Approve RFP for Seasonal Emergency Shelter running November 1, 2021, to March 31, 2022 BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 21-360
APPROVE A REQUEST FOR PROPOSALS FOR A
SEASONAL EMERGENCY SHELTER RUNNING
NOVEMBER 1, 2021, TO MARCH 31, 2022,
FUNDED THROUGH DOCUMENT AND
RECORDING FEES
WHEREAS, the Lewis County Board of County Commissioners has approved
issuing a request for proposals (RFP) for seasonal emergency shelter services
provided to persons/families who reside in Lewis County who are homeless; and
WHEREAS, the RFP will utilize Document Recording Fees (2163) up to $125,000;
and
WHEREAS, approved projects will begin November 1, 2021, through March 31,
2022; and
WHEREAS, it appears to be in the best public interest to approve the issuance of
an RFP.
NOW THEREFORE BE IT RESOLVED that the BOCC of Lewis County authorizes
staff to issue an RFP for seasonal emergency shelter services provided to persons/
families who reside in Lewis County who are homeless to award document
recording fees.
DONE IN OPEN SESSION this 12th day of October, 2021.
Page 1 of 2 Res. 21-360
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Andrew Logerwell
By: Andrew Logerwell, Vacant, Chair
Senior Deputy Prosecuting Attorney
•••tiTti�•'
ATTEST: •'°°�' `}s•• Lindsey R. Pollock, DVM
Lf sey R. Pollock, DVM, Vice Chair
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••."?}'Co�A"!A .0..
Rieva Lester •.Sy��...�? Sean D. Swope
Rieva Lester, Sean D. Swope, Commissioner
Clerk of the Lewis County Board of
County Commissioners
Page 2 of 2 Res. 21-360
`LEWIS COUNTY,
Washington's First County
LEWIS COUNTY NOTICE FOR:
Request for Proposals (RFP)
For Seasonal Emergency Shelter
Funding Available: $125,000 total for the period November 1,2021 —March 31,2022*
*Maximum budget per program area is an estimate only.The County reserves the rights to reject any
proposal that is incomplete or does not meet the requisite qualifications or to recommend contract
amounts less than the maximum budget.
The RFP is intended for applicants with the necessary capacity and experience to successfully
deliver emergency shelter services for a minimum of 25 individuals,with an ability to scale up
during hazardous weather events,who are unsheltered within Lewis County. Available funds
must not supplant existing programs or services but provide new and/or expanded services. The
RFP will open October 14, 2021 and all proposals are due by 4:00 p.m. October 21, 2021.
Application Submission:
1. Submit one copy of the completed application electronically via email,including the
Exhibits.
2. All budgets and forms are in prescribed format. Applications are limited to this
format.
3. Answer each question fully. Accurate information and completed forms are required.
Ensure responses describe the specific proposed project, and not the agency's general
mission. The more clearly the project and the services proposed are described,the
better the application will be understood. Applicants are strongly encouraged to
thoroughly read the RFP and questions,being careful to respond to these accurately
and completely.
4. Include only the specific supporting documentation requested. Do not attach other
materials such as cover letters, annual reports,newsletters,brochures and general
letters of support. If included,these will be disregarded and discarded.
5. All application pages,budgets, and forms should include the project and agency name
in the footer.
Applicants must email a signed electronic copy to the address listed below.
Please submit a PDF version of the entire application, including all Sections
and Exhibits. Applications will not be accepted in person or by fax.
All applications are due by October 21, 2021 by 4 p.m.
No late or incomplete applications will be considered.
Submit signed electronic copies of applications to:
Justia.madrigalAlewiscountywa.gov
DATED this l 1st day of October, 2021. •......
•o. BOAR°O it,
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Clerk of the Board of County Commissioners :y; SINCE ;�;
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Lewis County, WA •7`, ,,•;
PUBLISH: The Chronicle—October 14, 2021 • �o.•
Lewis County Web Site @www.lewiscountywa.gov
Lewis County Public Health
& Social Services
\LEWIS COUNTY
fi'ashington's First County
Ps t. >sis
Request for Project (RFP)
SEASONAL EMERGENCY SHELTER
OCTOBER 1 , 2021 - MARCH 31 , 2022
Request for Project Timeline
Release of RFP October 14, 2021
Project proposals due via email October 21, 2021
BOCC Approval Week of October 24;2021
Agency Contract Development Process Week of October 24, 2021
Contracts begin November 1, 2021
All proposal submissions are due October 21, 2021 by 4 pm via email to:
Justia.madrigal(ailewiscountywa.gov
Introduction
Lewis County has issued a"Request for Project"to interested and qualified agencies. Applicants
must provide a proposal and budget that covers how their agency will provide the noted
deliverables in the following program area:
Seasonal Emergency Shelter
Funding Available: $125,000 total for the period November 1, 2021 —March 31, 2022*
*Maximum budget per program area is an estimate only. The County reserves the rights to reject any
proposal that is incomplete or does not meet the requisite qualifications or to recommend contract
amounts less than the maximum budget.
The RFP is intended for applicants with the necessary capacity and experience to successfully
deliver emergency shelter services for a minimum of 25 individuals, with an ability to scale up
during hazardous weather events,who are unsheltered within Lewis County. Available funds
must not supplant existing programs or services but provide new and/or expanded services. The
RFP will open October 14, 2021 and all proposals are due by 4:00 p.m. October 21 2021.
The County reserves the rights to recommend contract amounts less than the maximum budget
and to reject any proposal that is non-responsive to this Request for Proposals. This RFP does
not obligate the County to pay any costs incurred by respondents in the preparation and
submission of their proposal. Furthermore,the RFP does not obligate the County to accept or
contract for any expressed or implied services.
Successful applicants will work with Lewis County staff to negotiate formal contracts with
specific deliverables, timelines, and outcomes. The County will be responsible for monitoring all
recipients of funds to ensure alignment with fund requirements and contract deliverables.
I. Decision Making Process
A. Proposals for this funding will be reviewed by a selection committee comprised
of Public Health& Social Services staff.
B. Written proposals will be evaluated for completeness and eligibility as
outlined here:
RCW 43.185C.050 and
https://deptofcommerce.app.box.com/s/sddzidhj1n9zvb2zao5fes3rpwbc3990
All recommendations will be shared with the Lewis County Board of County
Commissioners (BOCC). All final funding decisions will be made by the
BOCC.
C. Lewis County, in its sole judgment,reserves the right to determine
which proposals best meet the County's needs. The County retains the
right to reject any or all proposals or to waive formalities with or
without cause.
II. Applications
A. Any party,public or private, may apply to provide services under this
program,provided it can meet the requirements set forth.
B. Proposed projects should be evidence-based and best practice;
however, emerging/promising practices may be considered.
C. Applications/Attachments must include the following
information:
a. Organizational Information
i. Name of the organization principal(s)
ii. Contact name, phone number, and email address
iii. Physical and mailing addresses
iv. List of current board members and organizational chart, including staff
first and last names
v. List of current organization volunteers in housing/homeless services
vi. Washington State Business License number
vii. Nonprofit organizations;Agency Certification of nonprofit Status
viii. Proof of minimum required insurance
III. Eligibility Criteria
A. Capacity to operate the project on a cost-reimbursement basis
B. The project must be scalable based on available funding
C. Expenditures for administrative overhead(indirect costs) shall be a maximum of 10%of
the grantee's total annual award amount
D. Ability to receive and incorporate ongoing updates, tools, and best practices
from Lewis County PHSS
E. Demonstrate working partnerships with local homeless services and other
relevant providers
F. The ability to utilize and track performance measures as dictated by PHSS
G. Ability to successfully manage funding over the course of the grant term
Seasonal Emergency Shelter
• Funding Available: $125,000 total for the period November 1, 2021 —March 31, 2022*
• *Maximum budget per program area is an estimate only. The County reserves the rights to reject any
proposal that is incomplete or does not meet the requisite qualifications or to recommend contract
amounts less than the maximum budget.
• The RFP is intended for applicants with the necessary capacity and experience to successfully
deliver emergency shelter services for a minimum of 25 individuals,with an ability to scale up
during hazardous weather events,who are unsheltered within Lewis County. Available funds
must not supplant existing programs or services but provide new and/or expanded services. The
RFP will open October 14, 2021 and all proposals are due by 4:00 p.m. October 21,2021.
• The County reserves the rights to recommend contract amounts less than the maximum budget
and to reject any proposal that is non-responsive to this Request for Proposals. This RFP does
not obligate the County to pay any costs incurred by respondents in the preparation and
submission of their proposal. Furthermore, the RFP does not obligate the County to accept or
contract for any expressed or implied services.
• Successful applicants will work with Lewis County staff to negotiate formal contracts with
specific deliverables,timelines, and outcomes. The County will be responsible for monitoring all
recipients of funds to ensure alignment with fund requirements and contract deliverables.
A. Applicant agrees to prioritize resources by the greatest need
2021 Homeless Housing Services
Application Instructions
If an applicant is applying for funding for more than one project type category under this RFP,
separate applications are required. All required sections and exhibits must be answered.
Application Submission:
1. Submit one copy of the completed application electronically via email, including the
Exhibits.
2. All budgets and forms are in prescribed format. Applications are limited to this format.
3. Answer each question fully. Accurate information and completed forms are required.
Ensure responses describe the specific proposed project, and not the agency's general
mission. The more clearly the project and the services proposed are described,the better
the application will be understood. Applicants are strongly encouraged to thoroughly read
the RFP and questions,being careful to respond to these accurately and completely.
4. Include only the specific supporting documentation requested. Do not attach other
materials such as cover letters, annual reports,newsletters,brochures and general letters
of support. If included,these will be disregarded and discarded.
5. All application pages,budgets, and forms should include the project and agency name in
the footer.
Applicants must email a signed electronic copy to the address listed below. Please
submit a PDF version of the entire application, including all Sections and Exhibits.
Applications will not be accepted in person or by fax.
All applications are due by October 21,2021 by 4 p.m.
No late or incomplete applications will be considered.
Submit signed electronic copies of applications to:
Justia.madrigalna,lewiscountywa.gov
Complete applications consist of the following Required Materials
1. Complete Application Cover Sheet (Section I) with a signature by an authorized official.
2. Complete Project Narrative (Section II).
3. Complete Agency Capacity and Experience (Section III).
4. Complete Budget Narrative (Section IV).
5. Complete Budget Workbook
Incomplete or late applications will not be considered. Applications are
considered complete if all Required Materials are submitted.
Applications submitted without all the Required Materials (five items above) will
not pass threshold review.
Threshold Criteria: Applications must meet threshold criteria below in order to
be considered for funding. Threshold review, which will be completed by County
staff.
Criteria:
1. Application is submitted on time.
2. Application package is complete (all Required Materials are included).
3. Project is an eligible intervention, and applicant shows the capacity to operate the project
and expend funds in a timely manner.
4. Project is consistent with the goals of the PHSS Five-Year Housing and Homeless
Strategic Plan which is located at:
https://lewiscountywa.gov/media/documents/5 year Housing Homeless Strategic Plan 202
0.pdf
If an application does not meet all of the four above criteria, the application will
not be reviewed for funding.
I. APPLICATION COVER SHEET—RFP
Project Title:
Agency name:
Contact Information For Project Applicant:
Primary contact for
this application:
Mailing address:
Application contact
phone
Application email
address:
Tax Identification
Number #:
Proposed Project Location/Address:
Does this Project currently receive funding from another funding source: ❑
Yes ❑No If yes, indicate the funding source(s) and current contact amount:
Brief Project Description: ( Limit to three sentence )
Budget :
Homeless Housing Funds Requested:
Other Project Funds:
Total Project Budget:
Annual Agency Budget:
II. PROJECT NARRATIVE
Note: Please answer the questions in the body of the narrative. Enter your
answer to each question in the space below that question. Do not delete the
questions.
Keep answers targeted and brief
1. PROJECT SUMMARY: Provide a brief description of the proposed services/activities to be
provided; include a description of how the project is aligned with the PHSS Housing
Homeless Strategic Plan.
Overwrite this text with your answer
2. TARGET POPULATION: Describe the target population(s) and subpopulation(s)to be
served by the proposed project and their unique service needs. If the project will prioritize a
particular subset of the target(sub)population(s),please describe the prioritized population
and why it was chosen. Describe your experience working with this (sub)population(s)and
knowledge/understanding of this (sub)population(s)' unique service needs.
Overwrite this text with your answer
3. OUTREACH AND ACCESS: Describe how the proposed project will reach and be
accessed by the targeted population(s), any anticipated barriers to project access, and how
these barriers will be addressed. Also describe any exclusion criteria used by the project,why
these criteria were selected(indicate if funding requirement), and how these exclusion
criteria are supported by best practices. Attach a copy of the project's intake/screening
criteria.
Overwrite this text with your answer
4. COMPLEMENTARY SERVICES/ACTIVITIES,AND COORDINATION: Describe
other services/activities,projects and agencies that will provide services or resources to
project participants. Include a description of any formal agreements and history of
partnerships in the community and linkages to mainstream resources.
Overwrite this text with your answer
5. PROJECT OUTPUTS: The overall goal of this RFP is to provide seasonal emergency
shelter during the months of November to March; the proposed outputs and outcomes must
reflect these goals.
1. Seasonal Emergency Shelter Project: How many units (or beds) are in your program
and your capacity to scale up during hazardous weather events:
Overwrite this text with your answer
2. Describe any potential barriers to achieving the identified output(s) and the strategy for
overcoming these barriers in order to meet the proposed performance target(s).
Overwrite this text with your answer
6. OVERSIGHT OF OUTPUTS/OUTCOMES: Describe the plan for project oversight as it
relates to measuring and evaluating project output(s)and outcome(s). Also indicate the title
of the person(s)responsible for tracking/compiling/measuring information and the frequency
for doing so, the title of the person(s)responsible for monitoring/evaluating progress and the
frequency for doing so,the methods used for measurement/evaluation, and how project
oversight will improve outputs/outcomes.
Overwrite this text with your answer
HI.AGENCY CAPACITY and EXPERIENCE
Note: Please answer the questions in the body of the narrative.
Enter your answer to each question in the space below that question.
Do not delete the questions.
-Keep answers targeted and brief-
1. Describe your agency's experience providing homeless housing and/or services and your
capacity to manage type(s)these types of project(s) at your agency:
Overwrite this text with your answer
2. Describe your agency's experience managing and accounting for public funding:
Overwrite this text with your answer
3. Describe any audit or monitoring findings your agency has had in relation to agency audit
or program-monitoring performance by any of your agency's funders, or from any
external entity with the last three years. Please describe any corrective action plan(s)and
state if it is either in progress (providing detail on the status for implementation)or has
been completed(provide description of final resolution):
Overwrite this text with your answer
4. Explain any organizational restructuring that occurred within the last 24 months. Provide
details of the restructuring, the timeframe for which this is occurring and the status of the
change. Make sure to discuss: Organizational changes,programmatic changes, and
changes to business systems (financial,human resources, etc.)
Overwrite this text with your answer
5. Describe turnover in key positions in the past 24 months in those areas of the agency that
administer or support the programs in this application. Along with the description,
include the number of positions/FTEs for each category. Describe your plan and
timeframe for filling,training, or covering duties of any vacant positions:
Overwrite this text with your answer
6. List the qualifications(e.g. education, training, experience) of the staff members, and
volunteers who will provide services and those who will supervise and oversee the
project.
Overwrite this text with your answer
7. Describe your agency policies,practices, services and systems that promote fairness and
opportunity for all people,particularly communities that are disproportionately
represented among the homeless population,to include: people of color and LGBTQ.
Overwrite this text with your answer
IV BUDGET NARRATIVE
Note: Please answer the questions in the body of the narrative.
Enter your answer to each question in the space below that question.
Do not delete the questions.
-Section IV may not exceed 3 pages-
1. BUDGET: Complete one (1) Project Budget for FY2021. The budget workbook is
attached as Exhibit B.
✓ Budgets should be complete and accurate, including a specific description of each cost in
order to demonstrate that the costs are reasonable,well-supported, and justified.
✓ Budgets should include all other financial resources to be used in the project to
demonstrate that there are sufficient resources to support the successful implementation
of the project.
2. What additional funds will be leveraged? (A)Please identify which funds have been
secured, applied for or are anticipated to be applied for in the future. (B) Indicate any in-
kind resources that will support the project.
Overwrite this text with your answer
3. If the proposed project is funded at a level lower than requested, at what amount of
funding can you still deliver meaningful service? Due to the limited availability of
resources it is often necessary to fund proposed projects at levels below the levels
requested. Describe if the project can be scaled up or down depending on the availability
of funding and whether and how the project will continue to be effective and operate in
compliance with applicable funding regulations and requirements.
Overwrite this text with your answer
BUDGET WORKBOOK
Agency Name: Project Title:
Expenditure Category Project Total Funding Requested
Personnel Costs
Salaries & Wages (breakdown of FTE
position tittle and annual salary required)
Payroll Taxes and Employee Benefits
Total Personnel Costs
Operating Costs
Administrative Costs
Total Personnel Costs:
Total Operational Costs:
Total Administrative Cost:
Total Project Expense:
Application Approval and Signature:The signatory declares that he/she is an authorized official of the
applicant organization, is authorized to make this application, is authorized to commit the organization in
financial matters, and will assure that any funds received as a result of this application are used for the
purposes set forth herein.
Organization:
Name:
Tittle:
Signature:
Date:
BOCC AGENDA ITEM SUMMARY
Resolution: BOCC Meeting Date: Oct. 12, 2021
Suggested Wording for Agenda Item: Agenda Type: Legal Notice
Approve a Request for Proposals for a Seasonal Emergency Shelter running November 1, 2021, to
March 31, 2022, funded through document and recording fees
Contact: Meja Handlen Phone: 360-740-1234
Department: PHSS - Public Health & Social Services
Description:
Approve a Request for Project for a Seasonal Emergency Shelter running November 1, 2021, to
March 31, 2022, for persons experiencing homelessness in Lewis County.
Approvals: Publication Requirements:
Publications:
User Status The Chronicle - Oct. 14
PA's Office Approved
Additional Copies: Cover Letter To: