Extreme Weather and Smoke Rural Hotel / Motel Shelter Grant Program

The Extreme Weather and Smoke Rural Hotel / Motel Shelter program is administered by the Clackamas County Department of Health, Housing and Human Services through its Social Services Division. This funding opportunity is designed to support organizations that can provide temporary emergency shelter services for unhoused individuals during periods of extreme weather or hazardous air quality conditions. The program prioritizes service delivery in rural areas, particularly those located outside the urban growth boundary as defined by Metro, and seeks to ensure that vulnerable populations have access to safe, temporary lodging during environmental emergencies. The primary purpose of this funding is to enable selected organizations to operate hotel or motel-based shelter programs that activate in response to specific environmental triggers. These include extreme cold events, defined as temperatures at or below 33 degrees Fahrenheit including wind chill; extreme heat events, identified by official heat advisories or warnings; and poor air quality events, when the Air Quality Index reaches unhealthy levels due to wildfire smoke or similar hazards. Organizations may also activate services under additional severe weather conditions with county approval. While providers may operate outside these triggers, reimbursement is limited strictly to county-approved activation periods. Funding is provided on a reimbursement basis and supports both staffing and operational costs. Eligible expenses include staff time, transportation for clients, mileage for staff, food, and other essential supplies. Hotel or motel room costs during approved activation periods are paid directly by the county, subject to federal per diem lodging limits. Reimbursement is contingent upon timely and accurate submission of required documentation, including detailed service records and participant data through the Housing Management Information System. Monthly invoicing is required, with strict deadlines for submission. Eligibility is limited to organizations capable of meeting rigorous operational, administrative, and compliance requirements. Applicants must demonstrate the ability to track program-specific staff time, maintain required insurance coverage, comply with HMIS data standards, and implement a range of policies including confidentiality, nondiscrimination, and financial controls. Organizations must also conduct background checks for staff and volunteers, maintain ADA accessibility standards, and ensure equal access protections for all participants regardless of protected characteristics. Both nonprofit organizations and public entities are eligible, provided they meet all stated criteria. The application process requires submission of a structured proposal including organizational qualifications, program design, and a detailed budget. Applications are accepted on a rolling basis beginning September 2, 2025, and will be reviewed continuously until the final deadline of June 30, 2026. Applicants must submit materials electronically and may direct questions to the designated program contact. Evaluation is based on organizational capacity, experience, cost effectiveness, and compliance readiness, with notifications typically issued within four to six weeks of submission. The performance period for awarded contracts extends through June 30, 2026, with the possibility of up to two additional one-year extensions. The county reserves flexibility in funding allocations and may adjust awards based on available funding and program performance. This opportunity reflects an ongoing commitment to addressing emergency shelter needs in underserved areas and may continue in future cycles depending on funding availability and program demand.

Emphasize demonstrated experience with shelter operations, strong documentation systems, and compliance with HMIS and policy requirements; ensure budget clarity and alignment with allowable costs; submit complete and accurate documentation to support reimbursement eligibility