HomeMy WebLinkAbout09/11/2018 05D YVCOG Information; Youth Safety/High School ParkingITEM TITLE:
SUBMITTED BY:
1
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDASTATEMENT
Item No. 5.D.
For Meeting of: September 11, 2018
Council Healthy Communities & Neighborhood Building Committee
report regarding: 1. Motion for Yakima Valley Conference of
Governments Information (document in agenda packet) and 2.
Youth Safety/High School Parking
Joan Davenport, Community Development Director
Cliff Moore, City Manager
SUMMARY EXPLANATION:
At the August 16, 2018, Council Healthy Communities & Neighborhood Building Committee
meeting, the Committee agreed to add under Council Reports at the September 11th business
meeting that the NCNB Chair report their concern, as discussed at the NCNB meeting, on
underage/unlicensed drivers parking in the Davis High School parking lot and request that Council
consider taking further action to address this issue. Further action could be to direct the City
Manager to inquire about it with the School Board.
ITEM BUDGETED:
NA
STRATEGIC PRIORITY: Neighborhood and Community Building
APPROVED FOR
SUBMITTAL:
STAFF RECOMMENDATION:
BOARD/COMMITTEE RECOMMENDATION:
ATTACHMENTS:
Description Upload Date
d motion 9/4/2018
Type
Cover Memo
2
Motion to Request Information from YVCOG
The Yakima Valley Conference of Governments is established under RCW 36.70.060, and the City of
Yakima is a participating municipality. Under the Washington State Public Disclosure Act (RCW 42.56,
RCW 42.56.040), YVCOG is required to display and make available for inspection the general course and
method of its operations for guidance of the public.
Specifically, YVCOG is mandated to develop, implement, and update a comprehensive countywide
homeless plan, including review and evaluate homeless and housing data to determine the effectiveness
of the local strategies. This includes an obligation to establish and publish a transparent funding
distribution process to solicit, screen, review, score and rank potential projects.
Yakima homeless programs are required to use a Coordinated Entry process in which all service
providers use the same assessment format and input data into the Homeless Management Information
System (HMIS).
Because homelessness has adverse impacts within the city of Yakima, the City has a vested interest in
monitoring program operations and results. Specifically, the Healthy Community and Neighborhood
Building Committee (HCNBC) has a mandate to "discuss, analyze, consider, review data, input and ideas
on...Homeless Resources and Network".
SPECIFIC INFORMATION REQUEST
1- An assessment of whether programs funded in 2017 were completed according to their contracts and
funding awards.
2- All 2018 RFPs, and their opening and closing dates, and their evaluation criteria.
3- 2018 RFP Awards.
4- List of scoring committee members.
5- Scoresheet.
6- Justifying documents for any "sole source" awards.
7- Explain why HMIS data collection is limited to "emergency" shelter criteria, when there are Lengths of
Stay listed as greater than >300 days.
8- Monitoring protocols for reviewing performance of contractors.
9- Results of monitoring performance of contractors.
10- YVCOG deadlines for posting operations documents and making them available for inspection by the
public and YVCOG partners.
If any of this information is confidential please provide proper citation that designates the information as
such. The City Council recognizes the authority YVCOG has in addressing homelessness. The City
Council also recognizes the public's right to know how homeless funding is used, its impact and how
governmental entities conduct due diligence.
Kay Funk, Council Member and Chair of the Council Healthy Communities & Neighborhood Building
Committee
C '` Distributed at th%
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:Yakima Valley Conference
of Governments
HOMELESS HOUSING AND ASSISTANCE PROGRAM
FOR YAKIMA COUNTY
Yakima Valley Conference of Governments
Annual Report — Issued September 2018 (Rev.09-11-2018)
For over 50 years, the Yakima Valley Conference of Governments (YVCOG) has administered
regional programs funded with State, Federal and Local dollars. The Washington State Auditor
and its funders have found YVCOG competent, transparent and compliant as Program
Administrator, receiving no findings to date.
In 2014, the Yakima County Commissioners approached YVCOG requesting they administer the
Homeless Housing and Assistance Program based on YVCOG's broad representation of all 14
Cities and the County. The General Membership of Yakima Valley Conference of Governments
voted unanimously to adopt the Homeless Program. Following that decision, the Yakima Board
of County Commissioners authorized YVCOG to manage the Homeless and Housing Assistance
Program local funds through an Interlocal Agreement as a vendor. Yakima County remains the
legislative authority over the local funds. YVCOG's Executive Committee has the legislative
authority over state funds.
The YVCOG Executive Committee consists of Elected Officials from 6 cities, the county and 1 ad
hoc position. The Executive Committee adopted the "Housing First 2017-2021 Yakima County
5-Year Homeless Plan" in December 2016. This plan identifies 12 goals for making
homelessness Brief and Rare and serves as a tool to allocate funding.
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In its capacity as the program administrator, YVCOG acts as a pass-through agency for State and
Local Homeless Funds. Through YVCOG's competitive procurement process, projects that align
with the goals as outlined in the 5-Year Plan can apply to receive funding. The Annual Report
gives detailed information of this process (see page 3). YVCOG then issues sub-contracts to
local service providers to deliver those essential services to the homeless population.
FUNDING ADMINISTERED BY YVCOG
STATE: State funding comes from Consolidated Homeless Grants (CHG) issued by the
Department of Commerce directly to the Yakima Valley Conference of Governments. As the
recognized lead entity, YVCOG has the ultimate authority and responsibility for compliance of
required activities, monitoring spending, competitive procurement, allowable expenditures,
and abiding by Chapter RCW 43.185c Homeless Housing and Assistance.
LOCAL: The Yakima County Auditor's Office collects the Local funding, otherwise known as
2163 Local Filing Fees. This is a percentage of local recording fees on the sale or refinance of
property/real estate. The Auditor's office withholds $62 per recording fee and processes it as
dictated by HB1570 passed in Legislature on March 25, 2018. The Yakima County Treasurer's
Office deposits these fees into the Homeless Housing and Assistance Fund. As the legal
legislative authority, the Yakima County Commissioners hold the ultimate authority and
responsibility for these local funds.
PROGRAM OVERSIGHT
The Department of Commerce audits YVCOG program compliance annually. Most recently
audited in February 2018, YVCOG received one discrepancy on HMIS data timeliness. This was
due to complete staff turnover at YWCA and a data entry lag. YVCOG staff immediately worked
with YWCA to fix the issue and received a close-out letter from the Department of Commerce
acknowledging satisfaction the issue had resolved. YVCOG now runs weekly HMIS data
timeliness reports to ensure ALL agencies are up to date on reporting activities. YVCOG
received overall positive feedback from the CHG Program Manager for this audit and awarded
no findings requiring corrective actions. The program compliance audit included review of
subgrantee monitoring, review of financial records, and review of HMIS data entry
requirements per the Guidelines for the Consolidated Homeless Grant.
YVCOG reports all Yakima County expenditures in an Annual Report to the Department of
Commerce. This all-inclusive report gives information on all homeless service providers'
expenses and not limited to funds passed through YVCOG. Per the Washington State Homeless
System Performance: Report Card— Winter 2018, Yakima County scored:
• 87%for overall data quality (average)
• 76%for HMIS data entry: service providers (slightly below average)
• 99% for Annual Reporting: program administrator-YVCOG (3rd highest in the State).
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Washington State Homeless System Performance: !a Department of Commerce
County Report Cards Report Card Release
Winter 2018
Total Project Entries Length of Time Exits to Permanent Returns to Unsheltered Entries
Homeless Housing Homelessness
81,054 68 55% 10% 57%
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The State Auditor's Office also regularly audits YVCOG. The last financial audit occurred in July
2016. Ann Strand, Audit Manager for the State Auditor's Office, also reviewed YVCOG's
procurement process in August 2017 and found to have no concerns.
PROCESS FOR AWARDING FUNDS
YVCOG issues funding through a competitive Request for Proposal (RFP) Process. Request for
Proposals must align with the goals found in the Housing First— Yakima County's Locals-Year
Homeless Plan.
YVCOG 2018-2020 CONSOLIDATED FUNDING - REQUEST FOR PROPOSAL(RFP)
The planning process for the new 2-year contract cycle July 1, 2018—June 30, 2020 began in
January 2018. On January 30, 2018, YVCOG hosted an open public workshop with the
assistance of mediator Matt Fairbank of Sageland Mediations. The first session intended to
identify new funding priorities to address goals of the 5 Year Plan. The workshop identified no
new priorities. The Homeless Planning and Policy Council therefore recommended adopting
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the priorities of the previous year contract awards. The second session intended to open for
public comments to improve the RFP process.
The YVCOG 2018-2020 RFP for Homeless Housing and Services opened to applicants from
March 15, 2018 through April 9, 2018. The RFP advertisement ran for three days in the Yakima
Herald Newspaper, the Daily Sun News, and on the YVCOG website at www.yvcog.org
The RFP utilized ZoomGrants, an online grant management system. All applicants submitted
applications and supporting documents via private ZoomGrant accounts. Applicants received
the RFP Guidelines detailing the entire process. RFP Guidelines outlined the following:
• Eligible applicants.
• Detailed instructions for application process.
• Priorities for project funding.
• Scoring criteria for award selection.
• Timeline for application, award, and appeal deadlines.
• Terms and conditions of funding.
• Appeal process.
• Reporting requirements, if awarded.
YVCOG conducted a Pre-Application Workshop to answer applicant questions and published an
FAQ page on the website. After the online application closed April 9, 2018, YVCOG staff
assessed all 24 applications for minimum threshold requirements. The Scoring Committee
received qualifying applications via the ZoomGrants Scoring Module.
RFP SCORING
The scoring committee consisted of 6 neutral members of the community- 3 elected officials, 1
City Staff person, and 2 subject matter experts. YVCOG used information from a signed Conflict
of Interest Statement and personal interviews to determine eligibility to serve on the Scoring
Committee without bias.
1. Wayne Hawver— Naches City Council
2. Pat Krueger— Harrah City Council
3. Clara Jimenez—Toppenish Mayor
4. Arlene Fisher—Union Gap City Manager
5. Jayson Harmon —Blue Mountain Action Council (Veteran Homelessness)
6. David Wells—Union Gospel Mission
Prior to scoring applications, the scoring committee participated in a workshop to train the
scorers on the ZoomGrants software, utilization of the scoring matrix tool, and to discuss
scoring expectations. All scorers signed a Statement of Acknowledgement that they received
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the detailed RFP Scoring Guidelines, understood the scoring process and had the necessary
materials to successfully score the submitted proposals.
HHAF&CHG PROGRAM RFP SCORING WORKSHEET
APPLICATION: Date:
DIRECTIONS: The RFP Question column refers to the Narrative Responses in RFP Application section.
Score: Weieht:
U:Did not meet criteria 2:Meet criteria 3=HIGH-Requirement for funding
1:Minimally met criteria 3:Exceeded criteria 2=MEDIUM-desired requirement for funding
1=LOW-preferred requirement for funding
'RFP Question • Criteria '" Criteria Elements score 4tnc ,Tot2f
3 1 Project Summary Applicant is qualified to provide homeless services.as
described in application.Application addresses an eligible
project type identified on page 5 of the RIP Guidelines.
Ideally,application addresses an activity that is currently
underserved or not being addressed,or,application
addresses more than one eligible activity.
2 Target Population Application addresses target populations currently listed as
priorities in Yakima County 5-Year Homeless Plan. 3
4 Project Location Project will benefit county beneficiaries. The ourpose of 1
WCOG administering this program,is to ensure that people
living in the both the rural and urban areas of Yakima
County receive access to these funds_
General Guiding Principles Application furthers guiding principles of the Yakima
County 5-Year Homeless Plan and Washington State 2
Homeless Housing Strategic.
S-S Goals.strategies, Application addresses goalisi and/or strategy(s)in the
effect on need, Yakima County 5-Year Homeless Plan. This application will 3
impact on have a positive effect on priority needs and have an impact
populations. on the population it intends to serve.
9-22 Description, Project,as described,has outcomes that ace realistic,
management, attainable,and of which will provide values,goals,or 2
outcomes. outcomes in line with the outcomes desired in the Ya."<.inta
County Report Card_
•
23-24 Agency Capacity Does this applicant have experience serving the homeless
population in Yakima County? Does this agency partner 1
with other agencies? If applicant hasn't been a
subrecipient/subgrantee,does this applicant have the
capacity to perform the activity as described in application.
Budget tab& Budget,Cost Budget is reasonable. Cost information,per successful 2
narrative Information, activity Exit,conforms to benchmarks provided by
Revenue Summary Commerce Department_ Activity leverages other resources.
TOTAL MAXIMUM SCORE/ACTUAL SCORE
Scorer: Date:
The scoring committee independently scored each application and returned the scores along
with comments to YVCOG staff on April 30, 2018.
5JPage
" eztg01&202000NSOLIDATEDRFP INDIVIDUALSCORINGCOMMITTEESCORES4 a „ '�ATTAti�mEaTr3
Total Score Total Score
Organization Name/Application Title Requested Amount Scorer 2 Scorer 7 Scorer 5 Scorer 6 Scorer 4 Scorer 1 before taking out after taking out
high/low high/low
Catholic Charities of the Diocese of Yakima/Young
Adult Housing Program-Rental Assistance(RA) USD130,000.00 22 34 38 39 36 51 36.67 36.75
Catholic Charities of the Diocese of Yakima/Young
Adult Housing Program-TANF Client Rental
Assistance USD50,000.00 23 32 38 35 37 51. 36.00 35.5
•
Entrust Community Services/Homeless
Opportunities,Peer-mentoring and Engagement
(H.O.P.E.)program. USD30,000.00 38. 22 31 42 48 49 38.33 39.75
Generating Hope/Noah's Ark Homeless Shelter USD150,000.00 35 37 33 40 41 43 38.17 38.25
7.e
Justice Housing Yakima/Cottage Hill Tiny Homes
Development USD75,000.00 .17 19 22 32 0 49 23.17 22.5
Lower Valley Crisis and Support Services/DV
Emergency Shelter USD46,665.00 26 38 40 36 41 51 . .. 38.67 38.75
Rod's House/Capital Improvement:Youth Shelter
&Housing USD250,000.00 47 37 41 41 40 51 42.83 42.25
Rod's House/Outreach USD30,000.00 38 40 49 44 48 51 45.00 45.25
Rod's House/Resource Center USD125,000.00 50 43 44 40 49 49. 45.83 46.25
Rod's House/Youth/Young Adult Coordinated USD10,000.00 47 37 48 46 41 47 44.33 45.25
Sacred Messengers DBA Transform Yakima Together
/Homeless Outreach Team(HOT)-Street Outreach USD30,000.00 44 28 40 33 46 51 . 40.33 40.75
Yakima Neighborhood Health Services/Yakima
Neighborhood Health Services HEN USD1,273,728.00 20 35 47 43 42 49 39.33 41.75
Yakima Neighborhood Health Services/Yakima
Neighborhood Health Services Coordinated Entry USD72,000.00 23 41 40 . 33 35 51 37.17 37.25
Yakima Neighborhood Health Services/Yakima USD153,872.00 22 33 43 40 46 51 39.17 40.5
Yakima Neighborhood Health Services/YNHS
Capital Improvement the Community Services
Resource Center USD300,000.00 23. 34 37 41 44 51 38.33 39
Yakima Neighborhood Health Services/YNHS•
Extreme Winter Weather Hotel/Motel Vouchers USD128,175.00 34 34 37 37 41. 51 39.00 37.25
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Yakima Neighborhood Health Services/YNHS Rapid
Rehousing and Rental Assistance USD262,486.00 32 40 47 43 41 51 42.33 42.75
Yakima Valley Farm Workers Clinc DBA Northwest
Community Action Center/Coordinated Entry USD14,000.00 47 31 34 46 34 44 39.33 39.5
Community Action Center/HEN Rapid Rehousing USD400,000.00 45 38 45 41 40 51 43.00 42.75
Yakima Valley Farm Workers Clinc DBA Northwest
Community Action Center/Winter weather
Hotel/Motel Vouchers USD60,000.00 50 32 37 37 40 51 41.17 41
Yakima Valley Farm Workers Clinc DBA Northwest
Community Action Center/YVFWC-NCAC-Rapid
Rehousing USD395,644.00 43 42 45 38 45 51 44 43.75
Yakima Valley Farm Workers Clinc DBA Northwest
Community Action Center/YVFWC•NCACTANF
Rapid Rehousing USD50,000.00 46 41 45 39 38 51 43.33 42.75
YWCA ofYakima/YWCA Yakima Emergency
Shelter/Housing USD100,000.00 38 33 39 38 51 51 41.67 41.5
Total Requested USD4,136,570.00
"Note: Scorer 3 did not return scoring;therefore committee consisted of 6 scorers.
Staff ranked the projects by highest scores in each category. The scoring committee then met
for a final discussion of the scoring and ranking. Applicants received notification of anticipated
awards on May 4, 2018.
The appeal period ran May 4, 2018 through May 10, 2018. RFP Guidelines gave Instructions on
how to appeal. Eligible appeals included:
1) aggrievement with scoring of an application
2) a perceived broken process.
No appeal met either of these criteria. One appeal received asked to consider additional
information that the agency had failed to include in their original application. The Executive
Committee voted this appeal ineligible.
On May 21, 2018, YVCOG Executive Committee received information on the outcomes of the
RFP process, participation by the Scoring Committee, scoring results, and recommendations for
project selection and funding awards. The YVCOG website publishes all awards.
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., ,*,i42018 REPP AVAILABLE PROJE. AWARDK2 YEAR C,,ktgA TiAll90UNTSk R , 1 ATTACHMENT,iAs >;,
':0 ?, "' a. J " f A TotafScore` PkTotalscore
Requested ,, r sz, ,«' J «a 0xr' 5 so elrfor ,;
Project Q'-' fi Project Detail ,, 1 , 2163 CHGBase ,HEN TANFy Awarded' +, beforetaking aftertokmgout,
7 ro .,: .n An101 V -. . : .. ,-a- s yx v,.- +iu t ra` ;i- w"'*,.t;
., _... .,,.� . ��' -. ,,_. .a,. �'" � .t ., . .ram. •.: 5.,-. „ t , -�a.�-s .out.hgh�ow_ lighllow�'�w.
Coordinated,Entry
1 Adult $72,000.00 $60,000 YNHS 37.14 37.25
2 Adult $14,000.00 $14,000 NCAC 39.33 39.50
3 Young Adult(18-24) $10,000.00 • $10,000 Rod's House 42.83 45.25
TANF(For Profit)
1 Serve TANF Eligible $50,000.00 $50,000 NCAC 43.33 42.75
2 Serve TANF Eligible 550,000.00 $50,000 CCF 36.00. 35.50
RRH/RA(For„.Profr_t,Awards`equal40%of ovOuitcHG/TANF'BUDGET) ,;:. "'^ ,
1 Adult $395,644.00 $245,000 NCAC 44.00 43.75
2 Adult $300,000.00 $200,000 YNHS 42.33 42.75
3 Young Adult(18-24) $130,000.00 $130,000 CCF 36.67 36.75
HEN
1 Serve HEN Certified $1,273,728.00 $900,000 YNHS 39.33 41.75
2 Serve HEN Certified $400,000.00 $400,000 NCAC 43.00 42.75
24-hour low barrier shelter-
1 City of Yakima $950,000 N/A
2 DV-Upper Valley $126,670.00 $126,670 YWCA 41.67 41.50
3 DV-Lower Valley $93,330.00 $93,330 LVCS 38.67. 38.75
4 Youth&Young Adult $125,000.00 $125,000 Rod's House 45.83 46.25
5 Overnight-Lower Valley $150,000.00 $75,000 GH/NA 38.17 38.25
Hotel/Motel Vouchers- All
6 County $128,175.00 $100,000 YNHS 39.00 37.25
Hotel/Motel Vouchers- All
7 County $60,000.00 $60,000 NCAC 41.17 41.00
Outreach Services Only ,. • ,. ; . . . ._x r ,_.. .3 . .
1* All County $30,000.00 $30,000 Rod's House 45.00 45.25
2* All County $30,000.00 $30,000 TYT 40.33 40.75
no award $153,872.00 $0 YNHS 39.17 40.50
no award $30,000.00 $0 Entrust 38.33 39.75
Capital . ...
1* All County $250,000.00 $250,000 Rod's House 42.83 42.25
no award $300,000.00 $0 YNHS 38.33 39.00
no award $75,000.00 $0 Justice Housing 23.17 22.50
*Amount of award is contingent on increase of 2163 funds per Legislative Bill 1570 .
On June 18, 2018, the YVCOG Executive Committee approved 2-year contract periods, with 1st
year contract funding for 16 contracts in the amount of$1,319,500. The Executive Committee
awarded three additional contracts in the amount of$155,000 at the July 16, 2018 meeting,
contingent on receiving additional anticipated funding through the passing of House Bill 1570.
At the end of Year 1, assuming available funding and contract compliance with sufficient
program performance, contracts will be amended to include the 2nd year funding (7/1/19 -
6/30/2020).
YVCOG received no eligible applications for the 2018-2020 RFP project category of"24-hour low
barrier shelter-City of Yakima". The YVCOG Executive Committee approved a Sole Source
contract to Transform Yakima Together in the amount of$450,000 to manage the temporary
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shelter for up to 120 individuals per night, including families and pets, on city-owned property.
The YVCOG website has all Sole Source documentation.
ATTACHMENT C
Ai* v c YAKIMA VALLEY
CONFERENCE OF GOVERNMENTS
\i.,71 311 North 4th Strut, Suite 204 •Yakima, Washington 98901
509-574-1550• FAX 574-1551
W'P.tJYtrr--: H'tt'W'-VVC:G"d.orE
Agency Name: Transform Yakima Together
Contract#: TYT Camp Hope 2018-2020
Date: June 1, 2018
SOLE SOURCE JUSTIFICATION
1. What are you purchasing?24 Hour Low-Barrier Emergency Shelter Operations
2_ Is this product service available only through one vendor?Z YES [INC
a. If yes, attach documentation that supports the process you performed to
confirm
b. In no,explain
3. Is this a one-time purchase M YES ❑NO
a. If no, explain
4. What efforts were made to assure YVCOG is receiving the lowest or best price
possible?
YVCOG ran a competitive Request for Proposal(RFP}for a"24 Hour
Low-Barrier Shelter—City of Yakima`in the 2018-2020 Homeless Housing
and Assistance RFP that was open to public bidding from March 15,2018
through April 9,2018. There were no eligible applicants.
5. Are FEDERAL funds being used?[I YES N NO
IF FEDERAL FUNDS ARE BEING USED, A COST PRICE ANALYSIS PRIOR
TO REQUESTING SOLE SOURCE MUST BE ATTACHED
M1:M BEN Jl?HISuICl IONS
Grandview•Granger•Hurrah•Milburn•Vtir=•Vaehes•Seth
Sunnysidc•Ticton•Toppenish•Union Gap•Wapato•Yakima•Yakima County•Zillah
Wage
Below are eligible reasons for sole source.Check all boxes that apply to your
situation and attach any useful documents to justify the sole source.
6. ® Compatibility to existing YVCOG standard or to existing equipment,
Inventory, systems, data,programs or service. Describe. List efforts to find other
sources(attach documentation.e_g. Internet screenshots, etc.)
Transform Yakima Together has continued to manage a 24-hour low
barrier shelter senrioes project, in the form of a managed tent
encampment through summer of 2017 and then indoors November 2017-
March 2018.
Contracting for July 1,2018—June 30,2020 would be a continuation of
Existing Services.
7_ ❑ Patented product.Attach documentation to confirm propriety(patent letter,
etc)
8. D Only authorized Service Provider. Repair andlor Warranty Services.
Attach proof in writing from the MANUFACTURER(not the vendor)_
a. Is written certification attached? t I YES ❑NO
9. ® Delivery Date. Only one supplier/contractor can meet required delivery date:
Describe why the delivery date is critical and list efforts to find other
suppliers/contractors to meet the delivery date.
Critical Delivery Date: As of July 1,2018, Yakima County will have no
Low-Barrier shelter options in the Yakima Metro area if a timely contract is
not awarded. Transform Yakima Together currently has a lease with the
City of Yakima to allow for use of property as a"Temporary Shelter
Encampment.
10.M Special Market conditions: Can be used to purchase Items at auction
(RCA/ 39_30.045)or other items that are offered at a very favorable price and will
be sold before the entity will have a chance to complete the bidding process or
only one supplier and meet required delivery date. (describe why the delivery
date Is critical and lists efforts to find other supplies to meet the delivery date)
Critical Delivery Date: As of July 1,2018,Yakima County will have no
Low-Barrier shelter options in the Yakima Metro area if a timely contract is
not awarded. Transform Yakima Together currently has a lease with the
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City of Yakima to allow far use of property as a"Temporary Shelter
Encampment".
1 1.® Other: Please describe
Unique Design: Due to City ordinance, only faith-based organizations can
manage temporary shelters.Transform Yakima Together is a faith-based
organization.
The sole source is based upon an objective review of the good/service being acquired
and appears to be in the best interest of YVCOG-YVCOG knows of no conflict of
interest or personal involvement in any way with this request. No gratuities, favor or
compromising action have taken place. There is no personal familiarity with specific
brands, types of equipment, materials or firms been a deciding influence on the request
to sole source this purchase when there are other known suppliers to exist.
Approved by Executive Director Date
3
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Ad Proof
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The Executive Committee then approved running a Request for Qualifications (RFQ) for
$250,000 for Water and Sewer Utilities on city-owned property to be consistent with a
competitive process. The advertisement ran in the Yakima Herald for one day on 7/20/2018
•
and the application was open in ZoomGrants from July 20th through July 30th, 2018. The YVCOG
website has all RFQ Applications.
YVCOG received one application. The City of Yakima applied for$200,000 to extend water and
sewer services to the temporary shelter- Phase I of a planned permanent shelter site. The
YVCOG Executive Committee approved this award on August 20, 2018. At this time, the
Executive Committee decided to award a Sole Source contract for the remaining$50,000 to the
City of Yakima for Electrical Service Installation to the temporary shelter. The YVCOG website
has all Sole Source documentation.
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CURRENT CONTRACTS FOR HOMELESS SERVICES (Year-1 Funding Only: 7/1/2018—6/30/18)
Yakima Neighborhood Health Services:
• Coordinated Entry Services $30,000
• Rental Assistance/Rapid Rehousing $100,000
• HEN & ABD Client Rental Assistance $450,000
• Emergency Winter Shelter Hotel/Motel Vouchers $50,000
$630,000
Northwest Community Action Center:
• Coordinated Entry Services $7,000
• Rent Assistance TANF Eligible Clients $25,000
• HEN & ABD Client Rental Assistance $200,000
• Rental Assistance/Rapid Rehousing $122,500
• Emergency Winter Shelter Hotel/Motel Vouchers $30,000
$384,500
Rod's House (serves youth)
• Coordinated Entry Services $5,000
• Youth &Young Adult Drop-In Shelter $62,500
• Outreach Services $15,000
• Capital Project $125,000
$207,500
Catholic Charities Families (serves 18-24 years of age)
• Rent Assistance TANF Eligible Clients $25,000
• Rental Assistance/Rapid Rehousing $65,000
$90,000
Generating Hope— Noah's Ark (serves lower valley)
• Overnight Lower Valley Shelter $37,500
Transform Yakima Together (City of Yakima)
• Outreach Services $15,000
• 24 Hour Low Barrier Temporary Shelter $450,000 (Sole Source)
$465,000
Lower Valley Crises Services
• Domestic Violence Lower Valley Shelter $46,665
YWCA
• Domestic Violence Upper Valley Shelter $63,335
All executed contracts can be found on the YVCOG website: www.yvcog.org
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CONTRACT MANAGEMENT OVERSIGHT
YVCOG ensures subgrantee contract compliance by:
• Review every invoice submitted by agencies to ensure only allowable activities are
reimbursed. Utilize a double check method to ensure accuracy.
• Perform unannounced on-site visits and documenting observations
• Perform annual on-site Subgrantee Monitoring Audits reviewing: client files for
required documentation, financial records, and agency policies and procedures.
• Review monthly HMIS reports for entries, exits, and active clients. We are required to
submit these HMIS reports to Department of Commerce with our A-19 Reimbursement
Request.
• Review weekly HMIS data timeliness reports to ensure service providers are complying
with data entry requirements.
• Provide technical assistance to agencies with questions regarding allowable activities
and provide information to agencies when received from our Commerce Program
Manager.
• Perform year-end contract close out procedures to ensure no contract will be over
reimbursed and performance measures were met.
SUMMARY
This report will inform and educate our members and the community on:
• Available funding administered by YVCOG to service providers to care for homeless
housing and assistance.
• How funding is allocated.
• Specific agencies that received funding for the current contract period.
• How much funding is available for different types of services.
• How the State monitors YVCOG to ensure program compliance.
• And, how YVCOG monitors subgrantees for contract compliance.
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