MEMORANDUM

TO:Community Providers in Brattleboro, Burlington and Rutland AHS districts

FROM:Angus Chaney, Director of Housing, Agency of Human Services

Dave Yacovone, Commissioner, Department for Children and Families

DATE: February 6, 2013

SUBJECT:Family Supportive Housing –Request For Proposals – Phase I

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Included here are the Notice and Application for Phase I of the Family Supportive Housing demonstration grants. Funding is available beginning in state fiscal year 2014 (July 1, 2013 – June 30, 2014). The attached materialsarearranged in four sections.

  1. Notice and Overview
  1. Family Supportive Housing- Detailed Program Description
  1. Application
  1. Customary Vermont and AHS Grant Provisions (Attachments C and F)

Please review all materials carefully.

APPLICATIONS ARE DUE NO LATER THAN 4:00 PM ON APRIL 2, 2013.

Vermont Agency of Human Services (AHS)

Department for Children and Families (DCF)

FAMILY SUPPORTIVE HOUSING – Demonstration Grants

NOTICE & APPLICATION

Phase I - State Fiscal Year 2014

Proposal Due Date: April 2, 2013

SECTION I: NOTICE

OVERVIEW

The VermontAgency of Human Services (AHS)and Department for Children and families (DCF) announcethe availability of funding for community partners to develop and operatetargeted Family Supportive Housing programs in multiple AHS districts. Through partnerships created between a local non-profit services provider and one or more local housing provider(s)such as Land Trusts and Public Housing Authorities, these programs will providecustomized, intensive case management and service coordination forformerly homeless families with childrenin permanent, affordable housing. Supportive serviceswill stay with participant families from shelter through their first 24 months of housing.

Forstate fiscal year 2014 (implementation phase I) this program istargeted to three AHS districts with high numbers of children in emergency shelterand homeless families in motels. The identified regions are the Brattleboro, Burlington and Rutland Districts. AHS and DCF are seeking detailed and comprehensive proposals from providers in each of these districts to demonstratehighly-coordinated programsdesigned around five key components: customized case management and service coordination; affordable housing; client engagement; financial empowerment; and strong local partnerships. AHS and DCF will evaluate and refine the program in fiscal year 2014 for replication inadditional AHS districts in subsequent phases. If one or more districts targeted for this implementation round does not put forth a successful proposal, this notice and application will be extended to an additional district or districts.

OBJECTIVES

The primary objectives of theFamily Supportive Housing (FSH) demonstration grants are to reduce the incidence and duration of homelessness by: supporting families with minor children transitioning from homelessness to permanent, affordable housing;providing appropriate case management and service coordination to help families sustain these tenancies; addressing root causes which lead to the family becoming homeless; encouraging positive, non-judgmental, trauma-informed communication and engagement; building resiliency in parents and children; increasing financial empowerment; and promoting best practices in supportive housing to be standardized and brought to scale in Vermont.

AMOUNT AND SOURCE OF FUNDING

Core funding for thisdemonstration grant programis from the General Assistance housing programwithin the Economic Services Division of the Department for Children and Families. Of a total of $400,000 available forstate fiscal year 2014, $10,000 is reserved for program evaluation. Grants will be awarded by the Agency of Human Services,Department for Children and Families to grantee service providers in three AHS Districts.Each of these districts selected are eligible to apply for up to $130,000 in grant funding.Eligible budget components are outlined below and detailed insection two of this RFP. Other divisions within AHS, such as DCF Office of Economic Opportunity, DCF Family Services, DCF Reach-Up, the Vermont Department of Health’s Division of Alcohol and Drug Abuse Prevention, and Creative Workforce Solutions, may also dedicate services, technical support or funding to augment activities within the FSH program specific to their respectivemissions. Contingent upon legislative appropriation and grantee compliance and performance, it is the intent of the Agency of Human Services and Department for Children and Families to renew demonstration grants for state fiscal year 2015.

ELIGIBLE BUDGETCOMPONENTS

(A detailed description of these components is found in the section on PROGRAM DESIGN.)

  1. Customized Case Management and Service Coordination: The majority of funding availablethrough FSH grantsis tosupport thesalary, fringe and associated direct costs of two FSH Service Coordinators. FSH Service Coordinators will provide customized case management and service coordination for participant familiesfrom homelessness through their first 24 months of housing. FSH Service Coordinators will be recruited, trained and supervised by the FSH service partner organization which will act as lead applicant in responding to this RFP and accepts primary grant management responsibility during the course of the grant term.
  1. Program Administration: Up to 10% of each local grant award may be used for local program administration. These funds may be used to support program reporting and supervision of FSH Service Coordinators.
  1. Housing Risk Pool: Up to 10% of each local grant award may be used to fund ahousing risk pool to defray the cost of damage to a unit or unpaid rent owed to a landlord.

APPLICANT ELIGIBILITY

To be considered, an applicantmust, as a threshold requirement:

  • Be a501(c)(3) non-profit service provider based in the State of Vermont.
  • Have an established history of providing effective case management or supportive services to persons who are homeless and/or families with children.
  • Have a demonstrated ability and capacity to manage publicly-funded grants or contracts.
  • Submit a completedAPPLICATION (section 3) prior to the deadline given in this RFP.
  • Include asigned MOU with one or more local housing providersdescribingthe housing resources available anddetailing the local program design.

MEMORANDUM OF UNDERSTANDING (MOU)

A criticalcomponent of the Family Supportive Housing application is the Memorandum of Understanding between the service provider and housing provider(s). Local applicant partnerswill develop a detailed MOU clearly articulatingprogram design; partners’ roles, expectations and responsibilities; procedures;the type and intensity of customized case management and service coordination to be provided by the FSH Service Coordinators;the specifics of the housing available and any risk pool; methods for resolving potential disputes between any of the parties; and methods for resolving potential disputes between participants and any of the services or housing partners.

APPLICATION REVIEW PROCESS

Applications will be evaluated by a review team composed of staff from the Agency of Human Services, the Department for Children and Families, the Office of Economic Opportunity, the Vermont Housing Finance Agency, the Vermont Housing and Conservation Board, and the Vermont State Housing Authority. Proposals will be reviewed to determine if they meet threshold criteria. Any proposal which fails to meet threshold criteria will not be considered. Proposals meeting the threshold criteria will be scored in the following categories:

A. SERVICES (Up to 35 points)

  • Demonstrated organizational capacity of services partner organization (5)
  • Successful track record providing case management to homeless families with children(15)
  • Successful track recordproviding in-home case management or service coordination (5)
  • Demonstrated commitment tostrengths-based engagement strategies and use of evidence-based/informed practices. (5)
  • Established partnerships with state or private human services agencies or financial institutions to support key FSH service components. (5)

B. HOUSING (Up to 30 points)

  • Demonstrated organizational capacity of housing partner(s) (5)
  • Adequate number of rental units (or vouchers)identified or pledgedfor SFY ’14 and sfy ’15to support local FSH program ramp-up expectations. (15)
  • Location, size, quality and affordability of any units or vouchers pledged or identified. (10)

C. MEMORANDUM OF UNDERSTANDING (Up to 25 points)

Clarity and Completeness of:

  • Roles and Responsibilities (10)
  • Processand Procedures, including Risk Pool and Written Grievance Process (10)
  • Procedure for resolution of Conflicts (5)

D.BUDGET (Up to 10 points)

  • Proposed budget adequately supports the project as outlined in the narrative. Clarity and completeness of budget justification. (5)
  • Leveraged in-kind and/or additional organizational contributions towards the FSH project (such as: space for group meetings; other funds to expand risk pool, compliment services, or provide enrichment activities; partnershipwith a local financial institution,formalized by a letter of support and a plan for how strategies will beintegrated with the program.

APPLICATION CONTENT, FORM AND SUBMISSION INFORMATION

1. Content and Form

Proposals should follow the outline provided in the APPLICATION section. All proposals should include the following, in the order shown:

  1. Cover Sheet
  2. Table of Contents (Optional)
  3. Required Narratives (Limit 15 pages maximum)
  4. Budget & Justification
  5. Agency or Program Budgets
  6. Memorandum of Understanding
  7. Certificate of Proof of Insurance

H. Additional Letters of Support (if referenced in proposal)

2. Submission Process

Applicants submitting a proposal by mail should send one original application and one copy to:

Angus Chaney, Director of Housing

Office of the Secretary

Agency of Human Services

208 Hurricane Lane, suite 103

Williston, Vermont05495

Applicants submitting a proposal electronically may send a PDF or Word document to:

Applications will NOT be accepted by facsimile or hand delivery.

All applications are due no later than4:00 PM, April 2, 2013.

AWARD LETTERS AND NEGOTIATION

Award letters will be issued to successful applicants as close to May 1st as possible. The Agency of Human Services and Department for Children and Families reserve the right to negotiate terms of any grant agreement with prospective grantees prior to grant execution. This may include refinement of program outcomes the grantee will report on, target-setting, services provided, and costs covered under the grant agreement.

SECTION II:FAMILY SUPPORTIVE HOUSING - DETAILED PROGRAM DESCRIPTION

A. COLLABORATION

Partnerships– Supportive housing requires a clear division of roles between service providers and property management. AHS has developed Family Supportive Housing (FSH) to be a local partnership between a services provider and housing provider(s) and will not fund proposals in which both of these components are proposed to be provided by a single organization. Success in these demonstration grants willrequire strong partnerships and clarity of roles at multiple levels: between families and service coordinators; between local housing and service providers; and between state and community partners. Partnerships will be clarified and formalized through memoranda of understanding.

Memoranda of Understanding – Each FSH program will develop two Memoranda of Understanding or Memoranda of Agreement (MOU or MOA) incorporating supportive housing principles and expectations established in this RFP. Together, these documents will serve as the foundation of the local FSH program.

A primary MOU will be developed between the services partner and housing provider(s). At minimum, this MOU must articulate program design; partners’ roles, expectations and responsibilities; procedures used; the type and intensity of customized case management and service coordination to be provided by the FSH Service Coordinators; the specifics of the housing available and any risk pool; the details of any lease addendum; program rules; methods for resolving potential disputes between parties; and methods for resolving potential disputes between participants and any of the services or housing partners. This primary MOU is the core of the FSH proposal and must be submitted as an appendix to the application packet.

A secondary MOUwill be developed between state and local partners and will address processes for referral, information sharing, reporting and service coordination where state partners are involved. Secondary MOUsmust be finalized before grantswill be signed. At minimum, parties to the secondary MOU will be: The local services provider, the local family shelter and/or domestic violence shelter, DCF Family Services andDCF Reach-Up.

B. SUPPORTIVE SERVICES

A majority of funding available through FSH grants supports the staffing costs of FSH Service Coordinators who provide supportive services for participant families from homelessness through their first 24 months of housing.

The program will support highly-trained staff providing the following components: customized on-site case management; service coordination; financial empowerment; life skills; tenant education; parent and child resiliency; and support of addiction recovery. While not all participant families will be struggling with all of the above issues, local programs must be able to effectively provide or access such services when and where appropriate. Locally, these services will be aligned and coordinated with existing AHS program and initiatives such as Creative Workforce Solutions, Reach-Up, Family Services, ADAP and Integrated Family Services.

THE SERVICE COORDINATOR

FSH Service Coordinators will be recruited, hired, trained and supervised by the FSH service partner organization that will act as lead applicant in responding to this RFP and accept primary grant management responsibility during the course of the grant term.The Service Coordinator is not an entry level position. Pay should support a strong candidate pool. Dependent on salary and fringe costs, the demonstration grants are expected to support two (2) local FSH Service Coordinators (1.5 to 2 FTEs.)

SUGGESTED MINIMUM JOB QUALIFICATIONS

  • Bachelor’s Degree in Education, Human Services, Counseling or a related field
  • Knowledge and experience of homelessness, poverty, substance abuse and domestic violence.
  • Experience working in home or community settings with families and children (Experience with home visiting preferred)
  • Experience working with families with complex needs
  • Knowledge of community resources and supports
  • Demonstrated ability to work effectively as part of a team
  • Ability to work with a wide range of people, including professionals and consumers, while maintaining an awareness of each individual’s needs and strengths
  • A demonstrated commitment to a strengths-based intervention practice
  • Highly developed professional ethics standards
  • Access to reliable transportation
  • Ability to pass any required background checks

ADDITIONAL TRAINING – FSH Service Coordinators will be expected to participate in relevant training. Any training required by AHS will be available free of charge or be an eligible program cost for reimbursement if approved in advance. Required areas will include, but are not necessarily limited to:

Training required prior to working with FSH Clients:

  • Strengths-Based Training (DCF-Reach-Up module)
  • Mandated Reporter (DCF-Family Services)
  • Domestic Violence (AHS module)

Training required within first six months of hire:

  • Financial Empowerment (DCF-Office of Economic Opportunity)
  • Co-occurring Disorders - Substance abuse and Mental Illness (DCF-Family Services)

CASELOADS –Afull-time FSH Service Coordinator has a target case load of between 12 – 15 families.

SERVICES ON SITE – Meetings between the Service Coordinator and adults in a household are expected to take place on-site in the participant’s apartment or in a setting agreed upon by the family and the service coordinator in advance.

FREQUENCY OF VISITS–Service Coordinators will check in with families at least once per week, by phone or in person, and will meet in person at least once every two weeks. During the first month, in-person meetings will take place at least twice per week. Service Coordinators should be prepared to meet more frequently during times of crisis or transition.

DURATION OF SERVICES – Case management and service coordination through the FSH program follows families from shelter through their first 24 months of housing.

CLIENT ENGAGEMENT - Family Supportive Housing promotes positive engagement and shared responsibility. This entails a strengths-based approach, including coaching, motivational interviewing techniques and goal-setting.

FINANCIAL EMPOWERMENTand ASSETBUILDING-All of Vermont’s FSH programs will include a financial empowerment and asset-building component. Assets - such as savings, credit or education - help people prepare for the future and act as a cushion during tough times. Asset-building describes a set of approaches to overcoming poverty that help families to attain new financial knowledge, save and invest in their future. Recent local pilots have developed promising practices for extending the benefits of financial education and asset building services to some of Vermont’s most vulnerable populations.Integrating these services into a traditional safety net can help move people towards long-term financial stability.

Local FSH proposals should include financial education and coaching which integrates all of the following strategies, knowing that each family will learn basic financial concepts and set individualized financial goals:

  • Managing Credit & Debt - Families understand and manage good debt and avoid bad debt, including high interest credit cards.Families establish and build credit to help them access housing, employment and affordable/fairly priced financial products.
  • Savings & Planning - Families build emergency savings or save towards a specific goal or asset to help them achieve financial security.
  • Safe, Mainstream Banking & Lending - Families connect to mainstream financial institutions and products so that they pay less for financial transactions and avoid predatory financial practices.
  • Tax Credits and Filing Assistance - Families access available tax credits which reward work and lift families out of poverty. Tax time represents an opportunity to review household finances with a family.

FSH grantees are expected to partner with local financial institution to provide financial products tailored to participants, such as tracker loans, credit building loans, “second chance” (or low barrier) bank accounts, ability to partner/administer matched savings program.

In many cases, these Financial Empowerment strategies may be provided through established referrals or coordinated/team service delivery. FSH Service Coordinators will receive training and support to incorporate financial coaching into their practice. FSH programs will receive technical support in developing new partnerships and programming. Matched savings will be made available for enrolled families during the project period, under a separate grant agreement between the FSH service provider and the State Office of Economic Opportunity. The Office will also provide training and technical support for developing internal capacity in this area, including: regular consultations; workshops for FSH staff and partners on financial coaching and pertinent topics; statewide full-day training; materials and curricula.