FY 2017 Sonoma County Continuum of Care Consolidated Application and Priority List - Public Review

The Fiscal Year 2017 Sonoma County Continuum of Care Consolidated Application and Priority List have been posted for public review and comment. The full application and priority list is due to HUD by September 28, 2017 at 4:59 PM PST. However, we anticipate submitting the application in advance of the deadline.
Feedback and comments are highly encouraged. Please submit all comments or questions to the Continuum of Care Coordinator, Michael Gause, at Michael.Gause@sonoma-county.org or at (707) 565-1977. Comments and questions should be made by Tuesday, September 26, 2017 at 5:00pm.
The full application and priority list are below:

FY 2017 Sonoma County Continuum of Care Consolidated Application Final Submission:



FY 2017 Sonoma County Continuum of Care Priority Listing Final Submission:



FY 2017 Continuum of Care Final Priority Listing and Rankings of all Renewal and New Projects


On September 5, 2017, the Sonoma County Continuum of Care Board made final determinations on new and renewal project rating and rankings for the FY 2017 Continuum of Care Competition. In addition to renewal projects, applications were received for two (2) new Permanent Supportive Housing Bonus Projects and two (2) new projects created through reallocated funding. The CoC Board voted unanimously (9-0) to recommend all 4 new projects for funding and ranking on the Priority Listing.

Projects recommended for funding through the Permanent Supportive Housing Bonus Project include: 1) Social Advocates for Youth - Sponsor Based Rental Assistance Expansion Project in the amount of $97,444 to serve transition aged-youth experiencing chronic homelessness and 2) The YWCA of Sonoma County in the amount of $81,760 to serve families and individuals who are survivors of domestic violence in a rapid re-housing project.

Projects recommended for new project funding through reallocation include: 1) Sonoma County Community Development Commission (via the Sonoma County Housing Authority and Federally Qualified Health Centers) in the amount of $200,894 to serve individuals experiencing chronic homelessness with chronic health conditions in a permanent supportive housing rental assistance project and 2) West County Community Services in the amount of $79,856 to serve chronically homeless individuals in a permanent supportive housing project.

The full FY 2017 Priority Listing, including Tier 1 and Tier 2 funding is attached here and below:


FY 2017 Priority Listing
Final FY 2017 CoC Competition Priority List
Approved September 5, 2017 by the Continuum of Care Board
Tier 1

Priority
Score
Agency
Project
New/Renewal
Amount
1
87.28
Community Support Network
Stony Point Commons (Renewal Project)
Renewal
$47,694
2
81.59
Committee on the Shelterless
Community Based Permanent Supportive Housing
Renewal
$218,332*
3
80.00
Catholic Charities
Permanent Supportive Housing Santa Rosa 3
Renewal
$239,943
4
79.77
Sonoma County Community Development Commission
Renewal Rental Assistance – Chronically Homeless Persons with Mental Illness
Renewal
$85,233
5
78.37
Catholic Charities
Permanent Supportive Housing Santa Rosa 2
Renewal
$256,121
6
74.48
Buckelew Programs
Samaritan (FACT)
Renewal
$81,987
7
74.05
Sonoma County Community Development Commission
Renewal Rental Assistance – Youth with Disabilities
Renewal
$58,058
8
73.21
Sonoma County Community Development Commission
Renewal Rental Assistance – Persons with HIV/AIDS
Renewal
$804,182
9
72.17
Social Advocates for Youth
Sponsor Based Rental Assistance
Renewal
$97,444
10
69.92
Buckelew Programs
Sonoma SHP
Renewal
$205,167
11
N/A
Sonoma County Community Development Commission
Coordinated Intake
Renewal
$102,198
12
N/A
Sonoma County Community Development Commission
Homeless Management Information System
Renewal
$137,907
13
N/A
Sonoma County Community Development Commission
Coordinated Intake Expansion
Renewal
$247,793
14
N/A
Sonoma County Community Development Commission
Homeless Management Information System
Renewal
$50,000
15
68.39
West County Community Services
Mill Street Supportive Housing
Renewal
$73,925
16
82.50
Social Advocates for Youth
Sponsor Based Rental Assistance
New- Bonus Project
$97,444
17
80.5
Sonoma County Community Development Commission
Rental Assistance – Homeless with Chronic Health Problems
New - Reallocation
$4,102*
Tier 2

Priority
Score
Agency
Project
New/Renewal
Amount
17
80.5
Sonoma County Community Development Commission
Rental Assistance – Homeless with Chronic Health Problems
New – Reallocation
$196,792
18
75.35
YWCA of Sonoma County
YWCSA PSH/RRH
New – Bonus Project
$81,760
19
66.50
West County Community Services
PSH Plus
New – Reallocation
$79,856
Notes:
COTS’ Project, Community Based Permanent Supportive Housing, reflects the consolidation of two projects prior to the FY 2017 Continuum of Care Competition. The contracts have been combined into the full eligible amount
Projects 1-15 were scored and ranked prior to the opening of the Continuum of Care Competition. Projects 11-14 are not scored as they are required system components.
The Sonoma County Community Development Commission’s new project through reallocation, “Rental Assistance – Homeless with Health Problems” is prioritized for the full amount of $200,894. However, this project straddles the tiers; $4,102 is in Tier 1 funding and the balance ($196,792) is in Tier 2.
Voluntary Reallocation
The following projects were eligible to renew CoC grants in 2016, but elected not to submit renewal applications. This made renewal funding available for reallocation to new projects:
  • West County Community Services, Cherry Creek Village - $53,243
  • Sonoma County Community Development Commission, Renewal Rental Assistance – Persons with Disabilities - $192,088
The following projects also voluntarily reduced their eligible funding amount in order to make additional renewal funding available for reallocation to new projects:
  • Sonoma County Community Development Commission, Renewal Rental Assistance – Youth with Disabilities – Reduced project from $71,018 to $58,058
  • Sonoma County Community Development Commission, Renewal Rental Assistance – Chronically Homeless Persons with Mental Illness – Reduced project from $107,692 to $85,233

Notice of Meeting for New Project Selection in FY 17 CoC Competition

On September 5, 2017, the Continuum of Care Board will consider new Permanent Supportive Housing Bonus Projects and new projects created through reallocation. The CoC Board will make final selections for new projects at this meeting as well as finalize the Project Rating and Ranking List for the FY 2017 CoC Competition.

Members of the public are welcome to attend.

All project applicants, both new and renewal, will be notified outside of e-snaps of acceptance or rejection by Wednesday, September 7, 2017.

2017 Continuum of Care Competition - Local Request for Proposals Addendums

On July 21, 2017, the Sonoma County Continuum of Care released its local Request for Proposals (RFP) for the 2017 Continuum of Care Competition. The Request for Proposals included information about both new Permanent Supportive Housing Bonus projects and renewals of existing projects.
As of the bidder’s conference on July 27, 2017, additional funding was made available through strategic reallocations of existing funding to create new projects. A total of $280,925 is now available for new projects through reallocation.

New projects created with reallocated dollars are limited to Permanent Supportive Housing Projects serving 100% chronically homeless individuals and families. All other terms for new projects are the same as those in the original RFP, and were reviewed at the mandatory bidder’s conference. Please note that scoring for funding for permanent supportive housing bonus projects and new projects through reallocation is different.


Please review the addendums below for full information on new funding through reallocation as well as updated scoring for new projects through reallocated dollars in the FY 2017 CoC Competition. Scoring for the PSH Bonus Project is unchanged.

2017 Continuum of Care Competition - Local Request for Proposals

Notice is hereby given for the release of the Fiscal Year 2017 Continuum of Care Local Request for Proposals (RFP). Please review the full RFP carefully for the local timeline and pertinent deadlines. Approximately $179,204 in annual bonus funding is competitively available for one (1) or more permanent supportive housing projects.

The local deadline for new and renewal projects is August 28, 2017 at 11:59pm PST. A mandatory bidder’s conference for new project funding is scheduled for Thursday, July 27, 2017, 2pm-3:30pm at the Sonoma County Community Development Commission, 1440 Guerneville Road, Santa Rosa, CA. Applicants new to the Continuum of Care funding stream are encouraged to apply.


Please refer to the local timeline below for full details on the schedule of events:
Date
Action
July 14
NOFA for FY 2017 Funds Released
July 21
Local Request for Proposals issued, including new funding availability and Renewal/Reallocation forms.
July 26
Renewal and Reallocation Questionnaire Due to CoC Coordinator by 5pm
July 27
MANDATORY Bidder’s Conference for NEW Projects
2:00pm -3:30pm, at Sonoma County Community Development Commission,1440 Guerneville Road, Santa Rosa
Technical Assistance Session for Applicants: Introduction to e-Snaps
3:30pm – 5:00pm, at Sonoma County Community Development Commission,1440 Guerneville Road, Santa Rosa
This is a collaborative application. Those with e-snaps experience are expected toassist newer applicants. New applicants should obtain a DUNS number and SAMregistration prior to the session if possible.
August 7
Technical Assistance Session for All Applicants: Project Applications in e-snaps
1:00pm – 3:00pm at Sonoma County Community Development Commission,
1440 Guerneville Road, Santa Rosa
August 28
New and Renewal Project Application(s) and Supplemental Questionnaire due in e-Snaps, 11:59pm
August 30
CoC Rating and Ranking Committee Review of New Project Applications
September 5
CoC Board Final Approval of New Projects and Ranking and Ratings
September 7
Publication of new project selections and Priority Listings(earlier if possible) on the CoC wiki at: http://sonoma-county-continuum-of-care.wikispaces.com/2017+Continuum+of+Care+Competition
September 7- Sept 21
Technical review/corrections, priority ranking & Consolidated Plan certifications
Sept 28
Final Submission Due in e-snaps

2017 Continuum of Care NOFA Released on July 14th, 2017!

The FY 2017 Continuum of Care Competition opened on July 14, 2017. The full application is due on September 28, 2017 by 4:59pm Pacific Standard Time. New and renewal applications are due by August 28, 2017 at 11:59pm Pacific Standard Time. The Local RFP for new funding is scheduled for release on July 21, 2017.
https://www.hudexchange.info/programs/e-snaps/fy-2017-coc-program-nofa-coc-program-competition/

2017 Continuum of Care Evaluation Process

The Department of Housing and Urban Development (HUD) requires that local CoC’s prioritize the projects submitted in our consolidated application. As in past years, project priorities will be generated by a scoring system, site visits and interviews by an impartial Evaluation Committee made up of local funders and former funder volunteers.

Continuum of Care Preliminary Project Rating and Rankings (as of July 2017)


The Continuum of Care Board approved final recommendations on CoC Renewal Project Rankings at its June 27, 2017 meeting. During this meeting, conditions were released on projects not meeting the 80% renewal threshold for unconditional renewal. At this point, all renewal projects are approved for renewal in the FY 2017 CoC Competition. However, the CoC Board will make final determinations upon release of the FY 2017 Continuum of Care NOFA. All Coordinated Entry and Homeless Management Information System projects are automatically approved for renewal and will be placed in Tier 1 when the NOFA is submitted.

Final CoC Evaluation Report Prior to Release of CoC NOFA:


Corrective Action Plan Response and Approval


Raw Scoring for CoC Renewal Projects



Priority
Score
Agency
Project
1
87.28
Community Support Network
Stony Point Commons
2*
82.68
COTS
Community Based PSH 2
3*
80..50
COTS
Community Based PSH 1
4
80.00
Catholic Charities
Santa Rosa PSH 3
5
79.77
SCCDC
Chronically Homeless Persons with Mental Illness
6
78.37
Catholic Charities
Santa Rosa PSH 2
7
74.48
Buckelew Programs
Samaritan Project
8
74.05
SCCDC
Youth with Disabilities
9
73.21
SCCDC
Persons with HIV/AIDS
10
72.17
Social Advocates for Youth
Sponsor Based Rental Assistance
11
69.92
Buckelew Programs
Sonoma SHP
12
68.39
West County Community Services
Mill Street Supportive Housing
13
62.12
SCCDC
Persons with Disabilities
14
62..00
West County Community Services
Cherry Creek Village
N/A
N/A
SCCDC
Coordinated Intake Project
N/A
N/A
SCCDC
Coordinated Intake Expansion Project
N/A
N/A
SCCDC
HMIS Project
N/A
N/A
SCCDC
HMIS Expansion Project

2017 Sonoma County Continuum of Care – Process for Reallocation and Making Cuts
To create a pool of reallocated funds from which to create new projects, the Sonoma County Continuum of Care works through its Renewal Project Evaluation Process to make voluntary and involuntary cuts; and makes additional voluntary cuts during the NOFA period if new opportunities emerge. 1) Reallocation via Renewal Project Evaluations The Sonoma County CoC Evaluation Committee both prioritizes renewal projects for the CoC application, and identifies projects with capacity concerns for corrective action and technical assistance. Scoring is based on unmet housing need, alignment with 10-year plan goals, performance on HUD measurements, and grant management. Because of the scoring schema’s weighting by unmet housing need (a need which is overwhelmingly for permanent supportive housing), SSO and TH projects must perform exceedingly well to be approved for renewal. Projects are scored by the CoC Coordinator on a preliminary basis. The CoC Evaluation Committee meets to review preliminary scores and conduct a risk assessment to guide evaluation. A threshold for unconditional renewal is set at 80% of top score; projects scoring above the line are scheduled for monitoring visits only. Projects scoring below that line are invited to a meeting of the full CoC Evaluation Committee to discuss the challenges faced by the project and design a Corrective Action Plan. Known problems are described in the invitation and applicants are asked to address them and bring any other concerns to the Committee’s attention; under-spent contracts and other issues are noted for discussion and possible follow-up. At the meeting, applicants and the Committee together identify areas of improvement and what resources are needed to help the project improve its performance. Grantees have the opportunity to provide new information that sometimes raises their score above the unconditional renewal threshold. Through a summary letter recording the conversation and follow-up communications, over the course of 6 weeks each applicant is guided through a process of determining whether to submit additional documentation to revise scoring, undertake Corrective Action or to voluntarily release the project funding for reallocation. If corrective action plans and technical assistance are unsuccessful in improving project performance to the expected level over several years, or in particularly egregious cases (for example, serious concerns about grant management), the Committee has recommended reallocating funds without further corrective action. The Committee’s work is followed by a full report to the CoC Board, which reviews its work both in process and at the end of the designated period to develop Corrective Action Plans. The CoC Board makes the final decision regarding renewal with or without conditions vs. reallocation. Note: Since publication of the CoC Interim Rule in 2011, the Evaluation Committee has also reviewed each project’s continued eligibility under the new CoC regulation. If eligibility concerns emerge, these are discussed with the grantee even if the project scores above the threshold for unconditional renewal. Reallocations are made in the following situations:

  • Voluntary Cuts: Following discussion of performance and/or continued project eligibility, and applicant consideration of corrective action needed, the applicant may voluntarily opt not to renew and/or to seek continued funding from non-CoC sources.
  • Involuntary Cuts: In cases where the CoC Evaluation Committee records major concerns over several years, the Committee may recommend cutting the project without further corrective action. This decision must be confirmed by CoC governing body. Applicants may appeal the decision, and the appeal must be considered by the CoC governing body.
2) Reallocation based on new opportunities identified during the NOFA Period: Upon HUD’s release of the annual NOFA, all provisions of the NOFA are reviewed. If the NOFA indicates further ways to maximize Annual Renewal Demand, renewal grantees are polled with a Renewal Intent to Apply Questionnaire, to confirm that they intend to apply for the full approved amount, or to indicate they are open to a reduction. Continuing discussion takes place with those agencies to ensure the reduction makes sense. All cuts at this phase are voluntary



Continuum of Care Renewal Project Preliminary Rankings


On April 17, 2017, the Continuum of Care Evaluation Committee held its first meeting to conduct preliminary rating and rankings of CoC Renewal Projects.
Members of the Evaluation Committee include:
  • Gale Brownell, Advocacy Representative of CoC Board
  • Sue Castellucci, City of Petaluma & CoC Board Chair
  • Eleanor Grogan, Community Foundation Sonoma County & CoC Board Member
  • Jed Heibel, West County Health Centers & CoC Board Member
  • Kelli Kuykendall, City of Santa Rosa & CoC Board Member
  • Mark Krug, Burbank Housing
  • Joni Thacher, Sonoma County Department of Human Services

The Committee was staffed by the CoC Coordinator, Michael Gause, and HMIS Coordinator Chris Alexander.

In 2017, 18 projects were eligible for renewal. Prior to the 2016 competition, Catholic Charities’ Santa Rosa Permanent Supportive Housing #1, was consolidated with another Catholic Charities project, resulting in one fewer project than the previous year, but the same total amount of funding.

The Coordinated Intake Project, Coordinated Intake Expansion Project, Homeless Management Information System (HMIS), and HMIS Expansion Project are all mandated projects for which the Sonoma County Community Development Commission (SCCDC) is the grantee. Because these are mandated activities, these projects were not scored as part of the evaluation process. The remaining 14 projects were scored by the CoC Coordinator and HMIS Coordinator using 2017 Scoring Criteria and following the 2017 Renewal Process, both of which were approved at the February 2017 CoC Board Meeting. SCCDC accounting staff assisted the CoC Coordinator with reviewing agency audits and monitoring questions.

Of these 14 contracts, all submitted all required documents; however, two projects submitted Annual Performance Reports (APRs) late. The projects with late APRs were the Sonoma County Community Development Commission’s Rental Assistance for Youth with Disabilities and West County Community Services’ Mill Street Supportive Housing. These late submissions impacted the scoring of these two projects.

HUD has yet to release guidance on when the 2017 Notice of Funding Availability will be released, but based on past experience, this could happen as early the summer of 2017. HUD has released its annual Grants Inventory Worksheet, which shows our Annual Renewal Demand (ARD) for the 2017 competition to be $2,986,734.


Unconditional and Conditional Renewal


Due to the increased emphasis on project performance by HUD, the CoC Board approved raising the threshold for unconditional renewal from 75% (our practice for a decade) to 80% in 2017. In 2017, the top score was 87.28, setting the 80% threshold at 69.82. Eleven (11) projects scored above the threshold and are approved for renewal without conditions. These are listed on the next page.



Three projects scored below the threshold criteria:

  • Mill Street Supportive Housing (West County Community Services): 68.39
  • Renewal Rental Assistance – Persons with Disabilities (SCCDC): 62.12
  • Cherry Creek Village (West County Community Services): 62.00



Projects scoring below the 80% threshold are required to discuss their situation with the Evaluation Committee. The CoC Evaluation Committee typically works on corrective action with lower-performing projects for a year; if problems continue, projects may be reallocated in the following cycle. Initial scores are listed on the following page and will be posted on the CoC wiki after finalization with the Evaluation Committee.



Site Visits



In years past, the CoC Evaluation Committee has visited sites on a three year rotation. However, given HUD’s increasing focus on monitoring, we are scheduling meetings with all agencies in FY 2017. Some of these will be site visits and others will be meetings held at the SCCDC for agencies that did not meet threshold criteria. A full schedule will be announced shortly.



Continuum of Care Renewal Project Evaluations - March 2017

HUD has yet to release information on the opening of its application period but has indicated it would like to open the competition on a similar timeline to last year’s opening in July 2016. In keeping with last year’s timeline, we will begin rating and ranking projects immediately.

Please read the following instructions carefully:

In 2017, nineteen (19) projects with contract end dates in 2018 will be up for renewal in the Continuum of Care competition. A list of renewal projects is attached. We anticipate that all of these projects will be conditionally awarded for the 2018-2019 contract year. Project scoring will take place in two phases:

  1. Collection and Scoring of performance data, background documents, project and agency monitoring questionnaires.

2. Site Visits and Interviews will be scheduled for all CoC-funded agencies in 2017. As in years past, focus will be based on:
    1. Concerns following review of documentation and scoring;
    2. Concerns or corrective action plans in 2015 or 2016; or
    3. Projects renewing for the first time.

Phase One: Collection and Scoring (March 27th – April 14th)

Please see the attached checklist of required documents to be submitted byMarch 27th, 2017.

Scoring for 2017 renewal projects has changed from 2016; the scoring schema is attached to this memo. Projects are scored on:
  • Performance on outcomes we report to HUD (54 points)
  • Alignment with local priorities (10-Year Plan goals) (6 points)
  • Agency Capacity (40 points)

Scores will be derived from the project’s most recent Annual Performance Report (APR), mid-year APRs where appropriate, review of HMIS and other compliance (including HUD monitoring or audits), and responses to monitoring questionnaires. In 2017, there are new questionnaires for Housing First approach, cultural competency, and disability access.

The Evaluation Committee will meet the week of April 17, 2017, to review preliminary scores and finalize the schedule of site visits.

Phase Two: Interviews and Site Visits to Selected Projects (April 24th- May 19th)

All agencies will receive site visits in 2017.

You and your staff will be invited to an additional interview with the Evaluation Committee, tentatively scheduled for the week of May 15th to discuss concerns that may have arisen through the review process and site visits. Both interviews and site visits will enable providers to discuss project and agency monitoring forms and address any questions that have arisen with committee members. Please have the following staff present at site visits as well as any follow-up interviews:
  • Program manager
  • Direct service staff
  • Staff in charge of financial and grants management

On April 25, 2017 the CoC Board will receive an initial report on the projects. The CoC Board will make finalize a preliminary priority ranking at its May 30, 2017 meeting.

Conditional vs. Unconditional Renewal

Policies for conditional vs. unconditional renewal are as follows: once projects have been scored, a threshold for unconditional renewal will be established at 80% of the top score. Due to the increased competitiveness of the CoC Competition, this threshold has been raised for 2017. Projects scoring below the threshold will be asked to develop a plan to address performance issues before the release of the 2017 Notice of Funding Availability, or to voluntarily give up award moneys to be reallocated to a new project. Determination of any conditions to renewal will be made by May 19th, 2017. Any required Corrective Action Plans must be submitted for approval by May 29th, 2017, so that a final determination can be made as to whether the project goes forward for renewal, via the CoC Coordinator’s recommendation to the CoC Board. A final list of renewal projects will be presented to the CoC Board on May 30th, 2017.

Looking Forward to the 2017 CoC Application Period

We anticipate the 2017 application period may open as early as July and that the evaluation process could potentially overlap into the application period. If the application is delayed 30 days or more following completion of the evaluation process, staff will distribute a Reallocation Questionnaire by which CoC-funded agencies must inform the CoC if they do not intend to submit a project for renewal, or if they expect to reduce their request. We will also release a local RFP for possible new projects after the 2017 application is released.


Checklist of REQUIRED Documents
for Sonoma County Continuum of Care 2017 Renewal Project Evaluations
All documents must be received by 5:00 pm, March 27th, 2017
Points will be deducted for late submissions. Please read carefully for changes from last year.
  • Most recent submitted APR with complete reported financials. If a new APR is in process, please submit the submitted one and a draft of the new one.
  • 1-page letter, signed by the agency’s CEO, giving HUD staff consent to discuss its Continuum of Care projects with the Sonoma County Continuum of Care Coordinator. Each project should be named with the contract reference number for the current contract year.
  • Completed Agency Monitoring Questionnaire (1 for the entire agency) and Project Monitoring Questionnaire (1 for each project), enclosed with this memo.
  • Completed HMIS Questionnaire, required only if your agency does not receive funding from the Sonoma County Community Development Commission.
  • Copies of any audit and monitoring communications received in the past 3 years from HUD, Department of Housing and Community Development, Cities, County, United Way, or Community Foundation.
  • Most recent agency financial audit including auditor’s management letter. Any concerns or findings must be included.
  • Most recent Board of Directors packet (if your agency does not regularly copy the Continuum of Care Coordinator). Include agenda, minutes, and supplemental materials from the most recent Board meeting.
  • Organizational charts for each renewal project, and for the agency.
  • Completed Threshold Criteria Form, Housing First Questionnaire, Cultural Competency Questionnaire, and relevant attachments listed in questionnaires.
  • Contact information for your agency’s 5 largest funders.
All documents must be received as individual electronic files. Individual documents may be scanned but must be submitted as individual files. If all documents are scanned together, they will be returned, with points deducted for late submission. The following are acceptable means of delivery:

  • By e-mail or ftp service to Michael.Gause@sonoma-county.org (preferred); OR
  • A CD or thumb drive, hand-delivered to Continuum of Care Coordinator, c/o Sonoma County Community Development Commission, 1440 Guerneville Road, Santa Rosa, CA 95403.

Questions? You may contact Michael Gause, the Continuum of Care Coordinator, for clarification of any item at Michael.Gause@sonoma-county.org, and by phone at (707) 565-1977.
Scoring for the 2017 CoC Competition


Project Performance Measurement and Local Priorities

Performance Measurement
Scoring Methodology
Points
Scoring Key
1. Housing performance

1a. PSH Housing Outcome: % of leavers + stayers stably housed at contract year end
From APR: (Q7, total number of clients - (Q29a1 + Q29a2 subtotal temporary + institutional + Other destinations)) ÷ Q7, total number of clients. Prorated up to 5 points for 89% or higher.
5
Pro-rated by % stably housed
Ex: 89% = 5 pts
67% = 3.75 pts
50% = 2.5 pts
1b. % of PSH beds dedicated to chronically homeless people
From APR Q5, Actual Bed & Unit Inventory, CH beds ÷ (total) Beds. Prorated up to 5 points for 100% of beds.
5
Pro-rated by % CH dedication
Ex: 100% =5 pts
50% = 2.5 pts
1c. % of PSH turnover beds prioritizing CH
Based on all CoC-funded bed . Prorated up to 5 points or 80% or higher.
5
Pro-rated by % of turnover beds
80% = 5 pts
40% = 2.5 pts
20% = 1.25 pts
2. Income performance

3a. Clients exiting with earned income
From APR Q25a1 Cash Income sources - leavers, number of adults with Earned Income ÷ Q7, total number of adults.
5
Pro-rated by % exiting with earned income
Ex: 100% =5 pts
50% = 2.5 pts
3b1. % who increased income from employment from program entry to exit
From HMIS APR:(Q24b Number of Adults with Earned Income: Retained Income Category and Increased $ at Follow-Up/Exit + Did Not Have the Income Category at Entry and Gained the Income Category at Follow-Up/Exit) ÷ Q24b Total Adults
5
Pro-rated by % exiting w/ increased income
Ex: 100% =5 pts; 50% =2.5 pts
3b2. % who increased income from sources other than employment
From HMIS APR:(Q24b Number of Adults with Other Income: Retained Income Category and Increased $ at Follow-Up/Exit + Did Not Have the Income Category at Entry and Gained the Income Category at Follow-Up/Exit) ÷ Q24b Total Adults
5
Pro-rated by % increased other income
Ex: 100% = 5pts; 50% = 2.5 pts
4. Mainstream resources: % of clients accessing mainstream resources
From APR: (1 - (Q26b1 + Q26b2 Number of Non-Cash Benefit Sources, Adults with No sources) ÷ Q7, total number of adults.
5
Pro-rated by % #of sources gained
Ex: 100% = 5pts; 50% = 2.5 pts
5. Year-end Utilization
From APR Q10-11, prorated up to 5 points.
5
Pro-rated by % #of beds utilized
Ex: 100% = 5pts; 50% = 2.5 pts
6. Housing First Practice and Implementation
Full points awarded for compliance with responses to Housing First Questionnaire and Narrative
10
.5 pts awarded per question (10 total questions); 5 pts for narrative addressing specific implementation of HF
7. Collaboration with Coordinated Entry
Full points awarded for participation in Coordinated Entry Advisory Group/evidence of accepting referrals from Coordinated Entry
4
4 pts: Collaboration; referrals accepted
3pts: collaboration, referrals planned
1-2 pts: Limited collaboration; no plan for referrals
Local Priorities

1. Alignment with 10-year plan goals
1.5 points for each goal that is a focus of the project, up to 6 points. Goals may include:
6
Full pts for detailed examples of collaboration in each component
  • Evidence of Project’s collaborations with corrections partners
  • Evidence of SSI/SSDI Outreach Access & Recovery (SOAR) benefits advocacy.


  • Evidence of current practice to prioritize chronically homeless or otherwise medically compromised for permanent housing. (Ex: linkage to HOST)
  • Alignment with Upstream Investments, Health Action as evidenced by agency practices on the Upstream portfolio, or other evidence-based practice databases


Total Points for Performance/Local Priorities
60


Agency Management and Capacity

Performance Measurement
Scoring Methodology
Points
Scoring Key
Financial/Audit: process, timeliness; findings/management letter, overall fiscal health
Review of financial documents by CoC Coordinator/SCCDC Accounting staff/Agency Monitoring Questionnaire
5
4-5 pts: No findings, timely audit, etc
2-3 pts: Findings in past 3 years, late audit
0-1 pts: Lack of audit
Contract administration:
CoC APR Review – accuracy and timeliness of reporting.
Review of APR by CoC Coordinator
5
5 pts: timely submission & no inaccuracy of reporting
3-4 pts: 2-3 errors in submission
0-2 pts: late submission 3+ errors
Spend down of funds/match
Review of APR by CoC Coordinator
5
5 pts: full spenddown
4pts: 85-99% spend
3 pts: 75-84% spend
2 pts: 65-74%
0-1pts: < 65%
Review of monitoring from past 3 years, & performance in last 3 CoC competitions
Full points only if monitoring for past 3 years is submitted and no issues are found/review of ranking in previous CoC competitions
2.5
Full pts for no findings
Cultural Competency and Client Feedback Process
Review of cultural competency questionnaire
2.5
Full pts for having a client advisory board, full explanation on procedures, all forms submitted
Data-informed program research; use of HMIS & other local data to guide program development & delivery. Use of documented best practices; outcomes information is used as an indicator of how well the project is accomplishing its goals
Program & Agency Monitoring Questionnaire responses
5
Full pts for complete description of data informed practices
Change Management & Institutionalization of Knowledge: Procedures are in place to ensure transmission of program and grants management knowledge when staff changes take place.
Program & Agency Monitoring Questionnaire responses
5
Full pts for plan and procedure for management change and turnover and evidence of Interim Rule training; Pro-rated pts for lack of formal procedures
Collaborative effort: CoC & Count participation
Based on attendance records, up to 5 points for full participation
5
5 pts: attendance at all Quarterly Meetings, count participation, participation in 4 or more work groups
4 pts: Participation in 3-4 work groups
3 pts: Participation in 50% of Quarterly Mtngs and 2 workgroups
1-2 pts: Less than 50% QM and 1 workgroup or less
High data quality, timeliness and coverage of all programs serving homeless
HMIS Coordinator analysis & report
5
There are 3 criteria: 1) Universal Data Elements (Name, SSN, DOB, gender, race & ethnicity) are at least 95% complete; 2) Assessment data is entered in HMIS 5 days or less after assessments are administered; 3) Data Validation Reports from HMIS are clean
Full pts for meeting all 3 criteria; pro-rated pts for missing one or more criteria
Total Agency & Management Capacity points
40

Total Possible Points
100







*End*

FY 2016 Sonoma County Continuum of Care Consolidated Application and Priority List - Public Review


The Fiscal Year 2016 Sonoma County Continuum of Care Consolidated Application and Priority List has been posted for public review and comment. The full application and priority list is due to HUD by September 14, 2016 at 4:59 PM PST. However, we anticipate submitting the application in advance of the September 14, 2016 deadline.

Feedback and comments are highly encouraged. Please submit all comments or questions to the Continuum of Care Coordinator, Michael Gause, at Michael.Gause@sonoma-county.org or at (707) 565-1977. Comments and questions should be made by Friday, September 9, 2016 at 12:00pm.

The full application and priority list are below:

CoC Consolidated Application for Public Review


CoC Priority List:

FY 2016 Continuum of Care Final Priority Ranking for CoC Competition


On August 23, 2016 the Sonoma County Continuum of Care Board made final determinations on rating and ranking of all new and renewal projects for the FY 2016 CoC Competition. Two (2) projects were initially submitted for the Permanent Supportive Housing Bonus Project in the full amount of $149,336. During CoC Board deliberations, one of the project applicants, Committee on the Shelterless (COTS) voluntarily withdrew their project application. The CoC Board then voted unanimously 8-0 with two abstentions to approve the Guerneville Permanent Supportive Housing Bonus Project with the Sonoma County Community Development Commission in the full amount of $149,336. This project was placed by the CoC Board at the bottom of Tier 2.

The full Priority List is attached here:

Final FY 2016 CoC Competition Priority List

Priority
Score
Agency
Project
Amount
1
82.67
COTS
Community Based PSH 2
$135,960
2
82.22
COTS
Community Based PSH 1
$82,372
3
81.85
CSN
Stony Point Commons
$47,694
4
79.33
West County Community Services
Mill Street Supportive Housing
$73,925
5
78.31
SCCDC
Renewal Rental Assistance – CH Persons with Mental Illness
$107,692
6
75.66
Buckelew Programs
Samaritan (FACT)
$81,987
7
75.00
SCCDC
Renewal Rental Assistance – Youth With Disabilities
$71,018
8
74.45
Catholic Charities
PSH 3
$239,943
9
72.42
Buckelew Programs
Sonoma SHP
$205,167
10
70.80
SCCDC
Renewal Rental Assistance – Persons with HIV/AIDS
$804,182
11
69.22
Catholic Charities
PSH 2
$256,121
12
N/A
SCCDC
Coordinated Intake
$102,198
13
N/A
SCCDC
HMIS
$137,907
14
N/A
SCCDC
Coordinated Intake Expansion
$247,793
15
N/A
SCCDC
HMIS Expansion
$50,000
Tier 2




16*
67.49
SCCDC
Renewal Rental Assistance – Persons with Disabilities
$192,088
17
N/A
Social Advocates for Youth
Sponsor Based Rental Assistance
$97,444
18
N/A
West County Community Services
Cherry Creek Village
$53,243
19
71.38
Guerneville Permanent Supportive Housing Bonus Project
Sonoma County Community Development Commission
$149,336
*58,484 of this project will be placed into Tier 2; **Project did not have signed contract during
the initial renewal evaluation period and had incomplete information during the NOFA period.

FY 2016 CoC Competition Reallocation Process

The CoC Reallocation Process for the FY 2016 is now complete. No funds will be reallocated for new projects in the FY 2016 CoC Competition. Please see the attached document for more information on the process for reallocation in 2016 as well as full details on the CoC Board's recommendations.


The Sonoma County Continuum of Care released its Local Request for Proposals (RFP) on Monday, July 11, 2016. The full RFP can be found here:


Sonoma County agencies are eligible for approximately $3.2 million in funding through the Continuum of Care Competition. Please refer to the Schedule of Events below as well as the Local RFP for full details on the 2016 process.

Notice is hereby given that the Sonoma County Continuum of Care Local Request For Proposals (RFP) for the FY 2016 Continuum of Care Competition will be released on July 11, 2016. The Local RFP will include information on funding for new Permanent Supportive Housing Bonus Projects as well as other important information in the 2016 CoC Competition.


2016 Sonoma County Continuum of Care Competiton Schedule of Events

Date
Action
28-June
NOFA for FY 2016 Funds Released
11-July
Local Request for Proposals issued, including new funding availability and Renewal/Reallocation forms.
15-July
Renewal and Reallocation Questionnaire Due to CoC Coordinator by 5pm
18-July
MANDATORY Bidder’s Conference for NEW Projects
10:00 am-12:00 pm, at Sonoma County Community Development Commission, 1440 Guerneville Road, Santa Rosa
Technical Assistance Session for Applicants: Introduction to e-Snaps
3:00pm – 5:00pm, at Sonoma County Community Development Commission, 1440 Guerneville Road, Santa Rosa
This is a collaborative application. Those with e-snaps experience are expected to assist newer applicants. New applicants should obtain a DUNS number and SAM registration prior to the session if possible.
1-August
Technical Assistance Session for All Applicants: Project Applications in e-snaps
10:00am – 12:00 pm at Sonoma County Community Development Commission,
1440 Guerneville Road, Santa Rosa
12-August
New and Renewal Project Application(s) and Supplemental Questionnaire due in e-Snaps, 11:59pm
22-August
CoC Rating and Ranking Committee Review of New Project Applications
23-August
CoC Board Final Approval of New Projects and Ranking and Ratings
24-August
Publication of new project selctions and Priority Listings (earlier if possible) on the CoC wiki at: http://sonoma-county-continuum-of-care.wikispaces.com/2015+Continuum+of+Care+Competition
24-Aug-
5-Sept
Technical review/corrections, priority ranking & Consolidated Plan certifications
14- Sept
Final Submission Due in e-snaps









2016 Sonoma County Continuum of Care – Process for Reallocation and Making Cuts
To create a pool of reallocated funds from which to create new projects, the Sonoma County Continuum of Care works through its Renewal Project Evaluation Process to make voluntary and involuntary cuts; and makes additional voluntary cuts during the NOFA period if new opportunities emerge.
1) Reallocation via Renewal Project Evaluations The Sonoma County CoC Evaluation Committee both prioritizes renewal projects for the CoC application, and identifies projects with capacity concerns for corrective action and technical assistance. Scoring is based on unmet housing need, alignment with 10-year plan goals, performance on HUD measurements, and grant management. Because of the scoring schema’s weighting by unmet housing need (a need which is overwhelmingly for permanent supportive housing), SSO and TH projects must perform exceedingly well to be approved for renewal. Projects are scored by the CoC Coordinator on a preliminary basis. The CoC Evaluation Committee meets to review preliminary scores and conduct a risk assessment to guide evaluation. A threshold for unconditional renewal is set at 75% of top score; projects scoring above the line are scheduled for monitoring visits only. Projects scoring below that line are invited to a meeting of the full CoC Evaluation Committee to discuss the challenges faced by the project and design a Corrective Action Plan. Known problems are described in the invitation and applicants are asked to address them and bring any other concerns to the Committee’s attention; under-spent contracts and other issues are noted for discussion and possible follow-up. At the meeting, applicants and the Committee together identify areas of improvement and what resources are needed to help the project improve its performance. Grantees have the opportunity to provide new information that sometimes raises their score above the unconditional renewal threshold. Through a summary letter recording the conversation and follow-up communications, over the course of 6 weeks each applicant is guided through a process of determining whether to submit additional documentation to revise scoring, undertake Corrective Action or to voluntarily release the project funding for reallocation. If corrective action plans and technical assistance are unsuccessful in improving project performance to the expected level over several years, or in particularly egregious cases (for example, serious concerns about grant management), the Committee has recommended reallocating funds without further corrective action. The Committee’s work is followed by a full report to the CoC Board, which reviews its work both in process and at the end of the designated period to develop Corrective Action Plans. The CoC Board makes the final decision regarding renewal with or without conditions vs. reallocation. Note: Since publication of the CoC Interim Rule in 2011, the Evaluation Committee has also reviewed each project’s continued eligibility under the new CoC regulation. If eligibility concerns emerge, these are discussed with the grantee even if the project scores above the threshold for unconditional renewal. Reallocations are made in the following situations:

  • Voluntary Cuts: Following discussion of performance and/or continued project eligibility, and applicant consideration of corrective action needed, the applicant may voluntarily opt not to renew and/or to seek continued funding from non-CoC sources.
  • Involuntary Cuts: In cases where the CoC Evaluation Committee records major concerns over several years, the Committee may recommend cutting the project without further corrective action. This decision must be confirmed by CoC governing body. Applicants may appeal the decision, and the appeal must be considered by the CoC governing body.
2) Reallocation based on new opportunities identified during the NOFA Period: Upon HUD’s release of the annual NOFA, all provisions of the NOFA are reviewed. If the NOFA indicates further ways to maximize Annual Renewal Demand, renewal grantees are polled with a Renewal Intent to Apply Questionnaire, to confirm that they intend to apply for the full approved amount, or to indicate they are open to a reduction. Continuing discussion takes place with those agencies to ensure the reduction makes sense. All cuts at this phase are voluntary



2016 Continuum of Care Evaluation Process

The Department of Housing and Urban Development (HUD) requires that local CoC’s prioritize the projects submitted in our consolidated application. As in past years, project priorities will be generated by a scoring system, site visits and interviews by an impartial Evaluation Committee made up of local funders and former funder volunteers.
HUD recently indicated its intent to open its application period between April-June of 2016.

Preliminary Rating and Rankings of Renewal Projects


The Department of Housing and Urban Development (HUD) requires local CoC’s to prioritize the projects submitted in our annual consolidated application. In the Sonoma County CoC, these project priorities are generated by a scoring system, site visits and interviews by an impartial Evaluation Committee. The CoC may submit all projects for renewal, or may reallocate funds from one or more projects to create new housing and supportive services projects.
The full Evaluation Committee Report can be viewed here:


On March 4th, 2016, the Sonoma County Continuum of Care began its local rating and ranking process for renewal projects in the 2016 CoC consolidated application. Of the 19 renewal projects the Coordinated Intake Project and the Homeless Management Information System (HMIS) are both mandated system infrastructure projects for which the Sonoma County Community Development Commission (SCCDC) is the grantee. In addition, new awards to expand each of these projects were announced in May 2016. Because they are both mandated and differ so much from projects that provide direct services, these projects were not scored as part of the evaluation process but are assumed to be a part of the 2016 renewal package.

The remaining 15 projects were scored by the CoC Coordinator and the HMIS Coordinator using 2016 Scoring Criteria. SCCDC accounting staff assisted the CoC Coordinator with reviewing agency audits and monitoring questions.

The 2016 CoC Evaluation Committee was staffed by the Continuum of Care Coordinator, Michael Gause, and was comprised of the following members:

  • Jenny Abramson, Sonoma County Community Development Commission
  • Gale Brownell, Advocacy Representative for CoC Board
  • Sue Castellucci, City of Petaluma
  • Nancy Gornowicz, City of Santa Rosa
  • Eleanor Grogan, Community Foundation Sonoma County
  • Jen Lewis, Sonoma County Department of Health Services
  • Kai Nissley, Santa Rosa Community Health Centers
  • Joni Thacher, Sonoma County Department of Human Services

Annual Renewal Demand (ARD) for 2016 is $2,986,734.


Unconditional and Conditional Renewal

The CoC’s practice is to establish a threshold for unconditional renewal at 75% of the top score. In 2016, the top score was 82.67, setting the minimum threshold at 62.00. All projects in 2016 that submitted full renewal packets scored above the threshold are approved for renewal without conditions. Projects scoring below the 75% threshold are invited to discuss their situation with the Evaluation Committee. The CoC Evaluation Committee typically works on corrective action with lower-performing projects for a year; if problems continue, projects may be reallocated in the following cycle. The Continuum of Care Evaluation Committee held its first meeting on April 11th, 2016, and reviewed the preliminary scores below:


Priority
Score
Agency
Project
Amount
1
82.67
COTS
Community Based PSH 2
$135,960
2
82.22
COTS
Community Based PSH 1
$82,372
3
81.85
CSN
Stony Point Commons
$47,694
4
79.33
Community Housing Sonoma County
Mill Street Supportive Housing
$73,925
5
78.31
SCCDC
Renewal Rental Assistance – CH Persons with Mental Illness
$107,692
6
77.74
Catholic Charities
PSH 1
$98,748
7
75.66
Buckelew Programs
Samaritan (FACT)
$81,987
8
75.00
SCCDC
Renewal Rental Assistance – Youth With Disabilities
$71,018
9
72.42
Buckelew Programs
Sonoma SHP
$205,167
10
70.80
SCCDC
Renewal Rental Assistance – Persons with HIV/AIDS
$804,182
11
67.49
SCCDC
Renewal Rental Assistance – Persons with Disabilities
$192,088
12*
65.89
Catholic Charities
PSH 2
$261,697
13*
64.13
Catholic Charities
PSH 3
$146,792
14
N/A
Social Advocates for Youth
Sponsor Based Rental Assistance
$97,444
15
N/A
West County Community Services
Cherry Creek Village
$54,499
16
N/A
SCCDC
Coordinated Intake
$102,198
17
N/A
SCCDC
HMIS
$137,907
18
N/A
SCCDC
Coordinated Intake Expansion
$247,793
19
N/A
SCCDC
HMIS Expansion
$50,000
*Project had partial draft performance report
Project had no performance reporting at the time of review, but provided some information.



















Please read the following instructions carefully:


1. Collection and Scoring of performance data, background documents, project and agency monitoring questionnaires.
2. Site Visits and Interviews** will be scheduled for projects and/or agencies that require visits based on:
  • Concerns following review of documentation and scoring;
  • Concerns or corrective action plans in 2014 or 2015; or
  • Projects renewing for the first time.
Projects that were renewed without conditions in 2015, and whose documentation presents no concerns, will continue to be visited on a 3-year rotation.

Phase One: Collection and Scoring (March 25th – April 8th)

Please see the attached checklist of required documents to be submitted byMarch 25th, 2016.

Scoring for 2016 renewal projects has changed from 2015; the scoring schema is attached to this memo. Projects are scored on:


  • Performance on outcomes we report to HUD (48 points)
  • Alignment with local priorities (10-Year Plan goals) (6 points)
  • Agency Capacity (46 points)

Scores will be derived from the project’s most recent Annual Performance Report (APR), mid-year APRs where appropriate, review of HMIS and other compliance (including HUD monitoring or audits), and responses to monitoring questionnaires.

The Evaluation Committee will meet on Monday, April 11th, 2016 to review preliminary scores and determine which projects will receive site visits and which will be interviewed.

Phase Two: Interviews and Site Visits to Selected Projects (April 18th – May 6th)
If your project is selected for a site visit or interview, you will be notified via email by April 13th, 2016.

You and your staff may be invited to an interview with the Evaluation Committee, tentatively scheduled for the week of May 2nd to discuss concerns that may have arisen through the review process. Alternatively, the CoC Coordinator may contact you to schedule a site visit during the period April 18th – May 6th. Both interviews and site visits will enable providers to discuss project and agency monitoring forms and address any questions that have arisen with committee members. Please have the program manager and direct service staff of the program present, as well as the person in charge of financial and grants management.

On April 26th, 2016 the CoC Board will receive an initial report on the projects.

Conditional vs. Unconditional Renewal

Policies for conditional vs. unconditional renewal are as follows: once projects have been scored, a threshold for unconditional renewal will be established at 75% of the top score. Projects scoring below the threshold will be asked to develop a plan to address performance issues by next year’s competition, or to voluntarily give up award moneys to be reallocated to a new project. Determination of any conditions to renewal will be made by May 6th, 2016. Any required Corrective Action Plans must be submitted for approval by May 25th, 2016, so that a final determination can be made as to whether the project goes forward for renewal, via the CoC Coordinator’s recommendation to the CoC Board. A final list of renewal projects will be presented to the CoC Board on May 31st, 2016.


Looking Forward to the 2016 CoC Application Period

We anticipate the 2016 application period may open as early as May and that the evaluation process could potentially overlap into the application period. If the application is delayed 30 days or more following completion of the evaluation process, staff will distribute a Reallocation Questionnaire by which CoC-funded agencies must inform the CoC if they do not intend to submit a project for renewal, or if they expect to reduce their request. We will also release a local RFP for possible new projects after the 2016 application is released.