Human Services Allocation Process Presentation

Neighborhood Resources Department
Human Services Allocations

Presentation Agenda
History of Allocations Process
Establishment of Priorities
Process Recommendations
Tentative Timeline/Next Steps

History of Allocations Process

History of Allocations Process
o
1987 – Formal process created to fund non-profit organizations (SSF)
o
1994 – Addition of Youth Enhancement Program (YEP)
o
2000 – Establishment of Acts of Kindness Donation Program (A-OK)
o
2010 – Revised process approved by City Council
o
2019 – Process updated by City Council
o
2023 – Council Strategic Framework gives direction to update Needs
o
2024 – Requesting Council approval to update process
Assessment and Allocations Process

Funding History
•
In FY  2001-02, base funding was $832, 811.
•
SSF $183,851
•
YEP $648,960
•
City Council increased YEP funding from 
1997-2002 through ongoing funding and  
Base Adjustment Factors (BAF). SSF was not 
increased year to year.
•
In 2009, SSF received an increase of $246,201 
bringing the total base to 1,081,401.
•
Minor fluctuations are created by A-OK 
donations and carryforward funding.
39%
58%
2%
FY 2024-25 Base Funding: $1,083,776
Social Services Fund: $429,307
Youth Enhancement Fund: $628,960
A-Ok Funding: $25,509

Funding History with Supplemental Dollars and Request Amounts
 $-
 $500,000.00
 $1,000,000.00
 $1,500,000.00
 $2,000,000.00
 $2,500,000.00
 $3,000,000.00
 $3,500,000.00
 Base Allocation
 City Supplemental Funding
 Funding Requested
Proposed
$1,000,000 
supplemental 
Funding requested can only be tracked from FY 2009-2010.
FY 2024-2025
request 
$3,153,587

Supplemental Funding
$64,900.00 
$64,900.00 
$74,900.00 
$-
$-
$- $11,000.00 $-
$-
$-
$1,205,500.00 
$737,955.77 
$350,151.44 
$1,214,000.00 
$1,000,000.00 
 $-
 $200,000.00
 $400,000.00
 $600,000.00
 $800,000.00
 $1,000,000.00
 $1,200,000.00
 $1,400,000.00
*

Community Outreach and Engagement
Identified key non-profit stakeholders and met with them 
individually to share information and collect input. 
Presentations to Chandler Non-Profit Coalition on November 1, 2023, 
and March 27, 2024. 
Presentation to the For Our City Chandler Networking Breakfast on 
November 8, 2023. 
Ongoing discussions with the Housing and Human Services 
Commission.
Have received positive feedback and support. Chandler non-profits 
are ready to modernize the process.

Establishment of Priorities

• Comprehensive Community Needs Assessment 
conducted every 10 years, update completed 
every 5
• 2024 update conducted by Crescendo 
Consulting Group
• Comprehensive data collection and analysis
• HHSC uses assessment to develop and make 
recommendations to Council about priority 
needs
Community Needs Assessment

Populations in Need
•
People experiencing homelessness and/or 
housing crisis
•
Households with low and moderate-income
•
Seniors who are isolated and/or have low 
household incomes
•
Youth who are isolated or have low 
household incomes
•
People living with mental health and/or 
substance use disorders
•
People living with physical and/or 
intellectual disabilities
2019 Priorities
Areas of Need
•
Housing for all incomes
•
Behavioral health
•
Homelessness
•
Better communications
•
Transportation
•
Social isolation
•
Food insecurity

2024 Data Collection
Focus Groups
Stakeholder Interviews
Surveys
Data Analysis
4 in person and/or virtual 
options
15 interview with non-
profit executives, 
neighborhood leaders and 
subject matter experts
409 surveys completed in 
English and Spanish
Census data, wage data, 
housing affordability data, 
health care data, etc.

Key Findings
1. Housing stability and homeless services such emergency 
shelter, eviction prevention and affordable rent was 
identified as the most urgent issue for residents of all ages.
2. Access to health and behavioral health services, especially 
for  youth, was identified as a growing need.
3. Access to quality childcare, educational and afterschool 
programming for youth is important for the future success 
of the community.
4. Meeting requirements of daily living such as food, 
transportation and a livable wage remain essential.

Service Area
Description
Example Activities
Housing Stability 
and 
Homelessness
Programs and services designed to 
prevent homelessness, address 
housing crisis, build housing 
stability and promote long-term 
housing security.
Eviction prevention, emergency shelter, domestic violence shelter, 
transitional housing, rapid rehousing, case management, housing 
search and selection, housing stability services, landlord 
engagement, move-in deposits/fees, moving services, move-in kits.
Core Service: Rent and utility assistance
Health and 
Behavioral 
Health
Programs and services designed to 
meet physical, cognitive, and 
behavioral health needs.
Medical care, dental care, dementia care, substance use disorder 
services, mental health services, crisis intervention, suicide 
prevention.
Core Services: Medical, dental and mental health services for youth
Education and 
Enrichment
Programs and services designed to 
provide social-emotional 
development, educational 
attainment, and recreational and 
enrichment activities.
Early childhood development, school supplies, out-of-school 
programming, recreational and cultural opportunities, alternative 
education.
Core Service: Childcare and after school programming at youth 
facilities
Basic Needs
Programs and services designed to 
assist with requirements of daily 
living, enhance employability, and 
increase earning potential.
Food, transportation, clothing, hygiene, diapers, workforce 
development, tax preparation.
Core Services: Meals for older adults
Proposed FY 2025-2026 Priorities

Process Recommendations

•
Current process not aligned with the city’s standard procurement process
•
Post pandemic conditions; this is a good time to reassess
•
Needs are growing, but must be supported in a fiscally sustainable way 
•
Current base budget does not meet the current level of need
•
Challenging for providers to anticipate “contingent/supplemental” funding
Current Challenges

•
Align with the city’s strategic framework and needs assessment
•
Work with purchasing division to procure services 
•
Define scopes of work for core services 
•
Update service priorities and award amounts
•
Increase base funding
•
Opportunity for capacity building
Proposed Updates

Procurement Recommendations
Initiate two RFPs, one for core services and one for general services  
Allow contracts for core services to be eligible for up to four, one-year renewals
Identify funding to address increased costs and needs
•
$1,000,000 in additional one-time funding included in proposed budget.  
Total FY 2024-25 budget: $2,081,401.
Identify new funding to provide capacity building services to new or under 
resourced non-profit organizations 
•
$160,000 in additional one-time funding included in proposed budget for 
pilot program.

Allocation Recommendations
Allocate available funding for core services and general services based on 
percent of total requested amount in given year
Keep current allocation method (ability to fund less than requested) vs 
traditional RFP methodology
Discretion to move up to 10% between core services and general services as 
determined by evaluation committee
Core services applicant can request up to 10% of total available funding
General services applicant can request up to 3% of total available funding
Evaluate core services first, then general services

Example Funding Scenario
Total Available Funding
Maximum Core 
Services Request (10%)
Maximum General 
Services Request (3%)
*$2,081,401
$208,140.10
$62,442.03
Service Category
*Request 
Amount
Percent of 
Available 
Funding
Allocation 
Amount
Core Services Request
$1,281,521
41%
$853,374.41
General Services Request
$1,872,066
59%
$1,228,026.59
Total Allocation
**$3,153,587
100%
$2,081,401
**FY 24-25 total requested amount 
*Current base plus proposed supplemental

Evaluation Committee Composition
•
3 – 5 Housing and Human Service 
Commissioners
•
3 – 5 subject matter experts
•
City staff to help facilitate process

Sample Scoring Criteria
Service Methodology
Outreach strategy
Well defined performance 
metrics
Validity
Strength of partnerships
Cost Reasonableness
Cost
Diversification of funding
Leverage/match
Organizational 
Experience
Length of time providing 
service
Financial stability
Staff experience and 
qualifications
Community Need
Demonstration of unmet need
Target population
Service area

City conducts 
application 
orientation
City conducts 
threshold 
reviews
City notifies 
applicants and 
City Council 
HHSC conducts 
public hearing and 
develops final 
recommendations
City 
releases 
application
Sub-
committee 
recommend
-dations to 
HHSC
Staff communicates 
deficiencies with 
applicants, applicants 
respond
Basic Needs, Youth 
and Special 
Populations 
Evaluation Meet
HHSC initial 
recommend
-dations to 
City Council
City requests pre-
contract 
documents
City communicates 
deficiencies with 
applicants, applicants 
respond
City develops and 
executes contracts
City makes 
contract payments
Contractors 
submit mid-term 
and final reports
City conducts 
agency visits and 
provides technical 
assistance
Contracts 
ends
City process
Agency process
Iterative process
Current Process
Subcommittees 
submit questions to 
applicants, applicants 
respond
Agency 
submits 
application
City conducts 
HHSC 
evaluation  
orientation
City Council  
approves 
recommend
ations

City reviews 
applications
City releases 
Core Services 
and General 
Services  RFP
Evaluation 
panel 
develops 
recommendat
ions
City process
Agency process
Proposed Process
Contracts end or 
are renewed 
Agencies 
submit 
proposals
City conducts 
pre-proposal 
conference
City notifies 
applicants of 
potential award 
and develops 
contracts
City Council 
approves 
recommendat
ions
City processes 
payments
Contractors 
invoice for 
payment
Contractors 
submit reports
Staff monitors 
contracts

Option B
Proposed Non-Profit Capacity Building Pilot
•
Purchase capacity building services from vendor for non-profit organizations
•
$160,000 allocated in FY 2024-25 proposed budget for pilot program
•
Services to include quarterly group training sessions and individualized technical assistance and 
coaching
•
Vendor to provide small funding awards to agencies that complete individualized program 
developed for their organization
•
15 agencies that complete their program will be awarded $5,000
•
Examples: Board development, strategic planning, evaluation, grant writing, funding 
diversification

Summary of Proposed Changes
Category
Current Process
Proposed Process
Eligible Entities
501(c)3 only
501(c)3 only
Technical Assistance
Application orientation
Pre-proposal conference
Service Priorities
7 priority populations and 6 areas of 
need
4 service areas with dedicated funding 
for core services
Term of Agreement
1-year service agreement with no 
renewal options
1-year contract; core services have 
renewal options
Funding Mechanism
Service agreements
Purchasing agreements
Evaluation Methodology
1 application with 3 HHSC 
Subcommittee panels
Multiple RFPs with one evaluation 
panel
Non-Profit Capacity Building
Unavailable
Available to non-profits seeking growth 
opportunities
Funding
Base $1,081,401
Consideration to add to base

•
Strengthens support for core services
•
Adds efficiencies to contract development process
•
Provides opportunity for contract renewals for core services
•
Provides availability of funding upfront
•
Provides capacity building for new or under-resourced agencies
Benefits of Proposed Changes

Tentative Timeline
Council Work Session
April 15, 2024
Council Study Session
TBD
Council Regular Meeting – Request for Approval
TBD
Outreach to Non-Profits
TBD – December 2024
Release Request for Proposals
January 2025
Pre-Proposal Conference
January 2025
Proposals Due
February 2025
Proposal Evaluation
March 2025
Council Approval of Purchasing Contracts
May 2025
FY 2025-2026 Base Budget Approval
June 2025
Contracts Begin
July 1, 2025

Questions?