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HomeMy WebLinkAboutProposed+CES+New+Scoring+Tool+9-2-2021 FRESNO-MADERA CONTINUUM OF CARE 2021 NEW COORDINATED ENTRY PROJECT SCORING TOOL 1 Approved by the Fresno-Madera Continuum of Care on July 8, 2021 1. THRESHOLD FACTORS Name Description Scoring Housing First The project will commit to running a low-barrier, Housing First program. Pass / Fail Coordinated Entry New Coordinated Entry projects must cooperate with existing Coordinated Entry projects so as to maintain a single Coordinated Entry System that operates based on uniform policies and procedures. Pass / Fail HMIS The project will enter data into HMIS (or parallel database for domestic violence services). Pass / Fail Equal Access The project will provide equal access and fair housing without regard to sexual orientation, gender identity, or local residency status. Pass / Fail Consumer Input The agency will engage 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 / Fail Eligible Applicant Neither the applicant nor any sub-recipients are for-profit entities. Pass / Fail Match Agency will be able to provide 25% match per grant. Pass / Fail Budget Project has made a good faith effort to complete the budget template provided, showing CoC and non-CoC funding sources for the project. Pass / Fail Connection to Mainstream Resources Project has a specific plan to coordinate and integrate with other mainstream health, social services, and employment programs and ensure that program participants are assisted to obtain benefits. Pass / Fail FMCoC Membership The agency is a member in good standing of the FMCoC. Pass / Must Fix DV-Only: Trauma- Informed Housing projects that are applying for DV Bonus funding must demonstrate that they use housing first, trauma-informed, and victim-centered approaches. Pass / Fail / Inapplicable Required but not assigned a point value The Fresno-Madera Continuum of Care-approved Coordinated Entry Management Entity applicant will be evaluated based on their responses as it relates most closely to the criteria listed below. FRESNO-MADERA CONTINUUM OF CARE 2021 NEW COORDINATED ENTRY PROJECT SCORING TOOL 2 Approved by the Fresno-Madera Continuum of Care on July 8, 2021 2. COMPLIANCE (24 pts.) Name SPMs Description Score Audit and/or Monitoring Findings 3.1 3.2 Projects were instructed to submit a copy of their agency’s most recent audit report or monitoring report. Any type of report can be used – the audit could be from HUD, from a direct recipient, from an accountant, etc. The report could be for the entire agency, or for a project that is similar in type and/or population to the new project being proposed. The report should be dated no earlier than 1/1/2019. Award the full 8 points if • The project attaches a recent report with no significant negative findings. Award up to 5 points if: • The project did not attach a recent report, but the project convincingly explains why it was not monitored or audited since 1/1/2019. • The project attached a report with negative findings, but the project convincingly explains how it has corrected the negative findings. Otherwise, award 0 points. Up to 8 points Experience with Federal and/or State Grants 2 Award up to 4 points if the agency has… • Successfully drawn down at least 95% of funding from a grant of at least $250,000 • Prepared detailed eligibility documentation to a funder that shows what assistance each client received and why that client was qualified to receive that assistance. Up to 4 points Participation in CoC Activities 2 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 between 9/1/2019 and 5/14/2021. 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/involvement. Up to 4 points HMIS 5.1 5.2 Award points based on project’s plan for maintaining accurate & timely data, and/or based on agency’s history of high data quality. Up to 2 points FRESNO-MADERA CONTINUUM OF CARE 2021 NEW COORDINATED ENTRY PROJECT SCORING TOOL 3 Approved by the Fresno-Madera Continuum of Care on July 8, 2021 Coordinated Entry 1.1 1.2 Award points based on the project’s demonstrated capacity for successfully administering a Coordinated Entry project in compliance with all HUD requirements and for operating in conjunction or alignment with the existing Coordinated Entry System. Up to 6 points 3. CONNECTIONS TO HOUSING (24 pts.) Name SPMs Description Score Assessment Process 7b.1 7b.2 Award points if the housing assessment process will align with the coordinated entry system design envisioned by the CoC. • Will the project use community-approved assessment tools such as the VI-SPDAT? • Will the project use standardized, objective, transparent rules to determine each household’s priority for housing? • Will the assessment process be easily accessible by all people within the CoC’s geographic area? • Does the agency have a plan for diverting clients who might be able to self-resolve? Evaluate how the agency will connect clients to self-help resources when appropriate. Up to 12 points Referral Process 7b.1 7b.2 Award points if the housing referral process will align with the coordinated entry system design envisioned by the CoC. • Will the program use case conferencing to ensure that program participants are directed to appropriate housing? • Will the program rapidly identify a variety of housing opportunities for high-priority households? • Will the program help ensure that high-priority households are document ready? Up to 6 points Site Control 7b.1 7b.2 The program has either secured the real estate for the project, or adequately describes how the program will acquire the necessary real estate for the project. • Does the agency describe where the coordinated entry points will be located, including waiting areas, private interview areas, and office space for program staff? • Has the agency secured those locations? • Will the agency provide broad geographic coverage by either using multiple entry points, or by operating at least one phone system and/or mobile outreach team? • If a “no wrong door” approach is envisioned, how will the agency ensure all staff are adequately trained and clients adequately informed? Up to 3 points FRESNO-MADERA CONTINUUM OF CARE 2021 NEW COORDINATED ENTRY PROJECT SCORING TOOL 4 Approved by the Fresno-Madera Continuum of Care on July 8, 2021 Projected Outcomes 4 7b.1 7b.2 Award points if the project’s goals are realistic and sufficiently challenging given the scale of the project. For full credit, outcomes should be measurable and appropriate to the population being served, and must meet any applicable minimum targets adopted by the CoC. Up to 3 points 4. CONNECTIONS TO SERVICES (13 pts.) Name SPMs Description Score Assessment Process 7b.1 7b.2 Award points if the services assessment process will align with the coordinated entry system design envisioned by the CoC. • Will the program actively evaluate which services a client would benefit from while waiting to be matched with housing? • Do the program’s policies consider client needs and choice in determining what services or job training programs are appropriate for the participant? • Do the program’s policies and procedures describe how they will evaluate client eligibility for mainstream resources? Up to 5 points Community Connections 4 Award points if the program will have adequate connections to the broader homeless Continuum of Care. Consider: • The extent to which the agency has existing relationships with other services or agencies. • The detail to which service linkages are described. Award fewer points for general statements, more points for concrete descriptions of service linkages and delivery. Up to 6 points Agency Resource Training 4.2 4.5 Award points if the program will conduct or provide access to training for staff on available mainstream resources for which clients may qualify. Consider: • Agency plans for staff training on benefits eligibility • Agency capacity to provide mainstream benefits, such as SOAR training Up to 2 points FRESNO-MADERA CONTINUUM OF CARE 2021 NEW COORDINATED ENTRY PROJECT SCORING TOOL 5 Approved by the Fresno-Madera Continuum of Care on July 8, 2021 5. FULL UTILIZATION (24 pts.) Name SPMs Description Score Budget 3.1 3.2 Award points based on the following factors: • The budget provides information on how both HUD funding and match funding will be spent. • The budget is unambiguous and easy to read. • The budget does not attempt to use HUD funding on ineligible expenses. • The budget has a reasonable size compared to the number of people to be served. • The amount of money in each portion of the budget is reasonable given the project’s design. Up to 10 points Fiscal Capacity 3.1 3.2 Award points if the agency has sufficient fiscal capacity to manage the grant, including: • internal financial controls • grant match tracking • well-maintained records • oversight by a board of directors • a strategy for documenting eligible costs • a strategy for ensuring adequate grant drawdowns Up to 6 points Ready to Start 3.1 3.2 Award points if the project will be ready to begin housing clients within 3 months of receiving HUD funding. Consider: • Whether the agency has already served the same subpopulation with similar service types. • Whether the project site faces regulatory obstacles such as tenant displacement, environmental issues, or zoning issues; • Whether the agency’s current staff has the capacity to begin preparing for this project; • Whether the agency already has policies and procedures that can be used as-is or easily adapted for use in a CoC- funded project Up to 8 points FRESNO-MADERA CONTINUUM OF CARE 2021 NEW COORDINATED ENTRY PROJECT SCORING TOOL 6 Approved by the Fresno-Madera Continuum of Care on July 8, 2021 6. PRIORITIZATION (15 pts.) Name SPMs Description Score Housing First 2 Award up to 5 points based on the project’s narrative if the narrative shows that the project will prevent screening people out of the coordinated entry system due to perceived barriers to relating to housing or services. Consider whether any of the following are requirements of being assessed or referred: Income, sobriety, criminal records, or mental health. Up to 5 points Special Populations 1.1 1.2 Award up to 3 points if the project targets one or more of the following specialized populations: (a) Homeless Youth, (b) Domestic Violence survivors, (c) Homeless Families with Children, (d) Chronic Homeless, and/or (e) Homeless Veterans Up to 3 points Severity of Needs 1.1 1.2 Award up to 3 points based on the project’s plan to meet specific needs and vulnerabilities while complying with HUD regulations on providing open access to the Coordinated Entry System. Examples of needs include: low or no income, current or past substance use, a history of victimization such as domestic violence or sexual assault, criminal histories, and/or chronic homelessness. Up to 3 points Addressing Racial Biases Award 1 point based on the degree to which the project has identified any barriers to participation (e.g., lack of outreach) faced by persons of different races and ethnicities, particularly those over-represented in the local homelessness population, and has taken or will take steps to eliminate the identified barriers. Award 1 point Award up to 2 points if the agency demonstrates a commitment to measuring and improving its response to racial disparities and biases. Such a commitment should include a description of specific steps that have been taken or will be taken to ensure that the organization’s staff, leadership, highest earners, population of clients served, and board of directors include significant representation from: Up to 2 points FRESNO-MADERA CONTINUUM OF CARE 2021 NEW COORDINATED ENTRY PROJECT SCORING TOOL 7 Approved by the Fresno-Madera Continuum of Care on July 8, 2021 • people of color, • indigenous people, • people who are non-native English speakers, and/or • people with lived experience of homelessness Fair Housing 1.1 1.2 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. This means going beyond mere non-discrimination and taking positive steps to welcome those who would otherwise be least likely to apply. Up to 2 points 6b. PRIORITIZATION FOR DV BONUS (15 pts.) *Use this section instead of the previous page if the project will be dedicated to serving victims of domestic violence. For all scoring purposes, “domestic violence” also includes dating violence, sexual assault, stalking, and/or trafficking. Name Description Score Summary of Local Needs Award points if the project adequately summarizes all four of the following: • A description of the local need for DV-related housing and services, e.g., how many people need support; • The local resources for DV-related housing and services, e.g., what services are already offered; • A quantitative estimate of the size of the gap between local resources and local need; • A quantitative estimate of how the proposed project will reduce that gap. Up to 4 points Trauma- Informed, Victim- Centered Approaches All DV Bonus coordinated entry projects must explain how the services that will be offered are trauma-informed and victim-centered. To earn points, projects should include a description of how the project’s services will differ from ordinary supportive services for the general homeless population, and an estimate of the number of hours and/or the level of training that the program’s staff have received in delivering trauma-informed, victim-centered servicesthe project will implement policies, procedures, and practices that equip the CoC’s coordinated entry system to better meet the needs of people experiencing homelessness who are survivors of domestic violence, dating violence, sexual assault, or stalking (e.g., to implement policies and procedures that are trauma-informed, client- centered or to better coordinate referrals between the CoC’s coordinated entry and the victim service providers coordinated entry system where they are different). Up to 2 points FRESNO-MADERA CONTINUUM OF CARE 2021 NEW COORDINATED ENTRY PROJECT SCORING TOOL 8 Approved by the Fresno-Madera Continuum of Care on July 8, 2021 Previous Performance Award points based on the previous performance of the applicant in serving survivors of domestic violence, dating violence, sexual assault, and/or stalking. Up to 2 points Ability to Meet Safety Outcomes Award points if the project: • Articulates a specific plan for ensuring that its clients will be safe from further domestic violence. • Uses facilities with specialized features that will enhance the safety of domestic violence survivors. • Uses staff who have been specially trained in promoting the safety of domestic violence survivors. • The project sSets quantitative safety targets that are appropriate and realistic and explains why it is likely to be able to achieve the targeted safety outcomes.. • The project explains why it is likely to be able to achieve the targeted safety outcomes. • Can present objective data that shows how they improve participant safety. Up to 5 points Addressing Racial Biases Award 1 point based on the degree to which the project has identified any barriers to participation (e.g., lack of outreach) faced by persons of different races and ethnicities, particularly those over-represented in the local homelessness population, and has taken or will take steps to eliminate the identified barriers. Award 1 point Award up to 2 points if the agency demonstrates a commitment to measuring and improving its response to racial disparities and biases. Such a commitment should include a description of specific steps that have been taken or will be taken to ensure that the organization’s staff, leadership, highest earners, population of clients served, and board of directors include significant representation from: • people of color, • indigenous people, • people who are non-native English speakers, and/or • people with lived experience of homelessness Up to 2 points FRESNO-MADERA CONTINUUM OF CARE 2021 NEW COORDINATED ENTRY PROJECT SCORING TOOL 9 Approved by the Fresno-Madera Continuum of Care on July 8, 2021 7. BONUS POINTS FOR CES MANAGEMENT ENTITY (15 20 pts.) Name SPM Description Score CES Management Agency Award the project 15 points if it is applying as the FMCoC- approved Coordinated Entry System Management Entity. 1520 points