1. EMERGENCY FOOD AND SHELTER PROGRAM Los Angeles Local Board
Phase 36 RFP Information Sessions

2. Agenda Welcome and Introductions Overview of EFSP
Review of Phase 36 RFP Process
Phase 36 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 36 RFP

7. Phase 36 Highlights Phase 36 Information Phase 36 Spending Period
Los Angeles County has not received the award amount at this time, however, anticipates notification by April 2019.
RFP proceeds as scheduled, when funding becomes available successful agencies will be notified.
Phase 36 Information
Spending period – January 1, 2019 thru December 31, 2019
Phase 36 Spending Period

8. RFP Timeline RFP Release March 14, 2019 Bidders Conference Webinar
April 8, 2019
Deadline to Submit Questions (by only)
April 11, 2019
Questions / Answers Posted on Website (
April 12, 2019
Deadline to Submit Application
April 19, 2019 by 5:00 pm
Award Notification
June 28, 2019

9. Phase 36 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)
Four applications are available to complete
- Food (served meals, food vouchers, food pantries) 
- Shelter (mass shelter, motel vouchers) 
- Rental / Mortgage Assistance 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 35) is not to exceed a combined total of $10,000 . All other organizations are not limited to the amount requested.

10. Criteria for Applying to EFSP
For a local agency to be eligible for funding it must:
Be nonprofit or an agency of government;
Not be debarred or suspended from receiving Federal funding;
Have a checking account and sign up for EFT (cash payments are not allowed);
Have an accounting system or fiscal agent approved by the Local Board;
Have a Federal Employer Identification Number (FEIN);
Have a Data Universal Number System (DUNS) number issued by Dun & Bradstreet (D&B) and provide along with other required associated information;
Have a valid address for program communication and electronic signature processes;
Conduct an independent annual audit if receiving $100,000 or more in EFSP funds; conduct an annual accountant's review if receiving $50,000 to $99,999 in EFSP funds;
Conduct annual audit, if expending $750,000 or more in Federal funds, in compliance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 CFR 200 of the Office of Management and Budget (Uniform Guidance);
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 wishing to participate in the program must not refuse services to an applicant based on religion or require attendance at religious services as a condition of assistance, nor will such groups engage in any religious proselytizing in any program receiving EFSP funds;
Have a voluntary board if private, not-for-profit; and,
To the extent practicable, involve homeless individuals and families, through employment, volunteer programs, etc., in providing emergency food and shelter services.

11. Funding Categories for Los Angeles County EFSP
FOOD CATEGORY
Served Meals
Other Food
Food Bank (large food banks that provide food to smaller food pantry's)
SHELTER CATEGORY
Mass Shelter
Other Shelter
Rent/Mortgage Assistance
NOTE: Although there are other categories offered by the EFSP National Board, the Los Angeles Local Board only provides funding in the categories above

12. 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 “

13. 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.

14. 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 “Per diem Allowance of $12.50”

15. Lodging charges for a hotel/motel
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

16. One month of current balance of rent or mortgage
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

17. Emergency Food and Shelter Program Highlights
Fiscal Agent/Fiscal Conduit
For National Board purposes, a Fiscal Agent is a LRO that maintains all EFSP financial records for another agency under a single grant. A Fiscal Conduit is a LRO that maintains all EFSP financial records on behalf of two or more other agencies under a single grant. If any one LRO in a jurisdiction is making bulk purchases for other agencies not funded directly, it must serve as a Fiscal Conduit and follow all rules in the EFSP program manual.
No Fee Requirement for Services
No individual, family or household may be charged a fee for service or be required to attend religious/counseling services with relation to assistance received under EFSP. Please note, EFSP does not consider the receipt of donations to an agency to be the same as a fee for service. The receipt of donations does not prevent an agency from participating in the EFSP.
EFSP funding is intended to
Provide for basic, nutritional meals on an ongoing basis not for non-nutritive items. The funding is not intended to be used for a singular event, special celebratory events, holiday baskets, etc. Also, dessert items (i.e., cookies, snack food, candy, etc.) used as part of a daily meal plan may be purchased in limited amounts.
Transportation for Food Banks/Pantries and Other Food Providers
Transportation expenses for picking up, delivery and distribution of purchased and donated food; contracted services or public transportation (e.g., taxi, local bus, subway). A dated mileage log at the Federal rate of $.545 cents per mile. (Note: The reimbursement rate is the rate in existence at the time of publication of this manual. The begin date applies as of January 1, 2018, and is to be used throughout the entire Phase.)
Diapers and Feminine Hygiene Items
For all service providers, the purchase of diapers and/or feminine hygiene items are eligible as described below:
• For direct distribution to individuals.
• For residents of mass shelters.
• For vouchers to grocery stores.

18. 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 1/1/2019 – 12/31/2019
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)

19. EFSP Reporting Funded LRO’s are required to complete the
- LRO Certifications
- 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.
ELECTRONIC SIGNATURES
Local Recipient Organization (LRO) Certifications, Fiscal Agent/Fiscal Conduit Relationship Certification Forms, Lobbying Certifications, Second Payment Requests, Final Reports must be electronically signed using DocuSign. You do not need a DocuSign account to electronically sign EFSP documents and there is no cost for using DocuSign for EFSP documents. Please review the updated Website User Guide for step-by-step instructions for submitting forms on the EFSP website and electronically signing. The User Guide may be found on the EFSP website, (

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

21. Efsp Application

22. Accessing the Application
EFSP Phase 36 RFP
Accessing the Application
Log onto
Read all information
Review “Application Process”
Review “Funding Categories”
Review all information in “Apply Now”
Take the “Questionnaire”. After successfully completing the Questionnaire you will be prompted to select the application in the area you are applying for funding.

23. Phase 36 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

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

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

26. 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

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

28. 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.
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
Organizations that returned unspent funds in the previous Phase will have their Phase 36 award reduced by the amount returned.
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.

29. 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.

30. Important notes
All LRO’s must read the most current EFSP program manual and be aware of program guidelines for the EFSP funds.
No new pilot or new programs
The minimum amount to be applied for in each category is $2,500
Funds are not to be held or reserved for future use
The Phase 36 spending period is 1/1/2019 – 12/31/2019. 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.

31. Questions and Answers
All questions regarding the RFP are to be ed directly to
Deadline to Submit Questions: April 11, 2019
Questions and Answers will be posted on the Los Angeles EFSP website on April 12, 2019

32. 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