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HomeMy WebLinkAboutDRAFT May 31 2019 FMCoC Housing Renewal Scoring Tool FRESNO / MADERA CONTINUUM OF CARE 2019 [DRAFT] RENEWAL PROJECT SCORING TOOL Approved by the Fresno / Madera Continuum of Care on xxxxx, 2019 1 1. THRESHOLD FACTORS Name Description Status Policies Remain Compliant All of the renewal project’s relevant policies and procedures were examined as part of a previous year’s review and rank process. The project should pass this threshold factor if it certifies that none of its policies have changed in ways that could impair its federal obligations, including: • identifying and lowering its barriers to housing in line with a Housing First approach • participating in coordinated entry to the extent possible for this project type • entering data for all CoC-funded beds into HMIS (or parallel database for domestic violence services). • maintaining adequate internal financial controls, record maintenance and management, and policies regarding termination of assistance, client appeals, ADA and fair housing requirements, and confidentiality. • providing equal access and fair housing without regard to sexual orientation, gender identity, local residency status, or any other protected category • only accepting new participants if they can be documented as eligible for this project’s program type based on their housing and disability status Pass / Fail FMCoC Membership The agency is a member in good standing of the FMCoC. Pass / Must Fix Consumer Input The agency engages homeless and formerly homeless clients in program design and policy making by including them on its board of directors or staff, by having a consumer advisory board that meets regularly, by administering consumer satisfaction surveys, and/or by convening client focus groups. Pass / Must Fix Match The project demonstrates 25% match per grant using match letters that specify the kind and amount of resources to be used or donated. These letters do not have to be signed. Pass / Must Fix Required but not scored FRESNO / MADERA CONTINUUM OF CARE 2019 [DRAFT] RENEWAL PROJECT SCORING TOOL Approved by the Fresno / Madera Continuum of Care on xxxxx, 2019 2 2. COMPLIANCE (14 pts.) Name Description Sources Score Audit Findings Award full points if • the project was not audited, or • the project was audited, but there were no sustained or final negative findings relating to housing quality or financial mismanagement. Award partial credit if: • the project received negative audit findings, but the project adequately explains how the findings are being addressed. Award no points if: • the project’s audits revealed negative findings that have not been corrected. All HUD or financial audits from last 2 years. RFI Up to 5 points Coordinated Entry Award 2 points if the project reported at least 80% of its bed openings to the Coordinated Entry System before filling those beds. Also, award 2 points if the project accepted at least 80% of the referrals it received from the Coordinated Entry System, or if the project received no referrals. APR Q5 RFI Up to 4 points Accurate Data The fraction of data points that are recorded as missing, don’t know, client refused to answer, and/or unable to calculate are considered errors. A lower error rate is better. In scoring this factor, you should focus on the overall rate of errors. However, you may wish to pay special attention to the error rate of data for clients’ exit destinations. In other words, what fraction of the clients who left this program exited to an unknown destination? APR Q6a < 5% error = 3 5% - 10% error = 2 10% - 15% error = 1 > 15% error = 0 Timely Data The average length of time between when a client enters or exits the project, and when the project records the entry or exit in HMIS. Note that APRs only record the approximate time range for each client, e.g., “1 to 3 Days delay.” PRESTO will automatically average these ranges, e.g. “2 Days delay.” APR Q6e ≤ 5 days = 2 5 days – 8 days = 1 > 8 days = 0 FRESNO / MADERA CONTINUUM OF CARE 2019 [DRAFT] RENEWAL PROJECT SCORING TOOL Approved by the Fresno / Madera Continuum of Care on xxxxx, 2019 3 3. COMMUNITY (14 pts.) Name Description Sources Score Participation in CoC Activities Award points for the agency’s participation and leadership at CoC events, meetings, committees, forums, and projects, with a focus on activities that took place since the last NOFA. This does not include attendance at General Membership meetings. Typically, each point will require about 4 hours of effort, so full credit should be awarded if the agency has provided 16 hours of attendance/participation. This could be 8 staff volunteering for 2 hours, 4 staff volunteering for 4 hours, or any other reasonable combination. RFI Up to 4 points Voluntary Reallocation Award points if the agency voluntarily chose to reallocate funding from at least one project this year. Award at least 1 point for any voluntary reallocation. Before awarding more points, consider: • The amount of funds reallocated compared to the funds being requested by the agency • The reason stated for the reallocation • Whether the agency is submitting new project proposals that would rely on reallocated funds GIW RFI Up to 3 points Local Competition Deadlines Award full points if the project met all local competition deadlines, including deadlines for turning in supporting documents and attachments. Award 3 points if any portion of the local application was turned in up to 24 hours late. Award no points if any portion of the local application was turned in between 24 and 72 hours late. If any portion of the local application was turned in more than 72 hours late, award no points, and, at your discretion, you may choose to exclude the project from the competition entirely. Facilitator analysis Up to 5 points or Excluded from competition Local Competition Attachments Award full points if the project submitted relevant, properly formatted versions of all required attachments. For maximum credit, each project should submit exactly one PDF file that includes a table of contents. Facilitator analysis Up to 2 points FRESNO / MADERA CONTINUUM OF CARE 2019 [DRAFT] RENEWAL PROJECT SCORING TOOL Approved by the Fresno / Madera Continuum of Care on xxxxx, 2019 4 4a. PSH HOUSING PERFORMANCE (24 pts.) Name Description Sources Score Permanent Supportive Housing (PSH) Housing Retention Count each person who either remained in the project at the end of the measurement period or exited to permanent housing. These are the successes. Then, count the total number of people who participated in the project during the measurement period, not including people who passed away or people who exited to foster care, nursing homes, (or non-psychiatric hospitals). Divide the number of successes by the number of relevant participants, and apply the scale to the right. APR Q5 APR Q23 ≥ 95% = 24 90% - 94.9% = 18 85% - 89.9% = 12 80% - 84.9% = 6 < 80% = 0 FRESNO / MADERA CONTINUUM OF CARE 2019 [DRAFT] RENEWAL PROJECT SCORING TOOL Approved by the Fresno / Madera Continuum of Care on xxxxx, 2019 5 4b. RRH and/or TH HOUSING PERFORMANCE (24 pts.) Rapid Re-Housing and/or Transitional Housing (RRH/TH) Housing Placement Count the number of people who exited to permanent housing during the measurement period, not including people who died. These are the successes. Then, count the number of people who left the project during the measurement period, not including people who passed away. or people who exited to foster care, nursing homes, (or non-psychiatric hospitals). (TH only) Treat foster care as positive? Treat inpatient care as neutral? Divide the number of successes by the number of living leavers, and apply the scale to the right. APR Q5 APR Q23 ≥ 85% = 21 80% - 84.9% = 16 75% - 79.9% = 11 70% - 74.9% = 6 < 70% = 0 Length of Stay The average (mean) length of stay in the project in days, including all participants, as reported in APR Q22b based on project move-in dates. Projects serving transition-aged youth, families with children, and/or domestic violence survivors may be awarded additional points here based on their essay. The length of stay will be calculated using the weighted average of mean length of stay for stayers, and mean length of stay for leavers. For example, if 20 stayers stayed 600 days each, and 10 leavers stayed 400 days each, then the average is: ((20 * 600) + (10 * 400)) / (20 + 10) = 533 days. APR Q22b ≤ 540 days = 3 541 – 730 days = 2 731 – 900 days = 1 > 900 days = 0 FRESNO / MADERA CONTINUUM OF CARE 2019 [DRAFT] RENEWAL PROJECT SCORING TOOL Approved by the Fresno / Madera Continuum of Care on xxxxx, 2019 6 5. PSH/RRH/TH SERVICES PERFORMANCE (12 pts.) Name Description Sources Score Cash Income Count each adult who had any cash income (from employment or otherwise, whether it increased or not) at exit or at a timely annual follow-up interview. These are the successes. Divide the number of successes by the number of living adults (minus the number of adult stayers not yet due for an annual assessment, e.g., because they have been in the program for less than 365 days) and apply the scale to the right. APR Q5 APR Q16 ≥ 95% = 3 90% - 94.9% = 2 80% - 89.9% = 1 < 80% = 0 Health Insurance Count each participant who had at least one form of health insurance at exit or at a timely annual follow-up interview. These are the successes. Divide the number of successes by the number of living participants (minus the number of stayers not yet due for an annual assessment) and apply the scale to the right. APR Q5 APR Q21 ≥ 95% = 2 90% - 94.9% = 1 < 90% = 0 Other Mainstream Benefits Count each adult who had any non-cash, non-health care benefits (such as food stamps or bus passes) at exit or at a timely annual follow-up interview. These are the successes. Divide the number of successes by the number of living adults (minus the number of adult stayers not yet due for an annual assessment) and apply the scale to the right. APR Q5 APR Q20a ≥ 75% = 1 < 75% = 0 Quality of Services Award points based on the project’s narrative based on the quality of the program’s supportive services. You may consider the extent to which services: • are thoughtfully matched to the needs of the target population • are delivered by an adequate number of staff with appropriate training, including conferences, peer learning, CoC training, and/or on-the-job experience • are supporting positive outcomes that are not accounted for by other scoring factors • improve safety for survivors of domestic violence, dating violence, sexual assault, stalking, RFI Up to 6 points FRESNO / MADERA CONTINUUM OF CARE 2019 [DRAFT] RENEWAL PROJECT SCORING TOOL Approved by the Fresno / Madera Continuum of Care on xxxxx, 2019 7 and/or human trafficking (for projects submitted by victim service providers). 6. PSH/RRH/TH FULL UTILIZATION (16 pts.) Name Description Sources Score Unit Utilization Count the average number of households enrolled in the project on the last Wednesday of each quarter, and divide it by the number of units promised in e-snaps to get the unit utilization rate. Then, award points based on the scale on the right. You may add up to 2 points (to a maximum of 7) based on the project’s narrative if the project: • Faced circumstances beyond its control that made it difficult or impossible to fully utilize grant resources • has a concrete, plausible plan to improve unit utilization for future years APR Q8b E-Snaps RFI ≥ 90% = 7 80% - 89.9% = 5 70% - 79.9% = 3 < 70% = 0 Grant Spenddown The amount of money drawn down from e-LOCCs during the project’s most recently completed contract, divided by the amount of CoC funding shown for that project on the corresponding GIW. Then, award points based on the scale on the right. You may add up to 2 points (to a maximum of 8) based on the project’s narrative if the project: • Faced circumstances beyond its control that made it difficult or impossible to fully utilize grant resources • has a concrete, plausible plan to improve grant spenddown in future years e-LOCCs GIW RFI ≥ 95% = 8 85% - 94.9% = 6 75% - 84.9% = 4 65% - 74.9% = 2 < 65% = 0 Quarterly Drawdowns Award 1 point if the program successfully drew down from e-LOCCs at least once per quarter. Making four drawdowns in a year does not satisfy this factor if the drawdowns were bunched together rather than spread out across the year. e-LOCCs RFI At least quarterly = 1 Less often = 0 FRESNO / MADERA CONTINUUM OF CARE 2019 [DRAFT] RENEWAL PROJECT SCORING TOOL Approved by the Fresno / Madera Continuum of Care on xxxxx, 2019 8 7. PSH/RRH/TH PRIORITIZATION (20 pts.) Name Description Sources Score Housing First Award up to 8 points based on the project’s narrative if the narrative shows that the project: • Has checked all “Housing First” boxes in e-snaps • Admits new clients without barriers based on income, sobriety, criminal records (except as based on federal exceptions), or mental health • Does not require clients to participate in mandatory classes, therapy, job training, or interventions. • Does not impose restrictions on clients that go beyond what is typically covered in an ordinary lease agreement • Is able to address client behavioral issues without exiting or evicting those clients The Panel has discretion to adjust this score up or down based on an optional interview of the program and/or an optional review of the project’s policies and procedures. RFI Up to 8 points Chronic Homeless Award up to 4 points based on the project’s narrative if the narrative shows that the project: • Will check the box for DedicatedPLUS or 100% Dedicated in e-snaps. • Is well-equipped to meet the needs of chronically homeless clients. APR Q26a E-snaps RFI Up to 4 points Special Populations Award up to 4 points if the project targets one or more of the following specialized populations: (a) Youth, (b) Domestic Violence survivors, (c) Families with Children, (d) Chronic Homeless, (e) Veterans RFI Up to 4 points Severity of Needs Award up to 2 points if 50.0% or more of the project’s clients are people with severe needs and the project has a plan in place to meet specific needs and vulnerabilities, including: low or no income, current or past substance use, a history of victimization such as domestic violence or sexual assault, criminal histories, and chronic homelessness. RFI APR Q13a1, Q14a, Q15, Q16. Up to 2 points Fair Housing Award up to 2 points if the project affirmatively markets housing and supportive services to eligible persons regardless of race, color, national origin, limited English proficiency, religion, sex, gender identity, sexual orientation, age, familial status, and/or disability to engage people who are least likely to apply in the absence of special outreach. RFI Up to 2 points