HomeMy WebLinkAbout2016-05-31-Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 5/31/2016
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; D. Williams, Vice Chairman;
Lockett and Davis, members.
Absent: Hon. M. Williams, Chairman.
ADMINISTRATIVE SERVICES
1. Amend the schedule for 2016 strategic workshops. Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 3-
0.
Commissioner
William Lockett
Commissioner
Mary Davis Passes
2. Discuss (and receive as information) amending the 2012, 2013 and 2014 Action
Plans to re-program $652,063.74.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 3-
0.
Commissioner
William Lockett
Commissioner
Mary Davis Passes
3. Motion to approve the minutes of the Administrative Services Committee held
on May 10, 2016.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 3-
0.
Commissioner
Mary Davis
Commissioner
William Lockett Passes
4. Commission Policy for the Drafting of Ordinances and Code Amendments. Item
Action:
Rescheduled
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Defer
Motion to refer this
item to the next
committee meeting.
Motion Passes 3-0.
Commissioner
William Lockett
Commissioner
Mary Davis Passes
5. Consider award of RFP 16-123 Consulting Services for Classification &
Compensation Study.
Item
Action:
Disapproved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve.
Ms. Davis votes
No.
Motion Fails 2-1.
Commissioner
William Lockett
Commissioner
Dennis Williams Fails
6. Motion to accept as information the H.O.U.S.E.S initiative to assist local
nonprofit organizations in their mission to End Veteran Homelessness within the
Augusta-Richmond County Jurisdiction.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
receiving this item as
information.
Motion Passes 3-0.
Commissioner
Mary Davis
Commissioner
William Lockett Passes
www.augustaga.gov
7. Comprehensive update from the appropriate staffers regarding the city's Link
Deposit Program. Report to include but not limited to the date of inception,
copy of approved guidelines, initial and current amount of deposits, name of
banking institutions and number of loans associated with the program, etc.
(Requested by Commissioner Marion Williams)
Item
Action:
Rescheduled
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Defer
Motion to refer this
item to the next
committee meeting.
Motion Passes 3-0.
Commissioner
Mary Davis
Commissioner
William Lockett Passes
Administrative Services Committee Meeting
5/31/2016 1:10 PM
Attendance 5/31/16
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
5/31/2016 1:10 PM
2016 Strategic Workshops
Department:Administrator
Presenter:Janice Allen Jackson
Caption:Amend the schedule for 2016 strategic workshops.
Background:On April 19, the Commission held a strategic workshop on
Planning and Zoning principles, and on May 4, one on the Parks
Master Plan. The next workshop, on Capital Improvements
Planning and a Transparency and Accountability update, is
currently schedule for Wednesday, June 8. The Commission
asked the Administrator to plan a strategic workshop on vacant lot
cleanups and abandoned building demolitions.
Analysis:It is proposed to schedule the workshop on vacant lots and
abandoned buildings on Wednesday June 30, from Noon to 2 pm,
ahead of the regular Commission meeting on that date; and to
move the workshop on Capital Improvements Planning from June
8 to Tuesday, June 7, also from Noon to 2 pm.
Financial Impact:N/A
Alternatives:N/A
Recommendation:Approve the amendment to the 2016 strategic workshop schedule,
adding a workshop on vacant lots and abandoned buildings on
Tuesday, July 5, from Noon to 2 pm; and for Capital
Improvements Planning on Tuesday, June 7, from Noon to 2 pm.
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
AHCD Reprogramming CDBG Funds May 19, 2016
AHCD Reprogramming of CDBG Funds
Currently Funded Activity Balance of Allocation New Use Allocation
Utilized
2012 CDBG Public Facility
Project Funds $106,565.17
a)Salvation Army: bathroom renovations
b)Lucy Craft Laney Museum: water intrusion
installation
$106,565.17
2014 CDBG Relocation Funds* $21,034.24 Homeowner and Emergency Repair
Rehabilitation Projects $265,607.58 2013 CDBG Small Business
Development Funds* $244,573.34
2013 CDBG Clearance &
Demolition Funds $279,890.99 Site Improvements/Infrastructure for
Twiggs Street Development $279,890.99
Total amount being
reprogrammed $652,063.74 $652,063.74
Administrative Services Committee Meeting
5/31/2016 1:10 PM
AHCD Reprogramming of CDBG Funds
Department:Housing and Community Development Department (AHCD)
Presenter:Hawthorne Welcher, Jr.
Caption:Discuss (and receive as information) amending the 2012, 2013
and 2014 Action Plans to re-program $652,063.74.
Background:Because certain funds were being forfeited and certain projects
have unused funds, it has become necessary to reprogram these
funds to facilitate their expenditure. We are proposing that funds
be reprogrammed FROM the following projects: 1. 2012 CDBG
Public Facility Project Funds – $106,565.17 2. 2013 CDBG
Small Business Development Funds – $244,573.34 3. 2013
CDBG Clearance & Demolition Funds – $279,890.99 4. 2014
CDBG Relocation Funds – $ 21,034.24 Total amount being
reprogrammed is $652,063.74.
Justification: In order for the department to meet its annual HUD
Regulatory Spend Down Requirement, we find it necessary to
reprogram funding to viable projects that will assist with
expending funding in a timelier manner. Staff is proposing the
funds be reprogrammed to the following projects:
Salvation Army for men and women bathroom renovations,
Lucy Craft Laney Museum for installation of a water intrusion
system to prevent future flooding,
Housing Rehabilitation Projects to include: Reconstruction/New
Construction/Etc.,
Site Improvement and Infrastructure work as part of the Twiggs
Street Development.
Note: See Attached Spreadsheet
All projects are construction/rehabilitation related in
nature. According to the City of Augusta's Citizen Participation
Policy, this increase in allocation constitutes a substantial change
to the Action Plans. Therefore, the revisions must be presented to
the public for a 30-day comment period. If comments are
received, they will be presented to the Commission for
consideration. We are requesting authorization to proceed with
the publication of a public notice in the newspapers to solicit
comments on the changes. The Public Notice will be published in
the Augusta Chronicle June 8, 2016 and the Metro Courier June 9,
2016. The deadline for comments will be July 10, 2016 by
5:00pm. Any comments received will be presented to Commission
on Tuesday, July 19, 2016 for consideration and/or final approval.
Analysis:The additional funds will allow the department to fund and
proceed with additional projects, thus touching more citizens
positively.
Financial Impact:With this reprogram, there is more funding available for projects
that will make a difference in the community.
Alternatives:N/A
Recommendation:Accept the Housing and Community Department's (HCD's)
recommendations for use of the additional funds and grant HCD
authorization to proceed with the publication of a Public Notice
soliciting citizen comments on the proposed changes to the 2012,
2013 and 2014 Action Plan. On July 19, 2016, any comments
received will be presented to Commission for consideration.
Funds are Available
in the Following
Accounts:
Community Development Block Grant (CDBG)
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
5/31/2016 1:10 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Administrative Services
Committee held on May 10, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
PAGE 1 OF 2
Commission Policy for
the Drafting of Ordinances
and Code Amendments
1. Statement of Policy: Augusta, Georgia is committed to maximizing efficiency with
respect to the time and resources spent by city staff drafting ordinances and code
amendments. Employees of Augusta, Georgia are prohibited from drafting ordinances or
code amendments at the request of members of the Commission, except as provided in this
policy.
2. Process: The process for a member of the Commission to request the drafting of a non-
emergency ordinance or code amendment shall be as follows:
A. Requestor shall place a request on the agenda of one of the committees with an
explanation of the ordinance or code amendment he or she wants approved.
B. The committee shall consider the request and then forward it to the full Commission
with either of the following:
(i) A recommendation to approve; or
(ii) A recommendation to deny; or
(iii) A motion to forward to the Commission with no recommendation; or
(iv) A “no action” vote (but the request will still be forwarded to the full
Commission).
C. If approved by the Commission, the ordinance or code amendment shall be drafted
by staff and brought back to the full Commission in accordance with the directions
and timeline set by the Commission.
3. Emergency Process: In the event that circumstances arise that require an ordinance or
code amendment to be drafted on an emergency basis, the following process shall apply:
A. Requestor shall send a request to the Administrator stating the circumstances that
he or she believes require the ordinance or code amendment to be done on an
emergency basis.
B. Upon the approval of the Administrator, the Administrator shall
(i) Have the appropriate staff to draft the ordinance or code amendment for
Commission approval; and
PAGE 2 OF 2
(ii) Submit the draft to the Law Department for legal review; and
(iii) Present the proposed ordinance or Code amendment to the full Commission
at a Regular or Special Called Commission meeting with an explanation of
the reasons for using the Emergency Process.
4. Comprehensive Zoning Ordinance: This policy shall not apply to the Comprehensive
Zoning Ordinance of Augusta, Georgia, as Section 35 of the Zoning Ordinance covers
zoning amendments.
Adopted this _____ day of__________, 2016 by the Augusta, Georgia Commission.
___________________________
Hardie Davis, Jr.
As its Mayor
Attest:
______________________________
Lena J. Bonner, Clerk of Commission
Seal:
Administrative Services Committee Meeting
5/31/2016 1:10 PM
Commission Policy for the Drafting of Ordinances and Code Amendments
Department:Commission
Presenter:Law Department
Caption:Commission Policy for the Drafting of Ordinances and Code
Amendments.
Background:The Commission considered a similar policy on March 15, 2005.
Analysis:See attached
Financial Impact:None
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
1
AGREEMENT TO PROVIDE HUMAN RESOURCES
CONSULTING SERVICES FOR
AUGUSTA, GEORGIA
THIS AGREEMENT, entered into this _____ day of ___________________, 2016, and effective
immediately by and between the Archer Company, Inc. (hereinafter called the "Consultant") and
the consolidated government of Augusta, Georgia, a political subdivision of the State of Georgia, by
and through its Board of Commissioners (hereinafter called the "Client").
WITNESSETH THAT:
WHEREAS, the Client is interested in obtaining consulting services for a classification and
compensation study.
WHEREAS, the Consultant responded to Augusta’s RFP #16-123 and was chosen as the most
qualified respondent based on its submittal.
NOW THEREFORE, the parties hereto mutually agree as follows:
1. Employment of Consultant. The Client agrees to engage the Consultant and the Consultant
hereby agrees to perform the services described in the "Scope of Services" listed below.
2. Scope of Services. The Consultant shall do, perform and carry out in a good and professional
manner consulting services for a classification and compensation study as set forth in
Augusta’s RFP #16-123 and the Consultant’s proposal dated January 22, 2016 as amended
by Option for Comprehensive Study (both of which are herein incorporated by reference).
3. Contract Term. The time of performance for this scope of services will extend beyond one
year, and is therefore subject to the provisions as required by Georgia law pertaining to
multi-year contracts. The term of this contract is for one year with the option to renew in
each of the two subsequent years. This contract shall: (i) terminate absolutely and without
further obligation on the part of Augusta, Georgia at the close of the calendar year in which
it was executed, and at the close of each succeeding calendar year for which it may be
renewed as provided in O.C.G.A. Section 36-60-13; (ii) automatically renew at the beginning
of each calendar year, unless terminated in accordance with the provisions of this contract;
and (iii) terminate absolutely with no further renewals on December 31, 2016, unless
extended according to the provisions for change of this contract.
The services to be performed hereunder by the Consultant shall be undertaken and
completed in such sequence so as to ensure their expeditious completion and best carry out
the purposes of the agreement. Provided however, the Consultant shall not be liable for
delays in performance that are caused in whole or in part by the Client, third parties over
which the Consultant does not have the legal right to control or forces de majeure.
4. Method of Payment. Client agrees that compensation and method of payment to the
2
Consultant shall be one hundred thousand dollars ($100,000.00). The Consultant shall
submit invoices to the Client monthly as the work progresses.
The Client agrees to pay those invoices within thirty (30) days of receipt. In the event the
Client disputes a portion of an invoice, the Client agrees to pay the undisputed portion of
the invoice within thirty (30) days of receipt and to provide Consultant a detailed
statement of the Client’s position on the disputed portion of the invoice within thirty (30)
days of receipt.
5. Changes. The Client may, from time to time, require changes in the scope of services of the
Consultant to be performed hereunder. Such changes and the fees or compensation
associated therewith shall be mutually agreed upon by and between the Client and the
Consultant and shall be incorporated in written amendment to this agreement. Consultant
acknowledges that this contract and any changes to it by amendment, modification,
change order or other similar document may have required or may require the legislative
authorization of the Board of Commissioners and approval of the Mayor. Under Georgia
law, Consultant is deemed to possess knowledge concerning Augusta, Georgia's ability to
assume contractual obligations and the consequences of Consultant Consultant's
provision of goods or services to Augusta, Georgia under an unauthorized contract,
amendment, modification, change order or other similar document, including the
possibility that the Consultant may be precluded from recovering payment for such
unauthorized goods or services. Accordingly, Consultant agrees that if it provides goods
or services to Augusta, Georgia under a contract that has not received proper legislative
authorization or if the Consultant provides goods or services to Augusta, Georgia in excess
of the any contractually authorized goods or services, as required by Augusta, Georgia's
Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods
or services provided by Consultant. Consultant assumes all risk of non-payment for the
provision of any unauthorized goods or services to Augusta, Georgia, and it waives all
claims to payment or to other remedies for the provision of any unauthorized goods or
services to Augusta, Georgia, however characterized, including, without limitation, all
remedies at law or equity.
6. Services and Materials to be Furnished by the Client. The Consultant shall provide
guidance to the Client in determining the data required for purposes of the contemplated
services. The Client further agrees to provide all data specifically requested, including
documentation and information to the Consultant in a timely manner. The Consultant
shall assume without incurring liability thereof, that all data so provided is correct and
complete. The Client shall cooperate with the Consultant in scheduling and carrying out the
work herein.
7. Rights to Terminate Contract. This Agreement may be terminated in whole or in part for
convenience by the Client, including, but not limited to, if all or part of applicable funding
becomes unavailable to Client. If applicable funding is reduced, Client may either cancel
this Agreement or offer a contract amendment reflecting the reduced funding. If this
Agreement is cancelled, Client agrees to reimburse Consultant for all expenditures made
3
in good faith that are unpaid at the time of termination, including all work products
completed or in-process, and for the time required to discontinue onsite activities in an
orderly manner, not to exceed the maximum amount payable under this Agreement.
Either party shall have the right to terminate this Agreement if the other party is in default
of any obligation hereunder and such default is not cured within thirty (30) days of receipt
of a notice specifying such default. In the event of such a termination, Client shall
reimburse Consultant for all work that had been satisfactorily completed prior to such
termination; such payment shall be made based on the percentage of project completion
at the time of termination.
If either party exercises their right to terminate this contract, the nature of such action
shall be written notice provided to the other party within sixty (60) days before the end
of the initial year of the contract or each succeeding remaining calendar year.
8. Indemnification. Each party shall be responsible for its own acts and will be responsible for
all damages, costs, fees and expenses which arise out of the performance of this Agreement
and which are due to that party's negligence, tortious acts or other unlawful conduct and
the negligence, tortious acts or other unlawful conduct of its respective agents, officers and
employees.
To the extent permissible by the laws of the State of Georgia, in the absence of negligence
on the part of the other party, each party shall protect, defend, indemnify and hold the other
party, its officers, officials, employees and volunteers free and harmless from and against
any claims, actions, liabilities, losses (including economic losses), or costs arising out of any
actual or alleged (a) bodily injury, sickness, disease, or death; or injury to or destruction of
tangible property including the loss of use resulting there from; or any other damage or loss
arising out of or resulting claims resulting in whole or part from any actual or alleged act or
omission of the other party, anyone directly or indirectly employed by the other party; or
anyone for whose acts the other party may be liable in the performance of work; (b) violation
of any law, statute, ordinance, governmental administrative order, rule, regulation, or
infringements of patent rights or other intellectual property rights by the other party in the
performance of work; or (c) liens, claims or actions made by a third party.
9. Limitation of Liability. The indemnification obligations herein shall not be limited to any
limitation on the amount, type of damages, compensation, or benefits payable by or for
the responding firm or its sub-consultant(s), as approved by the Client, under workers’
compensation acts, disability benefit acts, other employee benefit acts, or any statutory
bar or insurance.
10. Georgia Security and Immigration Compliance. Pursuant to the “Georgia Security and
Immigration Compliance Act,” the Client and the Consultant affirm the following:
(a) That affidavits in the form attached to these “Procedures & Requirements” be executed
from a contractor (and any subcontractors, regardless of tier) and notarized, showing
compliance with the requirements of O.C.G.A. § 13-10-91 and that such be made part of the
contract and/or subcontracts;
4
(b) That the contractor (and any subcontractors, regardless of tier) fully comply with the
requirements for completing and submitting the “Immigration Compliance Certification”
and that such certification be received by the County prior to the commencement of any
work under the contract or subcontract;
(c) That the contractor (or any subcontractor, regardless of tier) notify the County within five
(5) business days of entering into a contract or other agreement for hire with any
subcontractor(s), regardless of tier;
(d) That the contractor be responsible for obtaining and providing to the County the
“Subcontractor Affidavit & Agreement” and “Immigration Compliance Certification”
attached to and required under these “Procedures & Requirements” from each
subcontractor, regardless of tier, employed or retained for work under the contract prior to
the commencement of any work under the contract or any subcontract;
(e) That Augusta, Georgia, reserves the right to dismiss, or require the dismissal of, any
contractor or subcontractor for failing to provide the required affidavit or certification
and/or for failure to comply with the statutory requirements of O.C.G.A. § 13-10-91 and/or
for providing false or misleading information upon the required affidavit(s) or
certification(s);
(f) That any contractor and/or subcontractor retaining any other subcontractor to perform
services under the contract provide legal notice to any subcontractor of the requirements of
Augusta for immigration compliance and further provide notice that Augusta, Georgia,
reserves the right to dismiss, or require the dismissal of, any contractor or subcontractor for
failing to provide the required affidavit or certification and/or for failure to comply with the
statutory requirements of O.C.G.A. § 13-10-9122 and/or for providing false or misleading
information upon the required affidavit(s) or certification(s);
(g) That failure to comply with any of the requirements and procedures of the Client (i.e.,
failure to timely supply required affidavits or compliance certification documents; failure to
utilize federal work authorization procedures; failure to permit or facilitate audits or reviews
of records by Client or State officials upon request; and/or failure to continue to meet any
of the statutory or Client obligations during the life of the contract) shall constitute a material
breach of the agreement and shall entitle the Client to dismiss any general contractor or to
require the dismissal of any subcontractor or sub/subcontractor (irrespective of tier) for
failing to fully comply with these requirements;
(h) That upon notice of a material breach of these provisions, the contractor (or
subcontractor, regardless of tier) shall be entitled to cure the breach within ten (10) days
and provide evidence of such cure. Should the breach not be cured, the Client shall be
entitled to all available remedies, including termination of the contract, the requirement
that a subcontractor be dismissed from performing work under the contract, and any and
all damages permissible by law.
5
11. Copyright. The Client acknowledges that certain data gathering instruments and report
formats to be provided by the Consultant are copyrighted. The Consultant shall ensure that
all copies of its report bear the copyright legend. The Client agrees that all ownership rights
and copyrights thereto lie with the Consultant. The Client may use the report solely for and
on behalf of the Client's operations.
12. Information and Reports. The Consultant shall, at such time and in such form as the Client
may require, furnish such periodic reports concerning the status of the project as may be
requested by the Client. The Consultant shall furnish the Client, upon request, with copies
of all documents and other materials prepared or developed in relation with or as a part of
the project.
13. Records and Inspections. The Consultant shall maintain full and accurate records with
respect to all matters covered under this agreement. The Client shall have free access during
regular business hours to such records and the right to examine and audit the same and to
make transcripts therefrom, and to inspect all program data, documents, proceedings and
activities.
14. Accomplishment of Project. The Consultant shall commence, carry on, and complete
requested projects with all practicable dispatch, in a sound economical and efficient manner,
within the timeframe proposed as outlined in the proposal submitted by the Consultant
dated January 22, 2016, in accordance with the provisions thereof and all applicable laws.
In accomplishing requested projects, the Consultant shall take such steps as are appropriate
to ensure that the work involved is properly coordinated with related work being carried on
within the applicable work area.
15 Provisions Concerning Certain Waivers. Subject to applicable law, any right or remedy
which the Client may have under this contract may be waived in writing by the Client by
means of a formal waiver, if, in the judgment of the Client, this contract, as so modified, will
still conform to the terms and requirements of pertinent laws.
16. Assignment. Consultant agrees not to assign, convey, or transfer its interest in this
Agreement to any other entity without the prior written consent of Client which consent
shall not be unreasonably withheld. Provided, however, Consultant may assign, convey,
or transfer its interest in this Agreement to an entity that succeeds to substantially all of
the business of Consultant, by merger or otherwise.
17. Matters to be Disregarded. The titles of the several sections subsections, and paragraphs
set forth in this contract are inserted for convenience of reference only and shall be
disregarded in construing or interpreting any of the provisions of this contract.
18. Completeness of Contract. This contract and any additional or supplementary document or
documents incorporated herein by specific reference contain all of the terms and conditions
agreed upon by the parties hereto, and no other agreements, oral or otherwise, regarding
6
the subject matter of this contract or any part thereof shall have any validity or bind any of
the parties hereto.
19. Third Parties. The Client and the Consultant are the only parties to this Agreement and
are the only parties entitled to enforce its terms. Nothing in this Agreement gives, is
intended to give, or shall be construed to give or provide, any right or benefit, whether
directly or indirectly or otherwise, to third persons.
20. When Rights and Remedies Not Waived. In no event shall the making by the Client of any
payment to the Consultant constitute or be construed as a waiver by the Client of any breach
of covenant, or any default which may then exist, on the part of the Consultant, and the
making of any such payment by the Client while any such breach or default exists shall in no
way impair or prejudice any right or remedy available to the Client in respect to such breach
or default.
21. Personnel. The Consultant represents that he has, or will secure at his own expense, all
personnel required in performing the services under this agreement. Such personnel shall
not be employees of or have any contractual relationship with the Client. All of the
personnel engaged in the work shall be fully qualified to perform such services.
22. Governing Law: The Agreement shall be governed and construed in accordance with the
laws of the State of Georgia without regard to choice of law principles. All claims, disputes
and other matters in question between Client and Consultant arising out of or relating to
the Agreement, or the breach thereof, shall be decided in a court of competent
jurisdiction in Richmond County, Georgia. Consultant, by executing this Agreement,
specifically consents to jurisdiction and venue in Richmond County and waives any right
to contest the jurisdiction and venue in Richmond County, Georgia.
23. Consultant Certification. The Consultant certifies that the Consultant has not been
convicted of bribery or attempting to bribe any officer or employee of the Client nor has the
Consultant made an admission of guilt of such conduct that is a matter of record.
24. Notices. Any notices, bills, invoices, or reports required by this agreement shall be sufficient
if sent by the parties hereto in the United States mail, postage paid, to the addresses noted
below. Notice shall be effective upon receipt.
Earnest Archer, President Human Resources Director
The Archer Company, LLC. Augusta, Georgia
454 South Anderson Road, BTC 556 535 Telfair Street, Suite 400
Rock Hill, SC 29730 Augusta, Georgia 30901
25. Temporary Stoppage of Work. To the extent that it does not alter the scope of this
Agreement, Client may unilaterally order a temporary stopping of the work or delaying of the
work to be performed by Consultant under this Agreement.
7
26. Prohibition on Contingent Fees. Consultant warrants that no person or selling agency
has been employed or retained to solicit or secure this Agreement upon an agreement or
understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide
employees or bona fide established commercial or selling agencies maintained by Consultant for
the purpose of securing business and that Consultant has not received any non-Client fee related
to this Agreement without the prior written consent of Client. For breach or violation of this
warranty, Client shall have the right to annul this Agreement without liability or at its discretion
to deduct from the Agreement Price of consideration the full amount of such commission,
percentage, brokerage or contingent fee.
27. Prompt Payment Act. The terms of this Agreement supersede any and all provisions of
the Georgia Prompt Payment Act.
28. Right to Inspect. Augusta, Georgia may, at reasonable times, inspect the part of the plant,
place of business, or work site of Consultant or any subcontractor of Consultant or subunit
thereof which is pertinent to the performance of any contract awarded or to be awarded by
Augusta, Georgia.
29. Local Small Business Reporting. In accordance with Chapter 10B of the AUGUSTA, GA.
CODE, Consultant expressly agrees to collect and maintain all records necessary to for Augusta,
Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to
make such records available to Augusta, Georgia. The requirements of the Local Small Business
Opportunity Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA.
CODE § 1-10-129(d)(7), for all contracts where a local small business goal has been established,
the contractor is required to provide local small business utilization reports. Consultant shall
report to Augusta, Georgia the total dollars paid to each local small business on each contract,
and shall provide such payment affidavits, regarding payment to subcontractors as may be
requested by Augusta, Georgia. Such documents shall be in the format specified by the Director
of minority and small business opportunities, and shall be submitted at such times as required
by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta,
Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not
limited to, withholding payment from the contractor and/or collecting liquidated damages.
IN WITNESS WHEREOF, the Client and the Consultant have executed this agreement as of the date
first written below. Each individual signing this Agreement certifies that (i) he or she is authorized
to sign this Agreement on behalf of his or her respective organization, (ii) such organization has
obtained all necessary approvals to enter into this Agreement, including but not limited to the
approval of its governing board, and (iii) when executed, this Agreement is a valid and
enforceable obligation of such organization.
The Archer Company, LLC. Augusta, Georgia
Name: Signature:
Hardie Davis, Jr.
Title: Mayor
8
Signature:
Date: Date:
[END]
VENDORS Attachment
"B"E-Verify #Addendum
#1
SAVE
Form Original 7
Copies
Electronic
Copy
Fee
Proposal
Gallagher Benefits Services
16064 Parsons Blvd
Beaverdam, VA 23015
Yes 87458 Yes Yes Yes Yes Yes Yes
Evergreen Solutions
2878 Remington Green
Circle
Tallahassee, FL 32308
Yes 341059 Yes Yes Yes Yes Yes Yes
Management Advisory
13580 Groupe Dr., Suite 200
Woodbridge, VA 22192
Incomplete/
Non-
Compliant
784444 Yes Yes Yes Yes Yes Yes
Jacobson Betts Co
3213 W Wheeler St.,
Suite 127
Seattle, WA 98199
Yes VGAC936
0
No/
Non-
Compliant
Yes Yes Yes Yes Yes
Springsted Inc
9097 Atlee Station Rd., Suite
100
St. Paul, MN 55101
Yes 198174 Yes Yes Yes Yes Yes Yes
Segal Waters Consulting
1920 N Street NW Ste 400
Washington, DC 20036
Yes 139130 Yes Yes Yes Yes Yes Yes
The Archer Company
5342 Wendwood Rd. SW
Conyers, GA 30094
Yes 724129 Yes Yes Yes Yes Yes Yes
Hay Group
One Atlantic Center, Suite
620
1201 West Peachtree St
Atlanta, GA 30309
Yes 167947 Yes Yes Yes Yes Yes Yes
Proposal Opening
RFP Item #16-123
Consulting Services for Classification & Compensation Study
for Augusta, Georgia - Human Resources Department
RFP Due: Thursday, January 28, 2016 @ 11:00 a.m.
Total Number Specifications Mailed Out: 27
Total Number Specifications Download (Demandstar): 16
Total Electronic Notifications (Demandstar): 696
Mandatory Pre-Proposal/Telephone Conference Attendees: Not Applicable
Total packages submitted: 8
Total Noncompliant: 2
The following vendors submitted a "No Bid" Response:
Ralph Andersen & Assoc. / 5800 Stanford Ranch Road, Suite 410 / Rocklin, CA 95765
Diane Meiller & Assoc / 255 South Orange Ave., Suite 1510 / Orlando, FL 32801
CPS HR Consulting / 241 Lathrop Way, Suite B / Sacramento, CA 95815Page 1 of 1
123Request for Proposal
Request for Proposals will be received at this office until Friday, January 22, 2016 @ 11:00 a.m. for furnishing:
RFP Item #16-123 Consulting Services for Classification & Compensation Study for Human
Resources Department
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department
ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535
Telfair Street – Room 605, Augusta, GA 30901.
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@augustaga.gov to the office of the Procurement Department by Wednesday,
January 6, 2016, @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand
delivered.
No RFP may be withdrawn for a period of 90 days after time has been called on the date of opening.
Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and
shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual
terms and conditions, applicable to the procurement. All specific requirements contained in the request
for proposal including, but not limited to, the number of copies needed, the timing of the submission,
the required financial data, and any other requirements designated by the Procurement Department
are considered material conditions of the bid which are not waiveable or modifiable by the
Procurement Director. All requests to waive or modify any such material condition shall be submitted
through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for
approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope.
Proponents are cautioned that acquisition of RFP documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places
the proponent at the risk of receiving incomplete or inaccurate information upon which to base his
qualifications.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle December 10, 17, 24, 31, 2015
Metro Courier December 16, 2015
Revised: 1/12/2015
Evaluation Criteria
PTS
Gallagher Benefits
16064 Parsons Blvd
Beaverdam, VA 23015
Evergreen Solutions
2878 Remington Green
Circle
Tallahassee, FL
32308
Springsted Inc.
9097 Atlee Station Rd.,
Suite 100
Mechanicsville, VA
23116
Segal Waters Consulting
1920 N St NW, Ste 400
Washington, DC 20036
The Archer Co.
5342 Wendywood Rd.
SW
Conyers, GA 30094
Hay Group
One Atlantic Center,
Suite 620
1201 W Peachtree St.
Atlanta, GA 30309
A. Package submitted by the deadline
Pass/
Fail Pass Pass Pass Pass Pass Pass
B. Package is complete - included all information
required in RFP 16-123 Pass/
Fail Pass Pass Pass Pass Pass Pass
1. Professional qualification necessary for
satisfactory performance of services
-Reputation of Firm
-Specialized experience and technical competence in the
type of work required
-Team organization and approach of the firm in providing
service to Augusta
-Professional qualification necessary for satisfactory
performance of services
-Reputation of Firm
-Specialized experience and technical competence in the
type of work required
-Team organization and approach of the firm in providing
service to Augusta
15 13.4 10.0 12.5 13.0 12.3 13.5
2. Staff Allocation for Project
-Fully possess capability and capacity to accomplish the
work
-Number of personnel assigned to project
-Previous experience of personnel assigned to project
-Qualifications of personnel assigned to project availability
of day to day staff
15 11.0 9.3 9.8 13.0 14.0 12.8
3. Demonstrated success in providing satisfactory
service to the clients
-Past performance on contracts with Governmental or not
for profit agencies
-Compliance with project schedules and quality of work
-Document by references of other means
30 25.3 20.0 19.0 23.8 25.0 22.3
4. Technical approach of the firm
-Firms knowledge of understanding of the work to be
done
-Project timeline
30 24.5 16.3 23.5 23.0 23.3 23.5
Total 90 74.1 55.5 64.8 72.8 74.5 72.0
5. Cost(sent in a separate sealed envelope)
Reasonable of cost/fee proposal
• Lowest Fee 10 points
• Second 8 points
• Third 6 points
• Fourth 4 points
• Fifth 2 points
10 6 4 8 2 10
TOTAL 100 80.1 59.5 72.8 74.8 84.5 72.0
2 4 5 1 3
Submittal & Quality of RFP(MUST PASS FOR CONTINUED CONSIDERATION) First Round Elimination
Proposer’s ’s Overall Ability to Provide the Services (Total of 100 pts) Second Round Elimination
Cumulative Evaluation Sheet - Phase II
RFP Item #16-123
Consulting Services for Classification & Compensation Study
for Augusta, Georgia - Human Resources Department
Monday, March 14, 2016 @ 2:30 p.m.
Cost/Fee Consideration (Total Points 10)
Presentations
Administrative Services Committee Meeting
5/31/2016 1:10 PM
Consulting Services for Classification and Compensation Study (RFP Item #16-123
Department:Human Resources
Presenter:Michael Loeser
Caption:Consider award of RFP 16-123 Consulting Services for
Classification & Compensation Study.
Background:ARC provides a wide array of services. The Departments and
Units to be included in this study include a Judicial Branch, Public
Safety (primarily Sheriff Marshall), Clerk’s Office, Law
Department, Compliance Department and fifteen (15)
Administrative Departments that report to the County
Administrator (Finance, Information Technology, Transit, Human
Resources, Procurement, Fire, 911, Utilities, Engineering,
Environmental Services, Parks & Recreation, Planning and
Development, Housing and Community Development, County
Corrections and Animal Services). Procurement records indicate
that the last comprehensive Compensation and Classification
Study was performed in 1999. The current number of job titles is
558, and the 2016 FTE count is expected to reach 2,819. It is
anticipated that the Firm will draw upon the following data points
and meetings: (1) existing documents; (2) position questionnaires;
(3) focus group data; and (4) information obtained from
Department Heads, Sheriff, Court Administrator, Human
Resources Department and Administrator’s Office. The meetings
will also serve to brief the Firm on any particular issues, concerns
and constraints relative to the application of the ARC
classification and compensation plans.
Analysis:Human Resources and its Evaluation Committee has reviewed six
(6) compliant submittals. Two (2) was deemed non-compliant. A
shortlist of five firms was developed (Gallagher Benefits Services,
Springsted Inc., Segal Waters Consulting, The Archer Company
and The Hay Group). After the evaluation was completed,
negotiations begin with The Archer Company of whom was
deemed the most responsive and responsible to address the needs
of Augusta, Georgia.
Financial Impact:Client agrees that compensation and method of payment to the
Consultant shall be one hundred thousand dollars ($100,000.00).
Alternatives:1. Select another firm. 2. Reject all firms and reissue RFP
Recommendation:Hire The Archer Company to perform the classification and
compensation study.
Funds are Available
in the Following
Accounts:
Funds are available in the following accounts: 101101110 -
6011140
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
H.O.U.S.E.S-
Helping Others
Undertake Self-
sufficiency and
Economic Stability
May 1
The State of Homelessness in Augusta-Richmond
County, GA has necessitated the need for affordable
housing for those that are either literally homeless or
in imminent risk of becoming homeless. The current
stock of affordable housing for persons experiencing
homelessness has previously been nonexistent thus
creating the need to ensure that there is affordable
housing for those that cannot afford fair market rate
rents to ensure their stability in safe and decent
housing. The enclosed program design outlines the
processes, eligibility criteria, and proposed outcomes
of the Augusta-Richmond County, GA’s H.O.U.S.E.S
Initiative.
1
Table of Contents
Program Overview ........................................................................................................................................ 2
Public Partners .......................................................................................................................................... 2
Augusta, Georgia Land Bank Authority (Land Bank) ............................................................................. 2
City of Augusta Tax Commissioners Office (TCO) ................................................................................. 2
City of Augusta Housing and Community Development Department (AHCD) ..................................... 2
City of Augusta Planning and Development Department ..................................................................... 2
Funding sources ........................................................................................................................................ 2
Property Selection Strategy ...................................................................................................................... 3
Acquisition/Rehabilitation ............................................................................................................................ 3
Eligible Properties ..................................................................................................................................... 3
Process ...................................................................................................................................................... 3
Long Term Placement ................................................................................................................................... 4
Property Disposition ................................................................................................................................. 4
Rent Structure ........................................................................................................................................... 5
Services ......................................................................................................................................................... 5
Eligibility Criteria ....................................................................................................................................... 5
Eligible Applicants ................................................................................................................................. 5
Public- Private Partners............................................................................................................................. 6
VA Medical Center ................................................................................................................................ 6
Augusta Warrior Project ....................................................................................................................... 6
Economic Opportunity Authority .......................................................................................................... 6
GA-504 Continuum of Care (CoC) - Veterans Housing Committee ....................................................... 7
Goal Outcome Indicator ................................................................................................................................ 7
APPENDIX ...................................................................................................................................................... 7
2
Program Overview
Through the collaborative efforts of the Augusta-Richmond County government and non-profit
organizations, this program seeks to provide affordable, permanent supportive housing for local
homeless veterans through the use of City owned properties currently held by the Augusta Land Bank
Authority.
Public Partners
Below are the City of Augusta Departments that will partner together in support of this initiative and a
brief description of their roles.
Augusta, Georgia Land Bank Authority (Land Bank)
Holding properties acquired through tax lien, foreclosure, purchase, and donations
Notifying HCD when properties could possibly meet the eligibility requirements as stipulated in
this program design
Participating in closings on properties
City of Augusta Tax Commissioners Office (TCO)
Providing property listings of properties that have been seized due to unpaid taxes
Working with HCD and Land Bank to reduce tax expenditures on selected properties
Ensuring that all county and state tax lien laws are followed
City of Augusta Housing and Community Development Department (AHCD)
Inspections of all potentially eligible properties
Providing grant funds for rehabilitation purposes
Providing guidance to nonprofit organizations that participate in the program
Procuring contractors (for profit developers) to perform the property rehabilitations
Providing guidance to contractors to ensure all Housing Quality Standards (HQS) and county
codes are followed
City of Augusta Planning and Development Department
Providing Code Item Inspections
Providing parcel suitability assessment
Providing assistance with access to properties, ordinance violations and nuisance lien remedies,
as necessary
Funding sources
Short term funding will be federal funding in the form of Community Development Block Grant funds.
Future investments in the project will require additional funding streams that will be identified and
could range from HOME Investment Partnership Program Funds, Housing for Persons with AIDS Program
funds, and non-federal funding sources (as grants and other sources are identified and made available).
3
Property Selection Strategy
Through the assistance of the City of Augusta’s GIS division, three areas have been identified that will be
the catalyst for the project. For the purposes of this Pilot Program, three properties (one in each
designated area below) will be selected for rehabilitation.
Properties will remain residential within the original intended use of the property as single individual /
family residences. No zoning adjustments will be required.
The area bounded by Milledge Road to the West, Broad Street to the North, East Boundary to
the East and Laney Walker Blvd/Central Avenue to the South. This area incorporates the
Harrisburg Enterprise Zone, Broad Street Historic District and Olde Town communities.
The area bounded by Lumpkin Road to the North, Old Louisville Road to the East, 520 to the
South, and Richmond Hill Road to the West.
The area bounded by Highland Avenue to the West, Wrightsboro Road to the North,
Kissingbower / Troupe Street to the East, and Milledgeville Road to the South.
These three areas were identified as being close to social service providers, public transportation,
grocers, pharmacies, and clinics to aid the client as they regain housing stability.
Acquisition/Rehabilitation
Eligible Properties
Built during the year span of 1960 to present (housing built prior to 1978 will have special
rehabilitation stipulations)
Repairs must not cost more than $40,000.00 to complete and make safe for habitation
Must be able to successfully pass Environmental Review Standards
Must be HQS compliant once rehabilitation is completed
Must be within the geographic boundaries of Augusta-Richmond County
Process
Acquisition and Rehabilitation will take place once the Tax Commissioner’s office has provided a listing
of properties that have been made available to the City after all tax liens are cleared and legal steps to
direct ownership have been taken.
Tax Commissioner’s Office will provide the Rehabilitation team with the properties to assess and
select.
Upon property identification, AHCD’s Inspectors, will contact the Code Enforcement department
to set up an inspection date to gain access into the property to conduct a thorough inspection,
alongside Licensing and Inspection department.
Licensing and Inspection will provide the code item portion of the work write up to AHCD
Inspectors, then submit to AHCD’s Rehab team for completion of entire work write up to include
Code items, appliances, painting, flooring, etc…
4
Once the work write-up is completed, the work write up will then be submitted to the
intergovernmental body for final approvals.
Once approved, AHCD will Mail invitation to bid to approved contractors list one week prior to
scheduled walk through.
Walk-through will be conducted with AHCD Inspectors and contractors to verify work write-up
o Once final work write-up is verified with contractors, no changes will be done without a
WRITTEN APPROVED CHANGE ORDER
Sealed Bids will be received by AHCD
Bid openings will take place one week after the Walk-through
The selected contractor will sign the awarded contract and will be given a “Notice to proceed”
to begin work.
In order to ensure compliance throughout this process AHCD Inspectors will be required to provide Field
Observation Reports to the team on a weekly basis and a Contractor Evaluation Form at the end of each
rehabilitation activity.
Long Term Placement
Property Disposition
Once a property has been rehabilitated and meets all HQS standards, AHCD will work with the nonprofit
organizations of the Augusta-Richmond County Continuum of Care (GA-504 CoC) to place agency clients
in the units.
Property is added to the tax
lien list and added to the
Land Bank Inventory
The Tax Commissioner and
Land Bank notify AHCD of
potential properties
Review by Planning and
Zoning for space and use
requirements
AHCD inspects properties and
provide recommendations on
repairs needed
Properties falling within the
eligible property guidelines
are selected and prepared for
bid process
AHCD solitcits bids from for-
profit developers
Tax Commissioner and
AGLBA remove eligible
properties from their for sale
lists
Contracts for the
rehabilitaton of properties
that do not exceed the $40K
threshold are then awarded
to for-profit developers
For profit Developers begin
work. Nonprofit
organizations (NPO) identify
property's occupent and
work with AHCD to acquire
property.
Upon closing on the finished
rehab, the NPO's client is
able to move in provi ded all
eligible client requirements
are met.
5
Augusta Housing and Community Development, through the Augusta Georgia Land Bank
Authority, will continue to maintain the property but allow the nonprofit organization to place
its clients in the properties.
o During Program Pilot Phase, property titles will not change hands. Once Pilot Phase has
demonstrated a quantifiable success, transfer of title to non-profit agency may be
considered.
o Liability insurance will be held by the Land Bank on each property to protect the City’s
asset and any occupants; to be paid from tenant rent.
o Property management will be provided by a procured 3rd Party, independent, licensed
Property Management Company.
o During the pilot, Augusta Housing and Community Development will monitor and
evaluate the capacity of non-profit organizations should they purchase a property in the
future.
Rent Structure
Rents for each property will be based on the following formula:
Client Calculated Income x 30% = Maximum Rent to be Paid
Services
All services will be provided by Non-Profit organizations to include, but not limited to: case
management, mainstream benefit and medical connections, and other services needed on a case by
case basis (See Appendix 5).
Eligibility Criteria
Eligible Applicants
As there is a rising need for affordable housing within Augusta, Georgia, the applicants must meet the
following criteria to obtain eligibility for the program (at a later date, services may be provided to a
wider range of applicants):
Must be a veteran
Must be classified as at risk of homelessness or homeless as defined at 24 CFR 576.2
Must be 80% or below the most current Area Median Income
Must be able to live on their own
Cannot receive any additional federal housing assistance
o Client must have no other means by which to pay rent
Must be current with all necessary medications
Must be engaged in case management (as necessary per client need)
6
Public- Private Partners
VA Medical Center
The VA Medical Center will provide client referrals and assist clients with medical necessities.
Clients referred from the VA Medical Center will be directed to the Augusta Warrior Project for
case management and eligibility assessment.
Augusta Warrior Project
The Augusta Warrior Project will assist with client referrals and follow up services as client
transition to housing stability.
As clients are referred and placed, Augusta Warrior Project will ensure that they receive any
case management services needed up to the allowable time of any regulatory requirements that
may be applicable.
The Augusta Warrior Project will assist applicants by making in applying for housing in this
program in the following manner:
o Assess the client using the VI-SPDAT to rank client need
o Case Manager will make a subjective analysis of the client’s level of independence and
likelihood of success in the program
o If the Case Manager believes the client will benefit from the program, the Case Manager
will assist the client by submitting a completed application to the GA-504 CoC’s
Veteran’s Housing Committee for final review and acceptance/denial
Economic Opportunity Authority
The Economic Opportunity Authority will assist the Augusta Warrior Project with client case
management and provide federal housing assistance to those that are eligible and wish to utilize
it.
In addition to assisting client from the Augusta Warrior Project, clients may be obtained as wall-
ins through the Centralized Intake Facility.
Clients that are eligible for federal assistance will be provided SSVF funds from EOA in order to
make the properties available to only clients that are NOT utilizing federal housing assistance.
Clients that are found to be either ineligible for federal assistance or wish not to utilize it, may
be provided assistance into this pilot program utilizing the necessary steps:
o Assess the client using the VI-SPDAT to rank client need
o Case Manager will make a subjective analysis of the client’s level of independence and
likelihood of success in the program
o If the Case Manager believes the client will benefit from the program, the Case Manager
will assist the client by submitting a completed application to the GA-504 CoC’s
Veteran’s Housing Committee for final review and acceptance/denial
7
GA-504 Continuum of Care (CoC) - Veterans Housing Committee
The Veteran Housing Committee of the CoC will assist by providing an outside, third party
assessment of applicants as applications are received.
The Veteran Housing Committee of the CoC will be the last step in the application process and
will make the ultimate decision on who is placed into the pilot properties.
Upon client placement, essentials of responsible tenancy will be taught through structured
workshops to be offered on a recurring basis throughout the year
Goal Outcome Indicator
The ultimate indicator of success for this initiative is housing stability for the affected tenants. As part
of the clients’ case management, regular assessments of stability and progress will be made to ensure
that individual participants are achieving and maintaining the gains needed to establish long-term
permanency.
As a measure of program effectiveness, the initial placements from the Pilot phase of the program will
be assessed at 6-month intervals. In accordance with 24 CFR 576.104, [provide]housing stability services
and rental assistance, as necessary, to help individuals or families living in shelters or places not meant
for human habitation, move as fast as possible into permanent housing and achieve stability into that
housing.
APPENDIX
1. Client Intake Form- Application
2. Homelessness Certification
3. Income Calculator
4. Sample Inspection Checklist
5. SSVF Case Management Services Offered
DEPARTMENT OF VETERANS AFFAIRS
SUPPORTIVE SERVICES FOR VETERAN FAMILIES PROGRAM GUIDE – Support Services
C. Case Management Services
1. Description of Services
To effectively assist participant households in achieving housing stability, grantees must provide ongoing
housing-focused case management services. The primary objective of housing-focused case
management is to extend support to participants, through an individualized case management
relationship, that will ultimately translate to increased housing stability. This service, carried out by the
grantee’s team of case managers, is the central focus of the grantee’s supportive service program. The
routine for housing-focused case management delivery is regular consultations with participants in
individualized meetings. These sessions are dedicated to assessing and reassessing needs, educating
participants on VA and community resource opportunities, developing housing stability plans,
scheduling appointments, and providing necessary follow up to ensure housing stability plans are
progressing on schedule and needs are adequately being addressed. Grantees also use housing-focused
case management to determine how to allocate SSVF temporary financial assistance to participants on
the basis of relative need. Structurally, housing-focused case management is central to SSVF’s collection
of supportive services. It establishes a foundation upon which linkages with public benefits and
mainstream community resources can be layered. To create such linkages (outlined in detail by Section
VI. E that follows.), grantees research the availability of local programs including healthcare, affordable
housing, employment, income support, legal assistance, transportation, and other services to address
identified needs and goals. The trusting relationships, cultivated in case management, position grantees
to effectively build connectivity between their participants and these resources.
2. Intake
a. Needs Assessment
Once the participant’s eligibility has been confirmed, the case manager will begin by consulting with the
participant to determine his/her household’s needs and priorities and performing an assessment of the
participant's needs. Participants entering the grantee’s program will be experiencing varying degrees of
housing instability, from those who require temporary support in getting through a difficult period to
those who require long-term support in overcoming a combination of challenges. As such, case
managers should gather as much information as possible about the participant’s health, income,
eligibility for public benefits, employment skills, background, family relationships and support, and living
situation in order to identify and coordinate those services that will be most effective and acceptable to
the participant in improving housing stability. Some of this information will also be required for HMIS
data collection.
b. Housing Stability Planning
To maximize the effectiveness of services provided to or coordinated on behalf of the participant, the
case manager will work with the participant household to develop an individualized housing stability
plan that will be based upon the household’s strengths, weaknesses and priorities, as identified through
the needs assessment. In some situations, the participant will have entered the program with a well-
defined idea of their discrete needs and goals. In other situations, the participant may not understand
DEPARTMENT OF VETERANS AFFAIRS
SUPPORTIVE SERVICES FOR VETERAN FAMILIES PROGRAM GUIDE – Support Services
how the options available through SSVF might contribute to housing stability. The case manager should
explain the SSVF, VA and community services that are available and, with the participant, establish
reasonable milestones for obtaining greater housing stability. These milestones will become a set of
actionable goals intended to address the participant’s obstacles to housing stability. Goals should be
appropriate, time oriented, and reasonable.
Once goals have been set, the case manager and participant will monitor the progress toward achieving
the established goals, including requesting updates from the participant’s service providers, as
necessary.
3. Role of Case Manager in Coordinating Provision of Supportive Services
The case manager will be the participant’s primary point of contact within the grantee’s SSVF program.
In addition to assisting the participant to assess his/her needs, the case manager will be responsible for
coordinating the provision of supportive services. The case manager will coordinate supportive services
that are offered by the grantee and provide referrals for other supportive services not offered by the
grantee (or more efficiently or effectively provided elsewhere). An effective case manager should be
familiar with the area or community in which the program operates and actively cultivate a working
knowledge and connections to relevant area resources such as affordable housing; emergency, mental
and physical health care professionals; public benefits offices; employment training and job placement
programs, etc.
D. Assistance in Obtaining VA Benefits
1. Description of Benefits/Services
As part of participant intake, the grantee should determine whether the participant household is already
receiving services from VA. If the participant is already receiving services, the grantee’s assessment
should focus on what additional services the participant may need, want and be eligible for, to refer the
participant to the appropriate VA office for assistance. If the participant is not already receiving services
from VA, the grantee should make the participant aware of the services for which he/she may be eligible
and offer to refer the participant to the nearest VA facility. Potential VA benefits may include, but are
not limited to:
▪ Income Assistance;
▪ Vocational and rehabilitation counseling;
▪ Employment and training service;
▪ Educational assistance; and
▪ Health care services
Income assistance, employment, training, and educational resources are especially important for the
target population of the SSVF Program. Participants will need to establish regular incomes to support
the program’s primary goal of housing stability. Health care benefits will offer participants mental and
physical health services that are not currently being addressed. VA offers health care services at over
1,400 locations nationwide, including hospitals, clinics, community living centers, domiciliary care
facilities, readjustment counseling centers, etc. A person who served in the active military, naval, or air
DEPARTMENT OF VETERANS AFFAIRS
SUPPORTIVE SERVICES FOR VETERAN FAMILIES PROGRAM GUIDE – Support Services
service and who was discharged or released there from under conditions other than dishonorable may
qualify for VA health care.
2. Guidance on Administration of Benefits/Services
If a participant has not yet enrolled in the VA health care system, the grantee should provide assistance
in the enrollment process. Additional information on VA healthcare and benefits can be found on the
following VA websites: http://www.va.gov/health/index.asp and http://www.vba.va.gov/VBA/
If necessary, assistance provided to participants should also include helping Veterans locate an
accredited claims agent or attorney and other services short of actual representation before VA.
Although grantees will assist participants in obtaining available benefits from VA, grantees will not be
permitted to represent Veterans in benefit claims before VA unless the individual providing
representation is an accredited claims agent or attorney.
3. Using Community Linkages to Enhance Effectiveness
Grantees should develop relationships with local VA facilities, State Veterans Affairs Offices and
Veterans Service Organizations (VSOs). A list of State Veterans Affairs Offices can be found on the
following VA website: http://www.va.gov/statedva.html VA also maintains a searchable database of
VSOs that can be accessed online at: http://www.va.gov/vso/index.cfm?template=search
Grantees who maintain lines of communication with VA facilities will be able to stay aware of new
benefits and services for which participants may be eligible and make or receive referrals as appropriate.
E. Assistance in Obtaining and Coordinating Other Public Benefits
1. Description of Services
Grantees are required to assist participant households to access both public benefits and mainstream
community resources that are available from federal, state, local, or tribal agencies, or any eligible
entity, in their communities. The terms “public benefits” and “community resources” are defined
broadly to include healthcare (medical, mental health, and substance abuse services) and daily living
services, affordable housing, employment and vocational services, income support (from public
benefits), legal services, transportation, personal financial planning and credit counseling, VA fiduciary
and representative payee services, and childcare. The goals for connecting with these external programs
are, first, to meet immediate housing-related and non-housing-related needs and, second, to avoid a
future housing crisis.
This external linkage dimension of SSVF supportive service fosters participants’ ready access to benefits
and community resources. It is a layer of supportive service delivery that builds upon, and thereby
extends the impact of, SSVF’s housing-focused case management (described in Section VI.C). On this
next level, SSVF cultivates external supports that will outlast the short term, temporary nature of the
SSVF. Indeed, given the time limited nature of SSVF, fostering these connections may be among the
most lasting contributions SSVF has in the lives of participants. Grantees should therefore strive to
DEPARTMENT OF VETERANS AFFAIRS
SUPPORTIVE SERVICES FOR VETERAN FAMILIES PROGRAM GUIDE – Support Services
strengthen each participant’s ties to external resources to the extent that they will be maintained long
after SSVF is no longer available to the Veteran.
While all grantees deliver this connectivity component of supportive services, the work to link with each
resource listed above may be organized by the grantee using two possible approaches:
1. Direct: by grantee staff OR by subcontract to partner organization (Note: SSVF funds cannot pay for
direct provision of healthcare or daily living services).
2. Indirect: refer out to external resources with grantee utilizing a conventional information and referral
approach and building upon in-house knowledge of external resources.
a. Connection to Healthcare and Daily Living Services
Options for Grantee: 2: Indirect
SSVF participants should be supported to access healthcare and daily living services from their local VA
Medical Center and other healthcare providers. This includes primary care, mental health treatment,
substance abuse services, daily living services also known as home care, and other specialty health care
that an individual participant requires. To optimize access, grantees capitalize upon established
relationships with their points of contacts at local VA Medical Centers and/or community based
outpatient clinic, their in-depth knowledge of specific health delivery programs at their local VA Medical
Centers, and their follow ups with participants to ensure referred Veterans availed themselves of
needed care. For participants with a history of reluctance to seek care from VA settings, grantees
leverage their own trusting relationships, established through case management with participants, to
support reestablished connections.
In consideration of the healthcare needs of participants who are ineligible for VA healthcare and of their
non-Veteran household members, for whom healthcare is critical in establishing the household’s
housing stability, grantees must identify non-VA healthcare resources. Grantees must also be positioned
to assist participants in applying for Medicaid and/or subsidized insurance through local healthcare
exchanges created by the Affordable Care Act (ACA).
b. Connections to Affordable Housing via Housing Counseling
Options for Grantee: 1: Direct; 2. Indirect
SSVF participants should be supported in the multi-steps of searching for affordable housing. Commonly
referred to as housing counseling, this effort can optionally be carried out by in-house “housing
specialists” on the grantee’s staff team. Regardless of staffing arrangements, housing counseling work is
ideally performed directly by the grantee or its subcontractors. The service should be delivered to all
participants in the rapid re-housing category and those in homelessness prevention that require new
housing. The term “housing counseling” is defined broadly. It involves multiple steps from searching for
an appropriate unit to securing it. Specific tasks include researching available market rate and subsidized
housing units that match a participant’s housing budget, evaluating options that fit rent reasonableness,
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negotiating rents and terms when possible with landlords, appealing tenant selection decisions, drawing
upon external advocates as needed to appeal tenant selection decisions, assessing units using the
Habitability Standards, securing leases, and devising move in plans. This service also includes educating
participants on local housing options, standard lease agreements, fair housing laws, tenant rights,
tenant-landlord relationships, reasonable accommodations, lease compliance, lead paint laws, home
maintenance, and efficient use of home systems such as heat. It also involves advance work with
participants to devise household budgets and plan a schedule for regular and timely rent payments.
To optimize outcomes of housing counseling, this service requires that grantees build staff expertise on
the availability of both affordable, private market rate units and publicly subsidized, affordable housing.
For success in the private market, staff must cultivate a network of willing local landlords and their
management companies as well as carry out efforts to maintain and expand that network exponentially
over time. For success in the subsidized arena, staff must research, via information clearinghouses and
online locators, housing programs dedicated to Veterans, to households exiting homelessness, to low
and extremely low income households in general, and to special populations such as persons who are
elderly or with disabilities. Furthermore, staff must be knowledgeable of admissions preferences
established in any and all subsidized housing.
c. Connections to Employment and Vocational Services
Options for Grantee: 1: Direct; 2. Indirect
SSVF participants should be supported to connect with services that foster workforce participation, job
readiness, and job opportunities with the aim of maximizing income and thereby increasing housing
stability. This effort could optionally be carried out by an in-house employment specialist position on the
grantee’s staff team. Alternatively, participants can be referred to such services through community
resources, such as Goodwill Industries and Workforce Investment Act funded local job centers, or VA
sponsored workforce development programs such as the Homeless Veterans Reintegration Program.
From these programs, participants may be offered assistance with resume writing, job search, job
interviewing, and job skill development. Grantees should also explore the availability of local job fairs,
particularly those dedicated to Veterans, and local employers advertising new job development
specifically for Veterans.
d. Connections to Income Support (Public Benefits)
Options for Grantee: 1: Direct; 2. Indirect
SSVF participants should be supported to obtain public benefits including Social Security Disability
Income, Supplemental Security Income, Veteran Benefit Administration benefits, and Temporary
Assistance for Needy Families. Such benefits can be an essential resource for maximizing participants’
income and thereby increasing housing stability. For applications to the Social Security Administration,
participants should be assisted by staff who are trained in the SSI/SSDI Outreach Access and Recovery
Program (SOAR) available to direct human service workers. For applications to the Veteran Benefits
Administration, participants should be assisted via referrals to local Veteran service organizations or via
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direct application through the established SSVF liaison for the local Veteran Benefit Administration
office in the grantee’s jurisdiction.
e. Connections to Legal Services
Grantees are strongly encouraged to provide legal services to assist participants with issues that
interfere with participants’ ability to obtain or retain permanent housing or supportive services (38 CFR
Part 62.33). Issues that fall under this category are either legal in nature or contain a legal component,
and have an impact on housing stability. Examples of common issues faced by homeless or at-risk
Veterans include:
1. Eviction (threatening or pending)
2. Child support issues
3. Assistance in obtaining SSI and SSDI benefits and/or assistance with claims for those benefits
4. Landlord/Tenant issues (includes protecting tenant rights, addressing housing code violations,
protecting security deposits, and providing lease reviews)
5. Outstanding warrants and/or court fees
6. Assistance in obtaining VA benefits and/or assistance with claims for those benefits
7. Driver’s license reinstatement issues
8. Criminal records expungement
9. Debt collection (includes pursuing debt forgiveness and processing personal bankruptcies)
Service Models
SSVF Legal Services can be provided directly by the Grantee or indirectly via referral. Below is a
description of the three service models most commonly utilized:
1. In-House Counsel. Grantees may choose to hire licensed counsel as part of their SSVF staff in order to
provide legal services to their program participants. This model constitutes direct service provision and
costs acquired fall under the Provision and Coordination of Supportive Services - Personnel category of
the budget.
2. Contract. Many Grantees elect to subcontract services out to a legal services provider (Private
Attorney, Legal Aid Provider, etc.) in order to provide these types of services. This model constitutes
direct service provision, operates on a flat fee or fee for service agreement, and is based on an
anticipated volume of legal services that will be used by the grantee’s participants. Costs acquired under
this model fall under Provision and Coordination of Supportive Services – Non-Personnel category of the
budget. Grantees are encouraged to include specific reporting requirements (services provided, length
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of service, etc.) in the contract as well as include subcontractor-led issue spotting training for case
managers.
3. Referral/Informal Agreements. Pursuant to 38 CFR Part 62.33, Grantees must at least assist
participants in obtaining legal services or coordinate the provision of legal services. Grantees may
choose to satisfy this requirement through indirect service provision via referrals on an as-needed basis
to community legal aid organizations, Legal Aid Clinics, and other entities (or attorneys) providing pro
bono assistance. Informal coordinated referral agreements may also be made with these service
providers as well as with local law schools and chapters of the American Bar Association. Grantees using
a referral only service model are strongly encouraged to use a legal intake tool
http://www.va.gov/HOMELESS/ssvf/docs/Legal_Aid_Society_of_Cleveland_Check_Issue_Spotting_Tool.
pdf in order to identify legal issues faced by their participants.
f. Connections to Transportation
Options for Grantee: 1: Direct; 2. Indirect
SSVF participants should be supported to connect with transportation on an as needed basis and for
housing stability purposes when the Veteran lacks access to a car or public transportation. Where
available, grantees should help participants take advantage of subsidized transportation and free bus
passes in their jurisdiction. These are typically offered for low income people who have disabilities or are
elderly. Participants should also be connected to local shuttle services for accessing VA Medical Centers
that typically leave from Veteran service organization sites. To supplement local transportation
assistance, grantees have the option to provide transportation to participants themselves via a leased
vehicle that is used to transport participants to service appointments and housing search related
destinations. When transportation is provided through an agency’s leased vehicle, grantees must devise
a written policy requiring that all drivers have a valid driver’s license, cell phone access inside the
vehicle, and training on agency transportation procedures. Such policies also must call for insurance for
all vehicles used to transport participants. Note, in addition to the resource access approach outlined
here, transportation may also be paid for directly by SSVF temporary financial assistance.
g. Connections to Personal Financial Planning and Credit Counseling Services
Options for Grantee: 1: Direct; 2. Indirect
SSVF participants should be supported to connect with services that improve their day-to-day finances
and help achieve long term budgeting and financial goals. These services may include individualized
counseling or workshops that teach critical skills such as budgeting, setting up bank accounts, managing
money in the long term, accessing a free credit report, and repairing credit. In particular, grantees
should seek services for participants who need to resolve poor credit so as to reduce the negative
influence such histories have on tenant selection decisions. Community action agencies, adult education
community centers, and non-profit workforce development organizations are typical sponsors of such
services. Grantees may also utilize the National Foundation for Credit Counseling (www.nfcc.org) as a
resource for their participants. When desired, participants may also be assisted in opening personal
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savings and checking accounts. In addition to the resource access approach outlined here, the cost of a
class on financial literacy or personal credit may also be paid for directly by SSVF temporary financial
assistance under the general housing stability assistance category.
h. Connections to VA Fiduciary and Representative Payee Services
Options for Grantee: 1: Direct; 2. Indirect
SSVF participants should be supported with the option of enlisting a VA fiduciary or representative
payee arrangement on an as need basis. These arrangements may help participants who cannot manage
their own financial affairs due to injury, disability, or age. Instead, a participant may choose to designate
a VA fiduciary or representative payee to manage their Veteran Benefits Administration benefits, Social
Security Disability Insurance, Supplementary Security Income, or other income on their behalf. The
designated party then uses the individual’s income to consistently pay for current and foreseeable
needs including rent. Grantees should help interested participants to explore availability of this option.
i. Connections to Childcare Services
Options for Grantee: 1: Direct; 2. Indirect
SSVF participants should be supported to access childcare when needed by heads-of-household
undertaking new tasks related to increasing housing stability. Childcare may be especially useful to
participants engaged in a busy schedule of housing search visits or job interviews or in the initial weeks
of new employment that has yet to yield sufficient savings to pay for childcare. To meet this need,
grantees should research the availability of subsidized or free childcare for low income and homeless
households in their jurisdiction. Ideally, grantees will find emergency childcare services that could bridge
participants through a period of instability until more long term arrangements can be secured that are
affordable to the household. Note, in addition to the resource access approach outlined here, childcare
may also be paid for directly by SSVF temporary financial assistance. Note that grantees would turn to
paying for childcare out of temporary financial assistance when no other free or reduced cost options
can be found for a participant in their community.
2. Using Community Linkages to Enhance Effectiveness
Grantees should actively develop linkages with community organizations to effectively connect
participants to these other public benefits. In deciding whether to provide or to refer a participant for a
needed service, the grantee must consider the availability of local offerings, as well as the grantee’s own
level of expertise in providing the service/benefit. A grantee who has not investigated the community’s
service/benefit offerings will not be able to maximize the cost-effectiveness of direct service delivery.
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F. Other Supportive Services / Temporary Financial Assistance
1. Other Supportive Services
A grantee may provide other services that are set forth in the NOFA and applicants may propose
additional supportive services in their SSVF grant application. Grantees may also propose additional
services by submitting a written request to modify the supportive services grant in accordance with 38
CFR 62.60.
2. Eligible Temporary Financial Assistance (TFA)
Grantees may choose to provide TFA to participant households. However, not all households require
such assistance. Supportive services grant funds should only be used as direct financial assistance when
“but for” criteria are met. That is, after first considering readily available homeless and mainstream
benefits (such as TANF, general assistance, and food stamps), the grantee must explore whether the
household would be homeless “but for” the provision of SSVF TFA. When grantees do choose to provide
TFA, it should be used as a supplement to services provided to a participant as part of a plan to increase
the participant’s housing stability. Per 38 CFR 62.34, eligible forms of temporary financial assistance are:
· Rental assistance;
· Utility-fee payment assistance;
· Deposits (security or utility);
· Moving costs;
· Transportation (public transportation or car repair);
· General Housing Stability Assistance;
· Emergency Housing Assistance; and
· Child care
Grantees should focus on the most critical threats to the participant’s housing stability in providing the
“minimum necessary” level of assistance. Grantees should keep in mind that SSVF funds for temporary
financial assistance are limited. Providing a disproportionate amount of temporary financial assistance
to one participant will limit the total number of participants grantees will be able to serve. As stated in
the previous section VI. E. (“Assistance in Obtaining and Coordinating Other Public Benefits”), all
participants should be referred to mainstream income supports for which they may qualify. By
leveraging and utilizing public sources of emergency and ongoing financial assistance, grantees can
minimize the temporary financial assistance payments made with SSVF grant funds. See the NOFA for
the maximum percentage of total supportive services grant funds that can be used for this purpose.
When deciding whether to provide temporary financial assistance, consider this:
“Would this Veteran family be homeless but for this assistance?”
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Wherever possible, grantees should attempt to connect participants to community resources, such as
ESG programs, to obtain comparable assistance. Grantees should develop internal guidelines for the
payment of temporary financial assistance and ensure that participants receiving temporary financial
assistance as part of a housing stability plan are informed of such guidelines.
a. Rental Assistance
Rental assistance includes the payment of rent, mobile home lot rent when participant owns or rents
the mobile home, and penalties or fees to help a participant remain in or obtain permanent housing.
(Note: Where a rental fee is inclusive of utilities, the entire amount will be considered “rental assistance”
and will be subject to the applicable conditions). Rental assistance payments can be provided for
amounts that are currently due (including first month or prorated rent paid prior to or at move in) or are
in arrears, and for the payment of penalties or fees that have been incurred by the participant and are
required to be paid under an existing lease or court order. Such allowable fees are typically late rent fees
that are paid directly to a landlord. Note that debts owed by the Veteran on former leases, related to
housing where the Veteran no longer resides, are not an allowable TFA expense for rental assistance.
Grantees may find it beneficial to require participants to share in the cost of rent payment as a condition
of receiving assistance. Grantees are also encouraged to negotiate with landlords and utility companies
to waive fees, security deposits, and, where possible, accept partial payments to satisfy arrearages. In
this way, grantees conserve SSVF grant funds for future use and also empower participants to share in
the responsibility. Grantees should determine the level of assistance provided on a case-by-case basis,
based on the minimum amount needed to prevent the program participant from becoming homeless or
returning to homelessness in the near term.
Rental assistance may be provided to eligible participants using SSVF grant funds, with the following
restrictions:
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As with all temporary financial assistance under the SSVF Program, rental assistance may only be
provided if the payment of such assistance is necessary to enable the participant to obtain or retain
permanent housing. As a condition of assistance, the grantee must help the participant develop a
reasonable plan to address the participant’s future ability to pay rent. The grantee should assist the
participant to implement such a plan by directly providing necessary supports or by helping the
participant to obtain necessary public or private benefits or services. If the grantee determines that the
rent is not reasonable or that rental assistance will not allow the participant to obtain or retain
permanent housing because the participant cannot reasonably be expected to afford to remain in the
selected unit once SSVF rental assistance ends, SSVF grant funds should not be used to provide rental
assistance. In such cases, the grantee should assist the participant in locating affordable housing that
meets the participant’s needs or, if affordable housing is not readily available, attempt to connect the
participant with a program that offers long-term rental assistance (e.g., HUD-VASH, CoC funded
supportive housing programs, etc.). If necessary, the grantee should attempt to connect the participant
with short-term support if long-term support is not readily available.
b. Utility Payment Assistance
Utility payment assistance includes the payment of utility costs (i.e. heat, electricity, water, sewer and
garbage collection) to help the participant obtain or retain permanent housing. Utility assistance may
consist of payments for multiple types of utilities. Telephone or cell phone services are not eligible
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expenses. Utility assistance can be provided for amounts that are currently due or are in arrears.
Amounts owed for telephone, cable, and other utilities not listed above are not eligible. A grantee may
choose to require participants to share in the cost of utility-fee payments as a condition for receiving
assistance.
Note that SSVF may use TFA to pay outstanding utility arrears pertaining to a previous rental situation
where the Veteran no longer resides provided that the old utility debt now prevents the participant
household from obtaining utilities in a new housing arrangement. This debt may only be paid directly to
the third party, the utility company, under whom the debt was incurred.
Utility payment assistance may be provided to eligible participants using supportive services grant funds,
with the following restrictions:
As with all temporary financial assistance payments made under the SSVF Program, utility payment
assistance necessitates the development of a reasonable plan to address the participant’s future ability
to make utility payments. The grantee should assist the participant to implement such a plan by
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providing necessary assistance directly or by helping the participant to obtain any necessary public or
private benefits or services. In the creation of the plan, grantees must consider that many regions have
seasonal fluctuations in the cost of utilities. If the grantee cannot help the participant to develop a
reasonable plan to address the participant’s ability to pay future utility payments, supportive services
grant funds should not be used to provide utility-fee payment assistance. Instead, the grantee should
attempt to connect the participant with a program offering long-term assistance.
c. Deposits
Deposit payment assistance includes the payment of security or utility deposits to help the participant
obtain permanent housing. Deposit payment assistance may be provided on behalf of eligible
participants using SSVF grant funds, and do not count towards the monthly assistance restrictions for
both rent and allowable utilities, and have the following restrictions:
A grantee may choose to require participants to share in the cost of a deposit payment as a condition for
receiving assistance. A deposit equivalent of no more than two months’ rent is typically considered to be
the maximum reasonable level.
Deposit payment assistance may only be provided if the payment of such assistance will directly allow
the participant to obtain permanent housing. The grantee must work with the participant to develop a
reasonable plan to stabilize housing so that additional deposits are not needed, and should assist the
participant to implement a housing stability plan by directly providing necessary assistance or by helping
the participant to obtain necessary public or private benefits or services. If the grantee cannot help the
participant to develop a reasonable plan to address the participant’s future housing stability, supportive
services grant funds should not be used to provide deposit payment assistance.
Grantees have discretion to determine how to handle security deposits if and when an assisted
household moves from the assisted unit (assuming the landlord has not retained the deposit to pay for
damages incurred by the tenant). The grantee may recover the security deposit (in which case it must be
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treated as program income) or the grantee may allow the Veteran family to keep the deposit and use it
towards their next unit.
d. Moving Costs
Moving costs payment assistance includes costs necessary to help the participant obtain permanent
housing. Moving costs may include reasonable costs such as truck rental, hiring a moving company, or
short-term storage fees for a maximum of 3 months or until the participant is in permanent housing,
whichever is shorter. Relocation transportation expenses such as bus, train or plane tickets are not
allowable moving costs. Moving costs payment assistance may be provided on behalf of eligible
participants using supportive services grant funds, with the following restrictions:
As a condition of providing moving costs assistance, the grantee must help the participant develop a
reasonable plan to address the participant’s future housing stability and assist the participant to
implement such a plan. Grantees may require participants to share in the cost of moving as a condition
of receiving assistance with moving costs.
e. General Housing Stability Assistance
General Housing Stability Assistance refers to provision of goods or payment of expenses not included in
other SSVF categories but which are directly related to supporting a participant’s housing stability. All
such expenses relate to a participant’s ability to gain or keep employment or permanent housing. Such
assistance is offered only if and when it is not available through existing mainstream resources. Note
that this assistance must be paid directly to a third party (not to a participant).
Four Classes of Housing Stability Assistance
There are four classes of Housing Stability Assistance expenses, outlined below, that can be authorized
up to a maximum of $1,500 per participant household during any 2-year period.
(1) Expenses associated with gaining or keeping employment:
Eligible items include but are not limited to uniforms, tools, driver’s license fees, license/certification
costs required for employment, documentation acquisition fees such as for Social Security Number or
birth certificate, document court filing fees, and short term training leading to employment where other
funding is not available.
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(2) Expenses associated with moving into permanent housing:
Eligible items include but are not limited to furniture delivery costs, furniture bank fees, bed frames,
conventional mattresses, air mattresses, box springs, bedding (sheets, pillow cases, pillows), basic
kitchen utensils, and cleaning supplies.
(3) Expenses necessary for securing appropriate permanent housing:
Eligible items include but are not limited to fees for rent applications, background checks, housing
inspections, credit score checks, credit counseling, financial literacy class, document court filing fees,
and documentation acquisition such as for Social Security Number or birth certificates.
(4) Items necessary for life or safety provided on a temporary basis to address an emergency.
Eligible items include food, baby formula, diapers, and winter clothing. These items are allowable up to
$500 per participant household in a 2-year period and are included in the overall $1,500 cap.
Brokers Fee
(1) Reasonable amount for a realtor broker’s fee. This may be paid once during a 2-year period. The
reasonableness of this fee must be determined based on the condition of the local housing market.
Items that cannot be funded under General Housing Stability Assistance are: phone cards, gift cards of
any kind, and furniture (except beds). Major appliances are also generally non-eligible with the rare
exception of circumstances when the VA allows such an item for an individual case.
f. Emergency Housing Assistance
Emergency Housing Assistance is a category of assistance that allows SSVF programs to provide
temporary housing for eligible literally homeless participants who are awaiting permanent housing if no
other shelter is available. As SSVF resources must be focused on securing and sustaining placement in
permanent housing, grantees are expected to exercise great care in committing resources to emergency
housing, ensuring no alternative VA resources (such as Grant and Per Diem or Healthcare for Homeless
Veterans residential contract housing) or community resources exist.
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SUPPORTIVE SERVICES FOR VETERAN FAMILIES PROGRAM GUIDE – Support Services
Emergency housing is limited to short-term commercial residences, not already funded to provide on-
demand emergency shelter, that does not require the participant to sign a lease or occupancy
agreement (private residences are not eligible). Note that the Emergency Housing Assistance
Verification is used to confirm eligibility.
If permanent housing, appropriate shelter beds, and transitional housing are not available and
subsequent rental housing has been identified generally but is not immediately available for move-in by
the participant, then a grantee may place a participant in emergency housing, subject to the following
limitations:
Limitations:
· Placement for a single Veteran may not exceed 72 hours, unless the grantee can certify that
shelter beds and transitional housing are still unavailable at the end of 72 hours. Extensions
beyond the 72 hours may not exceed 45 days.
· Placement for a Veteran and his or her spouse with dependent(s) may not exceed 45 days.
· A participant may be placed in emergency housing only once during any 2-year period,
beginning on the date the grantee first pays for emergency housing.
· The cost of the emergency housing must be reasonable in relation to the costs charged for other
available emergency housing considering the location, quality, size, and type.
· At least one viable option for a permanent housing unit must be identified for the participant
who is temporarily receiving emergency housing assistance.
g. Transportation Assistance
A grantee may provide transportation assistance if it will enhance housing stability. For example, a
participant may require assistance with transportation to a job interview or a medical appointment.
Because the use of public transportation is generally less expensive than the use of private vehicles and
may be more sustainable in the long-term, grantees should consider providing public transportation
tokens or vouchers before offering financial assistance for personal vehicles. If sufficient public
transportation options are not locally available, a grantee may provide car repair or maintenance
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assistance on behalf of a participant. The following table outlines restrictions applicable to temporary
transportation financial assistance:
The provision of money or gift cards to a participant to pay for gasoline is not permitted with SSVF
funds. However, in rural areas with limited to no public transportation, the issuance of Gas Vouchers
may be allowable under the conditions listed below:
1. A gas voucher is allowable as transportation cost only towards needs directly related to housing
stability and is incorporated in the participant’s Housing Plan.
2. Payment must be made by the grantee directly to a third party. For example, the grantee may make
arrangements with a local gas station by pre-paying for gasoline only, require gas station to view
identification of participant prior to approval of any gasoline purchase, and provide grantee with
receipts for all gasoline purchases.
As with all temporary financial assistance payments made under the SSVF Program, the provision of
transportation assistance requires the development of a housing stability plan. The grantee should
consider a participant’s unique situation, as well as the area’s transportation options in creating such a
plan, weighing the costs and benefits of different options. If the grantee cannot help the participant
develop a reasonable plan to address the participant’s future ability to pay for transportation,
supportive services grant funds should not be used to provide transportation assistance. In that case,
transportation assistance should be limited to the grantee’s efforts to connect the participant with a
program offering long-term assistance.
h. Child Care Assistance
A grantee may make payments on behalf of a participant to an “eligible child care provider” providing
child care services. Such child care payments should only be provided by the grantee if the assistance
will improve a participant’s housing stability (e.g., if the provision of child care assistance will allow the
participant to obtain or maintain employment). The following table outlines restrictions applicable to
child care assistance payments:
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SUPPORTIVE SERVICES FOR VETERAN FAMILIES PROGRAM GUIDE – Support Services
As with all temporary financial assistance payments made under the SSVF Program, the provision of
child care assistance requires the development of a reasonable housing stability plan to address the
participant’s future ability to pay for child care. Grantees should assist the participant to implement such
a plan by providing any necessary assistance or helping the participant to obtain any necessary public or
private benefits or services. If the grantee cannot help the participant develop a reasonable plan, child
care assistance should be limited to the grantee’s efforts to connect the participant with a program
offering long-term assistance.
3. Restrictions on Payments
Temporary financial assistance payments cannot be paid to the participant and must be paid directly to
a third party on behalf of a participant. In order to prevent temporary financial assistance from
consuming a disproportionate amount of grant funds, VA has set a limit in the NOFA of a maximum
allowable percentage of funds used for temporary financial assistance. Additionally, timing and other
restrictions on the use of eligible temporary financial assistance can be found in 38 CFR 62.33 and 38
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CFR 62.34. Grantees may choose to impose additional limitations on such assistance. Please see Section
VIII.E. for a list of ineligible activities, including costs associated with temporary financial assistance.
4. Documentation Required
Grantees must maintain records that justify the provision of temporary financial assistance. Program
Guide Section VIII.C. outlines the case file documentation required to verify the eligibility of a temporary
financial assistance payment.
Administrative Services Committee Meeting
5/31/2016 1:10 PM
H.O.U.S.E.S- Helping Others Undertake Self-Sufficiency and Economic Stability
Department:Housing and Community Development Department
Presenter:Mr. Hawthorne Welcher, Jr.
Caption:Motion to accept as information the H.O.U.S.E.S initiative to
assist local nonprofit organizations in their mission to End Veteran
Homelessness within the Augusta-Richmond County Jurisdiction.
Background:National trends show that Veteran Homelessness is on the decline
due to the National mandate to end veteran homelessness by Jan.
1, 2016. At this time Augusta-Richmond County is nearing that
mandate but has found that there is a lack of affordable housing to
assist in housing the remaining veterans. In efforts to complete
this task, a collaboration of City departments has created the
H.O.U.S.E.S initiative.
Analysis:Through the collaborative efforts of the Augusta-Richmond
County government and non-profit organizations, this program
seeks to provide affordable, permanent supportive housing for
local homeless veterans through the use of City owned properties
currently on the “No Bid” batch of the Tax Commissioner's
inventory and will be transferred to the Land Bank. The attached
Program Design for this pilot program gives details of how a
veteran would be selected for the program and helped to reach
self-sufficiency in their stabilized housing.
Financial Impact:The initiative is estimated to cost roughly $40,000 per
rehabilitated house.
Alternatives:N/A
Recommendation:Accept as Information Only
Funds are Available
in the Following
Accounts:
Community Development Block Grant funds that are already
received from the U.S. Department of Housing and Urban
Development.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
5/31/2016 1:10 PM
Link Deposit Program
Department:
Presenter:Commissioner Marion Williams
Caption:Comprehensive update from the appropriate staffers regarding the
city's Link Deposit Program. Report to include but not limited
to the date of inception, copy of approved guidelines, initial and
current amount of deposits, name of banking institutions and
number of loans associated with the program, etc. (Requested by
Commissioner Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY: