Kentucky Balance of State Continuum of Care Notice of Funding Availability (NOFA) Coordinated Entry Projects

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1 Kentucky Balance of State Continuum of Care Notice of Funding Availability (NOFA) Coordinated Entry Projects Released: April 7, 2017 PURPOSE The purpose of this Notice of Funding Availability (NOFA) is to seek applicants from the Kentucky Balance of State Continuum of Care (KY BoS CoC) to implement coordinated entry projects funded through Kentucky Housing Corporation s (KHC) 2015 and 2016 Continuum of Care (CoC) Supportive Services Only (SSO) grants for coordinated entry. As part of the U.S. Department of Housing and Urban Development s (HUD) CoC program competitive application process, KHC was awarded $125,488 each year for program years (PY) 2015 and Through this funding opportunity, KHC anticipates funding 3-5 projects ranging between $20,000 and $50,000 per PY. The number of approved projects and the award amounts will be dependent upon the number of applications received and the amount of funds requested. KHC reserves the right to award a lesser or greater amount to an applicant than requested. In addition, though not explicitly prohibited, KHC does not anticipate funding more than one project within a single referral zone (defined below). The KY BoS CoC is in the process of implementing its Coordinated Entry System (CES) throughout the 118-county BoS. HUD is requiring CoCs to have their CES fully implemented by January 23, While a CoC s CES must cover its entire geographic area, HUD allows Balance of State CoCs, due to their large geographic areas, to establish referral zones within the geographic area to avoid forcing people to travel or move long distances to be assessed or served. The KY BoS CoC has elected to implement its CES across numerous referral zones, referred to in this NOFA and in the KY BoS CoC Coordinated Entry Policies and Procedures as Local Prioritization Committees (LPC). At a minimum, and LPC is made up of all ESG and CoC funded agencies in the area plus any other projects (e.g. VA SSVF, non-funded emergency shelters, etc.) willing to participate. These agencies work together through coordinated entry to prioritize those persons within their area with the highest level of need for limited permanent housing resources. Though day-to-day implementation will occur at the LPC area, each LPC will be required to follow the policies and procedures adopted by the KY BoS CoC Advisory Board. Unless otherwise authorized by the BoS CoC Advisory Board, LPCs may not be any smaller than an Area Development District (ADD). The KY BoS CoC includes all of Kentucky s 15 ADDs (excluding Fayette and Jefferson counties). Each LPC should have a lead agency to serve as the area s main point of contact for coordinated entry; maintain the LPC s prioritization list, including both HMIS and non-hmis agencies; communicate with partnering organizations about any changes to policies or processes; schedule and lead meetings for the purpose of matching participants with housing or to discuss matters relating to the CES generally; 1

2 ensure the CES is operating as intended; communicate concerns or suggestions for improvement to the KY BoS CoC Coordinated Entry Committee and KHC staff; and appoint a representative from the agency to serve on the BoS CoC Coordinated Entry Committee. Some, though not necessarily all, of the Lead Agency s anticipated work would likely be covered under one or more of the eligible cost categories allowed through this funding opportunity. Projects funded through this funding opportunity process are intended to assist LPCs implement coordinated entry within their referral zones. Due to the limited amount of funds available through this grant, it is not possible for each LPC within the BoS to receive funding. Implementation of coordinated entry is required within each LPC throughout the BoS geographic area regardless of whether or not funds are awarded through this SSO grant. ELIGIBLE APPLICANTS Nonprofit organizations, local governments, and instrumentalities of local governments. APPLICATION SUBMISSION INSTRUCTIONS Applicants must submit a completed application through KHC s Universal Funding Application (UFA) system. As part of the UFA submission process, applicants will be required to complete the KHC Capacity Scorecard. Once logged into the UFA, the application name is 2017 Coordinated Entry Application. APPLICATION SUBMISSION DEADLINE 11:59 p.m. ET on Friday, April 28, 2017 GRANT TERM AND GENERAL REQUIREMENTS KHC is the direct recipient of the PY2015 and PY2016 SSO grants for coordinated entry and will subgrant these funds to subrecipients selected through this NOFA process. PY2015 funds will be available through December 31, PY2016 funds will be available January 1, 2018 through December 31, Subrecipients will be required to execute two funding agreements to reflect two separate PYs. This is a one-time grant opportunity. Funds are not eligible for renewal through a subrecipient agreement with KHC beyond PY2015 and PY2016. Subrecipients must participate in the Kentucky Homeless Management Information System (KYHMIS), submit data for required Annual Performance Reports (APR) and be in compliance with all other relevant sections of the Interim Rule, as well as any policies and procedures or guidance set by HUD, the KY BoS CoC, or KHC. PROPOSED BUDGET Applicants must submit a proposed budget for PY2015 and a separate proposed budget for PY2016. The total amount requested in PY2015 must equal the total amount requested in PY2016. Applicants are 2

3 permitted to allocate funds to different line items and in different amounts between years. When completing the application, applicants will be asked to use a sample budget template, which is located on the KHC website under Specialized Housing, Continuum of Care. ELIGIBLE COSTS Projects must be designed in accordance with the applicable requirements and allowable activities for CoC SSO projects as authorized in 24 CFR 578. For purposes of this SSO grant for coordinated entry, KHC is allowing applicants to propose costs in the following four categories: Annual Assessment of Service Needs of Program Participants: The costs of the assessment required by (a)(2) are eligible costs. Case Management: The costs of assessing, arranging, coordinating, and monitoring the delivery of individualized services to meet the needs of the program participant(s) are eligible costs. Component services and activities consist of: (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) Counseling; Developing, securing, and coordinating services; Using the centralized or coordinated assessment system as required under (c)(9). Obtaining federal, state, and local benefits; Monitoring and evaluating program participant progress; Providing information and referrals to other providers; Providing ongoing risk assessment and safety planning with victims of domestic violence, dating violence, sexual assault, and stalking; and Developing and individualized housing and services plan, including planning a path to permanent housing stability. Housing Search and Counseling Services: Costs of assisting eligible program participants to locate, obtain, and retain suitable housing are eligible. Outreach Services: The costs of activities to engage persons for the purpose of providing immediate support and intervention, as well as identifying potential program participants are eligible. (i) (ii) Eligible costs include the outreach worker s transportation costs and a cell phone to be used by the individual performing the outreach. Component activities and services consist of: initial assessment; crisis counseling; addressing urgent physical needs, such as providing meals, blankets, clothes, or toiletries; actively connecting and providing people with information and referrals to homeless and mainstream programs; and publicizing the availability of the housing and/or services provided within the geographic area covered by the Continuum of Care. 3

4 ADMINISTRATION Projects are allowed to request up to 2% of their requested supportive services budget amount for administrative expenses (Admin). Eligible costs are described in of the Interim Rule. KHC reserves the right to award a lessor or greater amount of admin funding than requested. MATCH Match in the amount of 25% is required for this project; however, because KHC has funds budgeted for PY2015, KHC will provide these matching funds for PY2015 in the form of a separate funding agreement. Pending KHC Board approval anticipated by June 30, 2017, KHC intends to provide the required match for PY2016 as well. In the application, applicants must commit to securing match for PY2016 in the event KHC is unable to provide the funds. Just like other CoC grants, both cash and in-kind match can come directly from the applicant and/or a combination of other sources, including other agencies within the LPC. Subrecipients will be required to spend match funds in accordance with of the Interim Rule. PROJECT DESIGN How large of an area must the proposed project serve? Applicants are strongly encouraged to propose projects that serve one or more LPCs. Projects serving a full LPC or more than one LPC will be awarded 20 points. Projects serving two or more counties within a LPC will receive 0 points, but may receive up to 7.5 points if they provide a reasonable explanation for why the proposed project does not serve a full LPC and attaches a letter of support from the lead agency for the LPC (the lead agency may already be acting in the capacity or has agreed to do so). Projects serving one county will not be funded through this funding opportunity. Note: Projects proposed in an area without a fully implemented LPC will receive technical support from KHC staff to establish one. This technical assistance will be provided to all LPCs, regardless of whether or not a grant is awarded through this funding opportunity. Projects serving a full LPC are not required to make each eligible activity available to the full referral area. However, to be considered as serving the full LPC, all counties within the LPC must be served with at least one eligible activity. For example, a subrecipient may elect to use funds to support a street outreach program in two out of the 8 counties within its LPC. At the same time, it will use funds for case management services for the full LPC. In this example, the full LPC is being covered. Do applicants have to be applying as the LPC s Lead Agency? Applicants proposing to serve as the LPC s lead agency will receive 15 points. Those not serving as the lead agency will receive 0 points. The purpose of this grant, in part, is to act as seed money to increase the capacity of LPC s to successfully implement coordinated entry. Each LPC must have a lead agency, 4

5 regardless of whether or not funds are awarded through this funding opportunity, so applicants should strongly consider utilizing these funds to support activities provided by a lead agency. Applicants should consult with the other CoC and ESG-funded agencies within their respective LPC areas to discuss who can serve in this capacity. EXAMPLES OF ELIGIBLE ACTIVTIES Below are examples of how these funds may be used. This list is only meant to serve as a sample, and is not necessarily exhaustive. Coordinating the connection of persons to the appropriate and available housing and service intervention. Conducting VI-SPDATs for participants being served by emergency shelters or service providers not participating in HMIS. Entering VI-SPDAT information and other client-level information into HMIS for inclusion on the prioritization list. Conducting VI-SPDATs through a toll-free number to reach people who may not otherwise be able to access the coordinated entry system. Street outreach to participants not otherwise accessing the coordinated entry system. Working with service providers to obtain third party verification of participants chronically homeless status or other necessary information to move people quickly into permanent housing. Developing and distributing promotional materials to publicize the availability of and access to coordinated entry. Participating in meetings relative to case coordination to move people into permanent housing. Monitoring the LPC s prioritization list to track the length of time participants have been awaiting housing, assessing the barriers that are causing the delay for participants, and encouraging partners or the full LPC to act accordingly. Facilitation of the sharing of information between the referring agency and housing provider to move people as quickly as possible into permanent housing. APPLICATION EVALUATION Responses to questions on the application will be assigned a score. Applicants will be scored based on the quality of their answers to the specific questions, and, in the event of ties, how well they answered questions compared to other applicants. In general, projects will be funded in the order in which they are ranked based on total score. KHC reserves the right, however, to fund projects out of rank order if it is necessary to ensure more thorough geographic dispersion of funding or if other factors are necessary to consider in order to ensure funds are expended appropriately and expeditiously. Applicants are strongly encouraged to review the Sample Scoresheet for this funding opportunity prior to responding to questions and application submission. 5

6 KHC reserves the right to reject an application entirely if the proposed project is not appropriate or allowable. Because SSO-funded projects relating specifically to coordinated entry are new to the KY BoS CoC, KHC also reserves the right to contact applicants to seek additional clarification about responses, if necessary. AMENDMENTS KHC reserves the right to amend this Notice of Funding Availability if additional clarification or other unanticipated updates are necessary. RESOURCES Kentucky Balance of State Continuum of Care Policies and Procedures HUD Coordinated Entry Policy Brief CPD-17-01: Notice Establishing Additional Requirements for a Continuum of Care Centralized or Coordinated Assessment System Coordinated Entry Self-Assessment Please direct questions to the HCA Help Desk: 6