Universal Funding Application Cycle FY City of Tampa Federal Funding Section I GUIDELINES

Transcription

1 Universal Funding Application Cycle FY City of Tampa Federal Funding Section I GUIDELINES Funding Applications are available on-line or please call the Housing and Community Development Division for details ( ). Applications must be delivered no later than 11:59 a.m. (EST) on Friday, May 20,

2 Universal Funding Application Cycle Fiscal Year I. GUIDELINES A. APPLICATION REQUIREMENTS- ALL PROGRAMS: Applicant organizations must be either a (1) public agency or (2) private, non-profit entity with current 501 (c) (3) status. NATIONAL OBJECTIVES (24 CFR Part ) In order to be eligible for assistance, activities must meet one of the following three national objectives: 1. Activities benefiting low- and moderate-income persons. 2. Activities to address slums or blight on an area basis. 3. Activities designed to meet community development needs having a particular urgency. More detailed information on Eligible Activities and National Objectives can be found in the Guide to National Objectives and Eligible Activities for Entitlement Communities Handbook at the following address: All applicant organizations must attend ONE of the following required workshop dates for each grant, as it is applicable to your organization, to be eligible to apply for funding: Housing and Education Alliance, 9215 North Florida Avenue, Tampa, FL April 29, 2016, April 29, 2016, April 29, 2016, April 29, 2016, April 29, 8:30 AM 9:30 AM 8:30 AM CDBG Public 9:30 AM CDBG Public 10:30 AM- Housing Counseling Housing and Education Alliance, 9215 North Florida Avenue, Tampa, FL May 3, 2016, May 3, 2016, May 3, 1:00 PM 2:00 PM 1:00 PM CDBG Public Service 2

3 May 3, 2016, May 3, 2:00 PM CDBG Public 3:00 PM- Housing Counseling ALL questions regarding any of the RFAs after the workshops will be required to be submitted in writing to qiana.daughtry@tampagov.net no later than one week following the workshop, May 20 th at 11:59 a. m. (EST). Applications must be complete and include all applicable supporting documents. 3

4 B. INCOME LIMITS The purpose of the HUD Programs is to provide housing, community development, and economic development opportunities for low to moderate-income individuals or households. The U.S. Department of Housing and Urban Development establishes these limits annually based upon the Area Median Income (AMI). HUD s 2016 income limits are provided below: FEDERAL HUD INCOME LIMITS 2016 HOUSEHOLD SIZE = 1 Person 2 Persons 3 Persons 4 Persons 5 Persons 6 Persons 7 Persons 8 Persons MODERATE INCOME (120%) 49,800 56,800 63,960 71,040 76,800 82,440 88,200 93,840 LOW INCOME (80%) 33,150 37,900 42,650 47,350 51,150 54,950 58,750 62,550 VERY LOW (50%) 20,750 23,700 26,650 29,600 32,000 34,350 36,750 39,100 EXTREMELY LOW (30%) 12,450 16,020 20,160 24,300 28,440 32,580 36,730 39,100 4

5 B. FUNDING GUIDELINES: Universal Funding Application Cycle Fiscal Year Proposed projects will only be eligible for funding October 1, 2016 to September 30, Project goals should be attainable within a defined period of time (typically one year) and should achieve measurable results. Funds will not be granted to reduce existing deficits, entertainment, lobbying expenses, audits, or other ineligible expenses under the Universal Funding Application Guidelines. Organizations must demonstrate the financial viability to operate a federallyfunded program strictly on a reimbursement basis. City of Tampa funds are provided to awarded projects on a reimbursement basis only. This means that funds will be available to the organization after it has paid for eligible project costs. However, no costs incurred prior to contract approval may be reimbursed. A financially viable organization is one that is able to: o Operate for a minimum of 90 days pending reimbursement without financial hardship; o Demonstrate an existing and consistent cash flow; and o Have a separation of duties for personnel time allocations, etc. Applicants who previously received funding from the City must report the status of that funding, including actual accomplishments, previous Monitoring results and any outstanding findings or concerns. Applicants with open Monitoring Findings with the City that are unable to be resolved prior to the deadline for funding applications will be ineligible to apply for this RFA. All applicants approved for funding must attend a post-award conference with City staff and provide a revised project budget based on the 2017 pending grant award amount. Additionally, policies and procedures, sample client files, and other documents may be requested in a form acceptable to the City prior to the post-award conference. Projects must meet all applicable grant requirements of the U.S. Department of Housing and Urban Development (HUD). Applicants must demonstrate adequate management, fiscal controls and staffing capacity within its current organization to undertake the proposed project. Applicants must report the status of all funds that are requested or proposed from other sources. 5

6 Consideration will be given to projects that serve low to moderate-income residents 80% AMI or below. Applications must address one or more of the following priorities set forth in the Consolidated Plan/Action Plan: - Homelessness - Mental Health Services - Youth/Senior Services - Public Facilities Rehabilitation/Construction - Housing Counseling - Employment Services - Non-Housing /Special Needs - Persons living with AIDS/HIV Applicants must demonstrate the ability to leverage or match the requested funds from other sources. The following leverage/match requirements apply: PUBLIC SERVICE PROJECTS Minimum 100% MATCHING FUNDS required (Cash OR funds in the form of in-kind contributions and/or volunteer labor are accepted as match. Match must be NON-City funds.) A minimum of 50% of your match must be cash and a maximum of 50% in-kind/volunteers. o o PUBLIC FACILITIES CONSTRUCTION/REHABILITATION PROJECTS Minimum 100% CASH MATCH required, dedicated to the specific construction project. (Cash only. Match must be NON-City funds.) o EMERGENCY SOLUTIONS GRANT PROJECTS Minimum 100% MATCHING FUNDS required (Cash OR funds in the form of in-kind contributions and/or volunteer labor are accepted as match. Match must be NON-City funds.) o HOPWA GRANT PROJECTS HOPWA does not have a matching funds requirement, but documentation of leveraged funds (Cash OR funds in the form of inkind contributions and/or volunteer labor are accepted as leverage. Leverage must be NON-City funds) will result in additional points. o HOUSING COUNSELING PROJECTS No matching funds required. Preference points will be provided for the ability to demonstrate leveraged funding from other sources (i.e.. Cash, in-kind, volunteer labor). All leverage/matching funds must be committed for the requested project and made available during the project period (i.e. October 1, 2016 September 30, All matching fund commitments will be verified by City. C. APPLICATION CRITERIA 6

7 Women/Minority Business Enterprise (WMBE) Participation. The City of Tampa administers the Women/Minority Business Enterprise (WMBE) Program to promote the inclusion of WMBE Companies in procurement solicitations and contract awards. The City actively solicits participation in this project by City Certified WMBE Companies deemed underutilized. To obtain a list of the City s Certified WMBE Companies, visit the Minority and Small Business Development Offices website at Under Information and Resources select WMBE/SLBE Directories. These directories include WMBE Certified Companies which are listed by Type of Services and by Company Names. If you need further assistance, please contact the Minority and Small Business Development Office at (813) NOTE: In accordance with the Equal Business Opportunity Ordinance , The City of Tampa s WMBE policies are narrowly-tailored to identify underutilized WMBEs by Industry Category. Proposers who are certified within the underutilized category for the work/scope detailed herein or subcontract with firms that are certified within the underutilized category will be eligible for weighted points in the selection process. Refer to MBD Form 70 to identify underutilized WMBEs by Industry Category and Section 4. Evaluation of Proposals for the WMBE Participation scoring criteria for this REP. For this RFP the underutilized WMBE Industry Categories are Construction and Construction-Related Services. SLBE Participation. In an effort to promote increased opportunities for Small Local Business Enterprises (SLBEs), the City actively solicits the participation of certified SLBE firms in the performance of contracts. To obtain a list of the City s Certified SLBE Companies, visit the Minority and Small Business Development Offices website at Under programs and Services select WMBE and SLBE Directories. These directories include SLBE Certified Companies which are listed by Type of Services and by Company Names. If you need further assistance, please contact the Minority and Small Business Development Office at (813) Non-Discrimination in Contracting and Employment. The following provisions are hereby incorporated into any contract executed by or on behalf of the City of Tampa (City). The Successful Proposer shall comply with the following Statement of Assurance: During the performance of this Contract, the Successful Proposer herein assures the City, that said Successful Proposer is in compliance with Title VII of the 1964 Civil Rights Act, as amended, the Florida Civil Rights Act of 1992, and the City of Tampa Code of Ordinances, Chapter 12, in that the Successful Proposer does not on the grounds of race, color national origin, religion, sex, age, handicap or marital status, discriminate in any form or manner against said Successful Proposer s employees or applicants for employment. 7

8 The Successful Proposer understands and agrees that this Contract is conditioned upon the veracity of this Statement of Assurance, and that violation of this condition shall be considered material breach of this Contract. Furthermore, the Successful Proposer herein assures the City that said Successful Proposer will comply with Title VI of the Civil Rights Act of 1964 when federal grant(s) is/are involved. This Statement of Assurance shall be interpreted to include Vietnam- Era Veterans and Disabled Veterans within its protective range of applicability. The Successful Proposer further acknowledges and agrees to provide the City with all information and documentation that may be requested by the City from time to time regarding the solicitation, selection, treatment and payment of subcontractors, suppliers and vendors in connection with this Contract. The Successful Proposer further acknowledges that it must comply with City of Tampa Code of Ordinances, Chapter 26.5, as enacted by Ordinance No For additional information contact the Minority Business Development Office at 813/ or 813/ Assignment and Sub-Contracting. No Successful Proposer shall assign the award or any rights or obligations there under without the written consent of the City. In the event of such approved Sub-Contracting, the Successful Proposer agrees to provide the City with written documentation relative to the Subcontractor(s) solicited, or that will be employed in this award, including but not limited to submittal of attached Schedule of Sub-Contracting forms, with the proposal response. Schedule of All Sub-Contractors/Consultants/Suppliers Solicited MBD 10 Schedule of All Sub-Contractors/Consultants/Suppliers to be Utilized MBD 20) These forms must be completed (including signatures) and submitted with all proposals. Submittals that do not contain these completed forms shall be deemed non-responsive. Instructions on completing the forms are included after each form in this RFP package. Subcontractor shall be defined as: a business enterprise, firm, partnership, corporation, consultant or combination thereof having a direct contract with a prime contractor for any portion of the advertised work that is awarded by the City/City's representative. Supplier shall be defined as: a business enterprise that either directly contracts with a Prime Contractor/Consultant or directly contracts with a Subcontractor under such Prime Contractor/Consultant to provide materials, supplies or equipment in connection with a Contract awarded by the City/City s representative. A Supplier may be a regular dealer, distributor or manufacturer. Sub-Contracting Forms. Under Section VII. Sub-Contracting Forms and Payment Form, the following forms must be filled out and submitted: 8

9 Schedule of All Sub-Contractors/Consultants/Suppliers Solicited MBD 10 Schedule of All Sub-Contractors/Consultants/Suppliers to be Utilized MBD 20 These forms must be completed (including signatures) and submitted with all proposals. Submittals that do not contain these completed forms shall be deemed non-responsive. Instructions on completing the forms are included after each form in this RFP package. 9

10 D. APPLICATION FORMAT: Universal Funding Application Cycle Fiscal Year All applications must be typewritten with Arial or Times New Roman font, no smaller than 12-point type, no less than 1 inch margins and contain a Table of Contents and tabbed in the same order as the application checklist to sections and pages. Supporting documents must on 8 ½ by 11 paper and clearly identified. Attach copies of all additional documents as necessary. Each set of documents MUST be tabbed and included in a Three Ring Binder (No staples) Complete a separate application for each project requesting funds. If submitting more than one application, assign each proposed project a priority (for example: Priority #1 = first priority, Priority #2 = second priority, etc.) Applicant shall submit the following: One (1) original proposal marked ORIGINAL. The original proposal is the City s official record and recording of the proposal being submitted. One (1) complete electronic version of the original proposal saved as one PDF document on CD or USB Drive. The CD or USB Drive is a supplement and will not be reviewed for compliance. One (1) complete copy of the original proposal marked COPY will be for the City Evaluators. All complete copies should be address or dropped off to: CITY OF TAMPA PURCHASING DEPARTMENT 306 E JACKSON ST. 2 ND FLOOR EAST TAMPA, FL Applications must be delivered and time stamped, by the Purchasing Department, no later than 11:59 A.M. E.S.T on Friday, May 20, Applications submitted after the published deadline WILL NOT be accepted. 10

11 Universal Funding Application Cycle Fiscal Year E. REVIEW PROCESS: It is the responsibility of the City of Tampa to ensure that City funds are disbursed wisely, managed efficiently, and ensure that the delivery of services are beneficial to the community. To fulfill this responsibility, the City of Tampa will conduct a review of all applicants applying for funding to evaluate their operation, services, projects, and budgets. Receipt of maximum scoring points is not a guarantee of funding. Receipt of an award letter is not a guarantee of funding. Prior funding awards do not guarantee continued or future funding. The following threshold requirements must be met or the application will not be reviewed for funding: o Application complete, approved, and signed by Board of Directors or designee o Current 501(c)(3) status (attach documentation) o A Data Universal Numbering System (DUNS number) o Active enrollment in the U.S. System for Award Management (SAM) o Two most recent audits (Periods ), per the U.S. Office of Management and Budget (OMB) Circular A-133, Audits of State, Local Governments, and Non-Profit Organizations (Circular A-133), and the Management Letter, and Agency Response o Proposed service/program/project meets one of the National Objectives o Project Budget Form, Fiscal year Organizations must demonstrate the financial viability to operate a federally-funded program strictly on a reimbursement basis and operate for a minimum of 90 days pending reimbursement without financial hardship. In accordance with the Uniform Guidance, 2CFR , the City of Tampa will conduct a risk assessment and shall consider the applicant s - Prior experience in administering similar awards and projects - Audit Reports - Personnel (e.g. Qualifications, turnover, et cetera) - Management Systems - Results of other Federal agency monitoring - Current funded agencies who have received prior funding from the City will also be evaluated on past performance in carrying out programmatic activities and contractual compliance. Factors such as agency ability to meet service delivery goals, timely expenditure of funds, lack of financial capacity as evidenced by demonstration of financial hardship, timely reporting, 11

12 accuracy of reporting, ability to meet audit requirements, and other programmatic and fiscal contractual requirements as documented in monitoring reports will be considered. These factors will be considered in conjunction with the proposal score in developing an overall recommendation for agency funding. All applicants will be notified of the funding recommendations in writing no later than July 31, Receipt of an award letter is not a guarantee of funding. All awards are subject to further pre-contract negotiations subject to final approval by the Tampa City Council (mandatory requirement) which will take place prior to September 30, 2016, and an annual appropriation by the U.S. Department of Housing and Urban Development to the City of Tampa (Prime Recipient/Grantee). The City, at its sole and absolute discretion, with or without cause, and without liability of any kind to any applicant, reserves the right to accept or reject any and/or all applications either in whole or in part. In addition to waiving any informalities or irregularities of any applications, or canceling this Universal Funding Application at any time to take any action in the best interest of the City. The City reserves the right to contact an applicant if additional information is required. The City's decision in all matters shall be final. Universal Funding Application Cycle 12

13 Fiscal Year CRITERIA AND SCORING: The City will not be under any requirement to complete the evaluation by any specific date and reserves the right to suspend or postpone the evaluation process should the need arise due to budget constraints, time constraints or other factors as directed by the City. However, it is anticipated that the review/evaluation process will be completed in a timely manner. A Proposal Evaluation Committee will be established to review and evaluate all proposals submitted in response to this RFP. The Committee shall conduct a preliminary evaluation of all proposals on the basis of the information provided and other evaluation criteria as set forth in this RFP. The contract will be awarded to the most qualified contractor per the evaluation criteria listed below. Following receipt of written proposals, the City may thereafter select those Proposers which, in the judgment of the City, qualify as finalists and request those Proposers to make oral presentations to the City and its representatives, prior to the final selection of the Successful Proposer. The City reserves the right to reject any and all proposals and the issuance of this RFP and potential inclusion of a Proposer into the interview process shall in no way be deemed to create a binding contract or agreement between the Proposer and the City. Proposers are advised that the City intends to select the Successful Proposer that the City determines is the most responsive and responsible. Application of WMBE and SLBE Evaluation Points. During the evaluation of proposals for WMBE and SLBE participation, the Minority and Small Business Development Office will be responsible for assigning the points under this criteria. WMBE and SLBE points will be determined as follows: 1. A maximum of ten (10) rating points may be awarded when the Proposer is a City of Tampa certified WMBE Company participating as the prime contractor deemed underutilized within the industry category established by the RFP Construction and Construction-Related Services. 2. A maximum of five (5) rating points may be awarded when the Proposer is a City of Tampa certified SLBE business participating as the prime contractor; or, 3. One to Seven (1-7) rating points may be awarded when the Proposer is not a City of Tampa certified SLBE prime contractor or a non-underutilized WMBE company but utilizes WMBE and/or SLBE certified firm(s) as Sub-contractors/consultants, and assigned to perform meaningful segments of the contractual services detailed herein and documented on the enclosed MBD Form (4 pages total). NOTE: The maximum number of points achievable for WMBE and/or SLBE participation will not exceed a total of 10 points. 13

14 The following criteria and scoring will be considered in developing a recommendation for agency funding. CRITERIA- CDBG Public Service and ESG MAXIMUM POINTS Organizational Experience and Capacity 20 Statement of Need 10 Project Description 15 Project Readiness 10 Leverage/Match 15 Budget and Budget Narrative 20 Program Evaluation 10 TOTAL POINTS POSSIBLE 100 CRITERIA- CDBG Public Facilities MAXIMUM POINTS Organizational Experience and Capacity 10 Statement of Need 5 Project Description 20 Project Readiness 15 Leverage/Match 15 Budget and Budget Narrative 20 WMBE/SLBE 10 TOTAL POINTS POSSIBLE

15 CRITERIA- Housing Counseling MAXIMUM POINTS Organizational Experience and Capacity 20 Marketing/Availability 10 Counseling Services 20 Outcomes/Evaluations 20 Program Compliance 20 Budget 10 TOTAL POINTS POSSIBLE 100 CRITERIA- HOPWA MAXIMUM POINTS Organizational Experience and Capacity 30 Statement of Need 5 Project Description 25 Program Goal 15 Budget and Budget Narrative 25 Additional Points (Match Funding) (5) TOTAL POINTS POSSIBLE 100 (105 with Match Funding) CDBG Public Facilities Score Sheet 15

16 CDBG Public Services 16

17 ESG Score Sheet 17

18 HOPWA Score Sheet 18

19 Housing Counseling Score Sheet 19

20 20

21 Compliance with Applicable Laws, Rules, and Regulations for HUD Programs Applicants who are awarded funding must act in accordance with all relative laws, rules, and regulations. This includes, but is not limited to, the following: Compliance with Applicable Laws, Rules, and Regulations for HUD Programs. Developers who are awarded funding must act in accordance with all relative laws, rules, and regulations. This includes, but is not limited to the following. 24 CFR Part 570, as amended The regulations governing the Community Development Block Grant Program 24 CFR Part 1 and 6, Public Law , Fair Housing Act - The regulations issued following Title VI of the 1964 Civil Rights Act and Section 109 of the 1975 Housing and Community Development Act that prohibits discrimination in HUD programs based on sex, race, color, national origin, and religion and administer all programs and activities in a manner to affirmatively further the policies of the Fair Housing Act. 24 CFR Part 107 and The regulations issued following Executive Order and Executive Order which prohibits discrimination and promotes equal opportunity in housing. Section 504 of the Rehabilitation Act of 1973, 24 CFR Part 40 and 41 - The regulations that set forth policies and procedures for the enforcement of standards and requirements for handicap accessibility. The Architectural Barriers Act of 1968 and the American with Disabilities Act provide additional laws on accessibility and civil rights to individuals with disabilities. Age Discrimination Act of 1975 (42 U.S.C. 6101) - The regulations that prohibits discrimination on the basis of age. 29 CFR Parts 3 and 5 The regulations on labor standard provisions that include the payment of prevailing wages on federally assisted projects as mandated by the Davis-Bacon Act and Contract Work Hours and Safety Standards Act. 24 CFR Part 70 provides information on the use of volunteers. Copeland "Anti-Kickback" Act (18 U.S.C. 874 and 40 U.S.C. 276c) The regulations on contracts for construction or repair awarded by subrecipients shall include a provision for compliance with the Copeland "Anti-Kickback" Act. 21

22 24 CFR Part 58 - The regulations prescribing the Environmental Review procedure under the National Environmental Policy Act of National Flood Insurance Act of 1968, 24 CFR Part 55 under Executive Order The regulations for proposed projects and properties located in a floodplain. 36 CFR Part The regulations outlining the procedures for the protection of historic and cultural properties. Uniform Relocation Assistance and Real Property Acquisition Policies Act of These policies provide for displacement, relocation assistance, and real property acquisition as defined by 42 U.S.C (URA) (42 U.S.C. 4601), and implementing regulations issued by the Department of Transportation at 49 CFR part 24 and section 104(d) of the Housing and Community Development Act of 1974 (42 U.S.C. 5304(d)). 24 CFR Part 7 and 41 CFR Part 60 equal employment opportunity without regard to race sex, color, religion, age, national origin, and disability in federally assisted construction contracts. 24 CFR Regulations outlining requirements of Section 3 of the Housing and Urban Development Act of 1968 providing for economic opportunities for low and very low local residents. All projects funded with NSP funds must comply with Section 3 of the Housing and Urban Development Act of 1968, revised, requiring that to the greatest extent feasible opportunities for training and employment be given to low and moderate-income persons residing within the City of Tampa, and that contracts or work in connection with the project be awarded to eligible business concerns which are locate d in or owned in substantial part by persons residing in the City of Tampa. Special documentation is required for funding over $100,000. Residential Lead Based Paint Hazard Reduction Act of 1992 The regulations implemented by 24 CFR Part 35, Subpart B imposes certain requirements on disclosure of lead base paint hazards. 24 CFR Part 24- The regulations that prohibit use of debarred or suspended Developers on federally assisted projects and Drug Free Workplace requirements; issued according to Executive Order Budget 2 C.F.R. Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. These regulations include the Conflict of Interest provision under 24 CFR and 570 as it applies to procurement. 24 CFR Part 49 The regulations on eligibility restrictions for certain resident aliens. 24 CFR Part 87 and Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) - The regulations for restrictions on lobbying and required certifications. Executive Order The regulations on increasing opportunities and access for Disadvantaged Businesses. HUD requirements All other required reports, circulars, and procedures when applicable. Administrative Procedures The rules issued by the City of Tampa in relation to process and procedures. Clean Air Act (42 U.S.C. 7401) and the Federal Water Pollution Control Act (33 U.S.C et seq.) - The regulations and provision that requires compliance with all applicable standards, orders, or regulations issued following the rule. 22

23 ADA Compliance. The Subrecipient shall comply with the applicable provisions of the Americans with Disabilities Act (42 U.S.C ) and implementing regulations at 28 CFR part 35 (All local, state and federal codes shall apply). These regulations govern the availability of housing with accommodations for handicapped individuals. Minority and Women's Business Enterprises. The requirements of Executive Orders 11625, 12432, and 24 CFR 85.36(e) applies to grants under this part. Consistent with HUD's responsibilities under these Orders and with the City s Ordinance No Part 2, the Subrecipient must make efforts to encourage the use of minority and women's business enterprises in connection with funded activities HUD requirements All other required reports, circulars, and procedures when applicable. To find the Code of Federal Regulations (CFR) and Executive Orders go to these websites: CFR: Executive Orders: Introduction ESG EMERGENCY SOLUTIONS GRANT 23

24 The City of Tampa is issuing a Request for Applications (RFA) for funding consideration under the Emergency Solutions Grant (ESG) grant program for Fiscal Year October 1, 2016 through September 30, ESG funding will provide various emergency shelter and housing services for homeless persons throughout the City of Tampa. Please note that agencies applying to provide Rapid ReHousing services will be asked to produce a budget documenting a focus on Rapid ReHousing. General Eligibility Requirements A. ESG Program Objectives. The ESG program is funded by the U.S. Department of Housing and Urban Development (HUD) to increase the availability and accessibility to a suitable living environment by providing various types of assistance to homeless persons and persons at risk of becoming homeless. For the purpose of this RFA, the specific ESG program objectives, as amended by the HEARTH Act of 2009, are to provide rapid re-housing services for homeless persons and persons who are at-risk of homelessness. Persons eligible to receive ESG services as identified in the HEARTH Act of 2009 include, but are not limited to, the following: individuals and families who are currently homeless, individuals and families who are at risk of becoming homeless, and homeless persons with disabilities. B. Limited List of Eligible ESG Activities (24 Code of Federal Regulations [CFR] Part to 24CFR ) of the McKinney-Vento Homeless Assistance Act as amended by the HEARTH Act of 2009 include the following: (1) Provision of rental assistance to provide short-term or medium-term housing to homeless individuals or families or individuals or families at risk of homelessness. Such rental assistance may include tenant-based or project-based rental assistance. (2) Housing relocation or stabilization services for homeless individuals or families or individuals or families at risk of homelessness, including housing search, mediation or outreach to property owners, legal services, credit repair, providing security or utility deposits, utility payments, rental assistance for a final month at a location, assistance with moving costs, or other activities that are effective at (a) stabilizing individuals and families in their current housing; or (b) quickly moving such individuals and families to other permanent housing. No more than 5% of Emergency Solutions Grant funds may be utilized for administrative costs. ESG Project Sponsors must ensure the consistent participation in UNITY the local Homeless Management and Information (HMIS) system administered by the Tampa Hillsborough Homeless Initiative. Non-compliance with the UNITY Standard Operating Procedures may adversely affect the current and/or future cycles of the RFA recipient. Any violation of UNITY policies requires immediate corrective action. Successful Applicants must utilize the Tampa Hillsborough Homeless Initiative s Coordinated Intake and Assessment System (CI&A). Further, the successful Applicant will establish a Memorandum of Understanding (MOU) with the community organizations participating in the 24

25 Coordinated Intake & Assessment (CI&A) process established by the Tampa Hillsborough Homeless Initiative. The awarded agencies must also agree to abide by the policies and procedures written and provided by the Tampa Hillsborough Homeless Initiative any subsequent amendments. Finally, ESG grant funds must be matched, dollar for dollar, with locally generated amounts. These local matching funds can come from the grantee or recipient agency or organization; other federal, state and local grants; and from "in-kind" contributions such as the value of a donated building, supplies and equipment, new staff services, and volunteer time. More detailed information on the ESG program can be found at U.S. Department of Housing and Urban Development web site at the following address: 25

26 ESG FREQUENTLY ASKED QUESTIONS 1. What can be applied for? Can we apply for funds under this RFP to operate our shelter; can we coordinate funds for rapid re-housing? Do we need to do two separate RFP s for the shelter and the rapid re-housing? Yes. The City of Tampa tracks shelter activities separate from prevention/rapid rehousing. Please submit two Applications if you would like to be considered for funding in both categories. 2. Do I need to attend each workshop if I am applying for different funds? Yes. Each workshop will cover rules, regulations and guidelines specific to that program. 3. What is the minimum number of beds we can propose for our shelter under ESG? What is the maximum stay at the shelter for ESG? There is a no listed length of stay or bed number requirement. The CFR simply states that ESG dollars can be used to provide general shelter operations support and essential services. The CFR does not define the length of stay or number of beds in an emergency shelter. CFR (3) defines Emergency Shelter as any facility, the primary purpose of which is to provide a temporary shelter for the homeless in general or for specific populations of the homeless and which does not require occupants to sign leases or occupancy agreements. 4. Do I have to put in two separate applications if I m also looking to get hotel/motel vouchers? Yes, for each service under ESG you plan to provide, please submit an application. 5. How do I find the SAM s number? Please visit 6. Is there a detail list for eligible activities under shelter? Yes, please see 24 CFR What is an environmental justice? 26

27 Please see attached example. HOPWA-Housing Opportunities for Persons with AIDS 27

28 Introduction The City of Tampa is issuing a Request for Applications (RFA) for funding consideration under the Housing Opportunities for Persons with AIDS (HOPWA) grant program for Fiscal Year October 1, 2016 through September 30, HOPWA funding from the U.S. Department of Housing and Urban Development (HUD) has been made available to provide housing assistance and supportive services to eligible persons residing in the Metropolitan Statistical Area (MSA) consisting of Hernando, Hillsborough, Pasco and Pinellas counties. Eligible persons are of lowincome who have HIV/AIDS, and their affected family members. No more than 7% of HOPWA Grant funds may be utilized for administrative costs. More detailed information on the HOPWA program can be found at U.S. Department of Housing and Urban Development web site at the following address: HOPWA FREQUENTLY ASKED QUESTIONS 1. To get the information for STRMU do I just you? No. The City will the STRMU FAQ sheet to all providers in attendance. 2. If you re already up and running is there a need to complete the project implementation schedule? Yes. The City would still like to see your plan of action and timeline. 3. You asked for letters of support. We have MOU S with case management agencies can we include those or do we need new ones? The ones we have were signed last year? The MOU will be accepted as long as the MOU was signed less than 2 years ago. 4. The RFA lists that you want documentation of any compliance issues. Are you asking for HOPWA specific compliance issues or any issues the agency has had? The City would like documentation regarding any City funded program compliance issues. 5. The 1 st category is on admin expenditures. Before we gave one number, do you want us to now separate them? Yes. The City would like to see each line item. 6. Where do we list the administrative fee for administering the program. I don t see it on the budget. 28

29 The admin of 7% will be listed on the program budget Exhibit C if you are awarded funding. 7. Where it says 50% minimum match. HOPWA doesn t need a 50% minimum correct? Correct. HOPWA does not have a match requirement. This year, we are allowing up to 5 extra points if you choose to match the HOPWA award. 8. What is the environmental justice plan? Where can I find more information on this? Please see the attached example 9. What is the maximum that you can apply for? There is no minimum or maximum. 10. Do we need a resolution for each application? Yes. You must have a resolution with original signature for each application. 11. What if our board meeting is occurring after the due date? Please contact your board members and ask them to sign prior to submitting your application. 12. Does everyone have to sign the conflict of interest including the board? The officers of the board and the executive management staff must complete the conflict of interest form. Introduction CDBG PUBLIC SERVICE 29

30 The purpose of Public Service funds is to serve communities by providing a suitable living environment, decent housing as well as to expand economic opportunities for low- and moderate-income persons. CDBG funding cannot replace local funding of low-income activities, but is meant to supplement other funding sources. The City of Tampa will not reimburse costs incurred in applying for CDBG funding. Beginning project costs before funds are officially released will result in project ineligibility and no reimbursement from the City of Tampa. More detailed information on the CDBG program can be found at U.S. Department of Housing and Urban Development web site at the following address: The public service must be either: A new service; or A quantifiable increase in an existing service above that which has been provided by or on behalf of the unit of general local government through funds raised by such unit, or received by such unit from the State in which it is located in the 12 months prior to submission of the grantee s application. ELIGIBLE ACTIVITIES (24 CFR Part ) Are the priorities highlighted going to be the same? Public services include, but are not limited to (Note per the Consolidated Plan and the FY15 CAPER the City intends to fund the highlighted projects: Child Care, Health Care/Mental Health, Job Training, Recreation Programs, Education Programs, Public Safety Services, Fair housing activities, Services for senior citizens, Services for homeless persons, Drug abuse counseling and treatment, Energy conservation counseling and testing, Homebuyer down payment assistance, and Welfare (but excluding provision of income payments described at (b)(4)). INELIGIBLE ACTIVITIES (24 CFR Part ) Funds spent on buildings for the general conduct of government, except for the removal of architectural barriers. General government expenses. Political activities. Purchase of equipment is generally ineligible. Furnishings and personal property are generally ineligible. Impact fees associated with construction activities. Maintenance and operating expenses without providing a service is ineligible. 30

31 Note: For Public Service projects, a minimum of $25,000 and a maximum of $50,000 will be awarded for each project depending on number of applicants and final budget. Requests for more or less than the amounts stated will be considered non-responsive to the RFA. CDBG PUBLIC SERVICES FREQUENTLY ASKED QUESTIONS 1. Will applicants be held to the budget, timeline, and goals in the application? Yes. Specific limits and requirements will be part of your contract with the City of Tampa. 2. Will agencies get the full amount of funding requested? Projects may receive full or partial funding depending on the nature of the project, amount requested, funds available, and RFA evaluation criteria results. If your project is not viable without full funding, be sure to indicate this fact in your application. 3. Are matching funds required? Depends on the program. Review the guidelines and application. 4. When will applicants know whether they will be funded? When can agencies spend the money? The City anticipates making preliminary award notifications in May/June with funds available for commitment and expenditure on or about October 1. The receipt of an award letter is not a final guarantee of funding. 5. Can agencies spend their money now and be reimbursed funds later? No. If you commit or expend funding before receiving notice to proceed (signed agreement), you will not be eligible for reimbursement at any time. 6. Will applicants hear from the City even if our application does not receive funding? Yes. All agencies will be notified in writing whether their applications will be fully, partially or not funded at all. 7. Is it okay if my original application is late as long as it is faxed or postmarked by the submission deadline? No. The appropriate office must receive the original, signed application, no later than the submission deadline. Applications that are faxed or postmarked by the deadline with the original 31

32 application received later will be returned to the applicant. Please plan ahead, especially, if you intend to hand deliver your application. 8. How many organizations will be funded through this RFA? The funding for PUBLIC SERVICE agencies will depend on the number and types of applications submitted, and the total funds available. 9. I am anticipating a new program, I don t have a staff member yet how do I deal with that? All staff must be in place by the time the contract is in effect. If staff turnover occurs, the provider must notify the City in writing as soon as the change occurs. Notice must be on provider agency letterhead. 10. What is the funding for Public Services? The maximum to be allocated for Public Services is $411, Does everyone have to sign the conflict of interest including the board? The officers of the board and the executive management staff must complete the conflict of interest form. 12. Do you want an org chart for the whole company? No, just for the program staff. 13. Can we use our own conflict of interest form? No, please use provided documents. 14. Application asks for success, we have multiple, should we list them across all eight programs? Please document success that will compliment your application request. 15. Application mentions that we have to have a quantifiable increase, explain. The increase must be in the number of clients served from the current program or a new component to that service. 16. If we are expanding services to include more than one location, would we do one application? 32

33 Yes, you will complete one application. 17. When applying for more than one program, where do we state priority? Please indicate which one is priority on the outside of the binder and front page of the application. 18. Will more than one priority be funded? It depends on the number of applications and funding availability. 19. Can we apply for all funding sources? Yes, but only if you attend the workshop for the program you are applying for. 20. Can we use furniture donation as match and volunteers? Yes, the value of the furniture must be determined and the volunteers should be documented $23.56 per hour. The rate can be found at independentsector.org/volunteer time 21. Can funds from Hillsborough County be used as match? Yes, but only if the funds are committed. 22. Please define match requirements. A minimum of 50% of your match must be cash and a maximum of 50% inkind/volunteers. 23. Why would you have County money if you re in the City? The City is in the County, so if you apply for County funds, you may receive them. 24. If the organization is located in the County, but will be assisting City residents, is it eligible? Yes, but only those clients from the City are eligible for reimbursement. 25. Do all nonprofits need to submit the procedures for selecting consultants and/or contractors? Yes, please submit your procedures and three bids. 26. On the Budget and Financial Analysis, Service to Clients Expenditures: Our clients receive different hours of service. Can it be based on an hourly rate rather than fee per client? 33

34 No, all projects must be based on a fee per client. 27. Is it permissible to charge a fee for services that are being provided by the grant? For example summer program costs, field trips, camping and artists? No, the agency may not charge a fee per service for the clients billed to the City of Tampa s grant. 34

35 Introduction CDBG PUBLIC FACILITIES AND IMPROVEMENTS The City of Tampa solicits the submission of project proposals for funding consideration under the City of Tampa's Community Development Block Grant (CDBG) Program, based on annual entitlement from the U.S. Department of Housing and Urban Development. The purpose of CDBG Public Facility and Housing funds is to serve communities by providing a suitable living environment, decent housing as well as to expand economic opportunities for low- and moderate-income persons. The funds must be used to benefit low- and moderate-income persons (80% Area Median Income or below), low income areas, or to eliminate slum or blight conditions. CDBG funding cannot replace local funding of low-income activities, but is meant to supplement other funding sources. The City of Tampa will not reimburse costs incurred in applying for CDBG funding. Beginning project costs before funds are officially released will result in project ineligibility and no reimbursement from the City of Tampa. Eligible Activities CDBG funds may be used by the grantee or other public or private nonprofit entities for the: Construction, Reconstruction, Rehabilitation (including removal of architectural barriers to accessibility), or Installation of public improvements or facilities (except for buildings for the general conduct of government). Reference: (c) Except for highly specialized facilities, public facilities and improvements by their nature are intended to benefit all the residents of an area. Thus, to qualify under the national objective of benefit to L/M income persons, in most cases they must serve an area having a sufficiently high percentage of L/M income persons. The general rule is that the primarily residential area must have at least 51% L/M income residents. The priority for funding will be projects that increase the supply of affordable housing. Note: Total funding available is approximately $750,000. For Non-Profit Public Facility projects a maximum of $100,000 and for Multi-Family Housing projects a maximum of $500,000 will be awarded. Requests for more than the amounts stated will be considered non-responsive to the RFA. There is no minimum for this program. 35

36 CDBG PUBLIC FACILITIES FREQUENTLY ASKED QUESTIONS 1. Where is the CDBG volunteer rate listed? Budget and Financial Analysis page 6. The volunteer rate is $23.56 per hour. The rate can be found at independentsector.org/volunteer time 2. Application lists activities approved in the Action Plan and Consolidated Plan, should I apply for these? Yes, these are the CDBG eligible activities. Public Facilities project should be for an agency that provides one of the eligible activities. 3. How long is the lien? Can the requirements be passed on to the next buyer? There is a five year minimum use lien. The lien will become due and payable upon transfer of the property of if the services change during the life of the loan. 4. Does everyone have to sign the conflict of interest including the board? The officers of the Board and the executive management staff must complete the conflict of interest form. 5. Do you lose points if you submit more than one application? No. If you submit more than one for the same grant, please indicate which one is priority on the outside of the binder and front page of the application. 6. Can you apply for Public Services and Public Facilities? Yes, as long as your agency attended both the Public Service and Public Facilities workshops. 7. Where can we find the Davis Bacon Labor Standards? 8. If we use retired construction professionals as volunteers, will Davis Bacon apply? Yes, when using bona-fide volunteers per 24 CFR, Part 70 CDBG HOUSING COUNSELING SERVICES 36

37 Introduction The City of Tampa is seeking applications from 501 (c) (3) nonprofit organizations that have been in business for at least three years. In addition, the organizations must be HUD approved housing counseling agencies for a minimum of three (3) years. The City is seeking these organizations to provide the following: 1. One on one housing counseling services to residents residing within the City of Tampa limits 2. Home Buyer Education to area residents seeking to purchase a home in the City of Tampa 3. Must be able to document previous clients who either lived in the City limits of Tampa and/or purchased a home in the City of Tampa. 4. Credit counseling services to improve client credit scores to prepare them for the home buying process or need to restore their credit after a foreclosure 5. Post purchase counseling to new homeowners within the City limits as they navigate the transition from renter to homeowner. 6. Application processing for the City s Mortgage Assistance program. CDBG HOUSING COUNSELING FREQUENTLY ASKED QUESTIONS 1. On the Application, under Outcomes/Evaluations first bullet, describe current reporting requirements (provide copy of last report submitted) To Who and does it matter what program we were reporting on? It is preferred that you provide information for a related program. If you have no reports for a related program please provide the last report submitted. 2. When we submit our sample packages does it matter how many we submit and can we block out their names? You can submit one sample file. It can be blank documents that will be in each client file (I.e a forms and sheets of paper that says Credit Report, bank statement, paystub, etc.) 3. It asks for total project cost is it my total cost including other funds? Yes, please indicate total project cost including other funds. 37