1. Emergency Food & Shelter Program Los Angeles Local Board
Phase 35 RFP Information Sessions

2. Agenda Welcome and Introductions Overview of EFSP
Review of Phase 35 RFP Process
Phase 35 Application
Selection and Scoring
Notes
Questions

3. What is Emergency Food & Shelter Program (EFSP)
The Emergency Food and Shelter Program (EFSP) is a Federal program administered by the U.S. Department of Homeland Security’s Federal Emergency Management Agency (FEMA). The Emergency Food and Shelter Program (EFSP) was authorized in 1983 under the Stewart B. McKinney Homeless Assistance Act, since renamed the McKinney-Vento Homeless Assistance Act. The intent of the EFSP is for the purchase of food and shelter, to supplement and expand current available resources and not to substitute or reimburse ongoing programs and services or to start new programs.

4. Chain of Responsibility
Receives the funding appropriation from Congress
Awards the appropriation to the EFSP National Board.
Monitors program performance
Accounts for use of funds to Congress
FEMA
FEMA, American Red Cross, Catholic Charities USA, National Council of Churches of Christ in the USA, The Jewish Federations of North America, The Salvation Army, and United Way Worldwide.
Makes policy decisions and sets program parameters
Selects jurisdictions by formula to receive the annual funding.
Disburses funding to agencies chosen by jurisdictions
Accounts for use of funds to FEMA
National Board
Advertises the availability of funds to the jurisdiction.
Chooses local agencies to receive funding.
Determines the amount and categories for funding for each phase.
Monitors agency performance
Reviews reporting and documentation
Local Board
Local Recipient Organization (LRO)
Provides direct services to people with emergency needs
Uses funds to supplement and expand its existing food and shelter services.
Fulfills EFSP reporting and documentation requirements.

5. Los Angeles County Local Board
Los Angeles County Local Board Composition
Los Angeles County Chief Executive Office – Homeless Initiative
American Red Cross, LA Chapter
United Way of Greater Los Angeles
Catholic Charities
Salvation Army of Southern California
211 Los Angeles County
Jewish Family Services
Public Counsel
Chrysalis Center
Shelter Partnership
Hunger Action Los Angeles
Center for the Pacific Asian family
Project Angel Food
Food Pantry, LAX
Ecumenical Council of Pasadena area Churches
Los Angeles Local Board convenes quarterly
Sets policies and procedures
Board Committees meet regularly for EFSP oversight – Administrative, Planning, and Allocation
Determines fund distribution throughout Los Angeles County.
Monitors LA County expenditures - ensure compliance with National EFSP guidelines

6. Review of Phase 35 RFP

7. RFP Timeline RFP Release April 16, 2018 Bidders Conference Webinar
May 2, 2018
Deadline to Submit Questions (by only)
May 7, 2018
Questions / Answers Posted on Website (
May 11, 2018
Deadline to Submit Application
May 24, 2018 by 5:00 pm
Award Notification
June 28, 2018

8. Phase 35 Highlights Phase 35 Information Phase 35 Spending Period
Los Angeles County has received an award in the amount of $4,639,515
Phase 35 Information
Spending period – January 1, 2018 thru December 31, 2018
Phase 35 Spending Period

9. Criteria for Applying to EFSP
Be nonprofit or an agency of government
Not be debarred or suspended from receiving Federal funding
Have a checking account (Cash payments are not allowed)
Have an accounting system or fiscal agent approved by Local Board
Have a Federal Employer Identification Number (FEIN)
Have a Data Universal Number System (DUNS) number issued by Dun & Bradstreet -A DUNS (Data Universal Number System) Number is a unique identification number for each physical location of a business organization that is used to track how federal grant money is allocated. LROs are required to provide the 9-digit DUNS Number
Conduct an independent annual audit if receiving $100,000 or more in EFSP funds. Conduct an annual accountants review if receiving $50,000 to $99,999 in EFSP Funds
Conduct an annual audit if expending $750,000 or more in Federal funds.
Be providing services and using its other resources in the area in which they are seeking funding
Practice nondiscrimination ( those agencies with a religious affiliation must not refuse services to an applicant based on religion or require attendance to religious services as a condition of assistance).
Have a voluntary board if private, not-for-profit, and,
To the extent possible involve homeless individuals and families, through employment, volunteer programs, etc. in providing emergency food and shelter services.

10. Phase 35 RFP Process
The RFP is an open and competitive process. All agencies providing emergency food and shelter services in Los Angeles County can apply for funding.
Los Angeles County only funds the following categories:
- Food (Served Meal, Other Food, Food Bank)
- Shelter (Mass Shelter, Other Shelter, Rental/Mortgage Assistance)
Three applications are available to complete
- Food and Shelter Application
- Rental / Mortgage Application
- Food Bank Application
EFSP funds are supplemental and cannot exceed 40% of a program budget.
Applicants can apply in all areas in which they are providing emergency services.
The maximum grant amount that can be requested by an organization that has never been funded or was not funded in the previous year (Phase 34) is not to exceed a combined total of $10,000 . All other organizations are not limited to the amount requested.

11. Funding Areas for Los Angeles County EFSP
Served Meals – The Served Meals category is intended to allow mass feeding facilities to pay for the purchase of food items, items used to prepare and serve food, and other food-related items to assist in the mass feeding of eligible clients
The Los Angeles Local Board operates under Option 2, “Per Meal Allowance of $2.00 “
Other Food – The Other Food category is intended to allow agencies such as food pantries and food banks to pay for the purchase of food items, food vouchers and food gift cards/certificates to assist in the feeding of eligible clients.

12. Funding Areas for Los Angeles County EFSP Cont’d
Mass Shelter –The Mass Shelter category is intended to allow mass shelter providers (five beds or more in one location) to provide on- site housing for eligible clients. Agencies may not operate as vendors for themselves or other LROs; self-billing is not eligible with this funding.
The Los Angeles Local Board operates under Option 2 a “Per diem Allowance of $12.50”
Other Shelter – The Other Shelter category is intended to allow agencies to provide off-site emergency housing of eligible clients. Agencies may not operate as vendors for themselves or other LROs; self-billing is not eligible with this funding.
- Lodging charges for a hotel/motel

13. Funding Areas for Los Angeles County EFSP Cont’d
Rent/Mortgage – The Rent/Mortgage category is intended to allow agencies to pay a one-month amount of rent or mortgage for qualifying clients. Each household may receive this assistance only once per spending period One month of past due balance of rent or mortgage
- One month of current balance of rent or mortgage
- First month’s rent

14. Ineligible Program Expenses (Partial List)
Cash payments of any kind
Payments made in any form other than LRO check , LRO credit card, LRO debit card.
Advances or reimbursements to staff, volunteers, or clients for program purchases
Payments made more than 90 days following the invoice or intake date
Reimbursements to other LRO’s or agencies
Bank fees, membership fees to food banks, shopping clubs, etc.
Deposits of any kind.
Administrative costs
Expenditures made outside jurisdiction's spending period 1/1/2018 – 12/31/2018
No pre-payment for expenses or services not yet rendered or incurred
Reserving or withholding funds in anticipation of a future need (e.g., holiday events, holiday baskets)

15. EFSP Reporting Funded LRO’s are required to complete the
- Interim Report
- Final Report
LRO’s are required to complete and maintain the “Expenditure Spreadsheets” for each category they are funded in. The Expenditure Spreadsheets are provided by the Local Board and must be submitted with the Final Report.

16. Expenditure Spreadsheets Sample (Spreadsheets Are Provided by the local Board)

17. Efsp Application

18. Accessing the Application
EFSP Phase 35 RFP
Accessing the Application
Log onto
Read all information
Review “How to Apply”
Take the “Questionnaire”. After successfully completing the Questionnaire you will be prompted to select the application in the area you are applying for funding.

19. Phase 35 Application Outline
ELIGIBILITY QUESTIONAIRE
EFSP APPLICATION
- Contact Information
- Organizational Information
- Current Organizational Annual Operating expenses
- Request Information
- Narrative Questions
- Attachments
- IRS Determination Letter
- Audit Information (not older than 18 months)
- Board of Directors

20. EFSP RFP Application Welcome Page Log in
Log in to start your application.
Welcome Page
Application Introduction
Informational Attachment Links
Start Application Link

21. EFSP RFP Application Cont’d
Contact information
Organizational INFORMATION
PROVIDE CONTACT INFORMATION FOR EVERYONE REQUESTED. Do not leave blank answers

22. EFSP RFP Application Cont’d
Current organization Annual operating expenses
Budget for program applying for funding
Budget Template Download and upload
Request information
Provide EFSp Amount requested
Do not leave answers blank

23. EFSP RFP Application Narrative Questions
Provide complete answers to questions
Make sure to clearly answer the question asked
Answer all questions

24. Selection and Scoring Process
Organizations with unresolved EFSP compliance issues in previous phases will not be awarded funding until the compliance issue has been cleared by the National Board.
If you are applying for Phase 35 funds, but have not completed your Phase 33 & Phase 34 Final Reports, even if your agency is successful with the application and scoring, you will not be awarded funding for Phase 35 due to failure to submit your previous Phase Final Report.
Any organization that is on the “Not Recommended” list for funding by the National Board, will not be awarded EFSP funds until the issue has been resolved with the National Board
Funding consideration may be denied or reduced to organizations that had funds reallocated by Local Board, returned funds to the National Board, or failed to complete required reports.

25. Selection and Scoring Process
The RFP will be reviewed and scored by both internal EFSP Local Board Members, and external reviewers.
Each RFP is reviewed by 2 or more readers.
A successful application must have a minimum of a score of 70%
An Allocation Committee of the Local Board will review the scores provided by the readers and will determine the award amounts for successful candidates.
All recommended awards are subject to full Local Board approval.
Payments will be made by the National Board upon release of jurisdiction funding.
- Returning LRO’s will receive first payment electronically into agency checking account.
- New agencies will receive first award payment via check.
- All second payments are made electronically.

26. Important notes
All LRO’s must read the most EFSP program manual and be aware of program guidelines for the EFSP funds.
No new pilot or new programs
Funds are not to be held or reserved for future use
The Phase 35 spending period is 1/1/2018 – 12/31/2018. No individual extensions will be granted.
EFSP awards are paid in two payments through the National Board, payments may be made after the end of the funding cycle.
Agencies that cannot spend funds until after they are received may have a difficult time with the EFSP Grant, as the payments may not be received until after the close of the funding cycle.
LROs are to keep their documentation records for three years after each end of program year. Since documentation must be retained for three years, all of those years are subject to review/audits at any time, even if the LRO has filed Final Reports and received clearing letters
Funding transfers between categories are limited and must be approved by the Local Board.

27. Questions and Answers
All questions regarding the RFP are to be ed directly to
Deadline to Submit Questions: May 7, 2018
Questions and Answers will be posted on the Los Angeles EFSP website on May 11, 2018

28. Resources
For EFSP Los Angeles County program information visit
For EFSP national program information visit
For additional programs and funding through United Way of Greater Los Angeles visit