NEW JERSEY DEPARTMENT OF COMMUNITY AFFAIRS. LOW INCOME HOME ENERGY ASSISTANCE PROGRAM and UNIVERSAL SERVICE FUND REQUEST FOR PROPOSAL

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1 NEW JERSEY DEPARTMENT OF COMMUNITY AFFAIRS LOW INCOME HOME ENERGY ASSISTANCE PROGRAM and UNIVERSAL SERVICE FUND REQUEST FOR PROPOSAL NAME OF GRANT PROGRAMS: Low Income Home Energy Assistance Program (LIHEAP) and Universal Service Fund (USF) PURPOSE OF PROGRAMS: LIHEAP is funded by the U.S. Department of Health and Human Services (DHHS) to assist low-income families and individuals meet their home heating costs. USF was created by the State of New Jersey to provide financial assistance to low-income households with their energy costs. The Board of Public Utilities (BPU) provides funding for USF through the societal benefit charge. BPU makes payments for client energy costs directly to the utility companies. Applicants are to submit one (1) justified budget for both the LIHEAP and USF program. The budget is to include the total operating expenses for both LIHEAP & USF. Applicants may apply to provide service to more than one county; but must submit a separate application per county if applying for multiple counties. In addition, if applying for multiple counties the applicant must attach a statement describing that it has the capacity to sufficiently service multiple counties. Applicants must serve the entire county within the service area selected. There will be a maximum of two agencies per county. Partnership between agencies with varying capacity is permissible. However, a Lead Agency must be identified in the application. DCA will make award to the lead agency only. ELIGIBLE APPLICANTS: Community-based organizations, local government or non-profit entities which meet Eligible IRS 501(c) (3). ELIGIBLE PROGRAM PARTICIPANTS: To be eligible for LIHEAP a household must be income eligible and be responsible for paying their home heating or cooling costs, either directly or included in the rent. The gross income eligibility limit is at 200% or below of the federal poverty level. To be eligible for USF, the household s gross income must be at or below 175% of the Federal Poverty Level, and it must pay more than 3% of its annual income for electric service, or more than 3% for natural gas. If a household has electric heat, it must spend 1

2 more than 6% of its annual income on electricity to be eligible. ELIGIBLE ACTIVITIES: The LIHEAP program provides a one-time annual benefit to eligible households to assist with their heating costs (includes: electric, natural gas, oil and other deliverable fuels). LIHEAP benefits are also available for cooling costs only when documented as medically necessary. USF eligible households receive a monthly credit on their electric and/or natural gas bill to help reduce their energy cost. The size of monthly USF credit is based on a ratio that includes total household income and the amount of money paid for gas and electric service. A household receiving Supplemental Nutrition Assistance Program (SNAP) and or Pharmaceutical Aid for the Aged and Disabled (PAAD) assistance is automatically reviewed for eligibility for both LIHEAP and USF. GRANT TERM: The LIHEAP funding cycle is based on the federal fiscal year that covers the period October 1, to September 30, and the USF funding cycle is based on the state fiscal year which covers the period July 1, to June 30. QUALIFICATIONS of applicants in order to be eligible for funding under grant program: Successful applicants must: Have the experience and capacity to compete and undertake the program activities. Demonstrate knowledge of the New Jersey Model Plan for the LIHEAP program. Demonstrate past experience in implementing an energy assistance program. Have the ability to accept payment on a reimbursement basis. APPLICATION PROCESS: Applicant must complete and submit an application on DCA SAGE at Each applicant must also provide a current and valid DUNS number at the time of submitting an application. A review panel consisting of members of the DCA Staff, LIHEAP Staff and BPU will review and evaluate the applications based on a 100 point system in the following areas: Agency Capacity, Physical Space and Equipment : Describe the organization s capacity to deliver this program, with special emphasis on fiscal operations and internal controls. Applicant must include information on the history and current practice of delivering programs and services. Describe how and when the organization evaluates the outcomes of the services. Describe how the organization builds the capacity of its staff to deliver these services. Describe the location and design of its physical space and provide a listing of the equipment available for the LIHEAP/USF office. 2

3 Target population and Outreach Plan: Applicant must describe its outreach plan to reach the target population, other community organizations, and public agencies. DCA will establish a target goal of the total number of applications that each agency should process during each FY for individuals at or below 200% of the federal poverty level. o Agencies will be paid on a fee for service basis based on the average cost per application established for FY2014 (grant award divided by target number of applications). o The average cost per application (arrived at using the methodology described above) is $75.00 per application. o Agencies allocation: FY2018 target goal x $ Performance Indicators Agency must meet established benchmarks. If not a current participant of the LIHEAP program: List all grant programs your agency is a participant of. Provide contact information, with address, and telephone numbers of the current grant funding agencies. Management and Training Plan: Applicant must provide a detailed plan describing how the program will be managed and staffed and how it will administer and provide training. Budget: Applicant must provide a proposed budget to include the total operating expenses for both LIHEAP and USF. Applicant must upload in SAGE the database used yearly for the USF/HEA budget. All costs are to be recorded in one of the following categories: Administrative Consultant and Professionals Occupancy and Equipment Salaries for Operational Staff Only Fringe Costs for administrative support such as fiscal staff, Executive Director, office supplies, etc. List name of consultant/consulting company-specific work done for agency and rate. Must be justified and approved by DCA and BPU Must be supported by personnel activity report or equivalent documentation. Allocated based on the related salary expense by person. 10% Every budget line item MUST include a budget justification. For items in the occupancy cost sheet, provide a breakdown in an appendix of the following items: 3

4 Advances: 1. Rent 2. Utility expenses 3. Property insurance 4. Property tax 5. Security/maintenance 6. Cost share of the use of office space if the building is owned by the agency If an Applicant requests advance funds, it must provide a justification describing why an advance is necessary and how the Applicant plans to use the advance funds. DCA may grant applicants a one-time advance of funds not to exceed 35% of the total grant award. However, the need for advance funds shall be evaluated by DCA on a case-by-case basis. Required Documents: o IRS 501 (3) Determination Letter (required for non-profit only) o Certificate of Incorporation and By Laws (required for non-profit only) o Proof of current and valid DUNS Number o List of Officers and Board of Directors o List of current funding sources and uses o Certification Regarding Debarment and Suspension o Certification Regarding Lobbying o Organizational Chart o Audit findings for the last 3 years. o Resumes for all USF/LIHEAP program staff o In addition, applicants must upload the USF/HEA Detail Budget Database in SAGE. The budget is to include the total operating expenses for the FY2018 for both LIHAP & USF. The above required documents are considered part of the application for funding. Failure to submit any of the above listed attachments will result in the application being disqualified. 4

5 REPORTING REQUIREMENTS: Financial Status Reports (FSR) must be submitted by the 15 th calendar day of the month via SAGE and in accordance with Chapter IV, Method of Payment, of the LIHEAP/USF Scope of Services. Monthly production activities will be evaluated from data compiled from the USF/HEA system. PERFORMANCE OUTCOMES: Percentage ratio of applications processed vs. percentage that resulted in a benefit being issued. Overall performance goal is that at least 75% of applications processed must result in a benefit. Standard cost per application will be established Agencies will be paid on a fee for service basis, based on the number of applications processed. 5

6 2012 Estimates of Federal Poverty Levels for New Jersey Population Percentage Below Poverty level Population Below Poverty 100% Population Below Poverty 200% New Jersey 8,619, % 784,398 2,001,207 Atlantic 266, % 31,464 83,421 Bergen 896, % 52, ,780 Burlington 436, % 24,005 70,111 Camden 506, % 56, ,479 Cape May 94, % 8,716 23,511 Cumberland 145, % 22,561 51,863 Essex 763, % 111, ,472 Gloucester 283, % 20,108 51,913 Hudson 629, % 95, ,234 Hunterdon 123, % 4,957 13,125 Mercer 347, % 35,055 80,922 Middlesex 787, % 58, ,096 Monmouth 622, % 39, ,059 Morris 485, % 19,436 60,214 Ocean 568, % 51, ,972 Passaic 491, % 74, ,297 Salem 64, % 6,564 17,831 Somerset 320, % 11,530 41,983 Sussex 147, % 7,071 21,156 Union 529, % 48, ,421 Warren 106, % 7,264 19,347 6