emergency shelter grant program - web viewcity of pomona. request for proposal (rfp) emergency...

CITY OF POMONA

REQUEST FOR PROPOSAL (RFP)EMERGENCY SOLUTIONS GRANTS (ESG) PROGRAM

HOMELESS ASSISTANCE PROGRAMSPROGRAM YEAR 2015-2016

APPLICATION PACKETRFP BID NO: [1021.31]

Type of RFP: ☒ Professional Service

Proposal Submittals: Responses to the Request for Proposal (RFP) must be submitted to:Mail Delivery Hand Delivery, FedEx, UPS, etc.City of Pomona City of PomonaPurchasing Division Purchasing DivisionP.O. Box 660 505 S. Garey AvenuePomona, CA 91769 Pomona, CA 91766

SCHEDULE OF EVENTS SUMMARY:

RFP Issued 12:00 noon, November 2, 2015Mandatory Workshops December 9, 2015 ( see page 20 for details)Deadline for Submission of Proposals 4:00 p.m., January 20, 2016(The City reserves the right to change schedule of events without prior notice or responsibility to

Bidders.)

Visit our website at www.ci.pomona.ca.us/index.php/businesses/current-bids-and-rfps/Non-Construction Bids/then, login to the City of Pomona’s PlanetBids Vendor Portal (Vendor registration is mandatory in order to access the RFP)

Follow the path of – Business; Current Bids and RFPs; Non-Construction Bids

1

http://www.ci.pomona.ca.us/index.php/businesses/current-bids-and-rfps/Non-Construction


COMMUNITY DEVELOPMENT DEPARTMENTCITY OF POMONAFY 2016-2017 ESG REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDINGRFP BID NO. 1021.31

TABLE OF CONTENTS

SECTION 1 – APPLICATION INTRODUCTION....................................................................................................3

A. ESTIMATED AVAILABLE FUNDING................................................................................................................4

B. ELIGIBILITY FOR APPLICATION..................................................................................................................... 4

C. MANDATORY MATCH REQUIREMENTS........................................................................................................5

D. MANDATORY TRAINING REQUIREMENTS....................................................................................................5

SECTION 2 - ESG PROGRAM OVERVIEW..........................................................................................................6

A. AUTHORITY...................................................................................................................................................... 6

B. DEFINITION OF HOMELESS........................................................................................................................... 7

C. ELIGIBLE ACTIVITIES.................................................................................................................................... 10

D. ESTIMATED FUNDING CAPS FOR EMERGENCY SOLUTIONS GRANTS (ESG)......................................10

PROGRAM.......................................................................................................................................................... 10

E. INELIGIBLE ACTIVITIES................................................................................................................................ 10

SECTION 3 - RFP APPLICATION AND SELECTION CRITERIA........................................................................11

A. RFP GENERAL APPLICATION REQUIREMENTS.....................................................................................11

B. RFP EVALUATION - SELECTION CRITERIA............................................................................................14

C. RFP REVIEW AND APPEALS PROCESS..................................................................................................14

D. BASIC INSTRUCTIONS FOR SUBMITTING A REQUEST FOR FUNDING...............................................15

E. WORKSHOP ANNOUNCEMENT...............................................................................................................16

SECTION 4 - RFP APPLICATION PACKAGE.....................................................................................................17

A. APPLICATION COVER SHEET..................................................................................................................18

B. APPLICATION CHECKLIST........................................................................................................................ 19

C. APPLICATION............................................................................................................................................. 20

D. PROGRAM BUDGET.................................................................................................................................. 24

E. BUDGET PROTOCAL................................................................................................................................. 29

F. MATCHING SHARE:................................................................................................................................... 31

APPLICANT AGENCY _________________________________ 2


G. PERFORMANCE MEASUREMENT SYSTEM AND OUTCOMES STATEMENT.......................................36

ATTACHMENT A: BOARD OF DIRECTORS AFFIDAVIT...................................................................................37

ATTACHMENT B: STATEMENT OF CERTIFICATIONS.....................................................................................38

ATTACHMENT C: OTHER FEDERAL REQUIREMENTS...................................................................................41

ATTACHMENT D: STATEMENT OF CONFIDENTIALITY...................................................................................44

ATTACHMENT E: CERTIFICATION OF RELIGIOUS COMPLIANCE.................................................................45

ATTACHMENT F: APPEALS PROCESS FOR CLIENT TERMINATIONS..........................................................46

RESERVATION OF RIGHTS............................................................................................................................... 47

TERMS AND CONDITIONS................................................................................................................................ 47

DEFINITIONS...................................................................................................................................................... 49

SAMPLE AGREEMENT FOR CONSULTANT/CONTRACTOR SERVICES........................................................51

CITY OF POMONA MINORITY BUSINESS QUESTIONNAIRE..........................................................................55

CITY OF POMONA STATEMENT OF NON-COLLUSION BY CONTRACTOR...................................................56

AGREEMENT FOR INDEMNIFICATION/ACKNOWLEDGMENT OF PROCUREMENT ....................................57



SECTION 1 – APPLICATION INTRODUCTION

INVITATION TO APPLYMONDAY, NOVEMBER 2, 2015

NOTICE OF FUNDING AVAILABILITY FOR

THE EMERGENCY SOLUTIONS GRANTS (ESG) PROGRAM PROGRAM YEAR 2016-2017

The City of Pomona is seeking proposals from organizations with specific skills in providing street outreach or rapid re-housing to implement the Emergency Solutions Grants components of the City's Continuum of Care System. Only homeless provider organizations that meet the "Minimum Requirements" and "General Program Requirements" (see Section 3 of application) will be considered at this time.

RFP AVAILABILITY:The Request for Proposal (RFP) Application Packet will be available at 12:00 noon, November 2, 2015 at the following location:

PURCHASING DIVISION (basement)505 SOUTH GAREY AVENUE

POMONA, CA 91766

POMONA CITY HALL HOURS:City Hall is open Monday – Thursday, 7:30 AM-6:00 PM. City Hall is closed every Friday.

HOLIDAY CLOSURES:Veterans Day November 11, 2015Thanksgiving Day November 25th thru November 26thChristmas and New Year’s Day December 23rd 2015 thru January 1, 2016

RFP WEB INFORMATION: Visit our website at www.ci.pomona.ca.us and click on any one of the following links to access and download the RFPS in word format:

www.ci.pomona.ca.us/index.php/community-development-home/housing-division www.ci.pomona.ca.us/index.php/housing-division-home/community-development-block-grant-unit-cdbg www.ci.pomona.ca.us/index.php/housing-division-home/homeless-services

The Purchasing Division must receive all completed submissions no later than:4:00 p.m., Wednesday, January 20, 2016



A. ESTIMATED AVAILABLE FUNDING The total amount of ESG funds anticipated to be awarded to the City for Program Year 2016-2017 is $180,540. This amount is estimated and dependent on the amount ultimately awarded by the Federal government. Eligible activities that have established funding limits or caps will be adjusted in accordance with final awarded amount.

B. ELIGIBILITY FOR APPLICATIONThe following eligibility criteria will be used in considering ESG applications for funding in Program Year 2016-2017:

1. Only eligible project activities that meet the following will be considered:

a) Must meet City of Pomona’s strategic goals to end homelessness as outlined in the City’s Consolidated Plan

b) Must be eligible under the definitions of the Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act

c) Under the HEARTH Act, must coordinate activities with the Continuum of Care process to carry out ESG eligible activities

d) Actively participates in the Service Planning Area Three Coordinated Entry System

e) Strengthening the City's Continuum of Care by addressing gaps in residential and non-residential services

f) Goals and actions that specifically target HUD defined homeless families and individuals, chronically homeless, homeless veterans, families with children and unaccompanied youth experiencing homelessness;

g) Cultivate collaboration between the recipient agency and the Continuum of Care process;

h) Project identifies how it fits within a Housing First Strategy as identified within this Request for Proposals

2. Projects that show collaborative effort with at least one other agency to provide stated services.

3. Projects from service providers that have at least two years of experience in successfully providing at least one of the following eligible Emergency Solutions Grant (ESG) components:

a) Street Outreach serving unsheltered homeless persons. b) Rapid Re-Housing for those who are literally homeless



C. MANDATORY MATCH REQUIREMENTS

The Emergency Solutions Grants (ESG) Program requires a 100% match equal to the amount of the requested funds. All Applicants must provide documentation of the cash or in-kind match with the proposal:

Funding Match: A 100% percent (100%) funding match is required. A nonprofit recipient selected through this RFP process must provide this match, equal to the grant award.

In calculating the amount of matching funds, a subrecipient may include the documented value of any donated material or building, and the time and services contributed by volunteers and staff to carry out a homeless services program or shelter.

D. MANDATORY TRAINING REQUIREMENTSA Technical Assistance Workshop will be held to provide an opportunity for all potential applicants to ask questions about the overall Emergency Solutions Grant program, evaluation criteria, Continuum of Care (CoC) strategies and ESG proposal process. The workshop is mandatory for all agencies applying for funding, regardless of current of past ESG funding.

TECHINICAL ASSISTANCE WORKSHOP:

A mandatory RFP Workshop will be held on Wednesday, December 9, 2015, 11:00 a.m. – 1:00 p.m., at Pomona City Hall, Administration Boardroom, 2nd floor, 505 South Garey Avenue, Pomona, CA.

Please note: An Agency representative must be present at the workshop for the application to qualify. One person cannot represent multiple agencies. RFP’s submitted by agencies that do not attend the workshop will not be considered for funding and will be returned unopened

TECHNICAL ASSISTANCE

Please contact the City’s Homeless Services Coordinator, Jan Cicco at (909) 620-2571 if you have any additional questions.

RFP SUBMISSIONS

Submit one (1) original plus two (2) copies (one with wet signatures and corporate seal) in a sealed envelope with the words “ESG PROJECT 2016-2017” written on the envelope. Proposals must not be bound or stapled; secure proposals with a binder clip. Number pages and label each section with identifying tabs utilizing RFP section and headings.

THE CITY RESERVES THE RIGHT TO THE FOLLOWING:



1. Waive defects or irregularities in the presentation of an application.2. Incomplete applications will not be processed unless the City grants a waiver, in

writing.3. Proposals that are disqualified will not be reviewed or evaluated by the RFP review

team.

OTHER:

Questions regarding this notice may be directed to Jan Cicco at (909) 620-2571. Questions regarding the City’s purchasing procedures should be referred to the Purchasing Division, (909) 620-2381.

SECTION 2 - ESG PROGRAM OVERVIEW

A. AUTHORITYThe ESG Program was established by the McKinney – Vento Homeless Assistance Amendments Act of 1987 (Public Law 100-628) and Section 832 of the 1990 Affordable Housing Act (Public Law 101-625). This Program is governed by Title 24, Code of Federal Regulations (CFR), Part 576. The Pomona City Council, in its capacity as a metropolitan City eligible for a formula grant under the ESG regulations, has authorized participation as described in the City's Comprehensive Housing Affordability Strategy.

HOMELESS ASSISTANCE REAUTHORIZATION

On May 20, 2009, Congress adopted S.896, The Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009. The HEARTH Act amends and reauthorizes the McKinney – Vento Homeless Assistance Act of 1987. The HEARTH Act also consolidates HUD’s homeless assistance programs, simplified match requirement; increased prevention resources; and, increased the emphasis on performance by requiring participation in HMIS.

In authorizing the act, The Congress stated its findings that:

(1) A lack of affordable housing and limited scale of housing assistance programs are the primary causes of homelessness; and

(2) Homelessness affects all types of communities in the United States, including rural, urban, and suburban areas.

On November 15, 2011, HUD released the interim regulation for the new Emergency Solutions Grants (ESG) program and the corresponding amendments to the Consolidated Plan regulations and published the final rule on the definition of homelessness, which changed as legally defined in Public Law 100-628.

The interim rule, published in the Federal Register on December 5, 2011, revises the regulations for the Emergency Shelter Grants program by establishing the regulations for the Emergency Solutions Grants program, which replaces the Emergency Shelter Grants


http://www.hudhre.info/esg

http://www.hudhre.info/esg


program. The change in the program’s name, from Emergency Shelter Grants to Emergency Solutions Grants, reflects the change in the program’s focus from addressing the needs of homeless people in emergency or transitional shelters to assisting people to quickly regain stability in permanent housing after experiencing a housing crisis and/or homelessness.

The HEARTH Act also codifies into law the Continuum of Care planning process, a longstanding part of HUD’s application process to assist homeless persons by providing greater coordination in responding to their needs.

B. DEFINITION OF HOMELESS

On November 15, 2011, HUD published the final rule on the definition of homelessness, which integrates the regulation for the definition of "homeless," and the corresponding recordkeeping requirements, for the Emergency Solutions Grants program, the Shelter Plus Care program, and the Supportive Housing Program.

The proposed rule was released and provided necessary clarification on terms within the statutory definitions of "homeless," "homeless individual," "homeless person," and "homeless individual with a disability" and contained proposed recordkeeping requirements designed to assist communities appropriately document an individual or family's homeless status in the case file.

Only programs serving homeless persons or families as defined under HUD's Federal regulation will be considered. A homeless person is defined under Federal regulations as:

1. Individuals and families who lack a fixed, regular, and adequate nighttime residence and includes a subset for an individual who resided in an emergency shelter or a place not meant for human habitation and who is living in an institution where he or she temporarily resided;

2. Individuals and families who are fleeing, or are 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.

BACKGROUND AND FINAL RULES

On November 18, 2013, The Pomona City Council accepted the State of Homelessness in The City of Pomona 2013 Report which contained specific recommendations and goals for addressing homelessness in the City.

The City is making available an estimated $70,000 in federal ESG funds to one or more providers of homeless services in the City. The final amount is contingent of the final award from the federal government.

ADOPTING A HOUSING FIRST SERVICE DELIVERY STRATEGY

Traditional homeless service delivery has followed a continuum of care approach which moves homeless clients through a series of progressive steps toward housing stabilization



which included outreach, emergency shelter, and transitional shelter with supportive services. When clients were deemed “housing ready” they would then be exited to permanent housing. The Housing First Strategy approaches assistance provided to homeless persons differently. Clients are placed as quickly as possible into permanent housing and they provided assistance in place to help them adapt to mainstream stable lifestyles. Placing homeless persons directly from the street into permanent housing, shelter diversion, limited bridge or crisis housing and minimal stays in shelter are housing first approaches.

With the HEARTH Act and multiple trainings and announcements, the Department of Housing and Urban Development (HUD) has clearly stated its adoption of the Housing First Strategy and the expectation that those receiving funding through HUD will implement programs using this strategy. In the State of Homelessness in Pomona 2013 Report, received by the Pomona City Council on November 18, 2013, the City adopted the use of the Housing First Strategy. This RFP reflects this new approach to service delivery. Proposals will be evaluation on the incorporation of a Housing First Strategy into the proposed project and the agencies experience and capacity to implement this strategy.

The City is soliciting proposals from nonprofit providers of homeless services that will effectively utilize all or part of the funds as subrecipients. Responsive proposals will include information on how the agency will participate in the goals established by the Department of Housing and Urban Development and the City of Pomona. Proposals must demonstrate a capacity to implement the programs using a Housing First Strategy addressing the following HUD and City of Pomona goals.

HUD GOALS:

Participate in generating the local strategies for ending homelessness; Ensuring that individuals and families who become homeless return to permanent

housing within 30 days; Reflects the change in the program’s focus from addressing the needs of homeless

people in emergency or transitional shelters to assisting people to quickly regain stability in permanent housing after experiencing a housing crisis and/or homelessness; and

Participation in greater coordination in responding to the needs of homeless persons

CITY OF POMONA HOMELESS SOLUTIONS GOALS:

Implementation of best practices that include coordinated assessment, use of HMIS (or like data based for exempted programs), shelter diversion, critical time intervention, increasing income through benefits and employment assistance, housing first strategy

Programs that help redirect homeless persons from use of public spaces within Pomona for living

Participate in community meetings that address homeless services in Pomona

Enhance the Pomona Street Outreach Program



Actively participate in the Pomona Continuum of Care Coalition

Provide volunteer opportunities for community members

Incorporates employment opportunities and benefits assistance for clients

Results in clients moving into appropriate Permanent housing within 30 days of entering program. Agencies are encouraged to apply for Rapid Re-housing funding to support this effort or to identify an alternate source of funds that will be utilized to assist households to move to permanent housing. Ongoing case management to assist households to remain housed must be included.

Agencies must demonstrate capacity to implement Housing First Strategies

Once funds are awarded by the City, professional service agreements with homeless agencies may be renewed for a second year, depending on future HUD funding levels and satisfactory compliance with program regulations.

Major priorities for Program Year 2016-2017 are Rapid Re-housing and Street Outreach.

Agencies participating in ESG or other HEARTH Act McKinney Vento funding are encouraged to seek ongoing education and guidance through www.HUDHRE.info and the HUD Help Desk located on this site. Additional information on implementing Housing First Strategies, HUD priorities, and best practices are also available at the National Alliance to End Homelessness website; http://www.endhomelessness.org. Agencies are strongly encouraged to access this source for continuing education and program success and enhancement.

CONTINUATION OF FUNDING

Pursuant to the terms of the grant agreement between the Department of Housing and Urban Development (HUD) and the City of Pomona, implementation of the City's Consolidated Plan will take place over a five-year period, with regular performance evaluations by HUD. Continuation of funding for each year is contingent upon the satisfactory fulfillment of the stated goals of the grant agreement with HUD and between the City and the subrecipients. Organizations must expect to make a significant difference in breaking the cycle of homelessness and hold to high standards of effort and accomplishment. Failure to achieve contracted goals and comply with contract provisions will lead to potential de-obligation and termination of funds to homeless providers unable to meet goals.

C. ELIGIBLE ACTIVITIESa. Street Outreach


http://www.endhomelessness.org/

http://www.HUDHRE.info/


Essential Services related to reaching out to unsheltered homeless individuals and families, connecting them with emergency shelter, housing, or critical services, and providing them with urgent, non-facility-based care. Eligible costs include engagement, case management, emergency health and mental health services, and transportation.

b. Rapid Re-Housing Housing relocation and stabilization services and short-and/or medium-term rental assistance as necessary to help individuals or families living in shelters or in places not meant for human habitation move as quickly as possible into permanent housing and achieve stability in that housing. Eligible costs include utilities, rental application fees, security deposits, last month's rent, utility deposits and payments, moving costs, housing search and placement, housing stability case management, landlord-tenant mediation, tenant legal services, and credit repair.

D. ESTIMATED FUNDING CAPS FOR EMERGENCY SOLUTIONS GRANTS (ESG) PROGRAM

At the time of the release of this request for proposals, funding amounts have not been published. All funding is projected and awards may be modified to reflect actual awards made by the Department of Housing and Urban Development.

The total estimated amount of ESG funds anticipated to be awarded to the City for Program Year 2016-2017 is $180,540. $70,000 in ESG funds is anticipated to be available for one or more nonprofit agencies to implement Rapid Re-housing and Street Outreach. This is an estimated amount that is dependent upon the amount ultimately awarded by the Federal government. The total award for Street Outreach cannot exceed 60% of the total funds available. Eligible activities that have established funding limits or caps will be adjusted in accordance with final awarded amount.

E. INELIGIBLE ACTIVITIESThe following activities are prohibited:

Acquisition of a facility for use as an emergency shelter for the homeless.

Rehabilitation services such as preparation of work specifications, loan processing, or inspections.

Renovation or conversion of buildings owned by primarily religious organizations or entities. All services must be free from religious influences.

PROGRAM FEE POLICY



The Federal regulations do not address the issues of fee payment by Emergency Solutions Grant clients.

1. Requirements regarding payment of fees by clients may be established by subrecipients subject to the grantee's concurrence, so long as any fees charged do not exceed 30% of the client's documented monthly income from all sources. If the family unit consists of more than one (1) person, income of all family members 18 years of age and older can be considered in making the 30% calculation.

2. Assisted clients must provide an appropriate budget management/savings plan to enable an independent living transition.

SECTION 3 - RFP APPLICATION AND SELECTION CRITERIA

A. RFP GENERAL APPLICATION REQUIREMENTSThe following criteria must be included in the RFP application to be considered a qualified application:

1. The scope of Program Services must be City-based and must identify total number of individuals and households to be served.

2. Proposed program and activities must be of direct benefit to homeless persons as defined by HUD in Federal regulations.

3. All applications must include a performance measurement system to track productivity and program impact clearly reflecting the extent to which the activities produce the desired outcomes in the community or in the lives of persons assisted. All goals must be linked with outcomes.

4. Evidence of a 100% match must be submitted. Match may be cash or in-kind and must be used or counted towards eligible ESG activities.

5. All submitted projects must be considered eligible activities under ESG as required by HUD regulations and should be planned for a maximum of 12 months.

6. Agency must be a legally incorporated non-profit organization or government entity and operational before submission.

7. Must provide 501 (c) (3) tax-exempt IRS status.

8. Must provide current IRS Determination Letter.

9. Must provide Articles of Incorporation and Organization By-laws.

10.Must provide current Dun and Bradstreet Number

11.Must be registered in System of Award Management at SAMs.gov



12.Applicant must provide current documentation that it possesses adequate fiscal and management systems and legal certifications to implement the proposed project:

Must provide current 990’s

Must provide a copy of current Financial Statements

Must provide a copy of last Independent Audit results and copy of the management letter

Must provide a copy of current business license, local and/or State permits.

Must provide copy of Affirmative Action Plan

13.Applicant must submit verification of Insurance Coverage. Minimum certifications are:

Commercial General Liability, minimum limit $1,000,000 per occurrence, $2,000,000 aggregate.

Automobile Liability (hired and non-owned vehicles), minimum limit $1,000,000 per occurrence.

Additional Insured Endorsements, regardless of form, must be signed by an authorized representative of the insurance carrier or its broker. A signature of the insured is not considered an authorized signature.

Fidelity Bond (Employee Dishonesty Coverage)

Employee Benefits Liability – Worker’s Compensation (statutory) Insurance

If awarded a contract, the City must be named as an additional insured, and the endorsement page must include the following language:

1. The additional insured is, “The City of Pomona including elected or appointed officials, directors, officers, agents, employees, volunteers, or contractors.”

2) “This insurance provided by this policy shall be primary as respects any claims related to the (name and dates of program). Any insurance, pooled coverage or self-insurance maintained by the City of Pomona, its elected or appointed officials, directors, officers, agents, employees, volunteers, or contractors shall not contribute to it.”

14.Must demonstrate a minimum of twenty-four (24) months previous experience as of the application deadline of Wednesday, January 20, 2016.

15.A qualified Fiscal Officer/Bookkeeper, preferably certified by AICPA, must be listed on the proposed budget personnel costs sheet and a resume included as part of the application.

16.Agencies that have not submitted performance reports and those with past compliance and performance problems may not be considered for funding.



17.Program activities must be available to serve all religious, race and ethnic groups, in accordance with Title VI of the Civil Rights Act of 1964, and Section 109 of Title I, of the Housing and Community Development Act of 1974.

18.Program activities must comply with Section 504 of the Rehabilitation Act of 1973, which states: “No qualified individual with handicaps can be excluded from participation in or denied the benefits of any activity receiving Federal financial assistance.

19.Board and/or advisory board should be representative of the community, your organization's service population, and homeless or formerly homeless persons. A currently or formerly homeless or at-risk person must serve on the Board of Directors or other policy making body. Homeless persons must be involved in planning and/or operation of project.

20.Awarded agencies must be represented at the Pomona Continuum of Care Coalition (PCOCC) monthly meetings on a regular and consistent basis.

21.Agency must have a Limited English Proficiency Plan (LEP).

22.Agency must be able to demonstrate bilingual capacity through paid or volunteer staff on-site or on-call.

23.Agencies must demonstrate capacity to implement Housing First strategies

GENERAL PROGRAM REQUIREMENTS

Providers funded with ESG program funds will be expected to adhere to the following to be considered in good program standing:

Make themselves familiar with and adhere to all ESG program requirements as stated in Title 24 of the Code of Federal Regulations, Part 576;

Work with City staff in developing and implementing the City's Continuum of Care

Plan;

Collaborate with other homeless providers in the operation of the project;

Adhere to Pomona's reporting and monitoring requirements;

Use the common reporting software as specified by the City of Pomona, which is

the Los Angeles Homeless Services Authority Homeless Management Information

System. Victim Service Providers may utilize a comparable data base;

Participate in training and coordination meetings;

Cooperate with related research and evaluation activities;



Participate in the Service Planning Area 3 Coordinated Entry System and prioritize

referrals from homeless service providers within the City's Continuum of Care

System;

Meet high standards of professionalism in implementing the project;

Conform to all fiscal accountability standards required by the City of Pomona and by the Federal government (see attached 24 CFR, Part 84);

B. RFP EVALUATION - SELECTION CRITERIAThe following scoring system will be applied in evaluating the proposals:

Program design .......................................................11Program experience and qualifications . ..................11Capacity to implement Housing First strategies.......11Performance Measurement Tool .............................11Documentation and Recordkeeping.........................11Collaborative Effort ..................................................11Community and Service Population Representation 11Fiscal capacity ........................................................12Budget and source of matching funds .....................11

Total Possible Points: 100

C. RFP REVIEW AND APPEALS PROCESSThe City’s review process entails four levels of review prior to final authorization of a federally assisted project:

1) Staff Evaluation Team reviews applications for responsiveness to RFP requirements2) Determine ESG Eligibility of proposed activities3) Eligible activities are reviewed and evaluated by the City’s Budget Ad Hoc Committee

and Staff Evaluation Team.4) Funding is approved by the City Council

An organization that has sought funding may appeal to the City Council at any of the Public Hearings held to obtain citizen comments. Written appeals may also be submitted to the Development and Neighborhood Services Department prior to adoption of the final budget in May 2016.

Public hearings will be noticed in local newspapers in the Legal Notice section.

D. BASIC INSTRUCTIONS FOR SUBMITTING A REQUEST FOR FUNDING

The following tips provide basic technical guidance for preparation and final submittal of an ESG RFP application to the City for funding a proposed project:



1) The application forms should be typewritten or printed for clarity of information and numbered to ensure RFP evaluators and reviewers do not misread information.

2) Submit one application for each project. Do not combine more than one eligible activity in the proposal. This will ensure compliance with federal requirements and also ensures that the project budget and staffing is adequate to carry out a project.

3) The RFP Application Checklist of requested documents is provided to help the applicants organize the application properly.

4) Complete the application in the same order as RFP. Utilize the headings in the RFP proposal in order to assist the reviewers in evaluating your application. Tab key headings and sections for easy reference. The original and copies must be secured with a large binder clip only. Do not staple, mechanically bind, or use notebook binders. Provide index tabs for each section and major paragraph section using the RFP titles.

5) Proposed program activities should have a clearly written scope of services that links goals with program outcomes: “Need” + “Design” + “Performance Measures” = Proposed Outcomes. Be sure to indicate the number of individuals and households to be served.

6) If you are not sure about any section of the RFP Application, e-mail inquiries to Jan Cicco at [email protected] early in the application process to obtain a clear understanding of what is required to properly complete the contents of the application.

7) Verify that all items listed with the application checklist have been answered to ensure that the proposal can be properly evaluated and understood by its readers.

INCOMPLETE OR UNRESPONSIVE APPLICATIONS Incomplete applications will not be evaluated and will be returned to applicant. In order to be considered complete and responsive to RFP requirements, your application must include all items listed in the “Application Checklist”, regardless of whether or not any of these items have been submitted in prior years. Applications must be received in the Purchasing Department of the City of Pomona by the date and time indicated as time stamped by the Purchasing Department in order to be successfully submitted for consideration.


mailto:[email protected]


E. WORKSHOP ANNOUNCEMENT

A Request for Proposal Application Workshop is offered to guide the approach to the RFP and answer questions regarding the ESG application. Attendance at this workshop is mandatory for all agencies wishing to submit an ESG application.

REGISTER NOW!

DATE: WEDNESDAY, December 9, 2015

LOCATION: CITY HALL, ADMINISTRATION CONFERENCE ROOM, 2ND FLOOR

505 S. GAREY AVENUEPOMONA, CA 91766

To register, contact: Tracy Byl at (909) 620-2437 or by e-mail at [email protected]. Elizabeth Leon at (909) 620-2116 or by e-mail at [email protected]

Please indicate that you are interested in the ESG Application.

WORKSHOP SESSION WILL BE HELD:

TIME WORKSHOP TOPIC

11:00 a.m. – 1:00 p.m. ESG Applications

THE WORKSHOP WILL COVER:

Review of Application Minimum Eligibility Requirements HUD’s Eligibility Requirements Technical Assistance Housing First Strategies

Visit our website at www.ci.pomona.ca.us/index.php/businesses/current-bids-and-rfps/Non-Construction Bids/then, login to the City of Pomona’s PlanetBids Vendor Portal (Vendor registration is mandatory in order to access the RFP)






SECTION 4 - RFP APPLICATION PACKAGE

The City of Pomona ESG Program Year 2016-2017 request for proposals consists of the following elements:

⌂ APPLICATION CHECKLIST⌂ APPLICATION with cover sheet⌂ ATTACHMENTS⌂ REQUIRED DOCUMENTATION⌂ INSURANCE COVERAGE⌂ OVER-ARCHING FEDERAL REQUIREMENTS⌂ AGENCY CERTIFICATIONS

APPLICATION PACKAGES ARE DUE BY:

4:00 p.m., Wednesday, January 20, 2016

APPLICATIONS MUST BE SUBMITTED TO:

CITY OF POMONAATTENTION: PURCHASING DIVISION (basement)

505 SOUTH GAREY AVENUEP.O. BOX 660

POMONA, CA 91769

Please submit one (1) ORIGINAL AND two (2) unbound copies.

LATE, FAXED, E-MAILED OR APPLICATIONS HANDWRITTEN IN SCRIPTwill not be accepted.



A. APPLICATION COVER SHEETCITY OF POMONA

COMMUNITY DEVELOPMENT DEPARTMENTEMERGENCY SOLUTIONS GRANTS (ESG)

FY 2016 - 2017

SUBMIT TO: CITY OF POMONA, Purchasing Division, P.O. Box 660, Pomona, California 91769 (909) 620-2361

DEADLINE: SUBMIT ONE (1) ORIGINAL, SIGNED WITH CORPORATE SEAL and TWO (2) UNBOUND COPIES BEFORE 4:00 P.M. Wednesday, January 20, 2016

______________________________________ __________________________Legal Name of Agency Project Name_______________________________________ _______________________

Federal Identification Number (9- Digit #) DUNS # (Dunn & Bradstreet)________________________________________________________________________

Agency Address City Zip Code

TYPE OF ACTIVITY

AMOUNT

STREET OUTREACH (May not exceed 60% of total award) $ _____________

RAPID RE-HOUSING $ _____________

A separate proposal must be submitted for each activity.

Grant Contact Person and Title: ______________________________________________Phone No: _________________________ Fax No: _________________________ E-mail: ____________________________

Designated Representative responsible for job performance, negotiations, contractual matters, and coordination with the City:

Name & Title: ________________________ Mailing Address: ______________________Email Address: ______________________ Telephone No: ____________________

____________________________________ _______________________________ Legally Authorized Signatory Typed or Printed Name



B. APPLICATION CHECKLISTThe Application Checklist must be completed to verify that all required documents are completed for submission. Incomplete applications will be rejected with a written justification of items missing. No opportunity will be given to provide additional information after the Submittal Deadline. If further assistance is needed, contact Jan Cicco, Homeless Services at (909) 620-2571.

CHECK WHEN COMPLETEDProgram Experience and QualificationProgram DesignPerformance Measurement – Program Goals with OutcomesCollaborative Effort Fiscal Administration Proposed Budget Summary

Personnel Budget FormDetailed Breakdown of Costs Form(s) (use applicable form(s))

Match Requirements

ATTACHMENTSA: Board of Directors AffidavitB: Statement of CertificationC: ESG Compliance RequirementsD: Statement of Confidentiality (if applicable)E: Certification of Religious Compliance (if applicable)F: Appeals Process for Termination

REQUIRED DOCUMENTATION501 (c) (3) Tax-exempt statusCurrent 990Copy of Audited Financial Data with Statement of OpinionCopy of Articles of Incorporation and By-lawsBusiness LicenseDun and Bradstreet (DUNS) NumberRegistration in SAMs.gov

INSURANCE COVERAGE – (If awarded, City must be named as co-insured)Current General LiabilityAutomobile LiabilityFidelity Bond Employee Benefit Liability (Worker’s Compensation) Additional Insured Endorsement (signed)



OTHERAffirmative Action PlanAttach resume of fiscal officerOrganization By-LawsArticles of IncorporationMemorandum(s) of Understanding for collaborative services Limited English Proficiency Plan (LEP)

C. APPLICATION1. PROGRAM DESIGN

a. ESG Activity Type and Number of Clients to be served. b. Purpose of the proposed project.c. Need for the project and how the need for the proposed activity was identified?d. Target Population: Identify the characteristics of the population that you

propose to serve. Be specific (e.g. families with children, males with substance abuse problems, chronic mentally ill). Discuss Pomona client eligibility.

e. Provide information on the types of services that will be offered and how they will be provided.

2. ORGANIZATION AND STAFF QUALIFICATIONS AND EXPERIENCE

a. Provide a summary of the qualifications of your organization to carry out the proposed project.

b. Provide a summary of the experience of your organization. Include any program that your agency has administered that is most similar to the proposed activity.

c. Describe your agency’s bi-lingual capacity. List all languages in which your agency has capability. Describe your agencies Limited English Proficiency (LEP) Plan

3. HOUSING FIRST STRATEGY

a. Housing First Strategy: Discuss how your program fits in with a Housing First strategy. Will this program place homeless people into permanent housing within 30 days?

b. Describe how your program will place homeless people into housing. What services will be offered to help people retain housing. How, when, where and by whom will supportive services be offered? Does you agency have memoranda of understanding for service provision with other agencies? Please discuss and attach copies of MOUs.

c. How will your program help households to increase benefits or employment income? Provide statistics of increase in client income statistics programs your agency operates.

d. Discuss your program staff and agency’s capacity to implement a Housing First Strategy.



4. PERFORMANCE MEASUREMENT

a. List the measurable goals of the proposed project. Include the number of individuals and families to be served.

b. List the proposed outcomes for each goal.c. Evaluation Plan: The evaluation process is designed as a planning and

measurement tool. Evaluation is the analysis of data for the purpose of determining if and how the planned activities were carried out, if objectives/goals were achieved.

i. What data will be collected to identify the events that take place, when, with whom? Include who will be responsible for collecting the information and at what intervals it will be collected.

ii. Outcome Evaluation: Describe your process for evaluating outcomes? How will outcomes be measured? How will you build objective analysis into your outcome evaluation process?

5. DOCUMENTATION AND RECORDKEEPING

a. Does the agency current record client information in the Los Angeles Continuum of Care HMIS? If yes, how long has the agency utilized the system?

b. If no, does the agency intend to implement HMIS during the 2016 – 2017 fiscal year?

i. Describe the status of HMIS implementation: 1. not yet started, 2. status of obtaining equipment and software3. status of training4. status of installing HMIS and obtaining passwords

c. Does your agency utilize a comparable database instead of HMIS? If yes,i. Is your agency a Victim Service Provider?ii. How the records are entered into the system?iii. How reports are generated from the system?iv. Describe safeguards against client count duplicationv. Discuss data quality

d. Describe the process for documenting client intake, goals, progress, success and exit. Include responsible parties and time allocated for documentation.

6. COLLABORATIVE EFFORT

a. Please list any coalitions, consortiums, or any other community meetings that your agency participates in on a regular and consistent basis.

b. Is this project conducted in collaboration with other agencies? Please describe.c. Describe how this program participates in coordinated assessment?d. Attach Memoranda of Understanding, Letters of Support, and any other

documents showing collaboration between the applicant agency and other local agencies.



7. COMMUNITY AND SERVICE POPULATION REPRESENTATION

a. Describe the role of community members and homeless or formerly homeless persons

i. On your Board of Directorsii. On other Boards of your agencyiii. On other policy making bodies within your agencyiv. Involvement in planning project(s)v. Involvement in operating project(s)vi. Specify the methods used for recruitment and hiring, if appropriate.

Indicate whether those involved are paid staff or volunteers.

8. FISCAL ADMINISTRATION

a. Name of Financial Management System. Describe your organization's accounting and financial reporting system. Does the agency use accrual or cash accounting basis? Does the accounting system provide for the control of revenues as well as expenditures? Please discuss briefly.

b. Identify Finance Staff positions. Describe roles of staff positions discussing the internal controls used to ensure the safeguarding of funds and proper classification of expenditures to ensure that a thorough record of expenditures can be provided for purposes of monthly billing and reporting. What type of annual audit is produced and by whom?

c. Please complete the table below the three most recent federal grant awards completed by your agency. If fewer than three, identify non-federal grants. Does the applicant agency have any past due obligations with any funding source?

Grantor AmountFully

Expended?

If not, what was the

unexpended balance? Explanation

d. Does the agency have an unearned grant from a previous contract, which has not been returned to the funding source?

i. If you answered yes to any of the above please submit the following information:

a. Name of funding source and program title:b. Reason for past due obligations, and the amount of such

obligation:



e. In the past three years, has the agency had an Internal Revenue Service (IRS) or State levy? If so, is the agency on a repayment schedule? How was the matter resolved?

D. BUDGET AND MATCHING FUNDSThe Emergency Solutions Grant will cover a portion of the eligible expenses for funded programs. ESG requires 100% match and this must be calculated into the budget. Match can be cash or in-kind and must be applied to eligible activities.

Staff working all, or in part, providing direct client services for eligible activities must be included in the budget.

Example: A case manager provides services to ESG Street Outreach Program clients 50% of the time that she works. The program budget may treat this in the following fashions:

1) Split cost between ESG and other source to go toward match requirement. In this case, the administrator decided to split 50/50.

2) Case manager $100 salary .5 to program = $50 to program. The program may split this salary $25 ESG, $25 other source for match.

3) The program may full expense $100 to ESG. The other percentage of time that the case manager works with other programs or clients may not be allocated to match. No match is credited.

4) Because the case manager’s time is shown in the budget and is an eligible expense, the entire $100 could be allocated toward meeting the match requirement, with none of this expense billed to ESG in the billing period.

Expenses for services, equipment, etc. required to implement the program should be included in the budget. Applicant may determine what portion will be billed to ESG and what portion will be billed to other funding sources and applied to match. If the equipment, space, or service is shared by other programs, the amount must be pro-rated and only the portion utilized by the ESG funded program may be billed to ESG and/or allocated towards match.

Adequate management and administration is also required for the program, but is not funded by ESG. The Executive Director and Accountant must be shown in the initial Personnel Budget form, demonstrating capacity to implement the program. The job descriptions must be included with the proposal.

Expenditure Limits placed upon the City of Pomona for the total ESG awardCombined street outreach and emergency shelter combined awards to all programs from each fiscal year's ESG grant cannot exceed the greater of:

1. 60% of that federal fiscal year's total ESG grant award2. The amount of FY 2016-2017 grants funds committed to homeless assistance

activities.APPLICANT AGENCY _________________________________ 25


INDIRECT COSTS

ESG grant funds may only be used to pay indirect costs in accordance with OMB OMNI Circular, at 2 CFR part 200, as applicable. Indirect costs may be applied to each eligible activity using the direct cost base specified in the approved cost allocation plan.

Indirect costs charged to an activity with an expenditure limitIndirect Costs + Direct Costs = Total Costs

Total Costs are then compared to the Expenditure Limit

Applicants wishing to include indirect costs in the proposal budget must attach a copy of the current cost allocation plan approved by the cognizant federal agency with the application.

The Eligible Costs for each of the ESG Components which falls within the purview of this RFP are provided below. Utilize this detailed information to properly formulate the program budget for the proposal.

Eligible Costs Category#1: Street Outreach

Engagement; Activities to locate, identify and build relationships with unsheltered homeless Case management, Emergency Health Services, Emergency Mental Health Services, transportation, services to special populations. Staff salaries related to carrying out street outreach activities is also eligible.

Activities to locate identify and build relationships with unsheltered homeless people for the purpose of providing immediate support, intervention, and connections with homeless assistance programs and/or mainstream Eligible Initial assessment of needs and eligibilitysocial services and housing programs. Providing crisis counseling, Addressing urgent physical needs, actively connecting and providing info and referral, Cell phone costs of outreach workers.

Emergency Health ServicesOutpatient treatment of urgent medical conditions by licensed medical professionals in community-based settings (e.g., streets, parks, and campgrounds) to those eligible participants unwilling or unable to access emergency shelter or an appropriate healthcare facility.

Assessing participants' health problems and developing treatment plans Assisting participants to understand their health needs Providing or helping participants obtain appropriate emergency medical treatment Providing medication and follow-up services

Case Management



Assessing housing service needs, arranging /coordinating/ monitoring the delivery of individualized services. Using the or centralized coordinated assessment system, Initial evaluation / verifying and documenting eligibility, Counseling, Developing / securing / coordinating services, Helping obtain Federal, state, and local benefits; Monitoring / evaluating participant progress; Providing information and referral to other providers; Developing an individualized housing / service plan.

Emergency Mental Health ServicesOutpatient treatment of urgent mental health conditions by licensed professionals in community-based settings (e.g., streets, parks, and campgrounds) to those eligible participants unable or unwilling to access emergency shelter or an appropriate healthcare facility. Crisis interventions Prescription of psychotropic medications Explain the use and management of medications Combinations of therapeutic approaches to address multiple problems

TransportationTravel by outreach workers, social workers, medical professionals or other service providers during the provision of eligible street outreach services.

Transporting unsheltered people to emergency shelters or other service facilities Cost of a participant’s travel on public transit Mileage allowance for outreach workers to visit participants Purchasing or leasing a vehicle for use in conducting outreach activities, including the cost of gas, insurance, taxes and maintenance for the vehicle Costs of staff to accompany or assist participants to use public transportation

Services to Special Populations Otherwise eligible Essential Services that have been tailored to address the special needs of homeless youth, victims of domestic violence and related crimes/threats, and/or people living with HIV/AIDS who are literally homeless. Engagement Case Management Emergency Health Services Emergency Mental Health Services Transportation



Eligible Costs Category #2: Rapid Re-Housing

Overarching Principles

Eligible Program Participants: Rapid Re-housing: Individuals and families who are literally homeless, meaning those who qualify under paragraph (1) of the definition of homeless.

Overview of Eligible Activities: Short- and medium-term rental assistance and housing relocation and stabilization services. Staff salaries related to carrying out rapid re-housing and homelessness prevention activities are also eligible.

Housing Relocation and Stabilization Services

Financial Assistance Moving costs –such as truck rental, hiring a moving company, certain temporary storage fees Rent application fees - as charged by the owner to all applicants Security deposit – no more than 2 months’ rent Last month's rent – paid to owner at time of security deposit and first month’s rent are paid Utility deposit – as required by utility company for all customers Utility payments – up to 24 months per participant per service including up to 6 months or arrearages, per service

Services Housing search & placement Housing Stability Case Management Mediation Legal Services Credit repair

Housing Search and Placement Assessment of housing barriers, needs and preferences Development of an action plan for locating housingHousing search and outreach to and negotiation with owner Assistance with submitting rental applications and understanding leases Assessment of housing for compliance with ESG requirements for habitability, lead based paint, and rent reasonableness Assistance with obtaining utilities and making moving arrangements Tenant counseling

Housing Stability Case Management



Assessing, arranging, coordinating, and monitoring the delivery of individualized services to facilitate housing stability. Using the centralized or coordinated assessment system, conduct the initial evaluation and re-evaluation Counseling Developing, securing and coordinating services including Federal, state, and local benefits Monitoring and evaluating program participant progressProviding information and referrals to other providers Developing an individualized housing and service plan

MediationMediation between the program participant and the owner or person(s) with whom the program participant is living, to prevent the program participant from losing the permanent housing in which they currently reside.

Time and/or services associated with mediation activities

Legal ServicesLegal services that are necessary to resolve a legal problem that prohibits the program participant from obtaining or maintaining permanent housing. Hourly fees for legal advice and representation Fees based on the actual service performed (i.e., fee for service), but only if the cost would be less than the cost of hourly fees Client intake, preparation of cases for trial, provision of legal advice, representation at hearings, and counseling Filing fees and other necessary court costs Subrecipient’s employees’ salaries and other costs necessary to perform the services, if the subrecipient is a legal services provider and performs the services itself

Legal representation and advice may be provided for: Landlord/tenant matters Orders of protection and other civil remedies for victims ofdomestic violence, dating violence, sexual assault, and stalking Child support Guardianship Paternity Emancipation Legal separation Resolution of outstanding criminal warrants Appeal of veterans and public benefit claim denialsThe services must be necessary to resolve a legal problem that prevents a participant from obtaining or maintaining permanent housing.

Credit RepairServices necessary to assist program participants with critical skills related to household budgeting, managing money, accessing a free personal credit report, and resolving personal credit problems. **Assistance cannot include the payment or modification of a debt.



Credit Counseling Other related services

Short- and Medium-Term Rental Assistance Short term up to 3 months, Medium term 4 – 24 months Rental arrearages may be a one-time payment of up to 6 months, including any late fees on those arrearages Any combination of the three types of rental assistance listed above, not to exceed 24 months during any 3-year period, including any payment for last month’s rent.

Tenant Based Rental Assistance – program participants select a housing unit in which to live (may be within a specified service area) and receive rental assistance

Project Based Rental Assistance – recipients or subrecipients identify permanent housingunits that meet ESG requirements and enter into a rental assistance agreement with the owner to reserve the unit and subsidize its rent so that eligible program participants have access to the units.

Discretion to Set CapThe applicant agency may set a maximum dollar amount and maximum period for which a program participant may receive any of the types of assistance or services described within the regulatory maximums.

E. BUDGET PROTOCOLFollowing the protocol in this section, complete and submit the ESG PROGRAM BUDGET WORKBOOK to the proposal. Visit our website at www.ci.pomona.ca.us and click on “download forms and docs”, or any one of the following links, to access and download the ESG Budget in Excel format.

Provide detail to clearly identify expenses. Identify the ESG Component for which funding is requested at the top of the budget: (i.e. - Street Outreach or Rapid Re-Housing. Applicant may only submit for one component per application).

Categories of Expense: Utilize the Category Headers and detail language in the Eligible Expense Section for the ESG Component to be implemented. All allowable costs are identified on the Component worksheet. If a cost is not shown, it is not an eligible cost.

Example: (Eligible Activity/Component: Street Outreach)Expense Categories: Engagement, Case Management, Emergency Health Services, Emergency Mental Health Services, Transportation, Services to Special Populations

Detail provided under each category will be the specific expense items to carry out that function.



Personnel Costs – Must be the first line items of your budget (Regardless of Category)Identify full or part-time, % of time to program: Example 1FTE Case Manager .5. Provide fringe benefits at the bottom of personnel as a separate line item.

Administration Expenses – The City of Pomona provides direct program activity funds and does not award administrative expenses with ESG funding.

PROGRAM BUDGET

INSERT PROGRAM BUDGET HERE UTILIZING THE ESG BUDGET EXCEL WORKBOOK. The workbook has a separate worksheet for each eligible ESG Component. Only utilize the worksheets that apply to your program. All eligible costs for each ESG Program Component as defined by HUD are included in the workbook. If an expense is not listed in the Component Program Budget worksheet, it is not an eligible expense and should not be included in your budget.

If indirect costs are included, these must be listed under the specific eligible cost section and identified as such. An Indirect Cost letter approved by the cognizant Federal agency must be attached to this application if indirect costs are included in the ESG funding request.

Visit our website at www.ci.pomona.ca.us and click on “download forms and docs”, or any one of the following links, to access and download the ESG Budget in Excel format.



WEB INFORMATION AND STAFF CONTACTS:

Visit our website at www.ci.pomona.ca.us and click on “download forms and docs”, or any one of the following links, to access and download the ESG Budget in Excel format.

www.ci.pomona.ca.us/index.php/community-development-home/housing-division www.ci.pomona.ca.us/index.php/housing-division-home/community-development-block-grant-unit-cdbg www.ci.pomona.ca.us/index.php/housing-division-home/homeless-services

To receive a hardcopy of the budget document, please contact a member of our team:

Jan Cicco [email protected] (909) 620-2571Elizabeth Leon [email protected]

s(909) 620-2116

Tracy Byl [email protected] (909)620-2437Cecilia Munoz [email protected]

s(909) 620-2198

F. MATCHING SHARE: The requirements for matching ESG funds are described in section 576.201 of the ESG Interim Rule and 24 CFR 85.24 and the requirements for documenting matching contributions are described in section 576.500(o). The ESG Interim Rule can be found at:https://www.onecpd.info/resource/1927/hearth-esg-program-and-consolidated-plan conforming-amendments/.

In general, federal (other than ESG), state, local, or private funds may be used to satisfy the requirement that the recipient provide matching contributions to ESG, so long as the following conditions are met:

1) The matching funds are contributed to the ESG program and expended for the recipient or subrecipient’s allowable ESG costs.

2) If the matching funds are from another federal program, there is no specific statutory prohibition on using those funds as match;

3) The matching funds are used in accordance with all requirements that apply to ESG grant funds, except for the expenditure limits in 24 CFR 576.100. This includes requirements such as documentation requirements, eligibility requirements, and eligible costs.

4) The matching funds are expended (that is, the allowable cost is incurred) after the date HUD signs the grant agreement for the ESG funds being matched.

5) The matching funds are expended by the expenditure deadline that applies to the ESG funds being matched;








http://www.ci.pomona.ca.us/index.php/housing-division-home/homeless-services

http://www.ci.pomona.ca.us/index.php/housing-division-home/community-development-block-grant-unit-cdbg

http://www.ci.pomona.ca.us/index.php/housing-division-home/community-development-block-grant-unit-cdbg

http://www.ci.pomona.ca.us/index.php/community-development-home/housing-division


6) The matching funds have not been and will not be used to match any other Federal program’s funds nor any other ESG grant;

7) The recipient does not use ESG funds to meet the other program's matching requirements; and

8) The recipient keeps records of the source and use of the 8 of the matching funds, including the particular fiscal year ESG grant for which the matching contribution is counted.

Identify an amount equal to the requested amount of ESG funds which will be applied specifically to ESG eligible program budget costs. The amount of these supplemental funds may include the value of any donated material or building; the value of any lease on a building; any salary paid to staff in carrying out the program; and the time and services contributed by volunteers to carry out the program based upon employment rates within the organization, in-kind donations including Shelter Partnership or Food Bank contributions to the program. Funds must be contributed to and used by the ESG funded program for ESG eligible activities between July 1, 2016 and June 30, 2017. Please add rows an needed to fully account for 100% match.

Source Match Amount Period Available

Cash or In-Kind From To

TOTAL MATCH must be equal to the amount of ESG funds requested.)



SITE CONTROL

Complete This Section for the permanent housing location for rapid re-housing if not scattered site. Complete this section for the office from which this program is implemented if this is a scattered site rapid re-housing or outreach program.

(1) Site currently occupied by Applicant? ___Yes ___ No

(2) Does the applicant: Own, Rent, Lease, Lease with option?

$____________Per month

If Lease, Term of Lease: From _______ To _________

If Lease, are any of the items below included in the Lease?

Electricity ___Yes __No $_______________________Gas ___Yes __No $_______________________Water ___Yes __No $_______________________Garbage ___Yes __No $_______________________

Total Rent/Lease/Utility $_______________________

(3) Project Zoning:

Zoning Designation: General Plan Designation: Designation Permit Shelter Use: __Yes __No If not, Entitlement Requirement:

__ Zoning Variance__ Conditional Use Permit Waiver, granted by:

________________________ Standard "R" Zoning

___________Number of persons

Certificate of Occupancy



OBJECTIVES, OUTCOMES AND OUTPUTS

HUD has prescribed a specific menu of objectives and outcomes to be used for all funded projects to standardize achievements reporting on a local, state and national level. Please evaluate your proposed projects according to the following definitions. Identify which objectives your project will address; then identify the proposed outcome your project will achieve. Please choose one (1) objective and one (1) outcome per project. Place a check mark indicating your choice. Keep in mind, if your project is funded, this information will be utilized in preparation the FY 2016-2017 Annual Plan and in reporting your accomplishments in the year-end Consolidated Annual Performance and Evaluation Report (CAPER).

Objectives:

Suitable Living Environment . Includes activities that benefit communities, families, or individuals by addressing issues in their living environment such as public services, emergency essential services, capital improvements, neighborhood revitalization, etc.

Decent Affordable Housing. Includes the wide range of housing programs possible under HOME, CDBG or ESG where the purpose of the program is to meet individual family or community needs and not programs where housing is an element of a larger effort (such as would be captured above in Suitable Living Environment).

Creating Economic Opportunities: Includes activities related to economic development, commercial revitalization, or job creation.

Outcomes:

Availability/Accessibility. Activities that make services, infrastructure, housing or shelter availability or accessible to low-income people, including persons with disabilities. Accessibility includes making the affordable basics of daily living available and accessible to low-income people.

Affordability. Activities that provide affordability in a variety of ways in the lives of low-income people. This includes the creation or maintenance of affordable housing, basic infrastructure, or services such as transportation or day care.

Sustainability: Promoting Livable or Viable Communities. Projects where the activity or activities are aimed at improving communities or neighborhoods, helping to make them livable or viable by providing benefit to low-income people or by removing or eliminating slums or blighted areas, through multiple activities or services that sustain communities or neighborhoods



Objective and Outcomes: Check one box in each table below that best reflects your projects and outcomes. If your agency was funded for more than one project, please submit a separate form for each project that indicates the objectives and outcomes for that project. See sections above for projects applicable to each objective and outcome.

Objective Check One Outcome Check OneSuitable Living Environment

Availability/Accessibility

Decent Affordable Housing

Affordability

Creative Economic Opportunities

Sustainability: PromotingLivable or Viable

Communities



G. PERFORMANCE MEASUREMENT SYSTEM AND OUTCOMES STATEMENT

Agency Name: Program Name:BenchmarksIndicate benchmarks with numerical values

OutcomesIndicate outcomes with percentages

Eligible Category: Essential Services, Operations or Homeless Prevention

Service or Activity to fill Need

Output Goal (units of service)

Achievement Outcome goal (difference to the community)

Measurement Reporting Tools

Evaluation Process

Short Term

Intermediate

Long Term

Eligible Category – show which ESG eligible component the project will implementService or Activity- name the ESG eligible service or activity that will be delivered (e.g. life skills workshops, employment placement assistance, utility bill payment)Output Goal – Set specific, quantifiable goals, including time frames. This will allow the City to monitor program progress.Achievement Outcome – State the proposed outcome for the actual impact you hope to achieve (i.e. 30% are able to renew and maintain positive family relationships, 10% achieve employment, 72% achieve housing stability)Measurement Reporting Tools- list the tools you will use to track output and/or outcome information (e.g. case reports, pre- and post-tests, etc.)Evaluation Process- identify the methodology you will use to assess success in meeting outputs goals and outcomes.


COMMUNITY DEVELOPMENT DEPARTMENT Attachment ACITY OF POMONAFY 2016-2017 ESG REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDING

ATTACHMENT A: BOARD OF DIRECTORS AFFIDAVIT

All applicant agencies must complete this affidavit listing the members of the Board of Directors. If there are changes in the Board Membership after the proposal is submitted, the Grants Administration Division of the City of Pomona must be notified in writing of the changes. Note with an asterisk (*) any Board members that are City of Pomona residents, or consumers or previous consumers of homeless, at-risk of homelessness or low income services.

I, ___________________________________________________________ (please print), depose and say

that

I am_______________________________________________, (President, Vice President, etc.) of

_____________________________________________________________, (Name and address of

organization), which submits this proposal. The only other members of the Board of Directors and other

officers of this organization are:

Board Member Name Address

Use an additional sheet if necessary. Deposer must sign all Director’s Affidavit pages.

Signature of Deposer and date _______________________________________________________________

Name of deposer (print or type) ______________________________________________________________


COMMUNITY DEVELOPMENT DEPARTMENT Attachment BCITY OF POMONAFY 2016-2017 ESG REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDING

ATTACHMENT B: STATEMENT OF CERTIFICATIONS

(a) It possesses the legal authority to apply for the grant, and to execute the proposed program;

(b) Its governing body has duly adopted or passes as an official act or resolution, motion, or similar action authorizing the fining of the application, including all understandings and assurances contained therein, and authorizing the applicant's chief executive officer or other designee to act in connection with the application and to provide such additional information as may be required;

(c) It will comply with the policies, guidelines and requirements of OMB OMNI Circular at 2 CFR part 200 as they relate to the acceptance and use of EMERGENCY SOLUTIONS GRANTS amounts by local governments and by private non-profit organizations.

(d) It will comply with the following regarding non-discrimination:

(1) Title VIII of the Civil Rights Act of 1968 and implementing regulations;(2) Executive Order 11063 and implementing regulations;(3) Title VI of the Civil Rights Act of 1964 and implementing regulations;(4) The Age Discrimination Act of 1975 and Section 5043 of the Rehabilitation Act

of 1973;(5) Executive Order 11246 and implementing regulations;(6) Section 3 of the Housing and Urban Development Act of 1968;(7) Executive Orders 11625, 12432, and 12138 regarding encouragement of

minority and women's business participation;(8) The prospective contractor's signature affixed hereon and dated shall constitute

a certification under penalty of perjury under the laws of the State of California that the bidder has, unless exempted , complied with the non-discrimination program requirements of Government Code Section 12990 and Title 2, California Administrative Code, Section 8103;

(e) For major rehabilitation or conversion, it will comply with the Uniform Federal Accessibility Standards (24 CFR Part 40, Appendix A);

(f) No person who is an employee, agent, consultant, officer, or elected or appointed official of the non-profit recipient that receives EMERGENCY SOLUTIONS GRANTS amounts and who exercises or has exercised any functions or responsibilities with respect to assisted activities or who is in a position to participate in a decision-making process or gain inside information with regard to such activities, may obtain a personal or financial interest or benefit from the activity, or have an interest in any contract, subcontract, or agreement



with respect hereto, or the proceeds there under, either for him or herself or those with whom he or she has family or business ties, during his or her tenure or for one (1) year thereafter;

(g) It will comply with the applicable requirements of the Lead Based Paint Poisoning Prevention Act and implementing regulations;

(h) It will register in the System for Award Management (SAM), the Official U.S. Government system that consolidated the capabilities of double-checking Contractor status (debarment). There is NO fee to register for this site.

(i) It will not comply, award contracts to, or otherwise engage the services of any contractor while that contractor is in a period of debarment, suspension, or placement in ineligibility status under the provision of 24 CFR Part 24;

(j) It will maintain records necessary to document compliance with applicable requirements and will give HUD, the City of Pomona, or any of their authorized representatives access to and the right to examine all records related to the grant;

(k) It will supplement its grant amount with an equal amount of funds from sources other than this grant after the date of grant award;

(l) Reports required by the City or HUD shall be submitted in a timely manner and contain all required information as can reasonably be made available;

(m) The requirements of 24 CFR 576.21(a)(4)(ii) providing that the funding of homeless prevention activities for families that have received eviction notices or notices of termination of utility services will not supplant funding for pre-existing homeless prevention activities from any other source;

(n) The requirements of 24 CFR 576.51(b)(2)(iii) concerning the submission by non-profit organizations applying for funding of a certification of approval of the proposed project(s) from the unit of local government in which the proposed project is located;

(o) The requirements of 24 CFR 576.51(b)(2)(v) concerning the funding of emergency shelter in hotels or motels or commercial facilities providing transient housing;

(p) The requirements of 24 CFR 576.73 concerning the continued use of buildings for which EMERGENCY SOLUTIONS GRANTSs or used for rehabilitation or conversion of buildings for use as emergency shelters for the homeless; or when funds are used solely for operating costs or essential services, concerning the population to be served;

(q) The building standard requirements of 24 CFR 576.75;

(r) The requirements of 24 CFR 576.77, concerning assistance to the homeless;



(s) The requirements of 24 CFR 576.79, other appropriate provision of 24 CFR Part 576, and other applicable Federal laws concerning non-discrimination and equal opportunity;

(t) The requirements of 24 CFR 576.80 concerning the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970; and,

(u) The requirement of 24 CFR 576.80 concerning minimizing the displacement of persons as a result of a project assisted with these funds.

This certification is made under penalty of perjury.

CERTIFYING OFFICIAL:

____________________________________(Print Name)

____________________________________(Signature)

____________________________________(Date)


COMMUNITY DEVELOPMENT DEPARTMENT Attachment C CITY OF POMONAFY 2016-2017 ESG REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDING

ATTACHMENT C: OTHER FEDERAL REQUIREMENTS

Use of the EMERGENCY SOLUTIONS GRANTS Program requires compliance with the following additional requirements:

(a) Non-discrimination and Equal Opportunity .

(1) The requirements of Title VIII of the Civil Rights Act of 1968, 42 U.S.C. 3601-19 and implementing regulations; Executive Order 11063 and implementing regulations at 24 CFR Part 107; and Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2002d-1) and implementing regulations issued at 24 CFR Part 1.

(2) The prohibitions against discrimination on the basis of age under the Age Discrimination Act of 1975 (42 U.S.C. 6101-7) and the prohibitions against discrimination against handicapped individuals under Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794);

(3) The requirements of Executive Order 11246 and the regulations issued under the Order at 41 CFR Chapter 60; and,

(4) The requirements of Section 3 of the Housing and Urban Development Act of 1968, 12 U.S.C. 1801u (see 570.607 (b) of this Chapter); and,

(5) Program Activities should be designed to comply with Improving Access to Services for Persons with Limited English Proficiency (LEP) - 24 C.F.R. §576.407(b). Executive Order 13166 seeks to improve access to federally assisted programs and activities for individuals who, as a result of national origin, are limited in their English proficiency. Organizations obtaining ESG funds shall take reasonable steps to ensure meaningful access to their programs and activities to LEP individuals, regardless of language spoken. Meaningful access may entail providing language assistance services, including oral and written translation, where necessary. Sub-recipients must follow the requirements outlined on 24 C.F.R. §576.407(b). HUD published Final Guidance to Federal Financial Assistance Requirements Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons in the Federal Register on January 22, 2007 (72 F.R. 2732).

(6) The requirements of Executive Orders 11625, 12432, and 12138. Consistent with HUD's responsibilities under these Orders, the grantee must make efforts to encourage the use of minority and women's business enterprises in connection with activities funded under this part.



Applicability of OMB Circulars. On December 26, 2013, the Office of Management and Budget revised the Uniform Administrative Requirements for Federal grants, combining requirements with those Federal grants, combining those requirements with those of the audit requirements and cost principles. These regulations are codified at Omni-Circular and Super Circular at 2 CFR Chapter 1 and Chapter II, Parts 200,215,220,225 and 230, became effective December 26, 2014, and are referred to as the Uniform Guidance. These rules contain the requirements for Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal subgrant awards to subrecipients.

(a) Uniform Federal Accessibility Standards . For major rehabilitation or conversion, the Uniform Federal Accessibility Standards at 24 CFR Part 40, Appendix A.

(b) Lead-Based Paint . The requirements, as applicable, of the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. 570.611(d) and (e) of this chapter).

(c) Conflicts of Interest . In addition to conflict of interest requirements in OMNI Circular, no person who is an employee, agent, recipient, officer, or elected or appointed official of the grantee, State recipient, or non-profit recipient (or of any designated public agency) that receives EMERGENCY SOLUTIONS GRANTS amounts and who exercises or has exercised any functions or responsibilities with respect to assisted activities or who is in a position to participate in a decision making process or gain inside information with regard to such activities, may obtain a personal or financial interest or benefit from the activity, or have an interest in any contract, subcontract or agreement with respect thereto, those with who he or she has family or business ties, during his or her tenure or for one year thereafter. HUD may grant an exception to this exclusion as provided in 570.611(d) and (e) of this chapter.

(d) Use of debarred, suspended, or ineligible contractors . The provisions of 24 CFR Part 24 relating to the employment, engagement of services, awarding of contract, or funding of any contractors or subcontractors funding any period of debarment, suspension, or placement in ineligibility status.

(e) Flood Insurance . No site proposed on which renovation, major rehabilitation, or conversion of a building is to be assisted under this part, other than by grant amounts allocated to State, may be located in an area that has been identified by the Federal Emergency Management Agency (FEMA) as having special flood hazards, unless the community in which the area is situated is participating in the National Flood Insurance Program and the regulations there under (44 CFR Parts 59-79 or less than a year has passed since FEMA notification regarding such hazards), and the grantee will ensure that flood insurance on the structure is obtained in compliance with section 102(a) of the Flood Disaster Protection Act of 1973 (42 U.S.C. 4001 et seq.

(f) Audit . The financial management system used by a State or unit of local government that is a grantee or State recipient shall provide for audits in accordance with Title 2 CFR Part 200.

In addition to, and not in substitution for, other provisions of this agreement, the Recipient:APPLICANT AGENCY _________________________________ 43


1. Represents that if it is, or may be deemed to be a religious or denominational institution or organization or an organization operated for religious purposes which is supervised or controlled by or in connection with a religious or denominational institutional or organization; and,

2. Agrees that, in connection with such essential services and operational costs

a. it will not discriminate against any employee or applicant for employment on the basis of religion and will not limit employment or give preference in employment to persons on the basis of religion;

b. it will not discriminate against any persons seeking emergency shelter and related services on the basis of religion and will not limit such services or give preference to persons on the basis of religion;

c. it will provide no religious instruction or counseling, conduct no religious worship or services, engage in no religious proselytizing, and exert no other religious influence in the provision of housing or emergency services; and,

d. the portion of the facility used as an emergency shelter assisted in whole or part under this agreement shall contain no sectarian or religious symbols or decorations.

(i). Building Standards (subpart 576.75) Any building for which EMERGENCY SOLUTIONS GRANTS amounts are used for renovation, conversion, or major rehabilitation must meet local government safety and sanitation standards.

(j). Relocation and Acquisition (subpart 576.80) Minimizing displacement - Consistent with other goals and objectives of this Part, grantees and recipients must assure that they have taken all reasonable steps to minimize the displacement of persons (families, individuals, businesses, non-profit organizations, and farms) as a result of a project assisted under this part.

(k). Drug-Free Workplace Act of 1988. The sub-recipient will comply with maintaining a drug-free work site by enforcing the requirements of 24 CFR Part 24, subpart F.

CERTIFYING OFFICIAL:____________________________________

(Print Name)____________________________________(Signature)

____________________________________(Date)


COMMUNITY DEVELOPMENT DEPARTMENT Attachment DCITY OF POMONAFY 2016-2017 ESG REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDING

ATTACHMENT D: STATEMENT OF CONFIDENTIALITYFOR

VICTIMS OF FAMILY VIOLENCE

____________________________________________ (Agency Name)Assures that it will adopt policies which meet at least the minimal standards for protecting the confidentiality of information as set forth in the State Information Practices Act (Civil Code 1798, et. seq.).

__________________________________________(President, Board of Directors

__________________________________________(Date)

__________________________________________(Executive Director)

__________________________________________(Date)


COMMUNITY DEVELOPMENT DEPARTMENT Attachment ECITY OF POMONAFY 2016-2017 ESG REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDING

ATTACHMENT E: CERTIFICATION OF RELIGIOUS COMPLIANCE

________________________________________ agrees to provide all eligible activities under this program in a manner that is free from religious influences and in accordance with the following principles:

A. It will not discriminate against any employee or applicant for employment on the basis of religion and will not limit employment or give preference in employment to person on the basis of religion.

B. It will not discriminate against any person applying for shelter or any of the eligible activities under this program on the basis of religion and will not limit such housing or other eligible activities or give preference to person on the basis of religion; and

C. It will provide no religious instruction or counseling, conduct no religious worship or services, engage in no religious proselytizing, and exert no other religious influence in the provision of shelter and other eligible activities under this program.

_________________________________________(Signature of Executive Director)

____________________________ (Date


COMMUNITY DEVELOPMENT DEPARTMENT Attachment FCITY OF POMONAFY 2016-2017 ESG REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDING

ATTACHMENT F: APPEALS PROCESS FOR CLIENT TERMINATIONS

An organization requesting funds under the EMERGENCY SOLUTIONS GRANTS Program must state its formal appeal process for the termination of any homeless families or individuals assisted, who may violate established program requirements of the project. This process must recognize the rights of the affected individuals and may include a hearing. The formal process must be stated below or attached.

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________


COMMUNITY DEVELOPMENT DEPARTMENT CITY OF POMONAFY 2016-2017 ESG REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDING

RESERVATION OF RIGHTS

The CITY reserves the right to:

Reject any and all proposals at its discretion Cancel the entire RFP Waive any minor errors or informalities in any proposals, to the extent permitted by law Conduct oral interviews Negotiate with one or more offerors Require a best and final offer from one or more offerors Issue an amended RFP to ensure compatibility of the Proposal for comparison

TERMS AND CONDITIONS

a) Addendum to the RFP – If it becomes necessary to revise any part the RFP, an addendum will be posted on the City’s website (see Section 3, “INQUIRIES AND QUESTIONS” for details). If an answer materially affects the RFP, the information will be incorporated into an addendum and distributed to all vendors via the City’s website; no other contact shall be made by the City to vendors regarding addenda to the RFP. All addenda issued during the time of bidding will be incorporated into the resulting contract.

b) Applicable Laws – The laws of the State of California will govern the contract. The applicable law for any legal dispute arising out of the contract shall be the law of the State of California. The Bidder shall comply with all federal, state, county and local laws concerning this type of commodity/service. All system provided by the Bidder shall comply with all applicable federal, state, and local building, fire, safety, and electrical codes and all relevant industry standards.

c) Appropriation of Funds – If the term of this agreement extends into fiscal years subsequent to that in which it was approved, such continuation of the contract is subject to the appropriation of funds for such purpose by the City of Pomona City Council. If funds to effect such continued payment are not appropriated, the Bidder agrees to terminate any goods or service supplied to the City under this agreement.

d) Assignment – The Bidder shall, under no circumstances, assign any contract issued as a result of this proposal by any means whatsoever, or any part thereof to another party without express written permission of the City of Pomona.

e) Award of Contract – A contract may be awarded as a result of this RFP and may require approval by the City of Pomona City Council as prescribed by City Ordinances and Codes. All awarded contracts must be issued a City of Pomona Purchase Order prior to delivering goods or performing services. If the awarded vendor imposes additional terms or conditions after the award of a contract, the award may be rescinded and the Contract will be canceled.



f) Bidder's Cost to Develop a Response – Costs for developing a response to this solicitation are entirely the obligation of the Bidder and shall not be chargeable in any manner to the City of Pomona.

g) Conflict of Interest – Except for items that are clearly promotional in nature, mass produced, trivial in value and not intended to invoke any form of reciprocation, employees of the City of Pomona may not accept gratuities, entertainment, meals of anything of value whatsoever from current or potential suppliers. The offer of such gratuity to an employee of the City shall be cause for declaring such supplier to be an irresponsible proposer and preventing him from bidding as provided in Sections 2-974 and 2-975 of the City Code of the City of Pomona.

h) Default Of Vendor - The City of Pomona shall hold the vendor responsible for any damage, which may be sustained because of the failure or neglect of the vendor to comply with any term or condition, listed herein.

i) Equal Employment Opportunity – The Bidder shall comply with all applicable state and federal laws addressing Equal Employment Opportunity.

j) General Services – Award will be made to the lowest responsible/responsive bidder. The City may make an award without further discussion of the proposals submitted; therefore, the proposal should be submitted with the most favorable terms that the Bidder can offer.

k) Independent Contractor Status – It is expressly understood that the Bidder named in any contract entered into by the City is acting as an “independent contractor” and not as an agent or employee of the City of Pomona.

l) Late Submission of Bid or Proposal – Any proposals received after the due date and time specified in this RFP will not be accepted. The City will not return late submittals. Late submittals will be destroyed by the City 30 days after proposal opening.

m) News Releases – The Bidder shall not make news releases pertaining to an award resulting from proposals made in response to the RFP without the prior written approval of the City of Pomona Finance Director. In addition, the successful Bidder must agree not to release any advertising copy mentioning the City of Pomona or quoting the opinion of any City employee without written approval by the City of Pomona Finance Director.

n) Permits and Licenses – The Bidder shall secure or maintain in force during the period covered by any contract resulting from this specification all licenses and permits required by law for the operation of their business including a Pomona Business License when required.

o) Public Information – After the date specified for the opening of the RFP, all materials received relative to general service proposals become public information and are available for inspection. Professional service proposals become public upon award of contract. The City reserves the right to retain all proposals submitted, whether or not the proposal was selected or judged to be responsive.



p) Rejection of Proposals – This RFP does not commit the City of Pomona to award any contract. The City reserves the right, at its sole discretion, to reject any or all proposals without penalty, to waive irregularities in any proposal response or in the proposal procedures, and to be the final judge is determining a responsive and responsible bid or proposal. The City reserves the right, at its sole discretion, to reject any or all proposals that contain items not specified, items that are incorrect, that does not complete all the items scheduled, or does not respond to items published specifications or scope of services. Proposals received by telephone or facsimile will be considered non-responsive and will be rejected. Proposals offering less than 90 days for acceptance from the published closing date may be considered non-responsive and may be rejected.

q) Signatures – Bid or proposal responses must be signed in longhand by the Bidder with his/her usual signature in the designated areas within the Proposal documents. Submission of proposals must be signed by any and all representatives legally authorized to contractually bind the Corporation.

r) Unauthorized Use of City Seal or Logo – Section 2-5(3)a of the Pomona City Code prohibits the use of the City’s Seal or Logo, or any reproduction thereof, for any purpose other than for official business of the city, its council, officers or departments.

S) Withdrawal of Proposals – Proposal responses received by the Purchasing Division may be withdrawn. An authorized representative of the Bidder must submit a signed, written request to the Purchasing Manager, formally requesting their proposal to be withdrawn from the proposal process.

DEFINITIONS

In accordance with Section 2-961 of the Pomona City Code, the following words, terms and phrases have the meanings ascribed to as follows:

Most qualified bidder. The "most qualified bidder" will be determined by consideration of the following factors:

(1) Qualifications, background, and prior experience of the firm in performing services for similar projects.

(2) Experience, organization, and technical skills to successfully accomplish the project’s scope of services and objectives.

(3) Overall project design and methodology.

(4) The responsiveness of the RFP to the tasks to be performed as identified in the “Scope of Services” section.

(5) The timeliness and speed with which the consultant can complete the scope of work.

(6) The comprehensiveness and rationale of the project work plan.

(7) Past performance on contracts with business or government agencies in terms of quality of



work and compliance with schedules. This will be evaluated based on a check of references.

(8) An evaluation of the approach and related costs.

Nonresponsive bidder means an offer, submitted by a bidder, to furnish supplies, equipment or services that are not in conformity with the specifications, delivery terms or conditions or other requirements specified in the invitation for Proposals.

Nonresponsible bidder is a bidder that provides a bid or proposal but fails to demonstrate their capacity (financial or otherwise) to provide the supplies, equipment or service as specified in the bid or proposal.

Professional services means those services provided by an individual, firm, partnership, or corporation as an independent Consultant and which are of a technical and/or unique nature which require persons who are exceptionally qualified by education or experience to perform administrative, technical or advisory services which do not involve the delivery of a specific end product other than reports, plans, documents or specifications. By way of illustration but not limitation, the following services are considered as professional: general management consulting, personnel consulting, architecture, accounting, land surveying, landscape architecture, law, medicine, engineering, and research, studies of government operations and procedures and training. Services exempt from this definition include various types of testing services, real estate appraisers, equipment repair specialists, janitorial services and security service.

Responsible bidder means a bidder who submits a responsive Proposal and who is not only financially responsible, but also possesses the resources, judgment, skill, ability, capacity and integrity requisite and necessary to perform the contract according to its terms.

Responsive bid means a proposal, submitted by a responsible bidder, to furnish supplies, equipment or services in conformity with the specifications, delivery terms and conditions and other requirements specified in the invitation for Proposals.



SAMPLE AGREEMENT FOR CONSULTANT/CONTRACTOR SERVICES

THIS AGREEMENT (hereinafter referred to as AGREEMENT) is entered into by and between the CITY OF POMONA, hereinafter referred to as the “CITY,” and ___________, a ___________Corporation, hereinafter referred to as “CONSULTANT” or “CONTRACTOR”.

RECITALS

WHEREAS, the CITY desires to engage CONSULTANT/CONTRACTOR to perform xxxxxxxxxxx consulting / contracting services for CITY.

WHEREAS, CONSULTANT/CONTRACTOR represents that the principal representative is authorized to enter into this agreement on behalf of CONSULTANT/CONTRACTOR and CONSULTANT/CONTRACTOR is willing to perform such services hereinafter defined.

NOW, THEREFORE, the parties agree as follows:

1. TERM. This Agreement shall be for a term of one year commencing on xxxx xx, 20xx, through xxxx xx, 20xx, with xx one-year extension options, subject to written agreement of the Parties.

2. REPRESENTATIVES OF THE PARTIES AND SERVICE OF NOTICE. The representative of the parties who are primarily responsible for the administration of the AGREEMENT, and to whom formal notice, demands and communications shall be given, are as follows:

A. The principal representative of the CITY shall be:

_______________City of Pomona505 South Garey AvenuePomona, CA 91766(909) 620-_______

B. The principal representative of the CONSULTANT/CONTRACTOR shall be:

_________________

C. Formal notices, demands and communications to be given hereunder by either party shall be made in writing and may be affected by personal delivery or by mail.

D. If the name of the principal representative designated to receive the notices, demands or communications, or the address of such person, is changed, written notice shall be given within five (5) working days of said changes.

3. RETENTION. The CITY retains and employs CONSULTANT/CONTRACTOR to act as such for CITY to perform such consulting services as may be requested of it by the CITY. CONSULTANT/CONTRACTOR accepts the employment and agrees to render such services as CONSULTANT/CONTRACTOR on the terms and conditions herein stated.

4. SCOPE OF SERVICES. The scope of such services is set forth in the attached Scope of Work, which is made Exhibit “A” to this Agreement.

5. COMPENSATION. The CITY agrees to pay CONSULTANT/CONTRACTOR for the above-stated services, as set forth in the aforementioned attached Scope of Work. CONSULTANT/CONTRACTOR agrees that fees for services shall not exceed the authorized amount of $XXXXX.XX as set forth in the fee schedule, Exhibit “B” attached hereto, unless the CITY has given specific advance approval in writing.

6. INDEPENDENT CONTRACTOR. CONSULTANT/CONTRACTOR is an independent contractor. As such, CONSULTANT/CONTRACTOR shall have no power or authority to incur any debt, obligation or liability on behalf of CITY. Further, CONSULTANT is not entitled to any benefit typically associated with an employee such as medical, sick leave or


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vacation benefit.

7. PERS ELIGIBILITY INDEMNITY. In the event that CONSULTANT/CONTRACTOR or any employee, agent, or subcontractor of CONSULTANT/CONTRACTOR providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, CONSULTANT/CONTRACTOR shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of CONSULTANT/CONTRACTOR or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, CONSULTANT and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by CITY, including but not limited to eligibility to enroll in PERS as an employee of CITY and entitlement to any contribution to be paid by CITY for employer contribution and/or employee contributions for PERS benefits.

8. ECONOMIC INTEREST STATEMENT. CONSULTANT/CONTRACTOR hereby acknowledges that pursuant to Government Code Section 87300 and the Conflict of Interest Code adopted by CITY hereunder, CONSULTANT/CONTRACTOR is designated in said Conflict of Interest Code and is therefore required to file an Economic Interest Statement (Form 700) with the City Clerk, for each employee providing advise under this Agreement, prior to the commencement of work. The extent of CONSULTANT/CONTRACTORS disclosure requirements is set forth in the written determination of the City Manager of CITY, attached hereto as Exhibit “C.”

9. INDEMNITY AND INSURANCE

A. INDEMNITY. CONSULTANT/CONTRACTOR hereby agrees to protect, indemnify and hold CITY and its employees, officers and servants free and harmless from any and all losses, claims, liens, demands and causes of action of every kind and character including, but not limited to, the amounts of judgment, interests, court costs, legal fees, expert costs, expert fees and all other expenses incurred by the CITY to the maximum extent allowed by law arising in favor of any party, including claims, liens, debts, personal injuries, including employees of the CITY, death or damages to property (including property of the CITY) and without limitation by enumeration, all other claims or demands of every character occurring or arising directly out of or as a consequence of the performance of the work performed hereunder, except only such injury to persons or damage to property due or claimed to be due to the sole negligence of the CITY. This provision is not intended to create any cause of action in favor of any third party against CONSULTANT/CONTRACTOR or the CITY or to enlarge in any way the CONSULTANT/CONTRACTOR’S liability but is intended solely to provide for indemnification of the CITY for liability for damages or injuries to third persons or property arising from CONSULTANT/CONTRACTOR’S negligent performance hereunder.

B. INSURANCE. CONSULTANT/CONTRACTOR shall procure and maintain at all times during the term of this Agreement insurance as set forth in Exhibit “D” attached hereto.

10. OWNERSHIP OF WORK PRODUCT. All reports, documents or other written material developed by CONSULTANT/CONTRACTOR in the performance of this AGREEMENT shall be and remain the property of CITY without restriction or limitation upon its use or dissemination by CITY. Such Material shall not be the subject of a copyright application by CONSULTANT/CONTRACTOR. Any re-use by CITY of any such materials on any project other than the project for which they were prepared shall be at the sole risk of CITY unless CITY compensates CONSULTANT/CONTRACTOR for such use.

11. CONFIDENTIALITY. Employees of CONSULTANT/CONTRACTOR in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of CITY. CONSULTANT/CONTRACTOR covenants that all data, documents, discussion, or other information developed or received by CONSULTANT/CONTRACTOR or provided for performance of this AGREEMENT are deemed confidential and shall not be disclosed by CONSULTANT/CONTRACTOR without written authorization by CITY. CITY shall grant such authorization if disclosure is required by law. All CITY data shall be returned to CITY upon the termination of this AGREEMENT. CONSULTANT/CONTRACTOR’s covenant under this Section shall survive the termination of this AGREEMENT.


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12. TERMINATION FOR CONVENIENCE. Either the CITY or the CONSULTANT/CONTRACTOR may terminate this AGREEMENT at any time without cause by giving thirty (30) calendar days written notice to the other of such termination and specifying the effective date thereof. If this AGREEMENT is terminated as provided herein, CONSULTANT/CONTRACTOR shall be paid only the total amount equal to the service CONSULTANT/CONTRACTOR has provided as of the termination date. In no event shall the amount payable upon termination exceed the total maximum compensation provided for in this AGREEMENT or the value of services provided as of date of termination.

13. TERMINATION FOR CAUSE. If for any reason, CONSULTANT/CONTRACTOR shall fail to fulfill in a timely and proper manner its obligation under this AGREEMENT, or if CONSULTANT/CONTRACTOR shall violate any of the covenants or stipulations of this agreement, CITY shall then have the right to terminate this agreement by giving a five (5) calendar day written notice to CONSULTANT/CONTRACTOR. The notice shall refer to this clause, shall specify the nature of the alleged default, and shall specify the effective date of the termination. The CONSULTANT/CONTRACTOR will be paid a total amount equal to the service CONSULTANT/CONTRACTOR has provided as of the termination date. In no event shall the amount payable upon termination exceed the total maximum compensation provided for in this AGREEMENT.

14. ASSIGNMENT AND SUBCONTRACTING. Neither party shall assign or subcontract the rights or responsibilities under this agreement without the express, written consent of the other party, which may be withheld for any reason or for no reason.

15. STANDARD. CONSULTANT/CONTRACTOR agrees that the services to be rendered pursuant to this Agreement shall be performed in accordance with the standards customarily provided by an experienced and competent professional organization rendering the same or similar services. CONSULTANT/CONTRACTOR shall re-perform any of said services, which are not in conformity with standards as determined by the CITY. The CONSULTANT/CONTRACTOR will be relieved of its obligation to re-perform said services if the CITY does not notify CONSULTANT/CONTRACTOR within 180 days after the completion of the non-conforming service. Compensation for CONSULTANT/CONTRACTOR to re-perform said services shall be subject to the approval of the CITY, but in no event shall such compensation exceed the actual cost of said services. Except as hereinafter provided in respect of personal injury or property damage, the foregoing are the CONSULTANT/CONTRACTOR’S entire responsibilities and the CITY’S exclusive remedies for service rendered or to be rendered hereunder, and no other warranties, guarantees, liabilities, or obligations are to be implied.

16. RESOLUTION OF DISPUTES.

A. Disputes regarding the interpretation or application of any provisions of this AGREEMENT shall, to the extent reasonably feasible, be resolved through good faith negotiations between the parties.

B. If any action, at law or in equity, is brought to enforce or to interpret any provisions of this AGREEMENT, the prevailing party in such action shall be entitled to recover reasonable attorney’s fees, costs and necessary disbursements, in addition to such other relief as may be sought and awarded.

17. FORCE MAJEURE. The respective duties and obligations of the parties hereunder shall be suspended while and so long as performance hereto is prevented or impeded by strikes, disturbances, riots, fire, severe weather, government action, war acts, acts of God, or any other cause similar or dissimilar to the foregoing which are beyond the control of the party from whom the affected performance was due.

18. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY. In the performance of this AGREEMENT, CONSULTANT/CONTRACTOR shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age physical or mental handicap, medical condition, or sexual orientation. CONSULTANT/CONTRACTOR will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation.

19. SEVERABILITY. If any provision of this agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions nevertheless will continue in full force and effect without being impaired or invalidated in any way.

20. GOVERNING LAW. This Agreement shall be governed by and construed in accordance with laws of the


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State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Los Angeles. In the event of litigation in a U.S. District Court, exclusive venue shall lie in the Central District of California.

21. ENTIRE AGREEMENT. This AGREEMENT, together with Exhibits “A,” “B,” “C” and “D” supersede any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein. Each party to this AGREEMENT acknowledges that no representation by any party, which is not embodied herein, nor any other agreement; statement or promise not contained in this AGREEMENT shall be valid and binding. Any modification of the AGREEMENT shall be effective only if it is in writing and signed by all parties.

IN WITNESS WHEREOF this Agreement is entered into by the parties hereto on the dates set forth below.

ATTEST: THE CITY OF POMONA

By: City Clerk City Manager

Date: ______________________

APPROVED AS TO FORM: CONSULTANT/CONTRACTOR/CONTRACTOR

__ By:

City Attorney Title:

Date: ______________________

Approved by City Council on _____________


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CITY OF POMONA MINORITY BUSINESS QUESTIONNAIRE

Failure to complete and submit this Worksheet with the Proposal response will render the Proposal non-responsive and will not be considered for award.

Name of Business:

Division or Subsidiary, if applicable:

Business Address:

Business Telephone No.:

Contact Person:

Title:

Type of Business:Non Profit [ ]Sole Proprietorship [ ]Partnership – General [ ]

– Limited [ ]– Corporation [ ]

Is the business 51% or more owned by:American Indian [ ]Asian [ ]Black [ ]Hispanic [ ]Female [ ]Other [ ]

(please specify)

Prepared By:

Title:

Date:

For more information, please contact the City of Pomona Purchasing Division (909) 620-2381.



CITY OF POMONA STATEMENT OF NON-COLLUSION BY CONTRACTOR

Failure to complete and submit this Worksheet with the Proposal response will render the Proposal non-responsive and will not be considered for award.

The undersigned who submits herewith to the City of Pomona a Bid or proposal does hereby certify that:

a. All statements of fact in such bid or proposal are true;

b. Such bid or proposal was not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation;

c. Such bid or proposal is genuine and not collusive or sham;

d. Bidder has not, directly or indirectly by agreement, communication or conference with anyone, attempted to induce action prejudicial to the interest of the City of Pomona or of any other bidder or anyone else interested in the proposed procurement;

e. Bidder did not, directly or indirectly, collude, conspire, connive or agree with anyone else that said bidder or anyone else would submit a false or sham bid or proposal, or that anyone should refrain from bidding or withdraw his bid or proposal;

f. Bidder did not, in any manner, directly or indirectly seek by agreement, communication or conference with anyone to raise or fix the bid or proposal price of said bidder or of anyone else, or to raise or fix any overhead, profit or cost element of his bid or proposal price, or that of anyone else;

g. Bidder did not, directly or indirectly, submit his bid or proposal price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member agent thereof, or to any individual or group of individuals, except to the City of Pomona, or to any person or persons who have a partnership or other financial interest with said bidder in his business.

h. Bidder did not provide, directly or indirectly to any officer or employee of the City of Pomona any gratuity, entertainment, meals, or anything of value, whatsoever, which could be construed as intending to invoke any form of reciprocation or favorable treatment.

i. No officer or principal of the undersigned firm is employed or has been employed, either full or part time, by the City of Pomona, either currently or within the last two (2) years, or is related to any officer or employee of the City by blood or marriage within the third degree. An exception to this section may be granted by approval of the City Council prior to contract award.

j. No officer or principal of the undersigned firm nor any subcontractor to be engaged by the principal has been convicted by a court of competent jurisdiction of any charge of fraud, bribery, collusion, conspiracy or any other act in violation of any state or federal antitrust law in connection with the bidding on, award of, or performance of, any public work contract, with any public entity, within the last three years.

I certify, under penalty of perjury under the laws of the State of California, that the foregoing is true and correct and that this certification was executed on ____________ at __________________________, California. (Date) (Location)

Business: By: (Signature)

Address: (Print Name & Title)



CITY OF POMONA AGREEMENT FOR INDEMNIFICATION BY CONTRACTOR/VENDOR AND ACCEPTANCE AND ACKNOWLEDGMENT OF PROCUREMENT PRACTICES OF THE CITY OF POMONA

Failure to complete and submit this Worksheet with the Bid or Proposal response will render the Bid or Proposal non-responsive and will not be considered for award.

The City of Pomona requires contractors and suppliers of services to the City to agree to indemnify and hold the City of Pomona harmless for claims or losses arising from, or in connection with, the contracting party’s work for the City of Pomona before a Purchase Order is issued.

To reduce the possibility of misunderstanding between contracting parties and the City in case of a claim or lawsuit, the City of Pomona is requiring that contacting parties who perform services for the City sign this letter. This letter will act as and become a part of each Contract/Purchase Order between the City of Pomona and the contracting parties signing the letter for the duration of the contract term and any extensions thereto.

In consideration of the opportunity of doing work for the City of Pomona and benefits to be received thereby, the contracting party to this agreement agrees as follows:

1. That where a contract, purchase order or confirming order is issued by the City of Pomona awarding a contract, this Letter Agreement is to be considered part of that contract.

2. Contractor agrees to indemnify the City of Pomona, and any officer, employee or agent, and hold the City of Pomona, and any officer, employee or agent, thereof harmless from any and all claims, liabilities, obligations and causes of action, of whatsoever kind or nature, for injury to, or death of, any person (including officers, employees and agents of the City of Pomona), and for injury or damage to or destruction of property (including property of the City of Pomona), resulting from any and all actions or omissions of contractor or contractor’s employees, agents or invitees, or any subcontractor of contractor or any of such subcontractor’s employees, agents or invitees.

3. That the contracting party specifically waives the benefits and protection of Labor Code Section 3864 which provides: “If an action, as provided in this chapter, is prosecuted by the employee, the employer, or both jointly against the third person results in judgment against such third person or settlement by such third person, the employer shall have no liability to reimburse or hold such third person harmless on such judgment or settlement in the absence of a written agreement so to be executed prior to the injury.” This waiver will apply to the contracting party to this letter to any contracts awarded by the City of Pomona during the term of this Agreement and any extensions thereto.

4. That this Agreement has been signed by an authorized representative of the contracting party, and such representative has the authority to bind the contractor/vendor to all terms and conditions of this Agreement.

5. That this Agreement shall be binding upon the successors and assignees of the contracting party to any contract with the City of Pomona. As a condition precedent to acceptance, any contacts from the City of Pomona and contracting party agree to advise its successors or assignees of this Agreement and to obtain their consent to it in writing before the work of the representative successor or assignees begins. Such assignment shall not be effective without the prior written consent of the City of Pomona.

6. To promptly notify the City of Pomona of any change in ownership of the contracting party while this Agreement is in force.

This letter Agreement cannot be modified or changed without the express written consent of the City of Attorney of the City of Pomona.

I agree to the terms of this Letter Agreement on behalf of:

Business: By: (Signature)

Address: (Print Name & Title)

Date: __________________


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