Shelter Support Program FY 2017 Request for Proposal

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1 Name of grant program: Shelter Support Shelter Support Program FY 2017 Request for Proposal Purpose of the grant: The purpose of this grant program is to provide funding to: 1) address life and safety issues in emergency shelters and transitional housing facilities; 2) purchase equipment and furnishings that will provide direct benefits to the shelter's residents; and 3) create new emergency shelter beds when needed. Available funding: The SFY 2017 funding is anticipated to be $3.6 million Maximum amount of award: $400,000 Eligible entities: Government entities and nonprofit organizations Target populations: Homeless individuals and families (with an emphasis on youth between years of age, people who are mentally ill, victims of domestic violence, veterans, persons with HIV/AIDS, individuals leaving jail or prison and those with alcohol/substance issues). Eligible activities: Rehabilitation, renovation or conversion of buildings for use as emergency shelter and transitional housing Acquisition of a building for use as transitional housing New construction of a transitional housing facility Purchase of equipment, furnishings and/or a new van that will accommodate a minimum of eight passengers Ineligible activities: Acquisition of an emergency shelter Acquisition of a property owned by the applicant, agency subsidiary, or any other affiliated organization under the umbrella of the parent company New construction of an emergency shelter Staff salaries Length of use as an emergency shelter or transitional housing facility: For renovations under $100,000, the facility must continue use for at least 3 years For renovations over $100,000, the facility must continue use for at least 10 years Qualifications of applicants in order to be considered for funding: Successful applicants must have the experience and the capacity to successfully undertake the proposed activities including, but not limited to the following: Experience providing similar services and assistance Page 1 of 7

2 Experience working with the target population Capacity to successfully manage previous program grants Achieved prior grant objectives within the established time frame Provided accurate cost estimates of the proposed work Expended grant awards correctly and in a timely manner Produced and submitted performance and financial reports correctly and on-time Have no unresolved audit findings with DCA Sufficient amount of revenue/income to operate the project All applicants are required by the US Department of Housing and Urban Development to: 1) obtain a DUNS number and complete or renew their registration with the System for Award Management (SAM); and 2) be active participants in a Homeless Management Information System (HMIS). Application Process: Program Narrative All applicants must submit in SAGE a written narrative that describes the following: 1. Project type: transitional housing or emergency shelter 2. Target population: single males, single females, youth between years of age, individuals leaving jail or prison, families, victims of domestic violence, persons with HIV/AIDS, persons with alcohol/substance issues, mentally ill persons, veterans or other population 3. Proposed use of funds 4. Experience managing emergency shelters and transitional housing facilities 5. Participation in a Homeless Management Information System (HMIS) 6. Description of social services provided to clients, including linkages to other programs 7. Identification and qualifications of staff that will participate in the grant 8. Project timeline (estimated start and completion date) for: 1) preparing plans, job specifications and cost estimates; 2) obtaining three bids; and 3) completing project activities Page 2 of 7

3 9. Proposed project budget (including other funding sources that are dedicated to the project) Budget Category Operating Costs: Equipment Operating Costs: Furnishings Operating Costs: Purchase Vehicle Development: Rehab- Residential Development: Renovations Development: Construction Development: Acquisition Requested Amount MANDATORY Ten Percent Applicant Match Other Funds Total Please note: The maximum purchase price for a van is $30,000; the Department will hold the vehicle title for 4 years. For acquisition, an appraisal and sales contract are required and must be attached to the application. 10. Applicant s annual operating budget including: 1) fringe benefits; 2) consultant and contract services; 3) accounting; 4) legal, health and social service contracts; 5) travel; 6) rent or mortgage (principal and interest); 7) utilities; 8) security contracts; 9) cleaning and maintenance; 10) property management fee; 11) property taxes; 12) supplies (office, residential, maintenance); 13) shelter food; 14) rental or purchase of furnishings and equipment; 15) insurance (property, liability and auto); 16) postage; 17) telephone; and 18) operating reserves for maintenance or replacement Required Attachments: Tax map Street map Commitment letters Other Sources of Funding Commitment Letters Operating Budget Part II Evidence of Ownership Environmental - Exterior photographs (for historic review) Environmental - Letter from local or county historic preservation official) Environmental (Flood Insurance Rate Map) Environmental Wetlands Map Environmental Hazardous conditions Environmental Noise Verification of zoning approval Structural Conditions report Page 3 of 7

4 Appraisal (for acquisitions only) By-Laws Articles of Incorporation Staff resumes Letter of Support County Continuum of Care (The support letter must comment on the need for the proposed project and indicate whether it is a high priority in the CoC s homeless assistance plan.) Letter from HMIS provider Copy of valid residential license from state regulatory agency Resolution Submission of proposals: The proposal must be submitted via SAGE All attachments must be uploaded in SAGE Application submission deadline: August 26, 2016 Date by which applicants shall be notified: October 17, 2016 Grant requirements: A UCC document shall be filed with the county clerk where the facility is located so as to protect the interest of the Department. For capital expenses under $100,000, a document certifying that the facility is continuing to operate as an emergency shelter or transitional housing facility is required for three years. For capital expenses over $100,000, a ten year mortgage shall be executed with the Department. Page 4 of 7

5 Reporting requirements: Quarterly reports Performance outcomes*: At least 25 persons will receive emergency housing during the grant. At least 75% of the beds in the shelter or transitional housing facility will be utilized per month. A van purchased with Shelter Support funds will be utilized at least 3 times per week for activities such as transporting clients to medical appointments, employment opportunities, laundromat, grocery store, day care etc. The average length of stay in an emergency shelter will be no more than six months. The average length of stay in a transitional housing facility will be not less than 6 months. * Performance outcomes specific to the approved grant activities will be negotiated prior to the contract s execution. Page 5 of 7

6 Rating Criteria A review panel will thoroughly review and evaluate all applications against the rating criteria listed below. Maximum 100 Points 1. Capacity of the applicant to successfully undertake the proposed activities (maximum 50 points) How experienced is the applicant with providing similar services and assistance? How experienced is the applicant in working with the target population? Does the transitional housing project provide support services to its residents? Has the applicant demonstrated effective grant management? Achieved prior grant objectives within the established time frame; Provided accurate cost estimates of the proposed work; Expended previous grant awards correctly and in a timely manner; and Produced and submitted prior grant s performance and financial reports correctly and on-time. Does the applicant have any unresolved audit findings with DCA? Does the applicant have sufficient revenue/income to operate the project? Has the applicant identified the source of the ten percent match? Does the applicant have experience utilizing a Homelessness Management Information System? Are they a member of a HMIS Collaborative? 2. Need for Funding (maximum 25 points) Does the proposal (proposed budget and budget narrative) demonstrate a need? Is there a demand for the shelter or transitional housing beds in the area? a. Has a high bed utilization rate been documented in HMIS? b. Has the County Continuum of Care substantiated the need? Is the proposed project supported by the local Continuum of Care? Page 6 of 7

7 3. Approach and Budget (maximum 25 points) Are the program costs reasonable? Is the timeline for completion reasonable? Page 7 of 7

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