2014 Homeless Family Solutions System (HFSS) RFP
Good Afternoon,
LAHSA has posted Addendum #1 to the 2014 Homeless Family Solutions System
(HFSS) RFP on LAHSA's website under the Funding Opportunities tab at
http://www.lahsa.org/fundingopportunities.asp.
If you have any questions or concerns, please contact the Funding Team at
fundingopportunities@lahsa.org.
ADDENDUM #1
Section 8.2
Questions and
Answers
Please note that the entire Section 8.2 of this RFP has been replaced
with the below new information:
(Page 22)
8.2 Questions & Answers
Proposers are asked to defer all questions regarding this RFP until the Proposers’ Conference.
Proposers are encouraged but not required to submit questions in writing at least two (2) days prior to
the conference. Written questions are to be e-mailed to fundingopportunities@lahsa.org with
“Homeless Family Solutions-RFP” in the subject line.
After the Proposers’ Conference, any written questions regarding this RFP may be submitted to
LAHSA via e-mail to fundingopportunities@lahsa.org with “Homeless Family Solutions-RFP” in the
subject line. Proposers are responsible for checking the LAHSA website to obtain current information
and responses. Any omission or error made by any proposer under this RFP for failure to obtain
information posted regarding this RFP on the LAHSA website at www.lahsa.org is the sole
responsibility of proposer and is not basis for appeal of any adverse score or evaluation under this
RFP. All questions must be RECEIVED prior to 3:00 PM on Monday, April 7, 2014. Responses
will be posted on the LAHSA website www.lahsa.org no later than eight (8) business days after
questions are received.
If a prospective proposer does not have access to the LAHSA website, the proposer may call and
request a printed copy of any questions and answers be faxed or mailed via first class mail within 24
hours of date and time of call to LAHSA. LAHSA is not responsible for information not received by
callers when requested within seven (7) calendar days of the due date of the proposal under this RFP.
LAHSA shall not be obligated to answer any questions received after the above-specified deadline or
any questions submitted in a manner other than as instructed above. Oral comments or responses to
inquiries shall not be binding on LAHSA.
2014 HFSS Q&A
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2014 Homeless Family Solutions System (HFSS) RFP
Section 9
Proposal
Submission
Please note that the entire Section 9 of this RFP has been replaced with
the below new information:
(Page 23)
9. PROPOSAL SUBMISSION
Proposers must submit one (1) original and one (1) copy of the complete proposal. The original
must be marked “Original” on the upper right side of the cover and must bear the actual “wet”
signatures of the person(s) authorized to sign the proposal. The copy must be numbered on
the upper right hand side of the cover to indicate “Copy No. 1”. Proposers must also submit
one complete copy in electronic format such as CD, memory stick or external hard drive, and
upload a complete copy to the agency FileShare account. The electronic and hard copy shall
be identical to the original document in order to be reviewed, including having each “tabbed”
document individually saved.
Prior to submission, please review all copies of your proposal for consistency and proper order.
9.1 Formatting Requirements
a. Each program requesting funding must submit a complete proposal, specifying which region the
project is located in.
b. Documents must be typed in 12-point font with margins of no less than 1” on all sides. Text
may be single-spaced, double-spaced or spaced one and one half space. Format must be
“reader friendly” to facilitate easy review. Paragraphs must be clearly distinguishable. Use of
bolding where appropriate to highlight key ideas is encouraged. Proposals must be written in
English.
c. Proposal responses must comply with the requirements detailed in this document. Proposals
that are incomplete, out of order, have inadequate number of copies, lack required attachments,
or have other content errors or deficiencies will be rejected. Contextual changes and/or
additions to the proposal after the deadline will not be accepted.
d. The proposal must be submitted in the legal name of the corporation. Proposals must be
signed by authorized representative(s) of the proposer organization who have legal authority to
enter into a contract agreement with LAHSA.
e. Proposals must be submitted in a securely fastened format. Each page of the proposal,
including exhibits, must be numbered sequentially at the bottom of the page to indicate “Page _
of _”. The proposals must contain tabs marking each required attachment. The original should
be submitted in a tabbed binder, preferably the smallest size binder that will hold the proposal.
The copy should be fastened with a binder clip and should include tabbed dividers. Proposals
that are not fastened, are not sequentially numbered pages or are not tabbed may not be
accepted.
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2014 Homeless Family Solutions System (HFSS) RFP
f. Proposers must submit a separate complete proposal for each location for which they apply.
g. Proposers must provide complete copy of the proposal in electronic format and upload a
complete copy to the agency FileShare account, including a copy of the budget in Excel.
Acceptable electronic formats include external hard-drives, memory sticks, and compact discs.
The electronic and hard copy shall be identical to the original document in order to be reviewed,
including having each “tabbed” document individually saved.
h. Formatted templates in Word and Excel for components of the proposal are posted on LAHSA’s
website at www.lahsa.org.
9.2 Due dates
Proposals submitted in response to this RFP will be due in accordance with the following dates:
All proposal packets must be RECEIVED by hand delivery, mail, or messenger in the LAHSA office no
later than 3:00 PM (Pacific Daylight Time), Friday, April 25, 2014. Applications will not be accepted
via facsimile.
Proposals received after 3:00 PM (Pacific Daylight Time), Friday, April 25, 2014 will not be
accepted.
In the interest of fairness to all competing proposers, this deadline is firm as to date and hour, and
LAHSA will treat as ineligible for consideration any proposal that is received after the deadline.
Proposers should take this practice into account and make early submission of their materials to avoid
any risk of loss of eligibility brought about by unanticipated delays, computer service outages, or other
delivery-related problems. Amendments and/or addenda submitted to LAHSA after the proposal
deadline will be returned without review. However, LAHSA reserves the right to request clarification of
unclear or ambiguous statements made in the proposal.
Submit proposal packets to:
Homeless Family Solutions System RFP
Los Angeles Homeless Services Authority
811 Wilshire Blvd., 6th Floor
Los Angeles, CA 90017
9.3 Appeals
All appeals must be submitted in writing. Proposers under this RFP may only submit process appeals,
which are appeals based upon LAHSA’s failure to abide by its own established procedures in making
funding recommendations. Appeals based on the outcome of the decision-making process will not be
accepted. A disagreement with, or objection to, the points awarded will not be a sufficient basis for an
appeal.
9.3.1 Threshold Review Appeals
After the Threshold Review phase of the Proposal Evaluation Process, LAHSA staff will notify all
proposers of its findings and recommendations. Within two (2) business days after notice of staff
recommendations, the unsuccessful proposer must file a written statement specifying the grounds for
appeal. The appeal shall be limited to two (2) typed pages and must clearly state the grounds on
which the appeal is based. All appeals should be on proposer’s letterhead and entitled "Appeal from
2014 HFSS Q&A
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2014 Homeless Family Solutions System (HFSS) RFP
2014 Homeless Family Solutions System RFP ". Please do not include cover letters with the appeal.
Threshold appeals will be presented to the Programs and Evaluation Committee of the LAHSA
Commission. The Programs and Evaluation Committee will make the final decision regarding any and
all Threshold appeals. In the event the Programs and Evaluation Committee is unable to hold a timely
meeting to address any appeals, the final decision will be made by the LAHSA Commission.
9.3.2 Quality Review Appeals
After the Quality Review phase of the Proposal Evaluation Process, LAHSA staff will notify all
proposers of its findings and recommendations. Within (2) business days after notice of staff
recommendations, the unsuccessful proposer must file a written statement specifying the grounds for
appeal. The appeal shall be limited to two (2) typed pages and must clearly state the grounds on
which the appeal is based. All appeals should be on proposer’s letterhead and entitled “2014
Homeless Family Solutions System RFP”. Please do not include cover letters with the appeal.
Quality appeals will be presented to the Programs and Evaluation Committee. The Programs and
Evaluation Committee will make a recommendation and forward its recommendations to the LAHSA
Commission. The LAHSA Commission will make the final decision regarding any and all Quality
appeals.
All appeals are to be addressed as follows:
Chair, Programs and Evaluation Committee
Re: Homeless Family Solutions System RFP Appeals
Los Angeles Homeless Services Authority
811 Wilshire Blvd., 6th Floor
Los Angeles, CA 90017
Application
Section 2 –
Attachment 1 –
Summary
Checklist
Please note that the entire Application Section 2 – Attachment 1 –
Summary Checklist of this RFP has been replaced with the below new
information:
(Page 60)
2014 HFSS Q&A
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2014 Homeless Family Solutions System (HFSS) RFP
Application Section 2
Attachment1–SummaryChecklist
Thefollowingdocumentsmustbesubmittedintheorderlistedbelow,withtabsmarkingeach
document.Failuretosubmitanyofthesedocumentsinanapplicationmayresultinineligibilityof
theapplication.
Note:Ifyouhaveintentionallyleftanattachmentoutoftheproposal,pleaseincludeandinserta
sheetofpaperwiththenotation“AttachmentXIntentionallyLeftBlank”.Thisshouldinclude
anexplanationastowhythenormallyincludedattachmentisnotappropriatelyrelevanttoyour
proposal.
 Attachment1–ProjectSummaryChecklist

Attachment2–ExperienceandCapacity

Attachment3–ProgramDesign

Attachment4–Profile&Population

Attachment5–PastProgramInvolvement&Performance

Attachment6–CoordinationwithOtherTargetedHomelessservices

Attachment7–CoordinationandIntegration

Attachment8–CostEfficiency

Attachment9A–ProgramBudget

Attachment9B–BudgetandFinancialInformation

Attachment10‐Facility

Attachment11–LACountyBoardLetter
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2014 Homeless Family Solutions System (HFSS) RFP
Attachments –
Regulations and
Requirements
Please note that the entire Attachments – Regulations and Requirements
of this RFP has been replaced with the below new information:
(Page 81-90)
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2014 Homeless Family Solutions System (HFSS) RFP
Appendix – Regulations and Requirements
Appendix1–CrisisHousingRequirements
AllCrisisHousingproposalsmustadheretothefollowingrequirements:
A. Crisishousingmustbeprovidedinclean,safeandwell‐maintainedenvironment.All
effortsmustbemadetoprovideasmuchcomforttotheparticipantaspossible.
B. Crisishousingprovidersareexpectedtobeoperationalfor24hoursaday
C. Theentirefamilyunitmustbeaccommodatedsoasnottocausetheunnecessary
separationoffamilies.
D. Eachparticipantmustbeprovidedwithasmuchprivacyandpersonalspaceaspossible.
Participantsmust,ataminimum,beprovidedwithabed,cleanlinens,apillow,blanket
andapersonalcloset/lockerforstoringandhangingclothesandotherpersonaleffects.
Blanketsmustbeprovidedandmustbekeptcleanandfreeofparasiticinfestation.
E. Providersmustavoidovercrowdingwithinthefacility.Thebuildingmustbeingood
repair,freeofleaks,andprovideadequateheatandventilation.Itmustmeetalllocal
building,healthandsafetystandards.
F. Bathroomsink,toilet,andshowerfacilitiesarerequiredinnumberssuitabletomeetthe
needsofallparticipants.Hotwater,cleantowels,soapandshampoomustbeprovided.
Proposersareencouragedtoprovideotherhygienenecessities(e.g.toothbrush,
toothpaste,etc.).
G. Participants’participationinthechoresorfacilitymaintenanceresponsibilitiesshallnot
impedeuponachievementofparticipants’goals.Proposersshallnotrequirereligious
participationasaconditionofreceivingservices.
H. Trainedsecuritypersonnelmustbeprovidedforthesafetyoffamiliesandstaff.(Please
notethatLAHSAwillnotacceptsecurityplansthatincludeshelterclientsservingas
securitypersonnel).
I. Providerswillberequiredtoprovidebreakfastanddinnermealstoeachparticipant.The
onlyexceptiontothisrequirementisformediumcrisishousingthatisconfiguredin
separateapartmentswithprivatekitchensorindividualroomswithlargesharedkitchens,
SingleResidenceOccupancy(SRO)style.Inthesetypesoftransitionalprograms
participantsmayberesponsibleforplanningandpreparingtheirownmealsand
purchasingaportionoftheirownfoodonlyifthisisamanagedlifeskillsenhancement
componentoftheprogram.Insuchsituations,theprogrammustalsoprovidespecificlife
skillstraininginnutrition,foodbudgeting,andmealplanningandpreparation.
Additionally,agencystaffmustensurethateachindividualhasaccesstosufficientfood
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2014 Homeless Family Solutions System (HFSS) RFP
J.
K.
L.
M.
N.
resources.Allmeals,whetherprovidedbytheprogramorpreparedbytheparticipant,
mustbecompleteandnutritionallyadequate.
Medium‐CrisisHousingOnly:Staffshouldpossessextensiveknowledgeoftheformaland
informalresourcesthatwillenablethemtoadvocateandaccuratelyconnectparticipants
tohousingandcommunity‐basedsupportiveservices.Staffisresponsibleforprovidingall
theavailableoptionssothattheparticipantcanmakeinformeddecisionswhenselecting
stablehousing.
Medium‐TermCrisisHousingOnly:Althoughsomemedium‐termcrisishousingprograms
chargerent,thechargemustbebasedontheparticipant’sactualincomeandcannot
exceedthirtypercent(30%)oftheparticipant’sadjustedincome.Programschargingrent
mustincludedocumentationintheparticipant’scasefileverifyinghis/hermonthlyincome
anddemonstratingthatthechargedoesnotexceedthe30%limit.Programor
participationfeesmayonlybechargedforsupportiveservicesthatarenotfundedor
reimbursedbyanyotherfundingsource.Inaddition,programorparticipationfeescannot
beforcostsassociatedwiththeoperationofthefacility.Providersseekingfundingfor
transitionalhousingunderthisRFPareencouragedtomakeeveryefforttoreduceany
chargestoprogramparticipants.
CrisisHousingprovidersarerequiredtomaintain,ataminimum,anaverageof95%unit
(family)occupancyratethroughoutthetermofthecontract.
Crisishousingprovidersshallprocureallapplicablelicensesorpermitsnecessarytomeet
thecoderegulationsrequiredtooperatetheProgramfundedunderthisAgreement.
TheMcKinney‐VentoAct,asamendedbytheHEARTHActrequiresrecipientstodesignate
astaffpersontoensurethatchildrenareenrolledinschoolandconnectedtothe
appropriateserviceswithinthecommunity.Therecipientmustdocument,inwriting,its
processforidentifying/hiringadesignatedstaffperson,includinganybudgetorresource
implications,toensurecompliancewiththeMcKinney‐VentoAct,asamendedbythe
HEARTHAct.
Appendix2–FinancialAssistance
CertainFSSfundscanbeutilizedtoprovidehotel/motel
vouchersforfamiliesinneedofshort‐termemergency
shelter.Itistheresponsibilityoftheserviceproviderto
identifyanappropriatemotel/hotelandmaintainall
documentationverifyingthatthehotel/motelmeetsthe
requirementssetinthispolicy.
2014 HFSS Q&A
Funded by: 
Homelessness Prevention Initiative Funds

ESG Shelter and Services

DPSS Single Allocation
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2014 Homeless Family Solutions System (HFSS) RFP
Hotel/Motelvouchersaresubjecttothefollowingtermsandconditions:
FamilyEligibility:
 ThefamilyisenrolledinaRapidRe‐HousingProgram
 Householdmustnothaveanyotherhousingopportunityavailableforthatnight
 Noappropriateshelterbedsareavailable;
o Documentedbyattemptingtoplacetheclientinatleastthreeappropriateshelter
facilities.
Motelvouchersareonlyavailableforalimitedamountofdaysdependinguponfundingstream.
Amotel/hotelvouchercannotbeusedif:
 ThehouseholdisenrolledinHomelessnessPrevention;
 Appropriateshelterbedsareavailable,butahotelispreferred.
Motel/HotelStandards:
 Scoreatminimumanoverall“Adequate”ratingontheHotel/MotelMinimumStandards
SiteInspectionTool.Hotels/motelswhichdonotmeetthisstandardmaynotbeeligiblefor
reimbursement.
o SiteInspectionToolshouldbecompletedandkeptonfileforeachcontracted
motel/hotel.Thehotel/motelfacilitiesshouldbeinspectedatminimumonceevery
six(6)months.
 Thecostofthehotel/motelmustbereasonableandappropriateandconsistentwithother
motel/hotelratesinthearea.Sub‐recipientsshouldretaindocumentationverifyingthat
motelcostsarereasonableforthegeographicregion.
Appendix3 – RentalApplicationFees
Directfinancialassistancecanbeutilizedtopayforrentalapplicationfeestoassisthomeless
familiessecurepermanenthousing.
Applicationfeesarenormalcostsassociatedwith
Funded by: applyingforpermanenthousing.Theymustbe

ESG Rapid Re-Housing
reasonableandmaynotexceedthemaximumamounts
assetbytheStateofCalifornia(In2012thisamountwas
limitedto$49.50).Applicationcostsareusedtoverify
thefamily’spersonalinformationandaregenerallyrequiredforeachadulthouseholdmember.
Serviceprovidersmayassistalladulthouseholdmemberswiththesecosts.
Familiesmustbeenrolledinarapidre‐housingprograminordertoreceiveRentalApplication
Feepaymentassistance.
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Appendix4 – MovingAssistance
Directfinancialassistancecanbeutilizedtoprovide
Funded by: movingassistancetohomelessfamiliesmovinginto

ESG Rapid Re-Housing
permanenthousing.
Movingassistanceisdividedintotwotypesandfamilies
maybeeligibletoreceivebothtypesofassistance:
 MovingAssistance
o Movingassistancehelpstopayformovingrelatedexpensessuchasmovingvan
rental(inclusiveofmileagerelatedcharges),truckrentalinsurance,labor,and
movingcompanies.
o Themaximumamountofassistanceavailableunderthiscategoryis$250.
 StoragePaymentAssistance
o Storagepaymentsmustbereasonableandcomparabletootherstoragecostsinthe
region.
o Familiesmayreceiveuptothree(3)monthsofstoragepaymentassistance
o Storagecostsincurredpriortoenrollmentinarapidre‐housingprogramarenot
eligibleforassistance.
Familiesmustbeenrolledinarapidre‐housingprogramtobeeligibleforthisassistance.
Appendix5 – SecurityDeposits
Directfinancialassistancecanbeutilizedtoprovide
Funded by: securitydepositstoassisthomelesshouseholdssecure

ESG Rapid Re-Housing

DPSS Single Allocation
permanenthousing.
Familyeligibility:
 Movingintopermanenthousing
 Enrolledinarapidre‐housingprogram.
Thefollowingcriteriamustbemet:
 Depositcannotexceedtheequivalentoftwomonthsofrent;
 TheunithasbeenapprovedinaccordancewiththeUnitApprovalPolicy.
 Housingsituationmustbeapermanenthousingdestinationwithastandardlease
agreementforaperiodofatleastoneyear;
 PaymentisbeingmadedirectlytotheAuthorizedAgent.
Appendix6 – UtilityDepositsandPayments
Directfinancialassistancecanbeutilizedtoprovide
utilityset‐upcostsandutilityarrearpayment
assistance.
2014 HFSS Q&A
Funded by: 
ESG Rapid Re-Housing
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2014 Homeless Family Solutions System (HFSS) RFP
FamilyEligibilityfordirectfinancialassistance:
 Movingintopermanenthousing
 Enrolledinarapidre‐housingprogram
 AbilitytoobtainandmaintainutilitiesinthenameoftheHeadofHouseholdorother
contributingadultresidinginthehousehold.
Thefollowingareallowablecostsrelatingtoutilitydepositandpaymentassistance:
 Ongoingutilitypaymentsforeachservicewhileactivelyenrolledinarapidre‐housing
program
 Utilityarrearsassistanceperiodcannotexceedatotalof6months.Themonthsdonot
needtobeconsecutiveandthereisnotimelimitforhowlongagothechargesmayhave
beenincurred.
Additional Guidance: Utility Arrears  Utilityarrearsandutilitypaymentscannot
If money is owed to the utility companies preventing service turn on families should seek assistance from the exceed24monthsintotalforeachservice;
other resources in addition to ESG Rapid Re‐Housing as funds are limited: Eachproviderwillissuepaymentsonthebehalfof

Families can attempt to make a special payment
arrangement with the utility company and must provide
eligibleprogramparticipantstotheappropriate
documentation of the payment arrangement
utilitycompany.Regardlessofsub‐recipientspecific

Payments can be made to the utility company with funds
procedures,paymentrequestsforutilityassistance
leveraged on the family’s behalf through community utility
assistance programs.
mustincludethefollowing:
 UtilitySet‐UpForm
 UtilityArrearBreakdownForm
o Documentationclearlyindicatingthetimeperiodthatchargeswereincurredas
wellasafinalbillorotherdocumentwhichindicatesthetotalremainingbalance
due.Note:Specialcareshouldbetakentoreviewthisdocumentationforthetime
periodthatchargeswereincurredtodeterminethefrequencyinwhichchargesare
applied(forexample,LADWPconductsbillingbimonthlywhileTheGasCompany
conductsbillingmonthly).
 Copyofutilitybillforeachmonththatongoingutilitypaymentassistanceisprovided
Appendix7 – RentalAssistance
Directfinancialassistancecanbeutilizedtoprovide
Funded by: rentalassistancetohomelessfamiliesmovinginto

ESG Rapid Re-Housing

DPSS Single Allocation
permanenthousing.
Rentalassistanceissubjecttothefollowing:
 Rentalassistancepaymentsmustbetenantbasedandarelimitedtotheamountslistedin
theappropriatefundingspecificsectionofthisdocument.
 Rentalassistancepaymentsmustbemadedirectlytothelandlord.Sub‐recipients
(serviceproviders)mustverifypropertyownershipandpropertymanagement
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2014 Homeless Family Solutions System (HFSS) RFP





relationshipspriortotheissuanceofanypaymentsforfinancialassistance.
Rentalassistancecannotbeprovidedformobilehomes,RVs,spacerent,ormotels.
Themaximumrentburdenissetat80%(85%forDPSSfundedassistance).Therent
burdenisthecostoftherentalunitplusanytenantpaidutilities.
Agenciesshouldassistprogramparticipantstolocatearentalunitatorbelowmarket
rent.Whenarentalunithasbeenlocated,agenciesneedtoassisttheparticipantin
contactingthelandlordtocompletetheappropriatepaperworkandconductahabitability
standardsinspection.
Assistancecanbeutilizedinconjunctionwith(butnotduringthesametimeperiodas
similartypesofassistance)otherformsofassistance
Ifduringparticipationintherentalassistanceprogramtheparticipantbecomeseligible
foranothersubsidizedrentalprogram(Section8,PublicHousing,SubsidizedHousing
Complex),theparticipantwillberequiredtoaccepttherentalassistance,therefore
terminatingthemediumtermrentalassistance.Sub‐recipientswillberesponsibleto
coordinatebetweenparticipant,landlordandhousingauthority(ifapplicable),toensure
propertimingasparticipanttransitionstopermanenthousing.
Priortotheissuanceofanyassistance,thefollowingcriteriamustbemet:
 TheunithasbeenapprovedinaccordancewiththeUnitApprovalPolicy;
 Thehouseholdhasastandardleaseagreementforaperiodofatleastoneyear.
Rentalassistancecannotbeusedinthefollowingsituations:
 Thehouseholdisalreadyreceivingarentalsubsidyorotherformofrentalassistance
paymentfromotherFederal,stateorlocalsource;
 Thefamilyisnotpayingtheirfullportionofrent;
 Theleaseagreementfortheassistedunitisatimminentlyriskofbeinglostandtheuseof
rentalassistancewillnotpreservetheunit.
NotificationthatAssistancePeriodisending:
Agenciesadministeringrentalassistanceshouldensurethatparticipantsarethattheassistanceis
forashort‐termdurationonly.Providersshouldnotifyfamiliesinwritingnolessthan90and60
dayspriortothefinalissuanceofrentalassistancebenefits
Appendix8–UnitApprovalProcess
Anassistedunitmustundergoamulti‐partverificationprocessasrequiredbyHUDHEARTH.
Anytimeaprogramparticipantisreceivingfinancialassistanceandmovingintoanewunit
(financialassistanceincludesrentalassistance,securitydepositassistance,andutilityassistance).
Theapprovalprocessisnotrequiredforthosefamiliesreceivingservicesonly.Thepurposeof
thispolicyistoensurethattheunitcomplieswithFederalpaymentstandards,rent
reasonablenessrequirementsandHabitabilityStandards.Italsoensuresthatfamiliesmoveinto
unitswhicharesafe,habitable,andthatunitsarefairlyandreasonablypriced.
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2014 Homeless Family Solutions System (HFSS) RFP
Thefollowingisrequiredtoapproveaunitforassistance:
 CompliancewiththeHUDRentReasonablenessRequirements
 CompliancewiththeHUFFairMarketRate
 CompliancewithHabitabilityStandards
 VerificationofPropertyOwnership
 LeaseAgreement
 RentalAssistanceAgreement(onlyforunitsreceivingrentalassistance)
Thefollowingprocessshouldbefollowingwhenapprovingaunitforassistance:
Additional Guidance: Determining Gross Rent 1. DeterminetheGrossRentAmountfortheunit.
 Fees may include the Allowance for the
Systematic Code Enforcement Program
GrossRentAmount=Totalcontractedrentamount+
and the Rent Stabilization Ordinance Fee
 Utility allowance is added for those utilities
Feesrequiredforoccupancy(exclusiveoflatefeesand
that the tenant pays for separately
petfees)+MonthlyUtilityAllowance
2. EnsurecompliancewithPaymentStandard(FairMarketRent)24CFR888and24CFR
982.503AllunitsassistedwithESGfundsmustcomplywiththepaymentstandardsetby
HUDfortheGreaterLosAngeles‐LongBeachareas.Thepaymentstandard,alsocalledFair
MarketRent(FMR)issetannuallybyHUD.
3. EnsurethattheRentisReasonablenessinaccordancewith24CFR982.507.
Therentchargedforaunitmustbereasonableinrelationtorentscurrentlybeingcharged
forcomparableunitsintheprivateunassistedmarket.Unitswhichexceedtherent
reasonablenessdeterminationcannotbeassistedwithrentalassistanceunlessthe
landlord/propertyowneriswillingtolowertherenttomeettherentreasonableness
determination.
Rentreasonablenessmeansthatthetotalrentchargedforaunitmustbereasonablein
relationtotherentsbeingchargedduringthesametimeperiodforcomparableunitsin
theprivateunassistedmarketandmustnotbeinexcessofrentschargedbytheowner
duringthesametimeperiodforcomparableunassistedunits.Inaddition,rentspaidmust
notexceedthelocalFairMarketRentestablishedbyHUD.
Subrecipientsshoulddeterminerentreasonablenessbyconsideringthelocation,quality,
size,type,andageoftheunit,andanyamenities,maintenance,andutilitiestobeprovided
bytheowner.Comparablerentscanbecheckedbyusingamarketstudyofrentscharged
forunits
ofdifferentsizesindifferentlocationsorbyreviewingadvertisementsforcomparable
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2014 Homeless Family Solutions System (HFSS) RFP
rentalunits.
Anotheracceptablemethodofdocumentationofrentreasonablenessiswritten
verificationsignedbythepropertyownerormanagementcompany,onletterhead,
affirmingthattherentforaunitassistedwithESGfundsiscomparabletocurrentrents
chargedforsimilarunassistedunitsmanagedbythesameowner.
IfthegrossrentisatorbelowboththeFMRandtherentreasonablenessstandardfora
unitofcomparablesize,type,location,amenities,etc.,rentalassistancefundsmaybeused
topaytherentamountfortheunit.
IfthegrossrentfortheunitexceedseithertherentreasonablenessstandardorFMR,sub‐
recipientsareprohibitedfromusingESGfundsforanyportionoftherent,evenifthe
householdiswillingand/orabletopaythedifference.
4. EnsurethattheunitcomplieswithHUDHabitabilityStandards.Inspectionsmustbe
conducteduponinitialoccupancyandthenonanannualbasisforthetermofassistanceto
ensurethattheunitbeingassistedmeetshabitabilityrequirements.Inadditiontothe
HabitabilityInspection,sub‐recipientsmustalsoconductanVisualLead‐PaintAssessment.
Habitabilitystandardsdonotrequireacertifiedinspectortoconducton‐siteinspections.
Forexample,unitsassistedmaybeinspectedby:
 Programstaff;
 Stafffromorhiredbyanagencyofthegrantee’slocalgovernment;or
 Stafffromanothersubsidyprogramprovidingassistancetotheunitandalso
requiringaninspection(e.g.,Section8,HOPWATBRA),aslongastheyfollow
theminimumhabitabilitystandardsrequired.
Additional Guidance: W‐9’s 5. Verifytheowneroftheproperty.Sub‐recipientsmust
IRS Tax Code requires that businesses
ensurethatallfinancialassistancepaidonbehalfofan
issue 1099’s to any entity it pays $600 or
more in goods and services. As such, subeligiblefamilyarebeingpaidtotheownerortoa
recipients may require a landlord complete
person/entitywhichhaslegalauthorityoveraproperty
a W-9 in order to issue them payments.
(aswithpropertymanagementcompanies).
However, a W-9 is not meet the property
ownership verification requirement.
6. Ensurethatthelandlordwillbeissuingarentalorlease
agreementtothefamilyandwillbeincludingallhouseholdmembersonthelease
agreement.
7. Thesub‐recipientmustenterintoarentalassistanceagreementwithpropertyowner
settingforththetermsunderwhichtherentalassistanceisbeingprovided.Itmustat
leastincludethefollowing:
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Aprovisionrequiringtheownertogivethesub‐recipientacopyofanynoticetothe
programparticipanttovacatethehousingunit,oranycomplaintusedunderstateor
locallawtocommenceanevictionactionagainsttheprogramparticipant,asindicated
in§576.106(e)).
Thesamepaymentduedate,graceperiod,andlatepaymentpenaltyrequirementsas
theprogramparticipant’slease,asindicatedin§576.106(f)).
Forproject‐basedrentalassistance,theinitialtermoftherentalassistanceagreement
mustbe1year.Fortenant‐basedrentalassistance,recipients/sub‐recipientsshould
establishthetermoftherentalassistanceagreementfortheperiodoftimethey
anticipateprovidingassistance.
Thetypeofrentalassistancebeingprovided(tenant‐basedorproject‐based).
Ifasub‐recipientincurslatepaymentpenalties,itisthesoleresponsibilityofthesub‐recipient
topaythosepenaltiesusingnon‐ESGfunds,asindicatedin§576.106(f).
Thesub‐recipientmayrequiretheprogramparticipanttopayaportionofthemonthlyrental
cost.Insuchcases,therentalassistanceagreementshouldspecifytheamountofrenttobe
paidbythesub‐recipientandtheamounttobepaidbytheprogramparticipant,asindicated
in§576.106(b).
Whenprovidingtenant‐basedrentalassistance,therentalassistanceagreementwiththe
ownermustterminateandnofurtherrentalassistancepaymentsmaybemadeunderthat
agreementif:theprogramparticipantmovesoutofthehousingunit;theleaseterminatesand
isnotrenewed;ortheprogramparticipantbecomesineligibletoreceiveESGrentalassistance
§576.106(h).
Appendix9–Lead‐basedpaintrequirements
Lead‐BasedpaintregulationsapplytopropertiesconstructedpriortoJanuary1,1978.The
purposeoftheserequirementsistoensurethathousingassistedwithfederalfundsdoesnotpose
lead‐basedpainthazardstoyoungchildren.Assuch,ESGgranteesaresubjecttothe
requirements,asapplicable,oftheLead‐BasedPaintPoisoningPreventionActandtheAct’s
implementingregulationsat24CFRPart35.SinceLAHSA’sESGprogramdealsprimarilywiththe
operationofshort‐termemergencysheltersandthedeliveryofre‐housingassistancetoformerly
homelesspersons,ESGisgovernedbySubpartKoftheLead‐BasedPaintHazardregulations.
UndertheLead‐BasedPaintPoisoningPreventionActof1973,visualassessmentsforpotential
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2014 Homeless Family Solutions System (HFSS) RFP
lead‐basedpainthazardsmustbeconductedforallpre‐1978unitsinwhichachildundertheage
ofsixwillberesidingbeforefinancialassistancemaybeprovided.
Additional Guidance: Lead Based Paint Visual Assessments
Visualassessmentsmustbeconductedregardless
Become a HUD‐certified Visual Assessor by successfully ofwhethertheprogramparticipantisreceiving
completing an online training course from HUD: assistancetoremaininanexistingunitormoving
http://www.hud.gov/offices/lead/training/visualassessmen
toanewunit.Individuals
t/h00101.htm Sub‐recipientsmustensureprogramparticipantsenteringintoleasesforhousingbuiltpriorto
1978receiveinformationregardingleadbasedpaintandworkwithlandlordstoensuretheyare
followingprogramrequirementsregardingleadbasedpaint:
(a)Avisualinspectionofallpaintedsurfacesonunitsbuiltpriorto1978shallbeconducted
oneachunitunderagreementforre‐housingassistance.
(b)Ifdeterioratedpaintisfoundinunitsbuiltpriorto1978theownerofthepropertymust
stabilizedeterioratedpaintsurfacesbeforecommencementofassistedoccupancy.
LeadBasedPaintRegulationsareexemptforthefollowingsituations:
(a)HousingbuiltafterJanuary1,1978(thedatewhenlead‐basedpaintwasbannedfor
residentialuse);
(b)Housingexclusivelyfortheelderlyorpersonswithdisabilities,unlessachildunderage
6isexpectedtoresidethere;
(c)Zerobedroomdwellings,includingefficiencyapartments,single‐room
occupancyhousing,dormitories,ormilitarybarracks;
(d)Propertythathasbeenfoundtobefreeoflead‐basedpaintbyacertifiedinspector;
and
(e)Propertyfromwhichalllead‐basedpainthasbeenremoved,andclearancehasbeen
achieved.
Appendix10–LACountyBoardLetter
Letter to the LA County Board of Supervisors Requesting Approval of the Homeless Family Solutions System
LetterisinaseparatePDFdocument.
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