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Coordinated Entry with Diversion Proposal Workshop
Transcript of Coordinated Entry with Diversion Proposal Workshop
Coordinated Entry with Diversion Proposal Workshop
February 11, 2019 2:30pm
Follow Us @CityofDurhamNC919.560.4570 DurhamNC.gov
Agenda
• Welcome & Introductions• Logistics• Overview of City Housing Goals• Overview of Funding Available• Proposal Process• Questions• Break• ZoomGrants Orientation
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City of Durham Affordable Housing Goals
1. Preserve and expand supply of affordable rental units and rental assistance, with a focus on households <50% Area Median Income (AMI)
2. Maintain affordability and protect very low-income households in neighborhoods experiencing significant housing cost increases
3. Engage the larger Durham community to make affordable housing a citywide priority
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DCD Funding Strategy
• Funding priorities will be aligned with adopted housing goals
• Current funding round
• Goal 1-Strategy 1(b) – Strengthen the homeless housing system
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Dedicated Housing Funds Budgeted for FY 18-19
City of Durham ……………………………………………………… $450,000• Diversion (353,000)• Housing Navigation• Coordinated Entry Administrator
Durham County ……………………………………………………. $365,000• Centralized Intake (150,000)• Eviction Diversion (90,000)• Permanent Supportive Housing Pilot (125,000)
Proposal Description
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Goals
To ensure that all those who seek homeless services in Durham can access coordinated entry
To plan for a system that can divert as many clients as possible from entering the homeless system
To ensure that homeless services are given fairly and to those most in need
To be able to track and analyze the flow of the homeless population in Durham
To ensure that implementation and policy are aligned
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Project Planning Timeline
Date Action
Oct 2018 – Jan 2019 Work Group Met
Dec 2019 Proposal presented to HSAC for feedback
Jan 2019 RFP Issued
April 2019 HSAC votes on new coordinated entry written standards
July 2019 Roll out of new coordinated entry front door
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Terms
Central Front Door Unit: A unit made
up of DSS Homelessness Staff and staff
from the diversion/coordinated entry team
at the Diversion NGO
City-Funded DivCoE Staff
DSS Homelessness
Staff
Central Front
Door Unit
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Terms
DivCoE Org: The organization that receives a contract from the city
of Durham to conduct diversion and coordinated entry intakes.
The staff at this organization who work on Diversion/Coordinated
Entry are known as the City-Funded DivCoE Staff
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Entry
Anyone who seeks entry into the homeless system in Durham needs to go through coordinated entry and diversion
No client may be admitted into a COC-funded program until a coordinated entry and diversion intake has been completed and the client is referred to that program
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Doors
Weekdays• In person at the human services building 8:30AM-4:30 PM• By phone – Customer Information Center – 8:30AM-4:30 PM• In person at off-site location 4:30PM-10:00PM
Weekends and County Holidays• In person at off-site location– 4:30PM-10:00PM
Street Outreach (per worker’s schedule and as needed)
Additional Hubs (as needed)
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Staffing
Weekdays• In person at the human services building: Two staff members
• One DSS staff member (appointments)• One Diversion staff member (walk-ins)
• By phone – Customer Information Center: One staff member• One DSS staff member (as calls come in)
• In person at off-site location: Two DivCoE Org staff members**Supervisor available 8 hours per week for overflow**Weekends and County Holidays• In person at off-site location– Two DivCoE Org staff members
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Infrastructure for Coordinated Referrals-Draft
Each morning by 8:15 AM shelters will email that day’s bed/unit availability to the Coordinated Entry email list made up of DivCoEstaff, DSS Homelessness Staff, and Homeless Hub staff
Bed/unit availability will be entered into a shared online document and used in real time by all staff conducting intakes to adjust bed/unit availability information as clients are referred to shelter
At the end of each shift a staff member working the Coordinated Entry Central Front Door Unit will email an updated unit/bed vacancy and placement list to the shelters
Client meets with front door provider for coordinated entry
Assess homelessness and collect basic household information
Preliminary screen
Attempt to divert through open-ended conversation and flexible assistance
Homeless Not homeless
Refer to more appropriate services
Diverted Not diverted
Temporary housing plan
Permanent housing plan
Limited case management until
client no longer homeless
Assess:Need for special population services
Eligibility for shelterPriority for shelter
Make referrals as appropriate
Housing needs addressed through special population services
Housing needs not addressed
Lower Priority Higher Priority
Place on Open-Hours List to be referred if there is an appropriate vacancy
at the end of the day
Check for shelter vacancies
Refer Place on waiting list to be referred based on prioritization and
availability
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Assessments and Screens
Need for special population services:• Intimate partner violence• Veteran status• HOPWA eligibility• Need for adult protective care
Eligibility for emergency shelter:• Homelessness• Record as sex offender
Priority for emergency shelter:• Unsheltered status• County of residence• Medical vulnerability
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Assessments and Screens
Need for special population services:• Intimate partner violence• Veteran status• HOPWA eligibility• Need for adult protective care
Eligibility for emergency shelter:• Homelessness• Record as sex offender
Priority for emergency shelter:• Unsheltered status• County of residence• Medical vulnerability
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Waitlists
Emergency Shelter Waiting List Clients eligible for real-time referrals for whom an appropriate unit/bed is not available will be placed on the working waitlist. The working waitlist will be prioritized based on unsheltered homelessness, medical vulnerability, and date/time of initial intake.
Open-Hours List: A same-day overflow list for emergency shelter for those who meet all requirements for shelter referral but are lower priority for shelter due to housing options or residency status.
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Waitlist Management
Place clients on waiting list as appropriate when no unit/bed is available
Follow-up with clients on waiting list at least once a week to assess ongoing need for emergency shelter
Refer clients to shelter from waiting lists based on unit/bed availability and prioritization criteria
Follow-up with clients who no-show to shelter to determine whether they should be kept on or removed from waitlist
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Diversion Services
All staff must be trained in solution-focused diversion
Should involve open-ended conversation to help clients identify housing options
Mediation and financial assistance should be available as needed
Must assess safety concerns for children when a family’s diversion plan involves staying with extended family or friends
Limited case management with clients diverted with a temporary plan
Must provide training to additional organizations providing coordinated entry intakes (Hubs) as requested by the Coordinated Entry Administrator
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Financial Assistance
Financial assistance should not be offered. It should only be used when clients identifies a need.
Strategies should be used to ensure that the minimum amount of financial assistance is used per client to actualize a housing plan
An agreement must be developed between the DivCoE Org and DSS to allow the DSS Homelessness Staff to deliver diversion financial assistance to clients
Proposal Process
RFP Timeline
Date Action
1-28-19 RFP Issued
2-11-19 2:30pm Proposal Workshop
1-28-19 thru 2-19-19 Written questions and response period
2-28-19 Written questions and responses publicly posted
3-11-19 4:00pm Proposal Due
RFP Timeline continued
Date Action
3-12-19 - 4-10-19 Review & Evaluation Period
4-18-19 Notification issued of ineligible proposals
4-25-19 Draft funding recommendations to City Manager
6-6-19 Estimated contract start date
Some Minimum Requirements
• Equal Business Opportunity Program (EBOP)• City ordinance providing contracting
opportunities for economically disadvantaged businesses (Sec 18-51)
• Department of Equal Opportunity/Equity Assurance sets goals for the City of Durham
Some Minimum Requirements
• Audited Financials/Statements for FY 2016 & 2017
• Financial capacity to manage a reimbursement-based contract, as demonstrated in its most recent audit or financial statements
RFP Scoring
Rating Category Points
Organizational Capacity 20
Relevant Experience 30
Project Plan Quality 30
System Collaboration and Participation 20
Organizational Capacity
• Board Capacity and Engagement• Financial Strength and Controls• Experience Managing Public Funds
Relevant Experience
• Experience with Target Population• Track Record Delivering Similar Services• Quality of Housing First Implementation• Record of High Quality Customer Service• Capacity for High Quality Data Entry• Capacity for Timely Data Entry
Project Plan Quality
• Staffing Plan Quality• Off Site Location Suitability• Financial Assistance Plan Quality• Budget Reasonableness
System Collaboration and Participation
• Participation in Compliance Monitoring• Participation in HMIS• Participation in CoC Meetings• Capacity to Address Potential Organizational Conflicts• Alignment of Polices and Procedures with CoC Standards• Preparedness for Data Management
Bonus Points
Up to 5 bonus points may be awarded to projects that dedicate additional funding as a cash match to supplement Project Funds.
Up to 3 bonus points may be awarded to projects that plan to provide after-hours intakes by phone.
How Can Proposals be Submitted?
▪ Applicants must complete and submit proposals online using the ZoomGrants.
▪ The button (i.e. access) to the proposal in the ZoomGrants is located on Community Development Department website:http://durhamnc.gov/445/Community-Development
▪ The online proposal process will be available from January 28, 2019 to March 11, 2019 at 4:00 PM.
When are Proposals Due?
All proposals (including documents required to be submitted in hardcopy)
are DUE no later than
4:00 PM on March 11, 2019
Late proposals will not be considered.
Got Questions?
Questions must be submitted in writing before
February 19, 2019 at 4:00PM
Questions concerning Audited Financials/StatementsTerri P. Holmes [email protected] - (919) 560-4570 ext. 22230
All other proposal related questionsMatt Schnars [email protected] - (919) 560-4570 ext. 22228
Technical support for the use of ZoomGrants M-F 8:00am-5:00pm MST - (866)-323-5404 ext. 2 [email protected]