coordinated entry with diversion proposal workshop

Coordinated Entry with Diversion Proposal Workshop

February 11, 2019 2:30pm

Follow Us @CityofDurhamNC919.560.4570 DurhamNC.gov

Agenda

• Welcome & Introductions• Logistics• Overview of City Housing Goals• Overview of Funding Available• Proposal Process• Questions• Break• ZoomGrants Orientation


City of Durham Affordable Housing Goals

1. Preserve and expand supply of affordable rental units and rental assistance, with a focus on households <50% Area Median Income (AMI)

2. Maintain affordability and protect very low-income households in neighborhoods experiencing significant housing cost increases

3. Engage the larger Durham community to make affordable housing a citywide priority


DCD Funding Strategy

• Funding priorities will be aligned with adopted housing goals

• Current funding round

• Goal 1-Strategy 1(b) – Strengthen the homeless housing system


Dedicated Housing Funds Budgeted for FY 18-19

City of Durham ……………………………………………………… $450,000• Diversion (353,000)• Housing Navigation• Coordinated Entry Administrator

Durham County ……………………………………………………. $365,000• Centralized Intake (150,000)• Eviction Diversion (90,000)• Permanent Supportive Housing Pilot (125,000)

Proposal Description


Goals

To ensure that all those who seek homeless services in Durham can access coordinated entry

To plan for a system that can divert as many clients as possible from entering the homeless system

To ensure that homeless services are given fairly and to those most in need

To be able to track and analyze the flow of the homeless population in Durham

To ensure that implementation and policy are aligned


Project Planning Timeline

Date Action

Oct 2018 – Jan 2019 Work Group Met

Dec 2019 Proposal presented to HSAC for feedback

Jan 2019 RFP Issued

April 2019 HSAC votes on new coordinated entry written standards

July 2019 Roll out of new coordinated entry front door


Terms

Central Front Door Unit: A unit made

up of DSS Homelessness Staff and staff

from the diversion/coordinated entry team

at the Diversion NGO

City-Funded DivCoE Staff

DSS Homelessness

Staff

Central Front

Door Unit


Terms

DivCoE Org: The organization that receives a contract from the city

of Durham to conduct diversion and coordinated entry intakes.

The staff at this organization who work on Diversion/Coordinated

Entry are known as the City-Funded DivCoE Staff


Entry

Anyone who seeks entry into the homeless system in Durham needs to go through coordinated entry and diversion

No client may be admitted into a COC-funded program until a coordinated entry and diversion intake has been completed and the client is referred to that program


Doors

Weekdays• In person at the human services building 8:30AM-4:30 PM• By phone – Customer Information Center – 8:30AM-4:30 PM• In person at off-site location 4:30PM-10:00PM

Weekends and County Holidays• In person at off-site location– 4:30PM-10:00PM

Street Outreach (per worker’s schedule and as needed)

Additional Hubs (as needed)


Staffing

Weekdays• In person at the human services building: Two staff members

• One DSS staff member (appointments)• One Diversion staff member (walk-ins)

• By phone – Customer Information Center: One staff member• One DSS staff member (as calls come in)

• In person at off-site location: Two DivCoE Org staff members**Supervisor available 8 hours per week for overflow**Weekends and County Holidays• In person at off-site location– Two DivCoE Org staff members


Infrastructure for Coordinated Referrals-Draft

Each morning by 8:15 AM shelters will email that day’s bed/unit availability to the Coordinated Entry email list made up of DivCoEstaff, DSS Homelessness Staff, and Homeless Hub staff

Bed/unit availability will be entered into a shared online document and used in real time by all staff conducting intakes to adjust bed/unit availability information as clients are referred to shelter

At the end of each shift a staff member working the Coordinated Entry Central Front Door Unit will email an updated unit/bed vacancy and placement list to the shelters

Client meets with front door provider for coordinated entry

Assess homelessness and collect basic household information

Preliminary screen

Attempt to divert through open-ended conversation and flexible assistance

Homeless Not homeless

Refer to more appropriate services

Diverted Not diverted

Temporary housing plan

Permanent housing plan

Limited case management until

client no longer homeless

Assess:Need for special population services

Eligibility for shelterPriority for shelter

Make referrals as appropriate

Housing needs addressed through special population services

Housing needs not addressed

Lower Priority Higher Priority

Place on Open-Hours List to be referred if there is an appropriate vacancy

at the end of the day

Check for shelter vacancies

Refer Place on waiting list to be referred based on prioritization and

availability


Assessments and Screens

Need for special population services:• Intimate partner violence• Veteran status• HOPWA eligibility• Need for adult protective care

Eligibility for emergency shelter:• Homelessness• Record as sex offender

Priority for emergency shelter:• Unsheltered status• County of residence• Medical vulnerability


Waitlists

Emergency Shelter Waiting List Clients eligible for real-time referrals for whom an appropriate unit/bed is not available will be placed on the working waitlist. The working waitlist will be prioritized based on unsheltered homelessness, medical vulnerability, and date/time of initial intake.

Open-Hours List: A same-day overflow list for emergency shelter for those who meet all requirements for shelter referral but are lower priority for shelter due to housing options or residency status.


Waitlist Management

Place clients on waiting list as appropriate when no unit/bed is available

Follow-up with clients on waiting list at least once a week to assess ongoing need for emergency shelter

Refer clients to shelter from waiting lists based on unit/bed availability and prioritization criteria

Follow-up with clients who no-show to shelter to determine whether they should be kept on or removed from waitlist


Diversion Services

All staff must be trained in solution-focused diversion

Should involve open-ended conversation to help clients identify housing options

Mediation and financial assistance should be available as needed

Must assess safety concerns for children when a family’s diversion plan involves staying with extended family or friends

Limited case management with clients diverted with a temporary plan

Must provide training to additional organizations providing coordinated entry intakes (Hubs) as requested by the Coordinated Entry Administrator


Financial Assistance

Financial assistance should not be offered. It should only be used when clients identifies a need.

Strategies should be used to ensure that the minimum amount of financial assistance is used per client to actualize a housing plan

An agreement must be developed between the DivCoE Org and DSS to allow the DSS Homelessness Staff to deliver diversion financial assistance to clients

Proposal Process

RFP Timeline

Date Action

1-28-19 RFP Issued

2-11-19 2:30pm Proposal Workshop

1-28-19 thru 2-19-19 Written questions and response period

2-28-19 Written questions and responses publicly posted

3-11-19 4:00pm Proposal Due

RFP Timeline continued

Date Action

3-12-19 - 4-10-19 Review & Evaluation Period

4-18-19 Notification issued of ineligible proposals

4-25-19 Draft funding recommendations to City Manager

6-6-19 Estimated contract start date

Some Minimum Requirements

• Equal Business Opportunity Program (EBOP)• City ordinance providing contracting

opportunities for economically disadvantaged businesses (Sec 18-51)

• Department of Equal Opportunity/Equity Assurance sets goals for the City of Durham

Some Minimum Requirements

• Audited Financials/Statements for FY 2016 & 2017

• Financial capacity to manage a reimbursement-based contract, as demonstrated in its most recent audit or financial statements

RFP Scoring

Rating Category Points

Organizational Capacity 20

Relevant Experience 30

Project Plan Quality 30

System Collaboration and Participation 20

Organizational Capacity

• Board Capacity and Engagement• Financial Strength and Controls• Experience Managing Public Funds

Relevant Experience

• Experience with Target Population• Track Record Delivering Similar Services• Quality of Housing First Implementation• Record of High Quality Customer Service• Capacity for High Quality Data Entry• Capacity for Timely Data Entry

Project Plan Quality

• Staffing Plan Quality• Off Site Location Suitability• Financial Assistance Plan Quality• Budget Reasonableness

System Collaboration and Participation

• Participation in Compliance Monitoring• Participation in HMIS• Participation in CoC Meetings• Capacity to Address Potential Organizational Conflicts• Alignment of Polices and Procedures with CoC Standards• Preparedness for Data Management

Bonus Points

Up to 5 bonus points may be awarded to projects that dedicate additional funding as a cash match to supplement Project Funds.

Up to 3 bonus points may be awarded to projects that plan to provide after-hours intakes by phone.

How Can Proposals be Submitted?

▪ Applicants must complete and submit proposals online using the ZoomGrants.

▪ The button (i.e. access) to the proposal in the ZoomGrants is located on Community Development Department website:http://durhamnc.gov/445/Community-Development

▪ The online proposal process will be available from January 28, 2019 to March 11, 2019 at 4:00 PM.

http://durhamnc.gov/445/Community-Development

When are Proposals Due?

All proposals (including documents required to be submitted in hardcopy)

are DUE no later than

4:00 PM on March 11, 2019

Late proposals will not be considered.

Got Questions?

Questions must be submitted in writing before

February 19, 2019 at 4:00PM

Questions concerning Audited Financials/StatementsTerri P. Holmes [email protected] - (919) 560-4570 ext. 22230

All other proposal related questionsMatt Schnars [email protected] - (919) 560-4570 ext. 22228

Technical support for the use of ZoomGrants M-F 8:00am-5:00pm MST - (866)-323-5404 ext. 2 [email protected]

mailto:[email protected]



coordinated entry with diversion proposal workshop

Documents