Detailed Instructions for Completing the CoC Planning Project Application: Fiscal Year 2014 Continuum of Care Program Application Process

Transcription

1 Detailed Instructions for Completing the CoC Planning Project Application: Fiscal Year 2014 Continuum of Care Program Application Process September 2014 U.S. Department of Housing and Urban Development Community Planning and Development Office of Special Needs Assistance Programs 1

2 Table of Contents General Information... 3 Part 1: SF Screen 1A. Application Type... 5 Screen 1B. Legal Applicant... 6 Screen 1C. Application Details... 6 Screen 1D. Congressional Districts... 7 Screen 1E. Compliance... 7 Screen 1F. Declaration... 8 Part 2: Project Information... 9 Screen 2A. Project Detail... 9 Screen 2B. Description... 9 Part 3: Funding Request A. Match/Leverage B. Funding Request Part 4: Attachments Screen 4A. Attachments Screen 4B. Certification Part 5: Submission Summary Screen 5A. Summary

3 Detailed Instructions for Completing the FY 2014 CoC Planning Project Application This document provides supplementary instructions for organizations completing the Fiscal Year (FY) 2014 Continuum of Care (CoC) Planning project application for funding available through the FY 2014 CoC Program application process. It is divided into sections based on the five parts of the application in e-snaps. This document should be used in conjunction with the FY 2014 Funding Notice, the FY 2013 FY 2014 CoC Program Competition Notice of Funding Availability (NOFA), 24 CFR part 578, HUD s FY 2013 General Section NOFA, and the instructional guides and reference materials provided on the HUD Exchange website. General Information An important component of the Department s commitment to reducing the incidence of homelessness is the support of projects that provide permanent housing permanent supportive housing or rapid rehousing or transitional housing, deliver supportive services, or carry out the activities of a dedicated Homeless Management Information System (HMIS) for homeless populations within a CoC s geographic area. Additionally, the Department offers a funding opportunity for each community to conduct systems level planning for a coordinated local response. Approximately $1.83 billion is available for the FY 2014 funding process to support projects that successfully complete a project application and meet the requirements of the CoC Program. CoC Planning project applications must demonstrate compliance with the requirements of 24 CFR , the FY 2014 Funding Notice, and the FY 2013 FY 2014 CoC Program Competition NOFA and are encouraged to refer to for resources and additional information on program requirements.. Only ONE CoC Planning project application can be submitted per CoC and the CoC Planning project application MUST be submitted by the Collaborative Applicant approved in the FY 2014 CoC Registration process. HUD will validate the Collaborative Applicant submitting the CoC Planning project application against the Collaborative Applicant name identified on the CoC Applicant Profile and approved during the FY 2014 CoC Registration process. If for any reason there has been a change in the Collaborative Applicant since the close of the FY 2014 CoC Registration process, HUD expects that the instructions in Section I. Additional Information 2.a. of the FY 2014 CoC Funding Notice will be followed. The CoC Planning project application is divided into the five (5) parts and fourteen (14) screens listed in Table 1. Each part must be completed in its entirety in order for the application to be submitted and considered for funding. 3

4 Table 1. CoC Planning Project Application Screens Screen Title CoC Planning Before Starting X Part 1 - SF-424 1A. Application Type X 1B. Legal Applicant X 1C. Application Details X 1D. Congressional District(s) X 1E. Compliance X 1F. Declaration X Part 2 - Project Information 2A. Project Detail X 2B. Description X Part 3 - Funding Request 3A. Match/Leverage X 3B. Funding Request X Part 4 - Attachments and Certification 4A. Attachments X 4B. Certification X Part 5 - Submission Summary 5B. Summary X Before starting the application, all project applicants must review and have ready access to the following documents to ensure that proposed projects are consistent with the competition rules, program regulations, and the authorizing legislation. They provide all of the information necessary for submitting a complete and accurate project application: FY 2014 Funding Notice FY 2013 FY 2014 CoC Program Competition NOFA 24 CFR part 578 The McKinney-Vento Act, as amended by the HEARTH Act For questions about your project application and how it is affected both by HUD regulations and CoC policy, first contact your CoC for clarification. When in doubt, submit a question to The HUD Exchange Ask a Question (AAQ) located at 4

5 Part 1: SF-424 Part 1 of the Project Application, Screens 1A-1F, is configured as the SF-424, a universal application for federal assistance. Its completion is a pre-requisite for submission of a Project Application. Project applicant information, proposed project information, and certain compliance requirements are collected in the SF-424. It is important to correctly complete the screens within Part 1 SF-424. Only some of the items within the SF-424 require project applicant input. Required fields are identified with an asterisk (*) and are also specified as required in the on-screen instructions. All other fields, including those shaded in gray, are not available for edit. They are either not applicable to the CoC Planning application, standard for all CoC Planning applications, or populated from the e-snaps project applicant profile. It is the responsibility of the project applicant to review information that populated from the Project Applicant Profile to ensure accuracy and to correct inaccurate information by first exiting the project application and entering the Project Applicant Profile from the Applicants link on the e-snaps main menu. The Submission Summary Screen in e-snaps will indicate any screens that need to be completed by listing them as Please Complete. To make changes to the Project Applicant Profile, first exit the project application and click on the "Applicants" list on the left menu of the e-snaps main screen. Then, click on the folder icon, place the Project Applicant Profile in "edit" mode by clicking on the "Edit" button on the 6. Submission Summary formlet, and correct the information. When the correction has been completed, place the Project Applicant Profile in "complete" mode by clicking on the "Complete" button on Screen 6. Submission Summary. Click "Back to Applicants List" on the left menu, click on Submissions on the left menu of the e-snaps main screen and re-open the project application. The updated information in the Project Applicant Profile will appear in the project application. Parts 2 5 of the Project Application are not visible until all mandatory SF-424 fields are completed. In addition to the instructions provided below, project applicants should review the instructions on Screens 1A-1F, to determine specific requirements. Screen 1A. Application Type On Screen 1A, the fields are numbered 1 through 7. No fields are editable. 1. Type of Submission. No action required; the field cannot be changed. 2. Type of Application. No action required. Project applicants may submit a request to fund a new project, or renew funding for an existing project. When the project applicant selects a funding opportunity before opening the application, they determine if the Project Application they are completing is for a new, CoC planning, UFA costs, or renewal project. This field should say CoC Planning. If not, return to the e-snaps home page and create a CoC Planning project. 3. Date Received. No action required. This field is not available for edit and automatically populates with the current date. The date the form is submitted will be the final date captured in e-snaps. 4. Applicant Identifier. Not applicable; leave this field blank. 5

6 5a. Federal Entity Identifier. No action required; leave this field blank. 5b. Federal Award Identifier. No action required; leave this field blank. 6. Date Received by State. No action required; leave this field blank. 7. State Application Identifier. No action required; leave this field blank. Screen 1B. Legal Applicant All fields on Screen 1B are populated from the e-snaps Project Applicant Profile. Project applicants cannot modify the populated data. However, project applicants may modify the Project Applicant Profile to correct errors identified in a review of Screen 1B. 8. Applicant. Ensure the accuracy of the organization s legal name, address, and contact person. The legal name must match the name on the organization s articles of incorporation or other legal governing authority. Surrogate names, abbreviations, or acronyms must not be listed. It is best for the designated contact person to be the person most knowledgeable about the application. This may or may not be the organization s authorized representative. This may be, for example, the program manager, financial analyst, or grant writer. Screen 1C. Application Details All items on Screen 1C are populated from the Project Applicant Profile and cannot be edited. 9. Type of Organization. This field must identify how the project applicant is legally organized. The field populates from the organization type selected in the e-snaps Project Applicant Profile. Project applicants cannot modify the populated data on this screen. However, project applicants may modify the Project Applicant Profile to correct errors. Only eligible project applicants will be considered for funding which include, nonprofits, state and local governments, and instrumentalities of state or local government. Table 2 identifies eligible project applicants for each of the component types for which funding can be requested under the FY 2014 Funding Notice. Table 2. Eligible Project Applicants CoC Component Types Component Type CoC Planning Eligible Project Applicants CoC Designated Collaborative Applicants only 10. Name of Federal Agency. No action required. This field cannot be edited. 11. Catalog of Federal Domestic Assistance (CFDA) Title. No action required. This field cannot be edited. The CFDA title refers to the specific HUD program under which assistance is requested. The FY 2014 CoC funding process only provides assistance through the CoC Program, CFDA number Funding Opportunity Number. No action required. This field cannot be edited. Funding Opportunity Title. No action required. This field cannot be edited. 13. Competition Identification Number. Not applicable; leave this field blank. Competition Identification Title. Not applicable; leave this field blank. 6

7 Screen 1D. Congressional Districts Some of the items on Screen 1D are required, some are optional, and others are populated and cannot be edited. 14. Area(s) affected by the project (state(s) only). Indicate the state(s) in which the proposed project will operate and serve homeless persons. The state(s) selected determine the list of geographic areas and congressional districts displayed elsewhere in the application. Specifically, the selected state(s) will drive the geographic areas available on Screen 4B. 15. Descriptive Title of Applicant s Project. No action required. This field populates with the name entered when the project applicant created the project from the Projects form in e-snaps. To change the name, leave the application, go back to the Projects form, identify the correct project on the list of projects, open the project and edit the name. Once the application is reopened from the Submissions form, the new project name will appear. 16. Congressional District(s). HUD uses the district(s) selected here to report certain project data and award amounts to members of Congress. The following website can assist with locating the correct congressional district(s) - a. Applicant. No action required. The congressional district(s) in which the project applicant operates is populated on this screen from the e-snaps Project Applicant Profile. Project applicants cannot modify the data. However, project applicants may modify the Project Applicant Profile to correct errors. To access the Project Applicant Profile and make a change, the project applicant must exit the application by first saving the current screen and then selecting Back to Submissions List on the bottom of the left menu. If instead the project applicant selects View Applicant Profile from the left menu, the application will not update with the new information upon return to the application. b. Project. Identify the congressional district(s) in which the proposed project is expected to operate. 17. Proposed project. Provide the expected operating start and end dates for the proposed project period using the calendar fields provided. Note that these dates are estimates and actual start and end dates are recorded in HUD s Line of Credit Control System (LOCCS). 18. Estimate funding ($). No action required. The requested funding amounts must be identified in Part 7 of the application. Screen 1E. Compliance Project applicants must complete the fields on Screen 1E. 19. Executive Order The project applications submitted in the CoC Project Competition are subject to the provisions of Executive Order (EO) 12372, which allows states the option to review applications for projects operating within their states and requesting assistance under certain federal programs. For a list of states that have chosen to review applications, along with State Points of Contact (SPOC) visit For projects proposing to serve persons in more than one state, the project applicant should contact the SPOC of each affected state as early as possible to alert them to the application and 7

8 receive any necessary instructions on the state process used under this EO. Project applicants should allow time for the State s review process to occur prior to submitting their funding application. In cases where the SPOC has not reviewed an application prior to the application submission deadline, project applicants should submit the application to meet the application deadline. On Screen 1E, select a or b to indicate whether the application has been selected for review by the State(s) in which the project operates (or will operate). If a, indicate the date on which the application was made available to the State(s). Option c is a standard SF-424 option but is not an appropriate selection for applications submitted under the CoC Program competition. 20. Delinquent debt. On Screen 1E, select Yes or No to indicate whether the project applicant owes debt to any federal agency. It is HUD s policy, consistent with 31 U.S.C. 3720B and 28 U.S.C. 3201(e), that project applicants with an outstanding federal debt will not be eligible to receive HUD funds, unless: (1) a negotiated repayment schedule is established and the repayment schedule is not delinquent, or (2) other arrangements satisfactory to HUD are made prior to the award of funds by HUD. The explanation of any debt owed and the repayment arrangements must be provided on Screen 1E. If arrangements satisfactory to HUD cannot be completed within 90 days of notification of selection, HUD will not execute a grant agreement with a project applicant. Screen 1F. Declaration Screen 1F must identify the person authorized to act for the project applicant organization and to assume the obligations imposed by the federal laws, program regulations, FY 2014 Funding Notice, FY CoC Program NOFA requirements, and conditions for a grant or grant application, including the applicable federal regulations. All fields populate from the Authorized Representative listed in the e- snaps Project Applicant Profile. Project applicants cannot modify the data on this screen. However, project applicants may modify the Project Applicant Profile at any time to correct errors. On Screen 1F, project applicants must select the checkbox next to the I agree statement. By selecting the checkbox, the project applicant agrees to be bound by all terms and conditions associated with the funding request, and certifies that data/content in the application (including all attachments) are true and correct and that the document has been duly reviewed and authorized by the governing board of the project applicant organization. Parts 2, 3, 4 and 5 of the application will remain hidden until the box is selected and the screen is saved. If the box is not selected, the project applicant will not be able to proceed with the application. 8

9 Part 2: Project Information Part 2 allows project applicants to provide basic project detail and a description of the proposed activities. Screen 2A. Project Detail All fields on Screen 2A are required to be completed for submission of this application. 1a. CoC Number and Name: The correct CoC must be identified in this field. The dropdown menu for this field contains each CoC that successfully registered in the FY 2014 CoC Registration process listed according to the CoC Number (e.g. NE-502) and CoC Name (e.g. Lincoln CoC). The CoC selected from the dropdown menu will review and rank the Project Application once it is submitted by the project applicant in e-snaps. 1b. CoC Applicant Name: The correct CoC applicant name, the collaborative applicant, must be identified in this field. This field must match the name of the project applicant. The Collaborative Applicant listed in this field is the only entity eligible to apply for CoC Planning funds. 2. Project Name: No action required. This field populates from the e-snaps Project form. Project applicants cannot modify the populated name in this field; however, project applicants may modify the project name by exiting the application and opening the e-snaps Project page by selecting Projects from the left menu. From this form you can select and correct errors. 3. Component Type: For CoC Planning projects, CoC Planning Project Application is the only component type available. Screen 2B. Description Screen 2B must be completed to include a comprehensive and concise description of the project. References to ineligible activities or failing to provide an adequate description of the project may significantly reduce the likelihood of funding. 1. Provide a description that addresses the entire scope of the proposed project and how the Collaborative Applicant will use grant funds to comply with the provisions of 24 CFR 578.7: This is a required field. The project description must clearly describe the proposed planning activities that will be carried out by the CoC with these grant funds and how the CoC will ensure compliance with the provisions of 24 CFR (Responsibilities of the CoC). 2. Describe the estimated schedule for the proposed activities, the management plan, and the method for assuring effective and timely completion of all work: This is a required field. The description must clearly demonstrate the estimated schedule of implementing the proposed activities, the management plan in place to ensure timely start of the project if awarded, and a description of how the Collaborative Applicant will complete the proposed activities. 3. How will the requested funds improve the CoC's ability to evaluate the outcome of CoC and ESG projects? This is a required field. The narrative should include the Collaborative Applicant's increased capacity for evaluation, and how that capacity will allow for the evaluation of both CoC and ESG projects. 9

10 4. How will the planning activities continue beyond the expiration of HUD financial assistance? This is a required field. The narrative should provide a brief description of how the planning activities paid for by the grant funds might continue beyond the grant term listed in this application and without HUD funds. Part 3: Funding Request Part 3 is designed to capture information concerning match and leverage, basic project information, and specific budget details. An acceptable budget will present a detailed description of reasonable and appropriate cost amounts for the scope of eligible activities. The budget should also demonstrate how requested funds will augment already available funds (e.g., leveraged resources, including cash match and in-kind resources). 3A. Match/Leverage Screen 3A enables project applicants to enter their match and leverage sources, including the type of source and the value of the match or leveraging commitment. The Match and Leverage information should be based on the current commitment at time of project application and NOT based on projections. HUD expects the amount(s) listed on this form to be accurate, with a commitment letter with the amount listed to be in place. Match and Leverage are two distinct categories of program funds that are acquired from other sources not associated with this grant request. Match funds must be used for program eligible costs only and must be equal to or greater than 25percent of the total grant request for all eligible CoC Planning costs. Leverage funds can be used for any program related costs and there is no minimum requirement; however, the determination of the CoC s leveraging score will be calculated using data completed on Screen 3A. Please review 24 CFR , the FY 2013 FY 2014 CoC Program Competition NOFA, and the FY 2014 Funding Notice for detailed information concerning match and leverage. The summary page on Screen 3A presents a summary for match and leverage that will aggregate the cash and in-kind commitments expected from each source and then calculate the totals. To add a commitment, please click on the add icon. This will open the Match/Leverage detail budget screen. Complete the following fields for each match and leveraging commitment: Will this commitment be used towards match or leverage? Select Match or Leverage to categorize each commitment being entered. Do not double count. Type of commitment: Select Cash ($) or In-kind (non-cash) to denote the type of contribution that describes this match or leveraging commitment. Type of source: Select Private or Government to denote the source of the contribution. The Neighborhood Stabilization Program (NSP) and HUD-VASH (VA Supportive Housing program) funds may be considered Government sources. Project applicants are encouraged to include funds from these sources, whenever possible. Name the source of the commitment: (Be as specific as possible and include the office or grant program as applicable) Enter the name of the entity providing the contribution. It is important 10

11 to provide as much detail as possible so that the local HUD office can quickly identify and approve of the commitment source. Date of written commitment: Enter the date that the project applicant received a written commitment from the entity that is making this match or leverage contribution. Value of written commitment: Enter the total dollar value of the contribution Once the screen is saved, the values entered on each detailed Match/Leverage screen will populate the summary screen. The Cash, In-Kind, and Total Match fields will also automatically populate Screen 2A.Budget Summary where the 25 percent match minimum will be calculated and applied. From the summary page, you can view and edit detail screens by clicking on the view icon next to the relevant commitment in the list. To delete a detail screen, click on the delete icon next to the relevant commitment in the list. 3B. Funding Request Screen 3B begins with two funding request fields: Will it be feasible for the project to be under grant agreement by September 30, 2016? This is a required field. Select Yes or No to indicate whether the grant agreement will be executed and the project will begin operating by September 30, The FY 2014 HUD Appropriations Act requires HUD to obligate FY 2014 CoC Program funds by this date. A selection of No may result in the rejection of a project application during the HUD assessment. Further, if a CoC Planning award is not obligated with the grant execution by September 30, 2016, the conditional award will be terminated and the funds recaptured. Select a grant term: This field is populated with the value 1 Year and cannot be edited The project and funding request information is followed by an itemized budget chart and summary. The itemized budget chart includes 8 eligible costs for CoC Planning projects listed in 24 CFR : 1. Coordination Activities 2. Project Evaluation 3. Project Monitoring Activities 4. Participation in the Consolidated Plan 5. CoC Application Activities 6. Determining Geographical Area to Be Served by the CoC 7. Developing a CoC System 8. HUD Compliance Activities There is no Other line item available. The listed budget line items are intentionally broad, and so you must choose the most relevant eligible cost listed for each requested expense. Please refer to 24 CFR for additional details on how each of these costs is defined. Once the applicable costs are identified, project applicants must enter the quantity AND detail and a requested amount ($) for each activity. Please note that match is read only and entered on Screen 3A. In addition, there is no Admin Costs budget line item as this is not applicable to CoC Planning projects. 11

12 Eligible Costs: For items 1 through 8, enter a Quantity AND Description and amount of assistance for each activity for which funds are being requested. Quantity AND Description details should be thorough, and failure to enter adequate Quantity AND Detail may result in conditions being placed on an award and a delay of grant funding. Once a Quantity AND Detail and an amount have been entered into one or more of the items, click Save and e- snaps will total the assistance requested and determine the total match amount required. Total Costs Requested: This field is automatically calculated based on the total amount requested for each eligible cost. Cash Match: This field is automatically populated. If it needs to be changed, return to form 3A. Sources of Match/Leverage to make changes to this field. In-Kind Match: This field is automatically populated. If it needs to be changed, return to form 3A. Sources of Match/Leverage to make changes to this field. Total Match: This field will automatically calculate the total combined value of the cash and inkind match. The total match must equal 25 percent of the request listed in the field Total Eligible Costs Request. There is no upper limit for match. If an ineligible amount is entered, the system will report an error and prevent application submission. To correct an inadequate level of match, return to form 3A. Sources of Match/Leverage to make changes. Cash and In-Kind Match entered into the budget must qualify as eligible program expenses under the CoC program regulations. Compliance with eligibility requirements will be verified at grant agreement. Total Budget: The total budget automatically calculates when you click the "Save" button The Total Costs Requested field will automatically calculate the total of all of the above fields when the form is saved. A minimum of 25 percent total match is required for all requested CoC Planning costs. The system will notify project applicants if an ineligible amount is displayed with a warning message and will prevent application submission when the form is saved. If the warning appears, you must return to Screen 3A and increase the amount of in-kind or cash match. 12

13 Part 4: Attachments Part 4 allows project applicants to upload attachments. Screen 4A. Attachments Screen 4A includes several links labeled Other Attachment(s) that are available for additional supporting documentation that may be required given the project applicant s unique circumstances. Screen 4B. Certification Screen 4B is populated with the project applicant organization and the information for its authorized representative. A date and the Public Housing Authority s number, if applicable, must be selected to complete the certification. By completing the certification, the Authorized Representative agrees to the terms and conditions provided on the screen, on behalf of the project applicant organization. Project applicants must complete the certification in order to submit the project application. 13

14 Part 5: Submission Summary Part 5 includes one screen, Screen 5A: Submission Summary. Screen 5A provides a summary of the project application and is visible to all project applicants regardless of CoC-approval status. Screen 5A. Summary Screen 5A provides a summary of the complete and incomplete project application screens, as well as any screens not required to be completed in order to submit the application. The Last Updated column provides the status of each screen listed, and the date on which the screen was completed. After the Project Applicant Profile is completed, all project application screens are completed, and all appropriate attachments are uploaded into e-snaps, the project application can be submitted in e-snaps. All submitted applications are routed to the CoC identified on Screen 3A. After the application is submitted, use the export to PDF link to save the application as a PDF or to print a hard-copy of the application. The PDF version of the application serves as a record of submission. Congratulations! You have successfully completed the CoC Planning project application. For more information concerning the FY 2014 CoC funding process, please visit 14