proposal includes the following: 1. ORGANIZATION INFORMATION FORM, signed, with the following required documents attached [see Exhibit B of this RFP] a. Certificate of Vendor Compliance (See Section 3.9), government entities excluded b. Confidentiality, Data Security, and Privacy Policies & Procedures for protecting the confidentiality of Participant files and other confidential information (See Section 3.11) c. For Non-Profit Organizations Only: Attach each of the five (5) organizational documents listed below i. Current Charter or Articles of Incorporation ii. Current By-Laws Request For Proposals 33 iii. Current Corporate Resolution, if required per by-laws iv. A current Board of Directors list including names,titles,addresses, occupations, and terms of office for all officers and members of the Board of Directors v. Copy of IRS verification of tax-exempt status, if applicable 2. PROJECT GOALS & OUTCOMES [see Exhibit C of this RFP] 3. PROJECT PROPOSAL NARRATIVE, with the following two (2) required documents attached [see Exhibit D of this RFP] a. Organizational Chart (See Section 2.5) b. A Verifiable History of Experience of a minimum of one (1) year, within the most recent three (3) years, with the proposed program, as evidenced by similar past programs which serve the intended Participant group (See Section 3.1). 4. PROPOSED PROJECT BUDGET [see Exhibit E of this RFP] 5. PROPOSED PROJECT BUDGET— NARRATIVE, signed [see Exhibit F of this RFP] 6. CONFLICT DISCLOSURE FORM, signed [see Exhibit G of this RFP] 4.3 Proposed Budget Guidance Project expense estimates entered on the PROPOSED PROJECT BUDGET [Exhibit E of this RFP] should be reasonable and directly related to the proposed project. While salary and wages are eligible uses of grant funds, personnel costs should not be the primary use of grant funds. To demonstrate financial sustainability potential, projects shall not rely on the County funds for critical ongoing operating expenses. Administrative costs of a proposed project budget must not exceed fifteen percent (15%) of the total amount requested in this proposal. Refer to Section 1.1 for definitions of Administrative, Operational, and Personnel costs. Travel costs shall be directly related to the work proposed. For the PROPOSED PROJECT BUDGET- NARRATIVE [Exhibit F of this RFP], provide as much detail about each budget line item as possible. Totals should match the Proposed Project Budget form summary line items. If an expense category is zero, indicate "Not Applicable". Examples of details and information that should be provided for line-item categories are: • "Salaries" — indicate annual salaries, percent of annual hours for project • "Fringe Benefits"— indicate basis for fringe benefits calculation • "Airfare, Inter-Island" or "Airfare, Out-of-State" — indicate basis for travel expense calculations and connection to work performed and outcomes proposed • "Supplies" —describe supplies needed Request For Proposals 34 4.4 Proposal Submission Instructions IApplications are to be submitted online through the Neighborly application portal by 4:00pm HST on September 16, 2024. The application portal can be found through the HHF website here: https://www.housing.hawaiicounty.gov/grants-funding/homelessness-and-housing-fund 4.5 Disqualification of Proposals The County reserves the right to consider as acceptable only those proposals submitted in accordance with all requirements outlined in this RFP and that demonstrate alignment with the Roadmap priorities, goals, and intended outcomes. The County reserves the right to ask for clarification at any time, of any item in the proposal. A Proposer may be disqualified, and the proposal automatically rejected for any of the following reasons: • The Proposer's lack of responsibility or cooperation as shown by past work or services done for the County. • The proposal is conditional, incomplete, or irregular in such a way as to make the proposal indefinite, or ambiguous as to its meaning. • The proposal includes any provisions that are contrary to those required in this RFP. • The proposal shows any noncompliance with applicable law. • The Proposer has not fulfilled grant requirements for prior or current contracts with the County. • The Proposer is not in good standing on past or current contract compliance, timely submittal of reports and corrective action plans, program performance, or fiscal performance, including the ability of the Proposer to fully utilize funding in the allotted duration of the Agreement. 4.6 Public Inspection All proposal information, including pricing, shall be held in strict confidence, and shall not be revealed or discussed with competitors. Proposals submitted may be reviewed and evaluated by those officials who have a legitimate interest in the matter and by no others. All material submitted from all Proposers becomes the property of the County. If any material is returned, it will be at the option of the County. At the conclusion of the process, which results in either an award of the Contract Agreement or the rejection of proposal, all materials shall become public information. Request For Proposals 35 Request For Proposals 36 5. EVALUATION The evaluation process is designed to assess the Proposer's qualifications and expertise to carry out the proposed project. Proposals are evaluated on their overall alignment with and ability to deliver on the overarching goals and priorities of the Homelessness and Housing Fund. To be awarded a grant, the Proposer must have the capacity to undertake, complete, and administer the project in a timely and efficient manner. The Proposer must also be able to fulfill all requirements as specified in this RFP. The evaluation of proposals received in response to the RFP will be conducted comprehensively, fairly, and impartially.A structural, quantitative scoring technique will be utilized to maximize the objectivity of the evaluation. If numerous acceptable and potential acceptable offers have been submitted, the evaluation committee may rank the proposals and create a priority list of the highest-ranked proposals that substantially meet the RFP requirements. The County reserves the right to evaluate proposals as submitted or request additional information, written clarifications, or revisions during the evaluation process. All requests for clarification will be submitted as "tasks" through the application portal, Neighborly. Proposers will receive an email notification when a "task" has been assigned to them.The "task"will include specific details on the nature of the request as well as the due date for the completion of the task. Upon assignment of a task,the Proposer will receive an email notification. More information on this process can be found in the accompanying Proposal Guide. The County may conduct discussions with Proposers who meet the satisfactory score to facilitate arriving at an agreement that will provide the best value to the County, taking into consideration the evaluation factors set forth in this RFP. 5.1 Evaluation Screening Initial screening will be conducted following the proposal deadline. The initial screening involves reviewing all submitted proposals to determine completeness and whether the proposed project meets eligibility. Proposals must be submitted by an eligible agency, as identified in Section 1.3, and contain eligible projects or activities appropriate for the population to be served, as described in Section 1.2. Request For Proposals 37 5.2 Evaluation Committee The Evaluation Committee will consist of five impartial, multi-departmental individuals who have knowledge of the subject areas, program objectives, and familiarity with the Roadmap, as well as with the relative government operations and systems. The Committee will evaluate proposals based on the point structure indicated in Sections 5.3.1 and 5.3.2. 5.3 Evaluation Criteria 5.3.1 Evaluation Categories and Corresponding Point Totals Evaluation Categories Maximum Possible Points Proposal Completeness Required Service Delivery 15 Points Alignment with HHF Program 35 Points Staffing and Organizational Capacity 20 Points Program Experience and Capability 20 Points Financial 25 Points Data and Outcomes 25 Points Total Possible Points 140 Points 5.3.2 Evaluation Form and Scoring The Committee will use the following points assessment system in performing its evaluation. A minimum threshold of 60%,or 84 out of 140 points, needs to be met for funding to be considered. A larger copy of this form can be found on the HHF website:www.housing.hawaiicounty.gov/grants- funding/homelessness-and-housing-fund. In the event that two or more proposals receive the same evaluation score, and funding would be exhausted before an award could be made to each applicant at the requested amount, the Evaluation Committee will break the tie by awarding the contract to the proposal with the highest score in Category 2: Alignment with HHF Program. If scores in that category are the same, the tie will be broken by the highest score listed in the order of priority below, until the tie is broken: o Category 6: Data and Outcomes, o Category 1: Service Delivery, o Category 5: Financial, o Category 4: Program Experience and Capability, o Category 3: Staffing and Organizational Capacity Request For Proposals 38 Proposals not selected for funding may request feedback and the reasons for the final decision. However, the decision of the Evaluation Committee is final and not subject to appeal. 5.4 Rejection of Proposals Failure to provide a complete application with all required items will result in disqualification of the proposal. Proposals must align closely with HHF's overarching goals and the intended use of funds. Proposals that do not match these goals will be rejected. To qualify for funding consideration, proposals must achieve a minimum score of 60%, or 84 out of 140 points, on the Evaluation form. The County reserves the right to accept or reject any or all proposals and to waive any defects in RFP if deemed to be in the best interest of the County. Request For Proposals 39 J�� /14 'Homelessness&Housing Fund •p. o• f {P'''� Year 3, 2024-2o25 Proposal Evaluation Form Reviewer Name Date Applicant and Project Name Grant Amount Requested Proposals must earn a grade of at least 60%,or 84 out of 140 points,to be considered for funding { Scoring Funding Denied Considered for 0 83 pts Full Funding 84-140 pts Service Delivery Yes Partial No Dl.Does the Applicant outline a sound strategy for identifying&engaging individuals experiencing 5 3 0 homelessness?And does it include a way to confirm their housing status at time of program entry? D2.Does the proposed program demonstrate a reasonable way to prioritize program Applicants 5 3 0 based on vulnerability and need? D3.Do the services provided to Participants meet the long-term needs of these individuals? 5 3 0 Total Score Service Delivery (Maximum 15) II. Alignment with HHF Program Yes Partial No D4.Does this project offer a direct pathway to housing? 5 3 0 D5.Does the program have a system in place to connect or refer participants to housing services? 5 3 0 D6.Does the Applicant demonstrate a thorough understanding of community partnerships and/or 5 3 0 linking Participants with community-based resources and services? D7.Does program directly reduce the time from initial contact to housing placement AND does it 5 3 0 have measures in place to track these reductions?Both need to be met for awarding points on this. D8.Does the program have measures in place to ensure individuals remain in stable housing? 5 3 0 D9.Does the program offer follow-up and support services for individuals who have left their 5 3 0 program? *in Exhtit C,Question C7 -Does the program clearly and directly address at least one of the 5 3 0 Roadmap Priorities? Total Score Alignment with HHF Program (Maximum 35) Request For Proposals 40 , <r":;t1i-- w.,,!'t, ire O. ( 4..\,,,Air�� r III- Staffing and Organizational Capacity Yes Partial No D10.Has the Applicant identified qualified key personnel who will manage and implement the 5 3 0 program? D11.Has the Applicant demonstrated that services will be provided by individuals with training 5 3 0 and/or expertise appropriate to the type of service offered,with ongoing oversde by a supervisor? D12.Does Applicant confidently demonstrate that they have.or will have with HHF funding,the 5 3 0 overall staffing and caseload capacity to effectively support this proposed project? *In Exhibit D,Org Chart Attachment-Does the Applicant's organizational chart identify staff 5 3 0 positions and lines of responsibility/supervision? Total Score Staffing and Organizational Capacity(Maximum 20) IV. Program Experience and Capability Yes Partial No *In Exhbit C,Question C4-Has the Applicant described program guidelines for the proposed 5 3 0 program that are clear,comprehensive,and specific? D13.Are all resources necessary to implement the proposed program,including an operation site, 5 3 0 supplies,and system infrastructure(if applicable),secured,or will be secured with the receipt of the requested funding? D14.Does the proposal integrate innovative,creative,or novel approaches to addressing 5 3 0 homelessness and housing challenges? *In Exhblt D,History of Experience Attachment-Does the Applicant demonstrate at least one year 5 3 0 of relevant history of experience required to implement the proposed program as evidenced by similar past programs which serve the intended Participant group'? Total Score Program Experience and Capability(Maximum 20) V. Financial Yes Partial No D16.Does the Applicant outline an adequate accounting system and financial controls that 5 3 0 includes a way to ensure all grant money is expended within the 12-month contract period'? D17.Does the Applicant have the capability and a sound plan to effectively manage 5 3 0 reimbursement-based funding,ensuring that project expenses are covered without interruption and continuity of services provided? D18.Do Admin costs represent<15%of the total grant amount requested? 5 3 0 *Review Exhibits F-Has Applicant provided sufficient detail regarding what the proposed Admin 5 3 0 costs will encompass? *Review Exhibits E&F-To the best of your knowledge,does their budget appear complete, 5 3 0 realistic.thorough.accurate and without significant red flags? Total Score Financial (Maximum 25) Request For Proposals 41 oNt VI. Data and Outcomes Yes Partial No D20.Has the Applicant outlined reasonable preliminary plans for the transition of their client data 5 3 0 management system to the County selected Client Data Management Software? D21.Has the applicant identified key personnel who will be responsible for meeting the HHF data 5 3 0 reporting requirements? D22.Does the Applicant agree to comply with all expectations and requirements,including sharing 5 3 0 identifiable Participant data and obtaining consent from all program Participants to release their info to the County(if applicable to their program)? *In Exhbtt C,Question C8-Does the Applicant provide at least five measurable proposed success 5 3 0 outcomes.including specific quantitative measurements for each? *In Exhibit C,Question C8-Do each of the proposed goals/success outcomes directly 5 3 0 impact/improve/address one of the three"Metrics that Matter"(Rare,Brief,Non-recurring)? Total Score Data and Outcomes(Maximum 25) Final Cumulative Score (Maximum 140) Request For Proposals 42 Homelessness & Housing Fund f,-;• Year 3, 2o24-2o25 Proposal Evaluation Form Evaluator's Comments/Notes Evaluator's Questions Evaluator's Signature Date Request For Proposals 43 Request For Proposals 44 6. AWARD OF CONTRACT AGREEMENT 6.1 Award Notification The Proposer, if and upon being selected for grant funding, will be notified by Letter of Selection for Award from the County on or around October 22, 2024, for an Agreement period beginning February 2025. Said notice shall not be construed to be authorization to proceed with the performance of any program. Any services performed by the Proposer prior to execution of the grant Agreement shall be at the Proposer's own risk. County Council Review Process Pursuant to Chapter 2, Article 25, Section 2-139(a)(3)(A) of the Hawai'i County Code (2016 Edition as amended), grant awards in excess of$25,000 (twenty-five thousand dollars) to nonprofit organizations shall specifically identify the organization receiving grant funds and the purpose for which the grant funds shall be used in an ordinance or resolution. To comply with this Code Section where applicable, following the notification of Selection for Award, the County will initiate the legislative process to place a resolution on a Council Committee and Council agenda. Continuation of the Award of Contract Agreement process will be contingent upon a favorable adoption of the County resolution. 6.2 Execution of Contract Agreement A Contract Agreement document shall be executed by the County and the selected Grantee. This document will serve as the official and legal contractual instrument between both parties. This document ("Agreement") may incorporate (by attachments or reference) the terms of this RFP, with any and all addendums, and the Proposer's Best and Final Offer or proposal, all of which becomes part of the Agreement. Upon receipt of the Agreement documents, the Proposer shall have ten (10) business days to execute and return the Agreement documents to the County. The award of Agreement may be withdrawn by the County if any successful Proposer is unable to meet Agreement execution requirements. This Agreement shall not be binding or of any force until said Agreement has been fully and properly signed by all of the parties thereto. Routing the Contract Agreement within the County may take up to six weeks. A complete set of the fully executed Agreement will be sent to the Grantee. A copy of standard CONTRACT AGREEMENT PROVISIONS is attached hereto for reference as Exhibit H. 6.3 Indemnification If selected, the Grantee shall perform the Agreement as an independent Contractor and shall indemnify, defend, and save the County and its officers and employees harmless from any and all deaths, injuries, losses and damages to persons or property, and any and all claims, demands, suits, action, and liability therefore, caused by error, omissions or negligence in the performance Request For Proposals 45 of the Agreement by the Grantee or the Grantee's subcontractors, agents and/or employees, as action against the Grantee for death, injuries, losses and damages is barred by the provisions of Chapter 657, HRS, as amended, relating to limitations of action. It is strictly understood that the County shall in no way be held liable for any claims, damages, causes of actions or suits resulting from any acts or activities or omissions of the Grantee. 6.4 Unallowable Expenditures If a reported expenditure(s) is subsequently determined by the County to be inappropriate, unallowable, or not made in accordance with the approved budget, federal, state and county regulations, the County may choose not to reimburse the expenditure and require the Grantee to resubmit another invoice accounting for only the expenditures allowed. If the Grantee has already been paid, the County may require that an equivalent amount be credited back to the invoice submitted or refunded by the Grantee to the County for the specified amount. If after payment of the last installment, investigation and examination reveal additional expenditures that the County determines to be inappropriate and unallowable, the County may require that an equivalent amount be refunded to the County, notwithstanding the County's preliminary determination of appropriateness and allowability. 6.5 Termination of Contract Agreement Upon the termination date of the Agreement for whatever reason, any and all unexpended funds advanced by the County shall be remitted to the County within forty-five (45) days. Funds shall be considered expended if the Grantee has written verification that an expense was accrued during the time of performance, and if the expense was made in accordance with the approved budget. 6.6 Code of Ethics The provisions of Hawai'i County Code Chapter 2, Article 15 ("Code of Ethics") must be complied with before an award may be made. Requisite disclosures shall be made to the County, if relevant. The execution of the Agreement assumes that the awarded Proposer has made any requisite disclosures to the County and will abide by all provisions of the Hawai'i County Code of Ethics. Request For Proposals 46 6.7 Disclosure Required Each Proposer shall submit a signed CONFLICT DISCLOSURE FORM [Exhibit G of this RFP] as part of their proposal submission, that lists any board member, member, officer, director, or administrator that may have a conflict of interest or potential conflict of interest with the County of Hawai'i, including any familial relationship with any of the following. A. Member or members of the Council; B. Staff appointed by a member of the Council; C. The Mayor; D. The Managing Director; E. The Director or Deputy Director of Finance; or F. The Administrator or any staff of Office of Housing & Community Development; G. The Corporation Counsel, the Asst. Corp. Counsel, or any Deputy Corporation Counsel. The CONFLICT DISCLOSURE FORM [Exhibit G of this REP] is required for all proposals, even if there is no conflict of interest to report. Request For Proposals 47 HOMELESSNESS & HOUSING FUND 1 RFP FY 2024-2025 NEIGHBORLY APPLICATION VOA'' , i, 'qi t yu ' \\ - 7 gTF:N� Pip OF N ISSUED BY COUNTY OF HAWAI `I OFFICE OF HOUSING & COMMUNITY DEVELOPMENT (OHCD) 1990 KINO'OLE STREET, SUITE 102 HILO, HI 96720 n, (808) 961-8379 A OHCDENGAGEMENT@HAWAIICOUNTY.GOV WWW.HOUSING.HAWAII000NTY.GOV/GRANTS-FUNDING/HOMELESSNESS-AND-HOUSING-FUND DEADLINE TO APPLY: if Monday, SEPTEMBER 16, 2024, 4:00 PM HST The County of Hawai'i is an Equal Opportunity Provider and Employer Proposal Application 1 of 20 NNeighborly Software Program Overview Program Overview t�1 f OP ,1 OJ `6 i , 4.',, County of Hawai'i CO c' -�' \�il:":0�` County of Hawaii 1990 Kino'ole Street, Suite 102 ��`��- Hilo, HI 96720 V:l , �'1 ' Homelessness & 808-961-837Q * -- ;'' 4 _ 4 *_ ohcdengagement@hawaiicounty.gov __ Housing Fund Homelessness and Housing Fund 0+ y_4v - P�� FY2024-2025 website �FNA Read the Full RFP Here r. Request for Proposals-Overview The County of Hawai'i (County)through the Office of Housing and Community Development (OHCD) is hereby requesting proposals from public agencies, approved non-profit organizations and for-profit organizations for the Homelessness and Housing Fund (HHF) Grant Awards.The primary purpose of the fund is to ensure that homelessness is rare, brief, and non-recurring. HHF aims to achieve this by addressing the immediate needs of the homeless population while working towards long-term solutions to expand access to stable housing and support. To outline the investment framework believed to best result in reductions in homelessness across the County, cross-functional community members and stakeholders crafted "The Strategic Roadmap for Homelessness and Housing — County of Hawai'i", released September 1, 2022 (See full report in Exhibit A). The community workgroup identified thirteen (13)top priorities for addressing homelessness,which serves as the roadmap for HHF's award funding. Proposals shall present projects that address and support County OHCD's goals and outcomes in relation to the corresponding Roadmap priorities. Before proceeding with the application process, applicants are to carefully review the Request for Proposal (RFP) HERE in its entirety. The RFP contains critical new information that differs from prior years. It outlines essential guidelines, requirements, and expectations that are crucial for successful proposal submission and evaluation. The accompanying Proposal Guide can also be accessed via the "Resources& Links"Tab on this dashboard or the HHF website, linked below. It contains helpful step-by-step instructions for navigating the Neighborly platform and successful proposal submission. Proposal forms, specifications and special provisions can be obtained at https://www.housing.hawaiicounty.gov/grants-funding/homelessness-and-housing-fund or by calling (808) 961-8379. Proposal Application 2 of 20 I. Neighborly Software Proposals for the Homelessness and Housing Fund RFP must be received on or before 4:00pm HST, Monday, September 16, 2024, by electronic submission through the Neighborly application platform. Incomplete applications will be disqualified. Informational sessions are scheduled for August 21,2024,at 10:00am HST and August 26, 2024,at 1:00pm HST. Click on either date to register.The same information will be shared at both scheduled meetings. Goals&Objectives The awarded funding will supplement existing or proposed project or program budgets for the proposed organization. Proposals shall present projects, services, operations,or programs that: • Align with the County's goal to expand and promote pathways to housing, resources, and other vital services • Directly lead to long-term housing or have systems in place to refer Participants to these resources • Partner and collaborate with other community-based resources and services • Integrate innovative, creative, and novel approaches to addressing homelessness and housing challenges • Demonstrate an effective, impactful, and sustainable use of funds as well as the ability to deliver on expected outcomes Project Requirements All awarded funding must directly address the Goals and Objectives outlined in the RFP. Adherence to and compliance with all program requirements must be met throughout the duration of the Agreement period. Refer to Sections 2, 3 &4 of the RFP for more details. • Utilization of the County selected, HIPAA compliant Client Data Management Software • Monthly and final outcome reporting with supporting narrative • Meet all success outcomes as outlined in Proposer's proposal • Make measured progress on HHF Roadmap Priorities and "Metrics that Matter" • Fiscal monitoring and monthly expense reporting • Agreeance to reimbursement funding structure,following initial payment • Commitment and capability to coordinate services with other community agencies, as defined in Sections 3.3- 3.7 of the RFP Proposal Submission Process Proposal submissions for the Homelessness and Housing Fund Request for Proposals must be received on or before 4:00 p.m. HST, Monday,September 16,2024,via electronic submission. Please refer to Section 4"Proposals" of the RFP, as well as the accompanying Proposal Guide for complete information. Both can be found on the Resources& Links tab on this dashboard. Proposals received after the deadline will not be considered. • The RFP should be reviewed in full before proceeding with the application. • Proposals are to be submitted online via the Neighborly application portal • General questions can be emailed to ohcdengagement@hawaiicounty.gov Proposal Application 3 of 20 N Neighborly Software • If there is any doubt about the interpretation of any of the RFP provisions,written inquiries and questions shall be submitted to the County OHCD by email to ohcdengagement@hawaiicounty.gov.The deadline for inquiry submissions is August 30, 2024. Responses to all inquiries will be posted on the county website by September 5, 2024. Refer to Section 1.8 of the RFP for complete instructions. • Virtual Informational Sessions are scheduled for August 21, 2024, at 10:00am HST and August 26, 2024, at 1:00am HST. Click on either date to register.The same information will be shared at both. Selection Criteria Proposal submissions shall be reviewed and considered for funding approval by an impartial, multi-departmental committee, utilizing a point-based ranking and rating rubric system, found in Section 5.3. The County will provide notifications of grant selections and awards around October 22, 2024,for an Agreement period beginning February 2025.The County reserves the right to reject any proposal. • Proposals will be evaluated based on the following categories: o General Completeness o Program Experience and Capability o Service Delivery o Proposed Financials o Alignment with HHF Program o Data and Outcomes o Staffing and Organizational Capacity Proposal Application 4 of 20 N Neighborly Software Exhibit A - Strategic Roadmap Exhibit A- Strategic Roadmap Exhibit A - Strategic Roadmap Click Here to Read "The Strategic Roadmap for Homelessness and Housing — County of Hawai'i" To outline the investment framework believed to best result in reductions in homelessness across the County, cross- functional community members and stakeholders crafted "The Strategic Roadmap for Homelessness and Housing — County of Hawaii", released September 1, 2022. The Homelessness and Housing Fund awards grants to public agencies, approved non-profit organizations and for-profit organizations to supplement existing or proposed project or program budgets that directly address the priorities outlined in said Roadmap Proposal Application 5 of 20 NNeighborly Software Exhibit B - Organization Information Exhibit B - Organization Information Please provide the following information. B.1. Project Title: B.2. Organization Name: B.3. Organization Physical Address: B.4. Organization Mailing Address: B.S. Name and Contact Information of Primary Representative B.6. Organization Telephone Number: B.7. Organization Website: B.8. Organization Email: B.9. Federal Tax ID Number: B.10. Hawaii General Excise Tax Number: B.11. For ALL APPLICANTS, please attach the following three (3) required documents. Please note, incomplete applications will be disqualified. ❑ Certificate of Liability Insurance (See Section 3.10 of RFP) *Requires` **No files uploaded Proposal Application 6 of 20 HNeighborly Software ❑ Certificate of Vendor Compliance from State's Hawai'i Compliance Express program,government entities excluded (See Section 3.9 of RFP) Required **No files uploaded Confidentiality, Data Security, and Privacy Policies & Procedures (See Section 3.11 of RFP) *Required **No files uploaded B.12. Which one applies to your organization: o Not for Profit Organization o A State, County, research or educational institution or agency For NOT-FOR-PROFITS ONLY, please attach the following five (5) required organizational documents: Current Charter or Articles of Incorporation *Required **No files uploaded ❑ Current Corporate Resolution, if required per by-laws *Required **No files uploaded ❑ A current Board of Directors list including names,titles, addresses, occupations, and terms of office for all officers and members of the Board of Directors 'Required **No files uploaded ❑ Current By-Laws **No files uploaded ❑ Non-Profit IRS verification of tax-exempt status If not applicable, please upload a document explaining why. Proposal Application 7 of 20 NNeighborly Software Exhibit C - Goals and Outcomes Exhibit C- Goals and Outcomes Please provide the following information. ❑ Before proceeding, I have thoroughly reviewed the following section of the Homelessness and Housing Fund RFP that is pertinent for understanding the requirements and attachments outlined in this part of the application: Section 1 titled "General Information". C.1. Name of Organization C.2. Project Title: C.3.Total Amount of Grant Request: C.4. Brief description of the proposed project. Include project activities, program guidelines,timeline, population served, and how this project addresses the specific needs in our area.2400 character limit C.5. How many total Participants does the proposed project expect to serve or engage with? Please indicate a time period with answer(e.g.weekly, monthly, over the course of the one-year Agreement period). 600 character limit C.6. Service area of proposed project: C.7. Review Table 1.2.1 of Section 1.2 of the RFP, "Roadmap Priorities and Goals". Select the Priority from the drop- down menu below that is most relevant to your proposal and services provided. Up to four (4) Priorities may be selected if multiple apply.Then, provide a brief explanation of how the proposed project directly addresses this Roadmap Priority. For more information on the creation of the Roadmap Priorities, read the full report in Exhibit A of this dashboard. C.7a. Priority#1 (select from drop-down list of 13 Roadmap Priorities) Please provide an explanation of how the proposed project directly addresses this Roadmap Priority. 1000 character limit Proposal Application 8 of 20 N Neighborly Software Does your project have an additional priority? C.7b. Priority#2 Please provide an explanation of how the proposed project directly addresses this Roadmap Priority Does your project have an additional priority? C.7c. Priority#3 Please provide an explanation of how the proposed project directly addresses this Roadmap Priority Does your project have an additional priority? C.7d. Priority#4 Please provide an explanation of how the proposed project directly addresses this Roadmap Priority ❑ Before proceeding, I have thoroughly reviewed the following section of the Homelessness and Housing Fund RFP that is pertinent for understanding the requirements and attachments outlined in this part of the application: Section 2 titled "Requirements& Expectations—Data, Reporting, and Outcomes". C.B. Please identify at least five (5) projected success outcomes of the proposed project. *Required Success Outcome 1 o Description of Success Outcome 400 character limit o How will this outcome be measured?What methods will you use to track this outcome?Which specific metrics will you use to measure success?400 character limit o This outcome will lead to which of the Metrics that Matter? Repeat for Success Outcomes 2, 3,4, 5... Proposal Application 9 of 20 NNeighborly Software Exhibit D - Proposal Project Narrative Exhibit D - Proposal Project Narrative Please provide the following information. ❑ Before proceeding, I have thoroughly reviewed the following sections of the Homelessness and Housing Fund RFP that are pertinent for understanding the requirements and attachments outlined in this part of the application: Section 2 titled "Requirements & Expectations—Data, Reporting, and Outcomes", Section 3 titled "Requirements & Expectations—Administrative and Management", and Section 4 titled "Proposals". CATEGORY 1: SERVICE DELIVERY D.1. How will you identify and engage individuals who are currently experiencing homelessness? Please explain the process for determining/confirming the housing status (unstably housed/homeless) of individuals at time of program entry. 1800 character limit D.2. Describe the criteria your organization will use to prioritize program entrance based on vulnerability and need. 1200 character limit D.3. How do the services provided to Participants meet the long-term needs of these individuals? 1200 character limit CATEGORY 2: ALIGNMENT WITH HHF PROGRAM D.4. Ensuring that Homelessness is Rare: Does this proposed project offer participants a direct pathway to housing? D.4a. Please explain. Refer to Page 7 of RFP. 1200 character limit D.S. Does the project/program have a system in place to connect or refer participants to housing services? D.5a. Please explain. 1800 character limit D.6. Explain how your organization fosters community partnerships and coordination with other service providers to guarantee timely access to resources and support, beyond the services offered by your organization. Refer to Sections 3.3-3.7 of RFP. 1800 character limit D.7. Ensuring that Homelessness is Brief: How does this project reduce the time from initial contact to housing placement? Please explain how you will track the reduction in time spent experiencing homelessness. Refer to Page Proposal Application 10 of 20 NNeighborly Software 7 of RFP. 1800 character limit D.B. Ensuring that Homelessness is Non-recurring: What measures will you implement to ensure individuals remain in stable housing long-term? Refer to Page 7 of RFP. 1800 character limit D.9. What follow-up and support services do you offer to individuals who exit your program? 1800 character limit CATEGORY 3:STAFFING AND ORGANIZATIONAL CAPACITY D.10. Provide information on the key personnel identified by the organization to manage and implement the proposed project. Describe the roles, qualifications,and experience of each individual. Indicate which of these key personnel will serve as the County's primary point of contact, including their name,job title, and contact information. Refer to Sections 3.1 and 3.8 of RFP. 1800 character limit D.11. Describe the training and development process of personnel who will provide direct services for the proposed program. Explain how supervision, direction, and ongoing evaluation of the program services will be conducted. Refer to Section 3.8 of RFP. 1500 character limit D.12. Detail how your organization's staff capacity, participant-to-staff ratios, and proposed caseload capacity can effectively support this proposed project. Refer to Section 3.8 of RFP. 1500 character limit Required Attachment(As outlined in Section 2.5 of RFP) ❑ Organizational Chart **No files uploaded CATEGORY 4: PROGRAM EXPERIENCE AND CAPABILITY D.13. Please outline the resources already secured for implementing the proposed program or provide detailed plans for acquiring necessary resources with potential funding.These resources may include operational facilities, supplies,system infrastructure, key personnel, or any other relevant items identified by your organization. 1200 character limit D.14. Please explain how the proposed project integrates innovative,creative,or novel approaches to addressing homelessness and housing challenges. 1200 character limit D.15. Risk Management: What are the primary anticipated challenges of this project?What strategies are in place to mitigate these risks? 1200 character limit Required Attachment Verifiable history of a minimum of one (1)year, within the most recent three (3)years, of experience with the Proposal Application 11 of 20 N Neighborly Software proposed program as evidenced by similar past programs which serve the intended Participant group.*Required (As outlined in Section 3.1 of RFP) "Required **No files uploaded CATEGORY 5: FINANCIAL D.16. Detail the accounting system and financial controls the organization will employ to manage grant funds. Include how the organization plans to ensure that all awarded funds will be expended within the allocated 12- month Contract Agreement period. Refer to Sections 2.5 and 4.3 of RFP. 1800 character limit D.17. Following the initial payment, how will the organization manage the reimbursement structure of the grant funding to ensure continuous cash flow, uninterrupted coverage of project expenses, and continuity of services provided? Refer to Section 3.2 of RFP. 1200 character limit D.18. Of the total HHF grant amount requested,what percentage is allocated towards Admin costs? Refer to Section 4.3 of RFP. 0.00% D.19. Other sources of funding to support the proposed project represent how much of the total funding? Refer to Section 4.3 of RFP. CATEGORY 6: DATA AND OUTCOMES D.20.We understand that your organization currently uses its own Client Data Management system, whether paper-based or electronic,to capture and store participant information such as name, date of birth, referrals to other services,and case notes. As part of this year's HHF program, Grantees will be required to use the County selected, HIPAA compliant Client Data Management Software to record all client records, participant files, and case management information in real-time throughout the Agreement period. Refer to Resource 2.2.1 in Section 2.2 of RFP for the required data points that must be logged into the system for services provided to Participants.The County will provide software licenses and offer initial and ongoing training on data software and management. The initial training will be required for all individuals who will be issued a software license and must be completed before given access to the system. Please outline how your organization plans to manage the transition from its current system to the County- mandated software, as detailed in Section 2.1 of RFP. 1500 character limit D.21. Provide information on who will be the primary point of contact and responsible for ensuring all data reporting requirements are met. Refer to Section 2.2 of RFP. D.22. Does your organization agree to comply with all expectations and requirements of the HHF program, as outlined in Sections 2 and 3 of the RFP? If applicable*,this includes sharing identifiable Participant data and soliciting consent from all program Participants to release their information to the County, utilizing a County- provided consent form, as described in Section 2.3 of the RFP. *Applicable to projects and Proposers that deliver services to Participants. Proposal Application 12 of 20 NNeighborly Software Exhibit E - Proposed Project Budget Exhibit E- Proposed Project Budget Please provide the following information. ❑ Before proceeding, I have thoroughly reviewed the following sections of the Homelessness and Housing Fund RFP that are pertinent for understanding the requirements and attachments outlined in this part of the application: Section 2 titled "Requirements&Expectations—Data, Reporting,and Outcomes",Section 3 titled "Requirements& Expectations—Administrative and Management", and Section 4 titled "Proposals". E.1.Applicant/Provider: E.2. Project Name: Administrative Cost Budget Categories FundsI Federal State of Other I In Kind Private Total Applying Funds (B) Hawai'i County Items Funds (F) Funds (G) For with Funds (C) Funds Value or this (D) Donation Proposal Funds(E) Submission (A) TOTAL $0.00 $0.00 $0.00 $0.00 0.00 c;0.00 S0.00 ADMINISTRATIVE COSTS - - Personnel Cost Budget Funds Federal State of Other In-Kind Private Total Funds Categories Applying Funds (B) Hawai'i County Items Value Funds (F) (G) For with Funds (C) Funds or Donation this (D) Funds (E) Proposal Submission TOTAL $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 1 $0.00 PERSONNEL COST Proposal Application 13 of 20 NNeighborly Software Operational Expenses Budget Categories Funds Federal State of Other In-Kind Private Total Funds Applying Funds (B) Hawai'i County Items Funds (F) (G) For with Funds (C) Funds Value or this (D) Donation Proposal Funds(E) Submission TOTAL $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 , $0.00 OPERATIONAL EXPENSES Other Expenses (Click Add Row) - -- - Other Funds 111 Federa ` State of Other In-Kind Private Total Funds Expenses Applying Funds (B) Hawai'i County Items Value Funds (F) (G) For with this Funds(C) Funds or Donation Proposal (D) Funds (E) Submission (A) TOTAL $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 OTHER EXPENSES Sources of Funding(Total Funds) (A) $0.00 (B) $0.00 (C) $0.00 (D) $0.00 (E) $0.00 (F) $0.00 Proposal Application 14 of 20 NNeighborly Software Exhibit F - Proposed Budget Narrative Exhibit F - Proposed Budget Narrative Please provide the following information. F.1. Provide as much detail about each budget line item as possible.Totals should match the Proposed Project Budget form summary line items. If more space is needed than provided on this form, attach additional sheets. If an expense category is zero, indicate "Not Applicable" in the details box. Administrative Cost Budget Categories Funds Details Applying For with this Proposal Submissio TOTAL $0.00 ADMINISTRATIVE COSTS Personnel Cost Budget Funds Details Categories Applying For with this Proposal Submission TOTAL $0.00 PERSONNEL COST Operational Expenses Budget Categories Funds Details Applying For with this Proposal Submission TOTAL $0.00 OPERATIONAL EXPENSES Proposal Application 15 of 20 N Neighborly Software Other Expenses (Click Add Row) Other Funds Details Expenses Applying For with this Proposal Submission TOTAL $0.00 OTHER EXPENSES '!, CERTIFICATION OF BUDGET ACCURACY I, HEREBY CERTIFY THE FOLLOWING WITH RESPECT TO THE PROJECT BUDGET SUBMITTED AS PART OF THE APPLICATION FOR THE HOMELESSNESS AND HOUSING FUND (HHF) PROGRAM: • The budget presented in the proposal is complete and accurate to the best of my knowledge and belief. It has been prepared with due diligence and reflects a true representation of the anticipated costs associated with the project. • The budget has been prepared in accordance with all relevant guidelines and requirements pertinent to the HHF Program. It adheres to the accepted accounting principles and standards. • All figures, calculations, and representations in the budget have been thoroughly reviewed and verified. Any estimates or projections are based on reasonable assumptions and expectations. • All material information relevant to the budget and the financial aspects of the project has been disclosed. There are no omissions of facts or figures that could materially affect the understanding of the budget. • Should there be any changes or revisions to the budget or the financial situation relating to the project, I commit to providing timely updates and revisions to the OHCD. • This certification is provided in good faith, and I acknowledge my responsibility to ensure the integrity and reliability of the budget submitted as part of this application. • There is no duplicated funding for services or program costs. Signature Title of authorized certifying individual Proposal Application 16 of 20 NNeighborly Software Exhibit G - Conflict Disclosure Form Exhibit G - Conflict Disclosure Form Please provide the following information. Please disclose any conflicts or potential conflicts of interest that any Board Member, Officer, Director, or Administrator of the organization may have with the County of Hawai'i, including any familial relationship, with the County. Only those listed below need to be disclosed.All applicants must submit disclosure forms, regardless of whether a conflict exists. CONFLICT OF INTEREST IS DEFINED AS:A SUBSTANTIAL PROBABILITY THAT ACTION TAKEN BY AN INDIVIDUAL WILL RESULT IN MEASURABLE DIRECT BENEFITS ACCRUING TO THE INDIVIDUAL AS OPPOSED TO BENEFITS ACCRUING IN GENERAL TO AN INDUSTRY. Please select an option(s) below: ❑ Member of the County Council ❑ Staff appointed by a member of the County Council ❑ The Mayor ❑ The Managing Director ❑ The Director or Deputy Director of Finance ❑ The Administrator or any staff of Office of Housing& Community Development ❑ The Corporation Counsel,the Assistant Corporation Counsel,or a Deputy Corporation Counsel ❑ No conflicts exist County Council Individual Name: Individual Position: Please briefly specify any and all mitigation measures to avoid, in fact or appearance, any conflicts or potential conflicts of interest: Signature: Applicant Title: Proposal Application 17 of 20 NNeighborly Software Exhibit H - Contract Agreement Provisions Exhibit H - Contract Agreement Provisions Exhibit H - Contract Agreement Provisions Click Here to Read Contract Agreement Provisions (Exhibit H) Proposal Application 18 of 20 14 Neighborly Software Exhibit I - Resources & Links Exhibit I - Resources & Links Deadline to Apply: Monday, September 16, 2024, 4:00pm HST Read the full RFP here Proposal Guide Proposal Evaluation Form Homelessness and Housing Fund Website Contact Information Office of Housing and Community Development Community Engagement Division 1990 Kino'ole Street, Suite 102 Hilo, Hawai'i 96720-5293 Telephone: (808) 961-8379 ohcdengagement@hawaiicounty.gov Subject: HHF FY24-25 RFP Question Proposal Application 19 of 20 NNeighborly Software Timeline Activity Scheduled Date RFP Issued August 14, 2024 Informational Session #1 (virtual, click here to August 21, 2024 at 10:00am HST register) Informational Session #2 (virtual, click here to August 26, 2024 at 1:00pm HST register) Closing date for submission of written questions August 30, 2024 County's response to Proposers' questions September 5, 2024 Proposal Due Date By September 16, 2024,4:00pm HST Project Selection and Notification of Awards On or Around October 22, 2024 In-person Meetings -Award Recipients & OHCD November 18— December 6, 2024 County Council resolution to adopt grant funding#1 January 7, 2025 (Hilo) County Council resolution to adopt grant funding#2 January 22, 2025 (Kona) Execution of Grant Agreements/ Notice to Proceed January 2025 Target Contract Commencement February 2025 Proposal Application 20 of 20 N Neighborly Software Proposal Documentation Checklist 11 A complete proposal includes the following forms and documentation: .= ORGANIZATION INFORMATION FORM, signed,with the following required documents attached [see Exhibit B of this RFP] o Certificate of Vendor Compliance (See Section 3.9), government entities excluded o Confidentiality, Data Security, and Privacy Policies&Procedures (See Section 3.11) o Non-profit organizations only:Attach each of the five(5)organizational documents listed below • Current Charter or Articles of Incorporation • Current By-Laws • Current Corporate Resolution, if required per by-laws • A current Board of Directors list including names,titles, addresses, occupations, and terms of office for all officers and members of the Board of Directors • Copy of IRS verification of tax-exempt status, if applicable • PROJECT GOALS&OUTCOMES[see Exhibit C of this RFP] • PROJECT PROPOSAL NARRATIVE,with the following two(2) required documents attached [see Exhibit D of this RFP] o Organizational Chart(See Section 2.5) o Verifiable History of Experience (See Section 3.1) ❑ PROPOSED PROJECT BUDGET[see Exhibit E of this RFP] ❑ PROPOSED PROJECT BUDGET—Narrative, signed [see Exhibit F of this RFP] ❑ CONFLICT DISCLOSURE FORM, signed [see Exhibit G of this RFP] HHF Proposal Pre-Screen Reviewer Name: Date: Org Name: Project Name: Brand New Org or Current/Prior HHF Contractor? New Current/ Notes Prior FOR ALL APPLICANTS-Are these documents present,accurate, Yes No Notes and complete? a. Certificate of Vendor Compliance—dated no later than 30 days prior to proposal submission date b. Confidentiality/Privacy Policies and Procedures c. Org Chart d. History of Experience e. Conflict Disclosure Form[Exhibit G] FOR NONPROFITS ONLY—Are these documents present, Yes No Notes accurate, and complete? a. Current Charter or Articles of Incorporation b. Current By-Laws c. Current Corporate Resolution,if required by By-Laws d. A current Board of Directors list including names,titles, addresses,occupations,and the terms of office for all officers and members of the Board of Directors e. Copy of IRS-verification of tax-exempt status, if applicable Does the proposing organization meet eligible requirements? Yes No Notes a. Be a not-for-profit organization incorporated under the laws of the State of Hawaii,or a non-profit organization exempt from the federal income tax by the internal Revenue Service. In the case of a non-profit organization,members of its governing board shall have served without compensation and have no material conflict of interest OR b. Be a State,County, research or educational institution or agency c. Have at least 1 year experience,within the last 3 years, in the relevant field serving the intended population Ensure the amounts logged on Exhibits E&F add up to the total grant amount requested. Ensure that the amounts logged on Exhibit E,column A match those on Exhibit F. Exhibit H County of Hawaii-2024-2025 Homelessness and Housing Fund NON-AWARDEES Organization Project Name Amount Requested 1 Bridge House, Inc. Street Outreach to Underserved Areas of $ 288,705.00 the West Side 2 Catholic Charities Hawaii Housing and Support Program (HSP) $ 350,000.00 3 CFS Real Property, Inc. Hale Ohana Kauhale Expansion Phase 3 $ 3,450,000.00 Civil Work,Wastewater 4 Goin Home Hawal'i Hawaii Island Frequent Users Systems g Engagement(HIFUSE) $ 595,835.00 5 Habitat for Humanity Hawaii Island Habitat for Humanity Homes 2025 $ 330,000.00 6 Hawaii Island Community Health Center Street Medicine Outreach Program $ 1,342,466.00 7 Hawaiian Community Assets Ua Hale 'la Kakou a Pau $ 10,500,000.00 8 HOPE Services Hawaii, Inc. Our Lady of Lourdes Supportive Housing $ 672,281.00 9 HOPE Services Hawaii, Inc. Behavioral Health and Health Services $ 1,090,497.00 10 HOPE Services Hawaii, Inc. Sacred Heart Community $ 1,032,840.00 11 Kumukahi Health+Wellness The Hale Ipukukui Program $ 669,197.00 12 Mental Health Kokua Supportive Housing and Workforce $ 623,392.00 Development 13 NAMI Hawaii/Big Island Living Room Model Project, Hilo $ 355,232.00 14 The Salvation Army- Hilo Corps Hilo Overnight Safe Space Shelter $ 749,198.00 15 808 Homeless Task Force Family Reunification Program Islandwide $ 420,829.00 TOTAL $ 22,470,472.00 Exhibit I HHF Years 1-3 I All Awardees _ -, Y1 Ye' Year 3 1 Big Island Substance Abuse Council Hulihia Ke Ola Did Not Apply Q MI 2 Big Island Substance Abuse Council Mohala Family Resoixjce Center Did Not Apply Q Q 3 Bridge House, Inc. Recovery Housing Program Q Q Q 4 CFS Real Property, Inc. Hale 'Ghana Kauhale Q Q ❑ 5 Going Home Hawaii Re-entry and Recovery Housing ea Q Q 6 Going Home Hawaii Hawaii Island Frequent Users Systems Engagement (HIFUSE) Did Not Apply Q 0 7 Habitat for Humanity Hawaii Island Construction Capacity Building Q 0 0 8 Hawai'i Island Community Health Center Street Medicine Outreach Program Q 0 0 9 Hawai'i Island Home for Recovery Homeless Service Case Management Nurse III Did Not Apply 10 Hawaiian Community Lending Hawaii Affordable Housing Program is Did Not Apply Did Not Apply 11 HOPE Services Hawaii, Inc. West Hawaii Emergency Housing Program Did Not Apply In Q 12 HOPE Services Hawaii, Inc. Hale Maluhia Shelter Did Not Apply 12 Q 13 HOPE Services Hawaii, Inc. Keolahou Emergency Shelter& Hale Kulike PSH Did Not Apply Q 12 14 HOPE Services Hawaii, Inc. Behavioral Health and Health Services Did Not Apply Q ❑ 15 HOPE Services Hawaii, Inc. Kihei Pua Emergency Family Shelter Did Not Apply Q Did Not Apply 16 HOPE Services Hawaii, Inc. Scaling Housing Interventions Behavioral Health Supports East HI 12 Did Not Apply Did Not Apply 17 HOPE Services Hawaii, Inc. Scaling Housing Interventions Behavioral Health Supports West HI Q Did Not Apply Did Not Apply 18 Lokahi Treatment Centers Recovery and Housing Stability Program Q elIll 19 Men of PA'A HHF Ho'okanaka Reentry:Reintegration, Recovery and Housing 0 Did Not Apply Q 20 Mental Health Kokua Supportive Housing and Workforce Development el 0 21 Neighborhood Place of Puna Ohana Homelessness Prevention and Support Program Q 12 IS 22 Neighborhood Place of Puna Coordination Center Q Q Q 23 Neighborhood Place of Puna Homeless Engagement Team CI Did Not Apply Q 24 Neighborhood Place of Puna Anchor Point Youth Program Did Not Apply Did Not Apply El 25 Neighborhood Place of Puna Pathways to Excellence in Practice Q isDid Not Apply 26 Project Vision Hawaii Street Outreach from Hilo to Kona Q 10 Q 27 The Salvation Army TSA-FIS Transitional Housing Program Q ill Q 28 808 Homeless Task Force Family Reunification Program Islandwide 0 Ill Exhibit J Summary of Scope and Timeline Scope: The Office of Housing and Community Development has a Contract Agreement with S.A.S. Services, LLC through July 8, 2025, to provide technical and consultant services for the design and development of a comprehensive action and operations plan for administering the HOMELESSNESS AND HOUSING FUND that aligns with the Strategic Roadmap for Homelessness and Housing for the County of Hawaii; and includes the development of a fund evaluation plan, a collective narrative on outcomes achieved and recommendations about the continuation of Ordinance 22-26 beyond June 30, 2027. Timeline: Phase/Month Key Tasks Exploration Phase • Meetings with Community Engagement Team • Interviews with County Staff& Grantees August 2024 - January • Community of Practice - Population, Services, 2025 Needs, Referrals • Strategic Plan Analysis • Fund Analysis Evaluation • Review of Yl, Y2 RFP & Grant Information • HHF Evaluation Plan for Y4 &Y5 October 2024 -April • HHF Evaluation Training &Technical Assistance for 2025 Community Engagement Team & Y3 Grantees Planning & • Preliminary Recommendations from Exploration Recommendations Phase • Strategic Roadmap Update January - June 2025 • HHF recommendations