HomeMy WebLinkAbout2020-2023 Shelter in Place Subrecipient Agreement combined (2)
Agreement 2020-2023 Shelter in Place SR
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SUBRECIPIENT AGREEMENT
Between
Kittitas County and HopeSource
Shelter in Place Program
This Agreement is made between Kittitas County (herein called the Local Government) and
HopeSource (herein called Subrecipient) for the Shelter Program in Kittitas County (herein called the
Project).
Local Government Representative Subrecipient Representative
Judy Pless, Budget and Finance Manager
Phone 509-962-7502
Fax 509-962-7687
Email judy.pless@co.kittitas.wa.us
Susan Grindle, Chief Executive Officer
HopeSource
Phone 509-925-1448
Fax 509-925-1204
Email skgrindle@hopesource.us
Start Date End Date State Funds Amount $246,846
August 1, 2020 June 30, 2023 Washington State Department of Commerce
Community Services & Housing Division
Housing Assistant Unit
Shelter Program Grant
As Kittitas County has applied for and received an award, contract number 21-4610C-109, from
Department of COMMERCE to fund the Shelter Program; and
As it benefits the Local Government to engage the Subrecipient to accomplish the Scope of Service and
the objectives of the local project;
The parties agree that:
1. SCOPE OF SERVICE
A. Local Government Responsibilities
The Local Government is responsible for administration of the contract, and ensuring funds are
used in accordance with all program requirements and its contract with COMMERCE referenced
above. The Local Government will provide such assistance and guidance to the Subrecipient as
may be required to accomplish the objectives and conditions set forth in this Agreement.
B. Subrecipient Responsibilities
The Subrecipient will complete in a satisfactory and proper manner as determined by the Local
Government the attached tasks, Attachment A to accomplish the objectives of the Project. The
Subrecipient will periodically meet with the Local Government to review the status of these tasks.
Agreement 2020-2023 Shelter in Place SR
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2. TIME OF PERFORMANCE
The effective date of this Agreement will be August 1, 2020 and complete execution of this
agreement will be June 30, 2023.
3. BUDGET
The Local Government will pass through to the Subrecipient no more than $246,846 in state funds
for eligible incurred costs and expenses for the Project according to the following budget,
Attachment B.
The Local Government may require a more detailed budget breakdown, and the Subrecipient will
provide such supplementary budget information in a timely fashion in the form and content
prescribed by the Local Government. Any amendments to this Agreement’s Budget must first be
determined by the Local Government as consistent with its contract with COMMERCE and then
approved in writing by the Local Government and the Subrecipient.
Any amendments to this Agreement’s Budget must first be determined by the Local Government
as consistent with its contract with COMMERCE and then approved in writing by the Local
Government and the Subrecipient.
4. PAYMENT
The Local Government will reimburse the Subrecipient in accordance with the payment
procedures outlined in the Department of COMMERCE Guidelines for the Shelter Program Grant
(August 2020) Attachment C for all allowable expenses agreed upon by the parties to complete
the Scope of Service.
Reimbursement under this agreement will be based on billings, supported by detail invoices and
other appropriate detailed documentation of costs actually incurred. It is expressly understood that
claims for reimbursement will not be submitted in excess of actual, immediate cash requirements
necessary to carry out the purposes of the agreement. Funds available under this Agreement will
be utilized to supplement rather than supplant funds otherwise available.
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It is understood that this agreement is funded in whole or in part with funds through the
Washington State Department of COMMERCE Shelter Program as administered by COMMERCE
and is subject to those regulations and restrictions normally associated the funded programs and
any other requirements that the state may prescribe.
5. PERFORMANCE MONITORING
The Local Government will monitor the performance of the Subrecipient by tracking project
progress, reviewing payment requests for applicable costs, managing the timely pass-through of
funds, overseeing compliance with requirements, and ensuring recordkeeping and audit
requirements are met. Substandard performance as determined by the Local Government will
constitute noncompliance with this Agreement.
If action to correct such substandard performance is not taken by the Subrecipient within a
reasonable period of time after being notified by the Local Government, contract suspension or
termination procedures will be initiated.
6. REPORTING
The Subrecipient, at such times and in such forms as the Local Government may require, will
furnish the Local Government such periodic reports as it may request pertaining to the work or
services undertaken pursuant to this agreement, the costs and obligations incurred or to be incurred
in connection therewith, and any other matters covered by this agreement.
7. SPECIAL CONDITIONS
A. Historical or Cultural Artifacts
Prior to approval and disbursement of any funds awarded under this Contract, Contractor
shall complete the requirements of Governor’s Executive Order 05-05, where applicable, or
Contractor shall complete a review under Section 106 of the National Historic Preservation Act,
if applicable. Contractor agrees that the Contractor is legally and financially responsible for
compliance with all laws, regulations, and agreements related to the preservation of historical
or cultural resources and agrees to hold harmless COMMERCE and the state of Washington in
relation to any claim related to such historical or cultural resources s discovered, disturbed, or
damaged as a result of the project funded by this Contract.
In addition to the requirements set forth in this Contract, Contractor shall, in accordance with
Governor’s Executive Order 05-05, coordinate with Commerce and the Washington State
Department of Archaeology and Historic Preservation (“DAHP”), including any recommended
consultation with any affected tribe(s), during Project design and prior to construction to
determine the existence of any tribal cultural resources affected by Project. Contractor agrees
to avoid, minimize, or mitigate impacts to the cultural resource as a continuing prerequisite to
receipt of funds under this Contract.
The Contractor agrees that, unless the Contractor is proceeding under an approved historical
and cultural monitoring plan or other memorandum of agreement, if historical or cultural
artifacts are discovered during construction, the Contractor shall immediately stop construction
and notify the local historical preservation officer and the state's historical preservation officer
Agreement 2020-2023 Shelter in Place SR
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at DAHP, and the Commerce Representative identified on the Face Sheet. If human remains are
uncovered, the Contractor shall report the presence and location of the remains to the coroner
and local enforcement immediately, then contact DAHP and the concerned tribe's cultural staff
or committee.
The Contractor shall require this provision to be contained in all subcontracts for work or
services related to the Scope of Work attached hereto.
In addition to the requirements set forth in this Contract, Contractor agrees to comply with RCW
27.44 regarding Indian Graves and Records; RCW 27.53 regarding Archaeological Sites and
Resources; RCW 68.60 regarding Abandoned and Historic Cemeteries and Historic Graves; and
WAC 25-48 regarding Archaeological Excavation and Removal Permits.
Completion of the requirements of Section 106 of the National Historic Preservation Act shall
substitute for completion of Governor’s Executive Order 05-05.
In the event that the Contractor finds it necessary to amend the Scope of Work the Contractor
may be required to re-comply with Governor's Executive Order 05-05 or Section 106 of the
National Historic Preservation Act.
B. Confidentiality and Safeguarding of Information
1. “Confidential Information” as used in this section includes:
i. All material provided to the Contractor by COMMERCE that is designated as
“confidential” by COMMERCE;
ii. All material produced by the Contractor that is designated as “confidential” by
COMMERCE; and
iii. All personal information in the possession of the Contractor that may not be
disclosed under state or federal law.
2. The Contractor shall comply with all state and federal laws related to the use, sharing,
transfer, sale, or disclosure of Confidential Information. The Contractor shall use
Confidential Information solely for the purposes of this Contract and shall not use, share,
transfer, sell or disclose any Confidential Information to any third party except with the
prior written consent of COMMERCE or as may be required by law. The Contractor shall
take all necessary steps to assure that Confidential Information is safeguarded to prevent
unauthorized use, sharing, transfer, sale or disclosure of Confidential Information or
violation of any state or federal laws related thereto. Upon request, the Contractor shall
provide COMMERCE with its policies and procedures on confidentiality.
COMMERCE may require changes to such policies and procedures as they apply to this
Contract whenever COMMERCE reasonably determines that changes are necessary to
prevent unauthorized disclosures. The Contractor shall make the changes within the time
period specified by COMMERCE. Upon request, the Contractor shall immediately return
to COMMERCE any Confidential Information that COMMERCE reasonably determines
has not been adequately protected by the Contractor against unauthorized disclosure.
Agreement 2020-2023 Shelter in Place SR
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3. Unauthorized Use or Disclosure. The Contractor shall notify COMMERCE within five (5)
working days of any unauthorized use or disclosure of any confidential information and
shall take necessary steps to mitigate the harmful effects of such use or disclosure.
8. GENERAL CONDITIONS
A. All Writings contained Herein
This Contract contains all the terms and conditions agreed upon by the parties. No other
understandings, oral or otherwise, regarding the subject matter of this Contract shall be deemed
to exist or to bind any of the parties hereto.
B. Independent Contractor
Nothing contained in this Agreement is intended to, or will be construed in any manner, as
creating or establishing the relationship of employer/employee between the parties. The
Subrecipient will at all times remain an “independent contractor” with respect to the services to
be performed under this Agreement. The Local Government will be exempt from payment of
all Unemployment Compensation, FICA, retirement, life and/or medical insurance and
Workers’ Compensation Insurance, as the Subrecipient is an independent contractor.
C. Hold Harmless
The Subrecipient will hold harmless, defend and indemnify the Local Government from any
and all claims, actions, suits, charges and judgments whatsoever that arise out of the
Subrecipient’s performance or nonperformance of the services or subject matter called for in
this Agreement.
COMMERCE and the State of Washington are not liable for claims or damages arising from
the subrecipient’s performance of this contract.
D. Insurance and Bonding
The Subrecipient will carry sufficient insurance coverage to protect contract assets from loss
due to theft, fraud and/or undue physical damage, and as a minimum will purchase a blanket
fidelity bond covering all employees in an amount equal to cash advances from the Local
Government. A copy of the certificate of insurance will be provided to the Local Government.
The Subrecipient shall furnish the Local Government with properly executed certificate of
insurance or a signed policy endorsement which shall clearly evidence all insurance required in
this section prior to commencement of services. The certificates will, at a minimum, list limits
of liability and coverage. The certificate will provide that the underlying insurance contract will
not be cancelled or allowed to expire except on thirty (30) days prior written notice to the Local
Government.
E. Funding Source Recognition
The Subrecipient will insure recognition of the roles of COMMERCE and the Local
Government in providing services through this Agreement. All activities, facilities and items
utilized pursuant to this Agreement will be prominently labeled as to funding source. In
addition, the Subrecipient will include a reference to the support provided herein in all
publications made possible with funds made available under this Agreement.
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F. Amendments
The Local Government or Subrecipient may amend this Agreement at any time provided that
such amendments make specific reference to this Agreement, and are executed in writing,
signed by a duly authorized representative of each organization, and approved by the Local
Government’s governing body. Such amendments will not invalidate this Agreement, nor
relieve or release the Local Government or Subrecipient from its obligations under this
Agreement.
G. Ownership
If any of the funds granted under this Contract are used for property acquisition and or
capital improvements, the Contractor agrees and will ensure that the real property or
properties will solely be used to provide emergency housing for low-income households as
defined under RCW 43.185A.010 (6), except during State of Emergency related to the
COVID-19 outbreak described in the Proclamation by the Governor, 20-05 or similar states of
emergency. Use of funds under this Contract are subject to the requirements of 2020 ESSB
6168 (Chapter 357, Laws of 2020), Section 127,subsection (85).
If a housing provider organization other than the Contractor will own the property, all amounts
used for property acquisitions and or capital improvements shall be evidenced by promissory
notes, deeds of trust, and low-income restrictive covenants running with the land in favor of the
Contractor for at least ten (10) years starting from the time the property is ready for occupancy
by the intended population (the “Commitment Period”). The Contractor will be responsible for
monitoring the property or properties to ensure compliance with its low-income restrictive
covenant during the Commitment Period.
If the Contractor will own the property, all amounts used for property acquisitions and or
capital improvements shall be evidenced by promissory notes, deeds of trust, and low-income
restrictive covenants running with the land in favor of the Department for at least ten (10)
years starting from the time the property is ready for occupancy by the intended population.
Each deed of trust and low-income restrictive covenant shall be recorded at the county or
counties in which the property or properties are located.
The Contractor will make a good faith effort not to incur costs reimbursable under this
Contract in excess of what is reasonable given market prices, balanced by the need to act
promptly to procure and operate housing and provide services necessary to respond to the
State of Emergency. COMMERCE reserves the right to decline reimbursement of costs
deemed excessive in COMMERCE’s discretion.
H. Termination for Cause
In the event COMMERCE determines the Contractor has failed to comply with the conditions
of this contract in a timely manner, COMMERCE has the right to suspend or terminate this
contract. Before suspending or terminating the contract, COMMERCE shall notify the
Contractor in writing of the need to take corrective action. If corrective action is not taken
within 30 calendar days, the contract may be terminated or suspended.
In the event of termination or suspension, the Contractor shall be liable for damages as
authorized by law including, but not limited to, any cost difference between the original
contract and the replacement or cover contract and all administrative costs directly related to
Agreement 2020-2023 Shelter in Place SR
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the replacement contract, e.g., cost of the competitive bidding, mailing, advertising and staff
time.
COMMERCE reserves the right to suspend all or part of the contract, withhold further
payments, or prohibit the Contractor from incurring additional obligations of funds during
investigation of the alleged compliance breach and pending corrective action by the
Contractor or a decision by COMMERCE to terminate the contract. A termination shall be
deemed a “Termination for Convenience” if it is determined that the Contractor: (1) was not
in default; or (2) failure to perform was outside of his or her control, fault or negligence.
The rights and remedies of COMMERCE provided in this contract are not exclusive and are
in addition to any other rights and remedies provided by law.
I. Termination for Convenience
Except as otherwise provided in this Contract, COMMERCE may, by ten (10) business days
written notice, beginning on the second day after the mailing, terminate this Contract, in whole
or in part. If this Contract is so terminated, COMMERCE shall be liable only for payment
required under the terms of this Contract for services rendered or goods delivered prior to the
effective date of termination.
J. Termination Procedures
Upon termination of this contract, COMMERCE, in addition to any other rights provided in
this contract, may require the Contractor to deliver to COMMERCE any property specifically
produced or acquired for the performance of such part of this contract as has been terminated.
The provisions of the "Treatment of Assets" clause shall apply in such property transfer.
COMMERCE shall pay to the Contractor the agreed upon price, if separately stated, for
completed work and services accepted by COMMERCE, and the amount agreed upon by the
Contractor and COMMERCE for (i) completed work and services for which no separate price
is stated, (ii) partially completed work and services, (iii) other property or services that are
accepted by COMMERCE, and (iv) the protection and preservation of property, unless the
termination is for default, in which case the Authorized Representative shall determine the
extent of the liability of COMMERCE. Failure to agree with such determination shall be a
dispute within the meaning of the "Disputes" clause of this contract. COMMERCE may
withhold from any amounts due the Contractor such sum as the Authorized Representative
determines to be necessary to protect COMMERCE against potential loss or liability.
The rights and remedies of COMMERCE provided in this section shall not be exclusive and are
in addition to any other rights and remedies provided by law or under this contract.
After receipt of a notice of termination, and except as otherwise directed by the Authorized
Representative, the Contractor shall:
1. Stop work under the contract on the date, and to the extent specified, in the notice;
2. Place no further orders or subcontracts for materials, services, or facilities except as may
be necessary for completion of such portion of the work under the contract that is not
terminated;
3. Assign to COMMERCE, in the manner, at the times, and to the extent directed by the
Authorized Representative, all of the rights, title, and interest of the Contractor under the
orders and subcontracts so terminated, in which case COMMERCE has the right, at its
Agreement 2020-2023 Shelter in Place SR
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discretion, to settle or pay any or all claims arising out of the termination of such orders
and subcontracts;
4. Settle all outstanding liabilities and all claims arising out of such termination of orders
and subcontracts, with the approval or ratification of the Authorized Representative to the
extent the Authorized Representative may require, which approval or ratification shall be
final for all the purposes of this clause;
5. Transfer title to COMMERCE and deliver in the manner, at the times, and to the extent
directed by the Authorized Representative any property which, if the contract had been
completed, would have been required to be furnished to COMMERCE;
6. Complete performance of such part of the work as shall not have been terminated by the
Authorized Representative; and
7. Take such action as may be necessary, or as the Authorized Representative may direct,
for the protection and preservation of the property related to this contract, which is in the
possession of the Contractor and in which the Authorized Representative has or may
acquire an interest.
K. Treatment of Assets
Title to all property furnished by COMMERCE shall remain in COMMERCE. Title to all
property furnished by the Contractor, for the cost of which the Contractor is entitled to be
reimbursed as a direct item of cost under this contract, shall pass to and vest in COMMERCE
upon delivery of such property by the Contractor. Title to other property, the cost of which is
reimbursable to the Contractor under this contract, shall pass to and vest in COMMERCE upon
(i) issuance for use of such property in the performance of this contract, or (ii) commencement of
use of such property in the performance of this contract, or (iii) reimbursement of the cost
thereof by COMMERCE in whole or in part, whichever first occurs.
1. Any property of COMMERCE furnished to the Contractor shall, unless otherwise
provided herein or approved by COMMERCE, be used only for the performance of this
contract.
2. The Contractor shall be responsible for any loss or damage to property of COMMERCE
that results from the negligence of the Contractor or which results from the failure on the
part of the Contractor to maintain and administer that property in accordance with sound
management practices.
3. If any COMMERCE property is lost, destroyed or damaged, the Contractor shall
immediately notify COMMERCE and shall take all reasonable steps to protect the
property from further damage.
4. The Contractor shall surrender to COMMERCE all property of COMMERCE prior to
settlement upon completion, termination or cancellation of this contract
All reference to the Contractor under this clause shall also include Contractor’s employees,
agents or Subcontractors.
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L. Conduct
1. Assignability
The Subrecipient will not assign or transfer any interest in this Agreement without the
prior written consent of the Local Government thereto; provided, however, that claims for
money due or to become due to the Subrecipient from the Local Government under this
contract may be assigned to a bank, trust company, or other financial institution without
such approval. Notice of any such assignment or transfer will be furnished promptly to
Kittitas County and COMMERCE.
2. Conflict of Interest
No member of the Local Government’s governing body and no other public official of
such locality, who exercises any functions or responsibilities in connection with the
planning or carrying out of the project, will have any personal financial interest, direct or
indirect, in this agreement; and the Subrecipient will take appropriate steps to assure
compliance.
J. Copyright
Unless otherwise provided, all Materials produced under this Contract shall be considered
"works for hire" as defined by the U.S. Copyright Act and shall be owned by COMMERCE.
COMMERCE shall be considered the author of such Materials. In the event the Materials are
not considered “works for hire” under the U.S. Copyright laws, the Contractor hereby
irrevocably assigns all right, title, and interest in all Materials, including all intellectual
property rights, moral rights, and rights of publicity to COMMERCE effective from the
moment of creation of such Materials.
“Materials” means all items in any format and includes, but is not limited to, data, reports,
documents, pamphlets, advertisements, books, magazines, surveys, studies, computer
programs, films, tapes, and/or sound reproductions. “Ownership” includes the right to
copyright, patent, register and the ability to transfer these rights.
For Materials that are delivered under the Contract, but that incorporate pre-existing materials
not produced under the Contract, the Contractor hereby grants to COMMERCE a
nonexclusive, royalty- free, irrevocable license (with rights to sublicense to others) in such
Materials to translate, reproduce, distribute, prepare derivative works, publicly perform, and
publicly display. The Contractor warrants and represents that the Contractor has all rights and
permissions, including intellectual property rights, moral rights and rights of publicity,
necessary to grant such a license to COMMERCE.
The Contractor shall exert all reasonable effort to advise COMMERCE, at the time of delivery
of Materials furnished under this Contract, of all known or potential invasions of privacy
contained therein and of any portion of such document which was not produced in the
performance of this Contract. The Contractor shall provide COMMERCE with prompt written
notice of each notice or claim of infringement received by the Contractor with respect to any
Materials delivered under this Contract. COMMERCE shall have the right to modify or
remove any restrictive markings placed upon the Materials by the Contractor.
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9. SEVERABILITY
If any provision of this Agreement is held invalid, the remainder of the Agreement will not be
affected thereby and all other parts of this Agreement will nevertheless be in full force and effect.
10. PERFORMANCE WAIVER
The Local Government’s failure to act with respect to a breach by the Subrecipient does not waive
its right to act with respect to subsequent or similar breaches. The failure of the Local Government
to exercise or enforce any right or provision will not constitute a waiver of such right or provision.
11. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the Local Government and the
Subrecipient for the use of funds received under this Agreement and it supersedes all prior
communications and proposals, whether electronic, oral, or written between the Local Government
and the Subrecipient with respect to this Agreement.
Attached to this Agreement is Attachment A the Scope of Work and Budget
Attachment B the Budget
Attachment B Program Guidelines
IN WITNESS WHEREOF, the Local Government and the Subrecipient have executed this agreement as
of the date and year last written below.
KITTITAS COUNTY HOPESOURCE
________________________________________ ______________________________________
Signature Signature
________________________________________ ______________________________________
Name Name
Title: Chairman, Board of Co Commissioners ___ Title: __________________________________
Date: 10-06-2020 _________________________ Date: __________________________________
Approved As To Legal Form:
___________________________________________
Attorney
Attachment A
Scope of Work
Grantee commits to implementing a shelter program that uses equitable and creative approaches
to bring people inside with the goal of exiting residents to permanent housing quickly as
described in Grantee’s application for Shelter Program funds.
A. Program Description
1. Overview
a. Shelter program will serve all household types.
b. Shelter program will add 10 beds.
c. Shelter program will operate as continuous stay.
2. Facility Type
a. Kittitas County will subgrant to HopeSource to operate a permanent
emergency shelter site.
b. The shelter program will be located at:
801 E 6th Ave.
Ellensburg, WA 98926
c. The Shelter program’s proposed site location is an existing multi-family
apartment complex, converted from market-rate apartments. There will be a
combination of individual and shared units depending on the needs of
households. The intended case management ratio will be one case manager
per 20 housing units.
3. Racial Equity
a. Kittitas County, HopeSource, and the City of Ellensburg will implement
strategies to prevent racial inequities in who is served and program outcomes.
HopeSource recognizes that race and ethnicity can significantly limit the
opportunities of program participants, acknowledges the unequal impact of
these factors, and works to help program participants in overcoming systemic
racism through increased access to housing, education, asset building, income,
employment, and high-quality food.
HopeSource will continue to work with the Washington State Community
Action Partnership and the National Community Action Partnership in its
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Attachment A
education, training, and research into Diversity, Equity, and Inclusion (DEI)
and adopt the learning from that work in all its programs.
HopeSource expects that employees, vendors, and subcontractors are sensitive
to the culture, race and ethnicity, gender identity and sexual orientation, and
the linguistic diversity within the populations served and will demonstrate
behaviors and attitudes that enable them to work cross-culturally.
HopeSource has invited Diversity, Equity, and Inclusion (DEI) consultants
from The ReadySet to conduct a community forum and listening session that
incorporates ally skills touchpoints, and will follow up with community
groups to better understand barriers and biases of organizations and
individuals.
HopeSource will build capacity around DEI so that they continue to model
diversity, equity, and inclusion for external stakeholders and communities and
provide an equitable and inclusive environment for staff and partners.
HopeSource will work with local leaders to move the following initiatives
forward: conduct community forum and listening session incorporating ally
skills touchpoints; ally skills workshops for HopeSource staff; and a more
detailed ally skills workshop for the community. Ally skills workshop
learning outcomes include telling the difference between allyship and being an
accomplice; knowing how to intervene in workplace marginalization;
empowered to speak up and respond when inequality occurs; understanding
how to address and respond to workplace harm; exhibiting self-reflection as
an ally.
4. Housing Focused Services
a. HopeSource will provide housing case management to residents that is driven
by the needs of the resident, is flexible, uses a strengths-based approach and is
focused on obtaining and maintaining housing.
HopeSource will connect shelter residents to mainstream services including
but not limited to behavioral health, chemical dependency, education or
workforce training, employment services and permanent supportive housing.
HopeSource case managers create housing stability plans, which can include
connections for housing, food, transportation, mental and physical health,
addiction counseling, legal advice, and employment and education coaching
and case management. Case managers work with clients to identify solutions
to other barriers to the achievement of employment, education, social
connections, and basic needs, whose absence keeps them from increasing their
long term and sustainable self-sufficiency. Case managers continue contact
with clients utilizing Progressive Engagement principles, supplying only the
amount of support required to move a household forward.
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Attachment A
HopeSource case managers will provide services that include trauma-
informed case management; crisis counseling; planning and support for timely
resolution of a housing crisis; development of a housing and employment
stability plan; support in moving into permanent housing; reunification with
family or friends to secure or stabilize housing; and connecting clients to
mainstream and community-based services, financial counseling, energy
assistance, food, clothing, legal, and employment and education services.
5. Diversion and Problem Solving
a. HopeSource will utilize problem-solving conversations to divert households
from entering the shelter or utilizing crisis response system services longer
term.
HopeSource will use problem-solving conversations at the front end of
Coordinated Entry. These conversations can accomplish the following, based
on the needs of the household: connect the client to family and natural
supports; provide strengths-based case management; provide conflict
resolution/mediation; work with the client to search for housing/placement
options; provide landlord/tenant mediation; connect the client to mainstream
resources; refer the client to legal assistance.
6. Outreach
a. HopeSource will provide outreach to unsheltered individuals.
HopeSource will outreach to assist homeless youth who are living in the field,
youth in homes that can provide only temporary residence sharing, and youth
susceptible to COVID who cannot guarantee quarantine space in the home.
HopeSource’s outreach and identification are accomplished through field
visits as well as referrals from law enforcement, local and regional networks
of social services and emergency services, public schools, faith-based
organizations, and local businesses. HopeSource staff works closely with the
Homeless Taskforce comprised of the City Attorney, local law enforcement,
mental health providers, substance abuse providers, and the Kittitas County
Fire Department. Staff also meets regularly with the Kittitas County Health
Network, comprised of representatives of local medical care facilities,
Emergency Medical Services, and the Kittitas County Fire Department, to
identify homeless members of our community who are experiencing a high
level of vulnerability and need continuous services.
7. Coordinated Entry Partnership
a. Accessing the Enhanced Shelter program will begin with entry into the cloud-
based Regional Coordinated Entry system managed by HopeSource. The
system can also be accessed by phone or in person, and information on how to
access Coordinated Entry is posted widely and visibly and shared with all
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Attachment A
public service providers. Staff can also conduct in-office, field-based, or
phone intakes depending on the situation of the person contacting coordinated
entry. The coordinated entry assessment includes a VI-SPDAT designed for
each demographic to be served to determine the level of vulnerability and to
develop a stability plan best suited to the needs of each client.
8. Administration
a. Grantees will submit the following monthly deliverables with completeness,
timeliness, accuracy and consistency:
i. Invoice and Voucher Detail Worksheet for reimbursement
(Guidelines: Fiscal Administration).
ii. Grantees commit to reporting complete, quality data that is timely,
truthful and accurate. (Guidelines: Requirements of all Lead Grantees
and Subgrantees Providing Direct Service and HMIS User
Agreement).
iii. Grantees shall comply with all of the requirements, policies and
procedures in the Shelter Program Grant Guidelines.
B. Performance
1. Requirements
a. Projects are not required to meet or make progress toward performance targets
as a condition of funding for the current contract period. Project performance
data will impact community and state level performance measures.
b. Grantees should aim to improve the housing outcomes of Shelter Program
participants. For each intervention type funded by the Shelter Program,
grantees should adopt the following performance goals:
1 The target is the level of desirable performance and is an indicator of a high performing project.
2 Drop-in Emergency Shelters offer night-by-night living arrangements that allow households to enter and exit on an irregular or
daily basis and often use a Night-By-Night tracking method in HMIS.
Intervention Type Performance Goal HMIS Calculation Performance
Target1
Emergency
Shelter
Increase Percent Exits to Permanent
Housing
Of people in the ES project who exited, those who
exited to permanent housing destinations
50%
Drop-in
Emergency
Shelter2
Increase Percent Exits to Positive
Outcomes
Of people in the ES project who exited, those who
exited to Positive Outcome destinations
50%
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Attachment A
c. Equitable Access and Housing Outcomes
i. Grantees should ensure equitable access to Shelter Program and
equitable housing outcomes of Shelter Program participants.
Equitable access means that the race and ethnicity of people entering
the Shelter Program are similar to the community demographics.
Equitable access is measured by comparing the percent of people in
poverty by race and ethnicity to the percent of people entering the
Shelter Program by race and ethnicity.
Equitable housing outcomes means that the outcomes of the Shelter
Program participants should be similar, regardless of race or ethnicity.
d. Exit Destinations
Exit Destinations Options
Positive Outcome: The
following destinations are
considered Positive exits
from Drop-in ES and
Temporary Shelter Sites
Permanent Housing: The
following destinations are
considered Permanent exits
from Emergency Shelters
Emergency shelter, including hotel or motel paid for with emergency shelter
voucher, or RHY-funded Host Home shelter Positive Outcome
Negative Outcome
Foster Care home or foster care group home
Positive Outcome
Negative Outcome
Hospital or other residential non-psychiatric medical facility Removed from
denominator
Removed from denominator
Hotel or Motel paid for without emergency shelter voucher Positive
Outcome
Negative Outcome
Jail, prison or juvenile detention facility Negative Outcome Negative Outcome
Moved from one HOPWA funded project to HOPWA TH Positive Outcome Negative Outcome
Place not meant for habitation (e.g., a vehicle, an abandoned building,
bus/train/subway station/airport or anywhere outside)
Negative Outcome Negative Outcome
3 A Temporary Shelter Site is defined as structure(s) or a location locally permitted to provide temporary shelter for people
experiencing homelessness. Tents, mitigation sites, or hosted encampments are examples of Temporary Shelter Sites.
Temporary
Shelter Site3
Increase Percent Exits to Positive
Outcomes
Of people in the Other project who exited, those
who exited to Positive Outcome destinations
50%
All
Reduce Average Length of Stay Of the people active in the project, the days
homeless as measured by each client’s start, exit
and bed night dates strictly as entered into HMIS.
Not established
Page 015
Attachment A
Psychiatric hospital or other psychiatric facility
Positive Outcome Negative Outcome
Residential project or halfway house with no homeless criteria
Removed from
denominator
Negative Outcome
Safe Haven
Positive Outcome Negative Outcome
Staying or living with family, temporary tenure (e.g. room, apartment or house)
Positive Outcome Negative Outcome
Staying or living with friends, temporary tenure (e.g. room, apartment or house)
Positive Outcome Negative Outcome
Substance abuse treatment facility or detox center
Positive Outcome Negative Outcome
Transitional housing for homeless persons (including homeless youth)
Positive Outcome Negative Outcome
Long-term care facility or nursing home
Positive Outcome Removed from denominator
Host Home (non-crisis)
Positive Outcome Permanent Housing
Moved from one HOPWA funded project to HOPWA PH
Positive Outcome Permanent Housing
Owned by client, no ongoing housing subsidy
Positive Outcome Permanent Housing
Owned by client, with ongoing housing subsidy
Positive Outcome Permanent Housing
Permanent housing (other than RRH) for formerly homeless persons
Positive Outcome Permanent Housing
Rental by client, no ongoing housing subsidy
Positive Outcome Permanent Housing
Rental by client, with GPD TIP housing subsidy
Positive Outcome Permanent Housing
Rental by client, with other ongoing housing subsidy
Positive Outcome Permanent Housing
Rental by client, with VASH housing subsidy
Positive Outcome Permanent Housing
Staying or living with family, permanent tenure
Positive Outcome Permanent Housing
Staying or living with friends, permanent tenure
Positive Outcome Permanent Housing
Rental by client, with RRH or equivalent subsidy
Positive Outcome Permanent Housing
Page 016
Attachment A
Rental by client, with HCV voucher (tenant or project based)
Positive Outcome Permanent Housing
Rental by client, with HCV voucher (tenant or project based)
Positive Outcome Permanent Housing
Deceased
Removed from
denominator
Removed from denominator
Client doesn’t know
Unknown / Negative
Outcome
Unknown / Negative
Outcome
Client refused
Unknown / Negative
Outcome
Unknown / Negative
Outcome
Data not collected
Unknown / Negative
Outcome
Unknown / Negative
Outcome
No exit interview completed
Unknown / Negative
Outcome
Unknown / Negative
Outcome
Other
Unknown / Negative
Outcome
Unknown / Negative
Outcome
Page 017
Attachment B
Participating Jurisdictions Amount Dedicated
Kittitas County $128,663
City of Ellensburg $118,183
Grant Total $246,846
Shelter Program A, Kittitas County Enhanced Shelter
Budget Category Amount
Pre-Occupancy
Up to $10,000 per bed prior to occupancy
$0
Post-Occupancy Operations
Up to $56 per day per net additional bed
$246,846
Page 018
Guidelines
FOR THE
Shelter Program Grant
August 2020
Attachment C
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Contents
1 Grant Basics .............................................................................................................................................6
1.1 Overview ............................................................................................................................................... 6
1.2 Program Purpose .................................................................................................................................. 6
1.3 Fund Source .......................................................................................................................................... 6
2 Administrative Requirements of Lead Grantees .......................................................................................7
2.1 Training ................................................................................................................................................. 7
2.2 Grant Management .............................................................................................................................. 7
Changes to Guidelines ...................................................................................................................... 7
Commerce Monitoring ...................................................................................................................... 7
Subgrantee Requirements ................................................................................................................ 7
2.3 Fiscal Administration ............................................................................................................................ 8
Reimbursement Rates ....................................................................................................................... 8
Reimbursements ............................................................................................................................... 9
Budget Revisions ............................................................................................................................... 9
3 Allowable Expenses ............................................................................................................................... 10
3.1 Facility Support ................................................................................................................................... 10
3.2 Capital ................................................................................................................................................. 10
Property Acquisition ....................................................................................................................... 10
3.3 Operations .......................................................................................................................................... 10
Financial Assistance ........................................................................................................................ 10
Program Expenses ........................................................................................................................... 11
Ineligible Expenses .......................................................................................................................... 11
3.4 Administration .................................................................................................................................... 11
4 Allowable Interventions ......................................................................................................................... 12
4.1 Emergency Shelter .............................................................................................................................. 12
Shelter Program Models ................................................................................................................. 12
4.2 Service Delivery .................................................................................................................................. 12
Rules and Policies ............................................................................................................................ 12
Housing Stability Focused Services and Planning ........................................................................... 13
Diversion and Problem-Solving ....................................................................................................... 13
Progressive Engagement ................................................................................................................. 13
Attachment C
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Street Outreach ............................................................................................................................... 14
Racially Equitable Access and Outcomes ........................................................................................ 14
Coordinated Entry ........................................................................................................................... 15
5 Facility Requirements ............................................................................................................................ 16
5.1 Facility Types....................................................................................................................................... 16
Emergency Shelter Facility .............................................................................................................. 16
Temporary Shelter Site ................................................................................................................... 16
Other Facility Types ........................................................................................................................ 16
5.2 COVID-19 Safety Measures ................................................................................................................ 16
5.3 Health and Safety ............................................................................................................................... 16
5.4 Lead Based Paint ................................................................................................................................. 17
6 Additional Requirements ....................................................................................................................... 18
6.1 HMIS ................................................................................................................................................... 18
Data Quality .................................................................................................................................... 18
Consent for Entry of Personally Identifying Information................................................................ 18
6.2 Ineligible Use of Funds ........................................................................................................................ 19
6.3 Personal Identifying Information ....................................................................................................... 19
6.4 Grievance Procedure .......................................................................................................................... 19
6.5 Termination and Denial of Service Policy ........................................................................................... 19
6.6 Records Maintenance and Destruction .............................................................................................. 19
6.7 Nondiscrimination .............................................................................................................................. 19
6.8 Accessibility ........................................................................................................................................ 20
6.9 Providing Move-In Assistance ............................................................................................................ 20
7 Appendices ............................................................................................................................................ 21
7.1 Appendix A: Required Policies and Procedures ................................................................................. 21
7.2 Appendix B: Performance Goals ......................................................................................................... 21
Overview ......................................................................................................................................... 21
Housing Outcome Performance Goals ........................................................................................... 21
Exit Destinations ............................................................................................................................. 22
Equitable Access and Outcomes ..................................................................................................... 24
7.3 Appendix C: HMIS Data Quality .......................................................................................................... 25
Completeness .................................................................................................................................. 25
Timeliness ....................................................................................................................................... 26
Accuracy .......................................................................................................................................... 26
Consistency ..................................................................................................................................... 27
7.4 Appendix D: Requirements for Providing Move-In Assistance .......................................................... 27
Attachment C
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Washington Residential Landlord-Tenant Act ................................................................................ 27
Washington State’s Landlord Mitigation Law ................................................................................. 27
Lead Based Paint ............................................................................................................................. 27
Rental Agreements ......................................................................................................................... 28
Attachment C
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1.1 Overview
The Shelter Program Grant funds equitable and creative approaches to develop or expand shelter
programs and bring people inside with the goal of exiting participants to permanent housing and
positive destinations quickly.
Programs enact strategies to ensure racially equitable access and racially equitable outcomes at
shelter exit, provide outreach to unsheltered individuals and provide housing stability focused
services.
1.2 Program Purpose
The Office of Family and Adult Homelessness in the Housing Assistance Unit at the Department of
Commerce administers state and federal funds to support homeless crisis response systems in WA
State.
The Shelter Program Grant is a critical resource in the crisis response system.
People living unhoused become stably housed when the system is low barrier, trauma informed,
culturally responsive and Housing First oriented. People living unstably housed become stably
housed when the system is oriented toward problem solving conversations and personal advocacy
to help people identify practical solutions based on their own available resources.
We expect Commerce grantees, including county governments and nonprofits, to be leaders in
their crisis response systems, facilitating partnership among service organizations and promoting
evidence-based, anti-racist practices.
Grantees must respond to the disproportionality in access to services, service provision and
outcomes and cannot simply rely on standard business practices to address inequity. Grantees
have the responsibility to ensure all people eligible for services receive support and are served with
dignity, respect and compassion regardless of circumstance, ability or identity.
This includes marginalized populations, Black, Native and Indigenous, People of Color, immigrants,
people with criminal records, people with disabilities, people with mental health and substance use
vulnerabilities, people with limited English proficiency, people who identify as transgender, people
who identify as LGBTQ+, and other individuals that may not access mainstream support.
We are here to support your efforts. The Housing Assistance Unit provides access to continuous
learning on trauma informed services, racial equity, LGBTQ+ competency and more. We can help
you strategize outreach, coordinated entry and help you understand your data so we can meet
Washington’s vision that no person is left living outside.
1.3 Fund Source
The Shelter Program Grant is funded by the Home Security Fund as appropriated by the Legislature.
1 Grant Basics
Attachment C
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2.1 Training
Lead/subgrantees must identify staff for training. These staff should include staff that provide direct
services and supervisors of direct service staff.
The following trainings are required at least every three years and attendance must be documented:
Trauma Informed Services
Racial Equity
LGBTQ+ competency
Other recommended trainings include:
Mental Health Training
Supporting individuals harmed by domestic violence
Local coordinated entry (CE) policies and procedures as required by lead CE entity
Diversion and Problem-Solving
Landlord Engagement in Rapid Rehousing
Crisis intervention
Professional boundaries
De-escalation
Case management
Online trainings including Progressive Engagement for Programs and Systems, Working With Survivors
of Domestic Violence and Introduction to Problem Solving (Diversion) are accessible on the
Department of Commerce website.
In addition, lead/subgrantee staff are highly encouraged to attend the annual Washington State
Conference on Ending Homelessness.
Costs to attend trainings are an eligible program expense (see Section 3.3 Operations).
2.2 Grant Management
Changes to Guidelines
Commerce may revise the guidelines at any time. All lead grantees will receive revised copies. Lead
grantees are responsible for sending revisions to subgrantees in a timely manner.
Commerce Monitoring
Commerce will monitor lead grantees’ grant activities. Lead grantees will be given a minimum of 30
days’ notice unless there are special circumstances that require immediate attention. The notice will
specify the monitoring components.
Subgrantee Requirements
All subgrantee agreements must be time-limited and have defined roles and responsibilities for each
party, detailed budgets and performance terms. Commerce reserves the right to directly contact
subgrantees at any time for data quality, monitoring, fiscal and other issues.
2 Administrative Requirements of Lead Grantees
Attachment C
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Page | 8
Lead grantees may enter into an agreement with any other local government, Council of Governments,
Housing Authority, Community Action Agency, nonprofit community or neighborhood-based
organization, federally recognized Indian tribe in the state of Washington or regional or statewide
nonprofit housing assistance organizations who operate programs to end homelessness within a
defined service area.
Lead grantees must provide Commerce with copies of subgrant agreements (upon request) and notify
Commerce if subgrants are terminated during the grant period.
Lead grantees must notify Commerce of any changes in selection of subgrantees funded with the
Shelter Program Grant.
Subgrantee Risk Assessment and Monitoring
Lead grantees are responsible for ensuring subgrantee compliance with all requirements identified in
the Shelter Program Grant guidelines. The lead grantee must conduct a risk assessment and develop a
monitoring plan for each subgrantee within six months of contracting Shelter Program Grant funds to
the subgrantee. The risk assessment must inform the monitoring plan for each subgrantee. Monitoring
plans must include monitoring dates, the type of monitoring (remote, on-site) and the program
requirements being reviewed.
The lead grantee must maintain policies and procedures that guide the risk assessment, monitoring
activities and monitoring frequency.
Commerce reserves the right to require lead grantees to undertake special reviews when an audit or
other emerging issue demands prompt intervention and/or investigation.
2.3 Fiscal Administration
Reimbursement Rates
Commerce will reimburse for new beds1 created on and after January 1, 2020.
Commerce will reimburse up to $56 per day net additional person sheltered above the baseline
of shelter occupancy prior to the award of funding.
Commerce will reimburse up to $10,000 per shelter bed prior to occupancy for costs associated
with creating additional shelter capacity or improving existing shelters to improve occupancy
rates and positive outcomes.
The following table compares the billable budget categories to the allowable expenses.
Budget Categories Applicable Rates Allowable Expenses
Pre-Occupancy
$10,000 per bed prior to
occupancy
Facility Support
Capital
Acquisition (pre-occupancy only)
Operations
Admin
Post-Occupancy Operations $56 per day per bed
1 Examples of new beds include tents converted to tiny shelters/homes, seasonal or temporary beds converted to permanent beds
or nightly drop-in beds converted to 24-hour beds.
Attachment C
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Reimbursements
Lead grantees must bill Commerce monthly for reimbursement of allowable costs. Invoices are due on
the 20th of the month following the provision of services. Final invoices for a biennium may be due
sooner than the 20th. If the lead grantee fails to submit an invoice within a three-month period,
without a reasonable explanation, Commerce may take corrective action as outlined in the lead
grantee contracted Scope of Work. Exceptions to billing procedures can be negotiated with Commerce
on a case-by-case basis.
Invoices must be submitted online using the Commerce Contract Management System (CMS) through
Secure Access Washington (SAW).
Back-up Documentation
All invoices must include the Shelter Program Enrollment Report. Commerce may require a lead grantee
to submit additional documentation. Lead grantees must retain original invoices submitted by their
subgrantees.
Budget Revisions
A contract amendment may be required when revisions (in one or cumulative transfers) reach more
than 10 percent of the grant total.
Attachment C
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3.1 Facility Support
Lease, master lease or rent payment on a building used to provide emergency shelter
Hotel/Motel payments on a building or room used to provide emergency shelter
Utilities
Maintenance and repair
Security and janitorial services
Essential facility equipment and supplies
On-site and off-site management costs
Mortgage payments
Other expenses as approved in advance by Commerce
3.2 Capital
Construction
Capital improvements
Other expenses as approved by Commerce
Property Acquisition
Property acquisition (only billable to Pre-Occupancy)
3.3 Operations
Operations expenses are directly attributable to the Shelter Program.
Salaries and benefits for staff costs
Office space, utilities, supplies, phone, internet, and training
Equipment
Shelter supplies
Financial Assistance
Financial assistance must be paid directly to a third party on behalf of the household.
Move-in Costs
One-time move-in costs may be paid to assist participants in moving into permanent or transitional
housing destinations. Eligible costs include:
First and last months’ rent
Housing security deposits
Utility deposits
Incentives paid to landlords
Application fees, background check fees, credit check fees
Other costs as approved in advance by Commerce
Flexible Funding
Flexible Funding is the provision of goods or payments of expenses which directly help a participant
to obtain or maintain housing or meet essential household needs.
3 Allowable Expenses
Attachment C
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Essential household needs means personal health and hygiene items, cleaning supplies,
transportation passes and other personal need items.
Flexible Funding payments must be paid directly to a third party on behalf of the household.
Ineligible Expenses
Ongoing rent/utility payments
Retailer or merchant gift cards, vouchers or certificates that can be exchanged for cash or that
allow the recipient to purchase alcohol or tobacco products.
Program Expenses
Intake and assessment
Housing support services
Outreach services
Data collection and entry
General liability insurance and automobile insurance
Other costs as approved in advance by Commerce
Ineligible Expenses
Replacement or operating reserves
3.4 Administration
Allowable administrative costs benefit the organization as a whole and cannot be attributed specifically
to the Shelter Program.
Executive director salary and benefits
General organization insurance
Organization wide audits
Board expenses
Organization-wide membership fees and dues
General agency facilities costs (including those associated with executive positions) such as
rent, depreciation expenses and operations and maintenance
All amounts billed to administration must be supported by actual costs. This means:
Billed directly, such as IT services that are billed by the hour.
Shared costs that are allocated directly by means of a cost allocation plan.
Costs related to executive personnel such that a direct relationship between the cost and the
benefit cannot be established must be charged indirectly by use of an indirect cost rate which
has been appropriately negotiated with an approved cognizant agency or by use of the 10
percent de minimus rate.
Attachment C
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12
4.1 Emergency Shelter
Emergency shelter provides short-term temporary shelter (lodging) for people experiencing
homelessness.
Shelter Program Models
Drop-In Shelters
Drop-In Shelters offer night-by-night living arrangements that allow households to enter and exit on an
irregular or daily basis.
Continuous-Stay Shelter
Continuous-Stay Shelters offer living arrangements where households have a room or bed assigned to
them throughout the duration of their stay.
4.2 Service Delivery
Shelter Programs provide services oriented toward bringing people experiencing unsheltered
homelessness inside, and exiting shelter participants to permanent housing and positive destinations
quickly.
Rules and Policies
Shelter Programs must have realistic and clear expectations. Rules and policies must be narrowly
focused on maintaining a safe environment for participants and the community and avoiding exits to
homelessness. Shelter programs must have flexible intake schedules and require minimal
documentation. At the minimum, people must not be screened out based on the following criteria:
Having little or no income
Having poor credit or financial history
Having poor or lack of rental history
Having involvement with criminal justice system2
Having active or a history of alcohol and/or substance use3
Having been impacted or affected by crime
The type or extent of disability-related services or supports that are needed
Lacking identification or proof of U.S. Residency Status
Other behaviors that are perceived as indicating a lack of “housing readiness”, including
resistance to receiving services
If a program serves households with children, the age of a minor child cannot be used as a basis
for denying any household’s admission to the program
Shelters may not have stay limits. Participants must not be exited to homelessness solely due to the
number of days residing in shelter.
2 Shelter Programs serving families with children may screen participants for sex offenses.
3 Sobriety/recovery focused Shelter Programs may limit enrollment to individuals seeking a sober/recovery focused environment.
4 Allowable Interventions
Attachment C
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13
Shelter Programs must not require participants to pay a share of rent or program fees.
Participants must not be terminated from the program for the following reasons:
Failure to participate in supportive services or treatment programs
Failure to make progress on a housing stability plan
Alcohol and/or substance use in and of itself is not considered a reason for termination4
If a participant is terminated from the Shelter Program due to violating rules focused on maintaining a
safe environment, there must be a process in place for the participant to re-enroll in the Shelter
Program at a later date when the behavior has resolved.
Housing Stability Focused Services and Planning
Shelter Programs must offer housing stability focused services. Housing stability focused services are
driven by the needs of the participant, are flexible, use a strengths-based approach and focus on
obtaining stable housing.
Shelter Programs should assess each participant’s needs and facilitate planning for stable housing.
Assessments and housing stability planning should be documented.
Services may also include:
Housing Identification Services: Recruit landlords to provide housing for Shelter Program
participants and assist households with securing housing.
Financial Assistance: Provide assistance to cover move-in costs and deposits.
Case Management and Services: Provide services and connections to community resources5
that help participants obtain housing.
Diversion and Problem-Solving
Shelter Programs must employ Diversion and Problem-Solving. Diversion is a creative problem-solving
approach to help participants resolve their housing crisis, ideally before entering the crisis response
system. Diversion uses exploratory conversations to help participants identify realistic housing options
based on their own resources. Diversion is often accompanied with short-term services including one-
time financial or move-in assistance.
Diversion approaches are utilized prior to Shelter Program enrollment and throughout a participant’s
shelter stay.
Progressive Engagement
Shelter Programs must employ a Progressive Engagement approach in service delivery. Progressive
Engagement means:
4 Does not apply to sobriety/recovery oriented Shelter Programs.
5 Community resources include behavioral health, chemical dependency, education or workforce training, employment services and
permanent supportive housing.
Attachment C
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14
Initial assessment and services address the immediate housing crisis with the minimal services
needed.
Frequent re-assessment determines the need for additional services.
Services are individualized and responsive to the needs of each participant.
Participants exit to permanent housing or other positive destinations as soon as possible.
Having already received assistance does not negatively impact a participant’s eligibility if they
face homelessness again.
Street Outreach
Street outreach is a strategy for engaging people experiencing homelessness who are otherwise not
accessing services for the primary purpose of bringing them inside.
Shelter Programs must ensure street outreach is provided to people experiencing unsheltered
homelessness with the goal of bringing them inside to the Shelter Program.
Street outreach must be linked to the county or regional CE by either performing mobile CE services
(e.g. assessment) or by providing referrals to CE.
Racially Equitable Access and Outcomes
Shelter Programs must develop and implement strategies to prevent racial inequities in who is served
and program outcomes. At a minimum, strategies must include:
Hiring and promoting both frontline and management staff who reflect the racial, cultural and
language demographics of the population being served.
Implementing inclusive programming by intentionally seeking and utilizing input from the
population being served.
Additional recommended strategies to promote equity in services:
Affirmatively market the program.
Outreach to and develop meaningful connections with Tribal communities, farmworkers and
other marginalized communities.
Provide interpretation services to ensure effective communication with people who have
limited English proficiency.
Translate all documents and marketing information (including website) into the most common
languages spoken in the community.
Offer flexible intake processes such as mobile, virtual and outreach-based intake.
Ensure direct service staff have relevant cultural competency training and educational
materials.
Attachment C
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15
Coordinated Entry
Shelter Programs are not required but may elect to participate in the county or regional CE process.6
To support effective partnerships, grantees should actively create and maintain relationships with CE.
Additionally, Shelter Programs should refer clients to CE when their needs cannot be met by the
project.
Shelter Programs that elect to participate in the county or regional CE process must have a procedure
that documents the referral process and comply with the Washington State Coordinated Entry
Guidelines.
6 If the county or regional CE requires Emergency Shelters and Drop-in Shelters to participate in the county or regional CE process,
Emergency Shelters and Drop-in Shelters funded by the Shelter Program Grant must participate in the county or regional CE process
by accepting referrals and must fill openings exclusively through the CE process.
Attachment C
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16
5.1 Facility Types
Emergency Shelter Facility
An Emergency Shelter Facility is defined as a building locally permitted to provide emergency shelter
for people experiencing homelessness. This includes re-use of existing buildings and new buildings. This
designation requires a certificate of occupancy issued by the local jurisdiction.
Temporary Shelter Site
A Temporary Shelter Site is defined as structure(s) or a location locally permitted to provide temporary
shelter for people experiencing homelessness. Tents, mitigation sites or hosted encampments are
examples of Temporary Shelter Sites. This designation requires use approval, as required by the local
jurisdiction. This could be conditional or temporary use permits, or a zoning letter stating approvals
required.
Temporary shelter structures referred to as “tiny shelters” or “tiny homes” are allowable facility types,
in addition to other models approved by Commerce.
Other Facility Types
Hotels, motels, dormitories and efficiency dwelling units or apartments are allowable types of shelter
facilities. Local permitting and occupancy requirements must be followed, as applicable.
Shelter Programs utilizing hotel/motels must ensure access to beds each day the program is
operational.
5.2 COVID-19 Safety Measures
All shelters must implement applicable recommendations provided by the Washington State
Department of Health and Centers for Disease Control and Prevention Guidance for Shared or
Congregate Housing. Shelter facilities must obtain approval by the relevant local public health
jurisdiction, Public Health Officer, County Medical Director or Department of Public Health Director
prior to occupancy of the shelter.
5.3 Health and Safety
All shelter facilities must be structurally sound to protect occupants from the elements and not pose
any threat to health or safety. Space and privacy in sleeping areas must ensure privacy and dignity.
Shelter facilities must be accessible for people who use wheelchairs or mobility devices and must
provide reasonable accommodations, as needed.
All shelter facilities must provide:
Access to hygiene facilities, including toilets, handwashing and garbage containers, all of which
are serviced frequently
Access to storage for the belongings of shelter guests
Janitorial service/cleaning which ensures shelter space is hygienic and comfortable
5 Facility Requirements
Attachment C
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17
A bed for each participant that is in good condition with a clean and comfortable mattress,
including bed linens7
Cribs, bassinets and infant formula for participants with minor children, as needed
Shelter facilities should also provide:
Personal hygiene products
Access to kitchen facilities including a sink, refrigerator, stove, garbage containers and eating
and cooking utensils
Food and beverages and food that is in accordance with the participant’s religious and cultural
beliefs and personal practices
Access to laundry facilities
5.4 Lead Based Paint
To prevent lead poisoning in young children, lead/subgrantees must comply with the Lead‐Based Paint
Poisoning Prevention Act of 1973 and its applicable regulations found at 24 CFR 35, Parts A, B, M and R.
7 Not required for hosted encampments. Sites utilizing tents must include clean, comfortable and warm sleeping accommodations,
such as a sleeping bag and pad or cot.
Attachment C
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18
6.1 HMIS
Shelter Programs must enter participant data into the Homeless Management Information System
(HMIS) in accordance with the most current HMIS Data Standards.
Data Quality
Shelter Programs are required to provide quality data to the best of their ability. Maintaining good data
quality is important for effective program evaluation. Data quality has four elements: completeness,
timeliness, accuracy and consistency.
For detailed data quality requirements see Appendix E: HMIS Data Quality.
Consent for Entry of Personally Identifying Information
Identified Records
Personally identifying information (PII)8 must not be entered into HMIS unless all adult
household members have provided informed consent.
Informed consent must be documented with a signed copy of the Client Release of Information
and Informed Consent Form in the client file. If electronic consent has been received, a copy
does not need to be printed for the client file but must be available in HMIS. If telephonic
consent has been received, complete the consent form the first time the participant is seen in
person.
Anonymous Records
The following types of records must be entered anonymously:
Households in which one adult member does not provide informed consent for themselves or
their dependents
Households entering a domestic violence program or currently fleeing or in danger from a
domestic violence, dating violence, sexual assault, human trafficking or a stalking situation
Minors under the age of 13 with no parent or guardian available to consent to the minor’s
information in HMIS
Households in programs which are required by funders to report HIV/AIDS status
Special Circumstances
If the reporting of the HIV/AIDS status of participants is not specifically required, the HIV/AIDS status
must not be entered in HMIS.
If a combination of race, ethnicity, gender, or other demographic data could be identifying in your
community, those data should not be entered for anonymous records.
8 PII includes name, social security number, birthdate, address, phone number, email and photo.
6 Additional Requirements
Attachment C
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19
6.2 Ineligible Use of Funds
Lead/subgrantees must inform Commerce if grant funds are spent on ineligible expenses. Reasonable
attempts must be made to prevent ineligible use of funds.
6.3 Personal Identifying Information
Personal identifying information must never be sent electronically unless sent via a secure file transfer.
Request secure file transfer login credentials from Commerce.
6.4 Grievance Procedure
Lead/subgrantees must have a written grievance procedure for households seeking or receiving
services which includes the participant’s right to review decisions and present concerns to program
staff not involved in the grievance.
This procedure must:
Clearly describe how participants can request a review or report concerns
Be accessible to all participants seeking or receiving services
6.5 Termination and Denial of Service Policy
Lead/subgrantees must have a termination and denial policy.
This policy must:
Describe the reasons a household would be denied services and/or terminated from program
participation
Describe the notification process
Ensure participants are made aware of the grievance procedure
6.6 Records Maintenance and Destruction
Lead/subgrantees must maintain records relating to this grant for a period of six years following the
date of final payment.
Paper records derived from HMIS which contain personally identifying information must be destroyed
within seven years after the last day the household received services from the lead/subgrantee.
6.7 Nondiscrimination
Lead/subgrantees must comply with all federal, state, and local nondiscrimination laws, regulations
and policies.
Lead/subgrantees must comply with the Washington State Law against Discrimination, RCW 49.60, as it
now reads or as it may be amended. RCW 49.60 currently prohibits discrimination or unfair practices
because of race, creed, color, national origin, families with children, sex, marital status, sexual
orientation, age, honorably discharged veteran or military status, or the presence of any sensory,
mental, or physical disability or the use of a trained guide dog or service animal by a person with a
disability.
Lead/subgrantees must comply with the Federal Fair Housing Act and its amendments as it now reads
or as it may be amended. The Fair Housing Act currently prohibits discrimination because of race,
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color, national origin, religion, sex, disability or family status. The Fair Housing Act prohibits enforcing a
neutral rule or policy that has a disproportionately adverse effect on a protected class.
Lead/subgrantees serving households with children must serve all family compositions. If a program
operates gender-segregated facilities, the program must allow the use of facilities consistent with the
participant’s gender expression or identity.
Local nondiscrimination laws may include additional protected classes.
6.8 Accessibility
Lead/subgrantees must ensure effective communication with people with disabilities, including access
to all appropriate auxiliary aids and services necessary (e.g. braille, large type, assistive listening
devices and sign language interpreters).
Lead/subgrantees must ensure effective communication with people who speak other languages, have
limited English proficiency, and/or have limited literacy abilities, as is locally appropriate.
6.9 Providing Move-In Assistance
Lead/subgrantees providing move-in assistance must ensure participants receiving move-in assistance
have rental agreements in place prior to move-in and provide information on the Washington
Residential Landlord Tenant Act. See Appendix D: Requirements for Providing Move-In Assistance for
detailed requirements.
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7.1 Appendix A: Required Policies and Procedures
Coordinated Entry Procedure, if applicable (Section 4.2.7)
Grievance Procedure (Section 6.4)
Termination and Denial of Service Policy (Section 6.5)
7.2 Appendix B: Performance Goals
Overview
Performance measures help evaluate the effectiveness of the Shelter Program Grant. The current
contract period will serve to gather baseline data and may inform renewal of Shelter Program Grant
funding.
Projects are not required to meet or make progress towards performance targets as a condition of
funding for the current contract period. Project performance data will impact community and state
level performance measures.
Commerce has identified the following as the most critical performance measures for the Shelter
Program:
Increasing Exits to Permanent Housing
Increasing Percent Exits to Positive Outcomes
Reducing the Length of Stay
Equitable Access and Outcomes
Housing Outcome Performance Goals
Lead/subrantees should aim to improve the housing outcomes of Shelter Program Grant participants. For each
intervention type funded by the Shelter Program Grant, lead/subgrantees should adopt the following
performance goals.
9 The target is the level of desirable performance and is an indicator of a high performing project.
10 Drop-in Emergency Shelters offer night-by-night living arrangements that allow households to enter and exit on an irregular or
daily basis and often use a Night-By-Night tracking method in HMIS.
7 Appendices
Intervention Type Performance Goal HMIS Calculation Performance
Target9
Emergency Shelter
Increase Percent Exits to
Permanent Housing
Of people in the ES project who exited,
those who exited to permanent housing
destinations
50%
Drop-in
Emergency
Shelter10
Increase Percent Exits to Positive
Outcomes
Of people in the ES project who exited,
those who exited to Positive Outcome
destinations
50%
Temporary Shelter
Increase Percent Exits to Positive
Outcomes
Of people in the Other project who exited,
those who exited to Positive Outcome
destinations
50%
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Exit Destinations
Exit Destinations Options
Positive Outcome: The
following destinations
are considered Positive
exits from Drop-in ES
and Temporary Shelter
Sites
Permanent Housing: The
following destinations
are considered
Permanent exits from
Emergency Shelters
Emergency shelter, including hotel or motel paid for with emergency
shelter voucher, or RHY-funded Host Home shelter
Positive
Outcome
Negative
Outcome
Foster Care home or foster care group home Positive
Outcome
Negative
Outcome
Hospital or other residential non-psychiatric medical facility Removed from
denominator
Removed from
denominator
Hotel or Motel paid for without emergency shelter voucher Positive
Outcome
Negative
Outcome
Jail, prison or juvenile detention facility Negative
Outcome
Negative
Outcome
Place not meant for habitation (e.g., a vehicle, an abandoned building,
bus/train/subway station/airport or anywhere outside)
Negative
Outcome
Negative
Outcome
Psychiatric hospital or other psychiatric facility
Positive
Outcome
Negative
Outcome
Residential project or halfway house with no homeless criteria
Removed from
denominator
Negative
Outcome
Safe Haven
Positive
Outcome
Negative
Outcome
Staying or living with family, temporary tenure (e.g. room, apartment or
house)
Positive
Outcome
Negative
Outcome
Staying or living with friends, temporary tenure (e.g. room, apartment or
house)
Positive
Outcome
Negative
Outcome
Substance abuse treatment facility or detox center
Positive
Outcome
Negative
Outcome
Transitional housing for homeless persons (including homeless youth)
Positive
Outcome
Negative
Outcome
11 A Temporary Shelter Site is defined as structure(s) or a location locally permitted to provide temporary shelter for people
experiencing homelessness. Tents, mitigation sites or hosted encampments are examples of Temporary Shelter Sites.
Site11
All
Reduce Average Length of Stay Of the people active in the project, the days
homeless as measured by each client’s start,
exit and bed night dates strictly as entered
into HMIS
Not
established
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Long-term care facility or nursing home
Positive
Outcome
Removed from
denominator
Host Home (non-crisis)
Positive
Outcome
Permanent
Housing
Owned by client, no ongoing housing subsidy
Positive
Outcome
Permanent
Housing
Owned by client, with ongoing housing subsidy
Positive
Outcome
Permanent
Housing
Permanent housing (other than RRH) for formerly homeless persons
Positive
Outcome
Permanent
Housing
Rental by client, no ongoing housing subsidy
Positive
Outcome
Permanent
Housing
Rental by client, with GPD TIP housing subsidy
Positive
Outcome
Permanent
Housing
Rental by client, with other ongoing housing subsidy
Positive
Outcome
Permanent
Housing
Rental by client, with VASH housing subsidy
Positive
Outcome
Permanent
Housing
Staying or living with family, permanent tenure
Positive
Outcome
Permanent
Housing
Staying or living with friends, permanent tenure
Positive
Outcome
Permanent
Housing
Rental by client, with RRH or equivalent subsidy
Positive
Outcome
Permanent
Housing
Rental by client, with HCV voucher (tenant or project based)
Positive
Outcome
Permanent
Housing
Rental by client, with HCV voucher (tenant or project based)
Positive
Outcome
Permanent
Housing
Deceased
Removed from
denominator
Removed from
denominator
Client doesn’t know
Unknown /
Negative
Outcome
Unknown /
Negative
Outcome
Client refused
Unknown /
Negative
Outcome
Unknown /
Negative
Outcome
Data not collected
Unknown /
Negative
Outcome
Unknown /
Negative
Outcome
No exit interview completed
Unknown /
Negative
Outcome
Unknown /
Negative
Outcome
Other
Unknown /
Negative
Outcome
Unknown /
Negative
Outcome
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Equitable Access and Outcomes
Lead/subgrantees should ensure equitable access to the Shelter Program and equitable housing
outcomes of Shelter Program participants.
Equitable Access
Equitable access means that the race and ethnicity of people entering the Shelter Program are similar
to the community demographics. Equitable access is measured by comparing the percent of people in
poverty by race and ethnicity to the percent of people entering the Shelter Program by race and
ethnicity.
Access Data Example:
Percent of Total in Poverty in
Community X
Percent of Total enrolled in Shelter
Program
American Indian and Alaska Native 5% 1%
Asian 4% 4.%
Black or African American 10% 1.2%
Hispanic or Latinx (of any race) 30% 5%
Native Hawaiian and Other Pacific
Islander
1% 0.8%
White (Non-Hispanic / Non-Latinx) 50% 88%
This example data indicates that access to the Shelter Program is not racially equitable. American
Indian and Alaska Native, Black or African American and Hispanic or Latinx community members are
not accessing the Shelter Program at the expected rate.
Equitable Housing Outcomes
Equitable housing outcomes means that the outcomes of the Shelter Program participants should be
similar, regardless of race or ethnicity.
Outcome Date Example:
Percent of exits to Permanent
Housing
All Program Participants 55%
American Indian and Alaska Native 43%
Asian 58%
Black or African American 40%
Hispanic or Latinx (of any race) 54%
Native Hawaiian and Other Pacific
Islander
50%
White (Non-Hispanic / Non-Latinx) 60%
This example data indicates that Shelter Program outcomes are not racially equitable. American Indian
and Alaska Native, Black or African American, and Native Hawaiian and Other Pacific Islander shelter
participants are exiting to permanent housing at a significantly lower rate than White shelter
participants.
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7.3 Appendix C: HMIS Data Quality
Shelter Programs are required to provide quality data to the best of their ability. Maintaining good data
quality is important for effective program evaluation. Data quality has four elements: completeness,
timeliness, accuracy and consistency.
Completeness
Completeness of data is measured by the percentage of incomplete fields in required data elements.
Shelter Programs are expected to collect first name, last name, date of birth, race and ethnicity from
participants that give consent on the HMIS consent form. Shelter Programs will never require a
participant to provide this information even if they have consented, but should gather it to the best
of their ability.
All participants, consenting and non-consenting, must have complete prior living situation and exit
destination data.
Examples of incomplete entries:
*Only measured for consenting participants.
Expected completeness measures for project types:
Data Element Emergency
Shelter
Night-by-
Night/Drop-in
Emergency Shelter
Name* 85% 80%
Date of Birth* 85% 80%
Race* 85% 80%
Ethnicity* 85% 80%
Prior Living Situation 85% 80%
Destination 80% 50%
*Only measured for consenting participants.
Incomplete Entries
Data Element Incomplete if…
Name* [Quality of Name] field contains Partial, Street name, or Code name, Client doesn’t
know, Client refused or Data not collected; or [First Name] or [Last Name] is missing.
Date of Birth* [Quality of DOB] field contains Approximate, Partial DOB reported, Client doesn't
know, Client refused or Data not collected; or [Date of Birth] is missing.
Race* [Race] field contains Client doesn't know, Client refused, Data not collected, or is
missing.
Ethnicity* [Ethnicity] field contains Client doesn't know, Client refused, Data not collected, or is
missing.
Prior Living Situation [Prior Living Situation] is client doesn't know, client refused, data not collected, or is
missing.
Destination [Destination] is Client doesn't know, Client refused, No exit interview completed,
Data not collected, or is missing.
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Timeliness
Participant data should be entered into HMIS as close to the date of collection as possible. Entering
data as soon as possible supports data quality by avoiding backlogs of pending data and allowing near
real time analysis and reporting.
Shelter Programs must enter/update project participant data in HMIS within 14 calendar days
following the date of project enrollment/exit.
Counties not using the State HMIS (data integration counties), must work with the HMIS Manager to
provide full CSV exports every six months. When Commerce is able to accept monthly imports,
Counties must upload data to the State’s HMIS using XML or CSV schema compliant with current HUD
HMIS Data Standards. Uploads must occur no later than the 30th calendar day following the end of
each month. Counties not able to export and upload data to the State HMIS using an approved format
must use the State HMIS for direct data entry.
Accuracy
Data entered into HMIS must reflect the real situation of the participant as closely as possible.
Accurate data is necessary to ensure any project reporting fairly represents the work of the project and
each participant’s story.
Examples of data accuracy:
Elements of Data Accuracy
Date of Birth and
Project Start Date
Ensure the two are not the same dates.
Prior Living
Situation data
elements
Ensure responses for Prior living situation, Length of stay in prior living situation,
Approximate date homelessness started, Number of times the client has experienced
homelessness in the last 3 years, and Number of months experiencing homelessness in
the last 3 years do not conflict with each other.
Disabling Condition Ensure the Yes/No answer does not conflict with the specific types of disabling
conditions.
Health Insurance Ensure the Yes/No answer does not conflict with the specific types of health insurance.
Monthly Income Ensure the Yes/No answer does not conflict with the specific sources of monthly
income.
Non-Cash Benefits Ensure the Yes/No answer does not conflict with the specific sources of non-cash
benefits.
Relationship to
Head of Household
Ensure there is only one Head of Household for any given household (including clients
served individually) and that this element is entered and accurate for all household
members.
Veteran Status Ensure individuals under 18 years of age are not identified as veterans.
Project Population
Specifics
Ensure that projects only serving individuals only enroll individuals and not multi-
person households.
Ensure that projects only serving families with children only enroll families with
children.
Ensure that projects only serving clients of a specific age range only enroll clients of
that age range.
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Consistency
Consistent data helps ensure that any reporting generated by a project is understood. Data consistency
is important for effectively communicating the processes and outcomes of a project.
All data will be collected, entered and stored in accordance with the Agency Partner Agreement.
All data elements and responses will be entered per the HUD data Standards Manual. To avoid
inconsistency, agencies should use language on intake forms that closely matches the elements and
responses in HMIS.
Participants who refuse consent must be made anonymous per Department of Commerce Guidance
and the consent refused client entry guide.
7.4 Appendix D: Requirements for Providing Move-In Assistance
Washington Residential Landlord-Tenant Act
Lead/subgrantees must provide information on the Washington Residential Landlord Tenant Act (RCW
59.18) to participants receiving rent assistance.
For more information on this law, visit Washington Law Help, housing page, tenant rights at
www.washingtonlawhelp.com.
Washington State’s Landlord Mitigation Law
Washington State’s Landlord Mitigation Law (RCW 43.31.605) became effective on June 7, 2018 to
provide landlords with an incentive and added security to work with tenants receiving rental
assistance. The program offers up to $1,000 to the landlord in reimbursement for some potentially
required move-in upgrades, up to fourteen days’ rent loss and up to $5,000 in qualifying damages
caused by a tenant during tenancy. A move in/move out condition report is required for a landlord to
receive reimbursement.
For more information, please visit the Commerce Landlord Mitigation Program website.
Lead Based Paint
For ALL properties constructed prior to 1978, landlords must provide tenants with:
Disclosure form for rental properties disclosing the presence of known and unknown lead‐
based paint;
A copy of the “Protect Your Family from Lead in the Home” pamphlet.
Both the disclosure form and pamphlet are available on the EPA’s website.
It is recommended that Shelter Programs providing move-in assistance also share this information with
participants.
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Rental Agreements
Shelter Programs must ensure one of the following types of agreements are in place if move-in
assistance is paid on behalf of a participant: Intent to Rent, Lease or Certification of Payment
Obligation.
Intent to Rent
At a minimum, an Intent to Rent form must contain the following:
Name of tenant
Name of landlord
Address of rental property
Rent rate
Signature of landlord/date
Lease
At a minimum, the lease or rental agreement between the participant and the landlord must contain
the following:
Name of tenant
Name of landlord
Address of rental property
Occupancy (who gets to live at the rental)
Term of agreement (lease start and end date)
Rent rate and date due
Deposits (if any and what for/term)
Signature of tenant/date
Signature of landlord/date
Certification of Payment Obligation
A Shelter Program Certification of Payment Obligation Form is required for rent subsidies paid to a
friend or family member who is not in the business of property management.
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