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Consent-Health & Human Services # 23.
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| Board of Supervisors |
Adult & Aging |
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| Subject |
| Approve agreement with Interfaith Rotating Winter Shelter Davis to provide emergency cold weather shelter and hospitality to persons who are homeless and unsheltered for the Homeless Emergency Aid Program grant in the amount of $21,336 for the period July 1, 2019 through June 30, 2021. (No general fund impact) (Larsen) |
| Recommended Action |
- Approve agreement with Interfaith Rotating Winter Shelter Davis to provide emergency cold weather shelter and hospitality to persons who are homeless and unsheltered for the Homeless Emergency Aid Program (HEAP) grant in the amount of $21,336 for the period July 1, 2019 through June 30, 2021; and
- Waive the County’s Policy on Cash Advances to Community Based Organizations for this agreement for its duration.
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| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents
Safe Communities |
| Reason for Recommended Action/Background |
In September 2018, the Homeless Coordinating and Financing Council (HCFC) released a Notice of Funding Availability for the Homeless Emergency Aid Program (HEAP) grant. The intention of this funding was for emergency housing vouchers, rapid rehousing services, emergency shelter construction, and use of armories to provide temporary shelters, and related homeless services. These funds were approved through the June 27, 2018 passing of Senate Bill 850 to provide immediate assistance to cities, counties, and local continuums of care to address the homelessness crisis throughout California.
Funds available through HEAP were allocated within homeless Continuum of Care (CoC) service areas, and could only be applied for by an administrative entity designated by the local CoC. In Yolo County, the body serving as the CoC is the Homeless and Poverty Action Coalition (HPAC). HPAC formally designated the County of Yolo as the administrative entity for HEAP funds.
The County, as the administrative entity, was responsible for receiving the funds and then supporting HPAC in conducting a fair and open local competitive funding application process to determine how the funds would be dispersed between local organizations. Based on that competitive funding process, the County is also responsible for establishing subcontracts with local providers, and conducting all monitoring and reporting related to these funds.
Through HPAC’s local selection process, the proposal submitted by Interfaith Rotating Winter Shelter (IRWS) Davis was selected for funding. This agreement will allow IRWS Davis to provide emergency cold weather shelter and hospitality services to persons who are homeless and unsheltered during the period of July 1, 2019 through June 20, 2021. The funding must be expended during the period from July 1, 2019 through June 20, 2021, at which point HHSA is required to return any unexpended funds to the HCFC.
In addition to approving this agreement, HHSA is requesting that the Board waive the County’s policy on cash advances to community based organizations, which normally limits cash advances to 10% of the annual contract obligation. For this agreement, HHSA intends to disburse fifty percent (50%) of the annual funds associated with this contract to IRWS upfront by October 31st for the winter season of each fiscal year during this agreement. The IRWS intends to use the funding to hire an overnight supervisor for the first time in the history of the program, but needs upfront funding in order to fill the position. IRWS is a primarily volunteer run organization with only a small amount of funding, and the organization cannot advance the funding required to pay the supervisor in the initial months of operation. Once the 50% onetime payment is issued, the sub-recipient will submit monthly claims for the remaining expenditures up to the maximum financial obligation. For additional details regarding this transaction, please see section III, Method of Payment in Att. A. Agreement.
The Performance Measures associated with this agreement are included in Attachment B. |
| Collaborations (including Board advisory groups and external partner agencies) |
| County Counsel has approved this Agreement as to form. |
| Competitive Bid Process |
Requirements of the HEAP grant included designating an Administrative Entity, Yolo County HHSA for Yolo County, and establishing a local selection committee of non-conflicted partners to review and approve grant applications. HPAC developed and adopted a local competition timeline and selection process. Proposals were reviewed and scored based on the developed criteria.
The vendor was awarded funding via this process, please see Attachment C. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
No general funds are required by this action. These services will be funded by Homeless Emergency Aid Program (HEAP) Grant funds. The amount of $21,336 is included in the HHSA recommended budget for FY19-20.
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