Contract Application Emergency Solutions Grant Rapid Re-housing program Community Assistance Division County of Volusia 2015/2016

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1 Contract Application Emergency Solutions Grant Rapid Re-housing program Community Assistance Division County of Volusia 215/216 AGENCY NAME: ADDRESS: CITY, STATE, ZIP CODE TELEPHONE/FAX: FEDERAL ID #: EXECUTIVE DIRECTOR: BOARD CHAIRPERSON: Our signatures certify that this request is consistent with our organization's mission, Articles of Incorporation and Bylaws, and has been approved by a majority of the agency s Board of Directors or Advisory Board. Board Chair Date Agency Executive Director Date

2 BACKGROUND The County of Volusia, FL receives funds from the U.S. Department of Housing and Urban Development to implement activities eligible under the Emergency Solutions Grant. The County of Volusia, with concurrence from the Volusia/Flagler County Coalition for the Homeless has identified rapid re-housing of homeless families with children, chronically homeless individuals and homeless veterans as a priority service. The amount of ESG funds available for implementation of a rapid rehousing program through this application is $23,. Of this amount, $2, may be used for administrative costs. SCOPE OF SERVICE 1. Eligible Respondents: Not for Profit 51(c) (3) organizations (charitable organizations) are eligible to submit responses for this project. 2. Qualifications The Respondent shall meet the following qualifications: A. The Respondent shall be incorporated in the State of Florida and registered with the Department of Agriculture and Consumer Services as a non-profit corporation and be recognized by the Internal Revenue Service (IRS) as a non-profit tax-exempt organization. B. The Respondent shall be able to demonstrate long term financial stability and strength as evidenced by: Audits; 99s; and Financial statements. C. The Respondent shall be able to demonstrate the ability to implement a successful program with defined guidelines as evidenced by: Most recent monitoring reports; and Successful resolution of any monitoring concerns or findings. D. The Respondent shall be able to demonstrate proven expertise and effective delivery of services as evidenced by: Letters of national accreditation; Positive letters of recommendation from funders; Awards Grants; Other recognitions; and Staff resumes E. The Respondent shall be able to demonstrate proof of successful performance within the service category as evidenced by: Documentation of the total number of persons served by region; Documentation of the number of persons successfully completing program; Documentation that shows the agency works with clients from different racial, ethnic, gender and economic groups; and Documentation that the program has a successfully functioning day to day operation in successful client service delivery.

3 F. The Respondent shall be able to demonstrate organizational stability as evidenced by: History and frequency of staff turnover in all positions; and Average years of service staff has been employed. G. The Respondent shall be able to demonstrate the best opportunity for accessing and securing a successful and timely delivery of service as evidenced by: A structure that shows and demonstrates experience/capacity of working with multiple service delivery agencies. H. The Respondent shall be able to demonstrate the best overall service delivery concept as evidenced by: Creativity, innovation, and adherence to the intent of the scope of work. I. The Respondent shall not use funds awarded under this application to supplant funds received through other sources. J. Ineligible Costs: Funds awarded through this application may not be used for: Any capital improvements of the respondent s owned leased or licensed property, including remodeling or facility adaptation; Vehicle use, purchase, lease, maintenance, or repair; Out of state travel; Purchase or lease of equipment over $1,. aggregate; and Funding to support across the board pay raises for Respondents employees. K. Program Funding Period: The program funding period shall be for one (1) year beginning December 1, 215 and terminate on November 3, 216. L. Successful applicants must provide a 1% cash match for the program. M. Program Specifications: Proposals shall include the items listed below addressing the need for services for rapid re-housing for homeless families with children, chronically homeless individuals and homeless veterans. Any requested changes to the list of services after award of this Contract shall be presented in writing and may require County Council approval. The proposals shall include: A. Explanation of a referral system that includes: 1. Continuum of Care agencies 2. Homeless service providers 3. Institutions which may discharge individuals into homelessness B. The methodology by which applicants are selected for program services with clearly identified priorities. C. The process for developing an individual service plan for each participant and the process that will be used to determine participant success. D. A process for continued evaluation for the program participant s need for assistance. E. A process for recertification of program participants at a minimum of semi-annually.

4 Submittal Requirements The applicant shall respond to each of the items listed below. The response should be provided in a three-ring binder with each section clearly separated and tabbed. One application shall be submitted by noon on Friday, November 6, 215 to: Brittany Scott, ESG Program Coordinator Volusia County Community Assistance 11 W. Rich Avenue DeLand, FL 3272 Applications received after the deadline will not be accepted. 1. A submittal letter signed by an authorized agent of the firm, as listed on the Florida Department of State, Division of Corporations Sunbiz report available at (Sunbiz), shall be required. If anyone other than the officers listed on the Sunbiz website will be signing the application or special letter contract, a memorandum of authority signed by an officer of the firm allocating authorization shall be required. If firm is not currently registered as a vendor in the State of Florida (Sunbiz), include documentation designation of contracting authority. The memorandum of authority shall be on the firm s letterhead and shall clearly state the name, title and contact information for the individual designated by the firm. 2. A brief profile of the firm, including: a. A brief history of the business; b. Organizational structure of business; c. Designation of the legal entity by which the business operates (i.e.., sole proprietorship, partnership, limited liability partnership, corporation, Limited Liability Corporation, etc.) including documentation from the appropriate state s agency confirming firm s legal entity type. For non-florida businesses, submit documentation from the state in which the business was formed and documentation from the State in which the business was formed and documentation from the State of Florida providing authorization to perform business in the state of Florida; d. A Florida Department of State, Division of Corporations Sunbiz report available at e. Ownership interests; f. Active business venues (counties, states, etc.); g. The overall qualifications of the business to provide the services requested h. The qualifications of all personnel who will work on this contract, including position descriptions demonstrating the experience/qualification of the personnel that will be directly involved with this project. i. The qualifications of the firm s employees who will work on this contract, including resumes demonstrating the experience of the personnel that will be directly involved with this project; and

5 j. Taxpayer Identification Number of firm on TIN form. 3. Financial Stability and Strength a. Proof that the Respondent is a non-profit 51 (c) (3) organization authorized to operate in the State of Florida. b. The respondent shall provide its most recent certified audit and management letter. If a certified audit is not available, the Respondent shall provide a financial statement. The Respondent shall provide its IRS form Past Experience The Respondent shall provide a brief explanation and documentation showing that the agency has at least one to three (1-3) years with successful implementation of a like program. 5. Program Implementation Experience The Respondent shall provide monitoring reports from all funders for programs implemented within the past three (3) years. The Respondent shall also provide documentation of successful resolution of any monitoring concerns or finding it received within the past three (3) years. 6. Expertise and Effective Service Delivery The Respondent shall provide documentation of proven expertise and effective delivery of services as evidenced by letters of national accreditation, positive letters of recommendation from funders, awards (grants received by the agency), or other recognitions, and staff resumes of the lead agency. 7. Successful Performance within the Service Category The Respondent shall provide proof of past successful performance within the service category as evidenced by documentation of the total number of persons served by region, documentation of the number of persons successfully completing the program, documentation that shows the agency works with clients from different racial, ethnic, gender, and economic groups, and documentation that the program has a successfully functioning day-to-day operation in successful client service delivery. 8. Organizational Stability The Respondent shall demonstrate organizational stability as evidenced by documentation of history and frequency of staff turn-over in all agency staff positions for the last five (5) years and documentation of the average number of years the service staff have been employed. 9. Service Delivery Plan The Respondent shall provide a detailed service plan for implementation of a rapid rehousing program for homeless persons. The plan shall not be longer than ten (1) single spaced pages and include: 1. A detailed proposal narrative that includes the proposed activities and services to be provided and how these services shall meet the needs of homeless families with children, chronically homeless individuals and homeless veterans and must include how the respondent will incorporate the County of Volusia Rapid Re-housing written standards (Exhibit 1) in their program.

6 2. A description of the qualifications of the staff responsible for the proposed activities and other services. This description shall include the background, experience, and qualifications of the personnel to be assigned to the project, specifically establishing their ability to manager, coordinate, and complete each of the activities to which they will be assigned. 3. A description of the data to be collected and the specific methods to be used to determine the success of the program. 1. Budget 4. A detailed summary of the service delivery system for each of the services listed in Program Specifications that includes the exact services to be provided, the proposed linkages between agencies that will allow the effective provision of the service, the method the Respondent will use to establish effective communication between agencies including a timeline of proposed meetings, correspondence, etc., an explanation of how the Respondent will collect data and share outcomes to measure program success or identify areas of concern. 5. A detailed list, in time-specific format, of the goals and objectives of the proposed program and the services and activities to be implemented to meet the goals and objective. Objectives shall be measurable and the Respondent shall provide a description of the activities, tools, and evaluation strategies to be used to measure the success of each goal. (Use the form provided in Exhibit 2 of this application) 6. A detailed explanation of how the Respondent will demonstrate the best opportunity for accessing and securing successful and timely delivery of service as evidenced by the proposed development of a structure that shows and demonstrates experience/capacity of working with multiple service delivery agencies. The respondent must provide a program budget that clearly identifies the use of funds awarded under this application. The terms contracted services or like terms shall include the specific use of the funds and the agency for which the services are to be contracted. All salary, operating, and direct service budgets must be clearly explained. The budget must also include sources and uses of required match funding. (Use the form provided in Exhibit 3 of this application) 11. Verification of Proposed Program Documentation that shows the proposed program is not a duplication of an existing program or service. It is the Respondent s responsibility to be clear in their explanation that the proposed program is not a duplication of services. Application responses must be submitted by noon November 6, 215 to: Brittany Scott, Emergency Solutions Grant Coordinator 11 W. Rich Avenue DeLand, FL 3272

7 Exhibit 1 Emergency Solutions Grant- Written Standards Volusia County, in consultation with the Continuum of Care has determined that the ESG funds for FY 215/16 will be used to help individuals or families who are homeless move as quickly as possible into permanent housing and achieve stability through a combination of rental assistance and supportive services. Volusia County will advertise a Notice of Funding Availability and accept proposals from non-profit organizations with an established history of providing services to the homeless for implementation of its program. The written standards for provision of this rapid re-housing assistance are provided in detail below: Standard procedures The minimum requirements for program participant eligibility under the Emergency Solutions Grant Rapid Re- Housing program are as follows. A. Individuals and families receiving services through the Rapid Re-housing program must be Volusia County residents and meet the definition of homeless included in the Homeless Emergency Assistance and Rapid Transition to Housing Act of 29 (HEARTH Act) and must lack the financial resources and support networks needed to obtain immediate housing or remain in existing housing. B. The total household income for program participants must be at or below 3% of the area median income (AMI) as established by the U.S. Department of Housing and Urban Development (HUD) each year at both initial and subsequent re-evaluations. C. Priority for Rapid Re-housing program funds must be given to: 1. Homeless families with children 2. Chronically homeless 3. Homeless veterans D. Assistance will be provided for a period not to exceed two (2) years. E. There will be no maximum cost per program participant. F. A participant may receive services through the Rapid Re-housing program only once. Agency requirements Written Standards The agency that implements the ESG Rapid Re-housing program will be required to establish and adhere to written program guidelines that address the following: F. Provision of a referral system that includes: 4. Continuum of Care agencies 5. Homeless service providers 6. Institutions which may discharge individuals into homelessness G. An intake process that includes a screening tool. H. The methodology by which applicants are selected for program services with clearly identified priorities. I. Initial consultation with a caseworker to establish an Individual Service Plan (ISP) that includes: 1. The provision of housing stability

8 2. Establishment of guidelines which include an explanation of how participants will navigate through service delivery systems 3. Establishment of the amount and duration of service and assistance 4. The amount of assistance and the standard for determining the amount of rental assistance the program participant will pay based on the participant s gross household income 5. The length of assistance 6. Establishment of program participant goals 7. A plan to leverage the services needed to maintain housing stability with those existing in the community s resources J. Monthly case management sessions will include the assessment of the participants success in meeting goals outlined in the ISP. K. A process for continued evaluation for the program participant s need for assistance. L. A process for recertification of program participants at a minimum of semi-annually. M. A process for identifying and tracking the program participant s success in meeting goals included in the ISP. N. If the participant is not completing the goals outlined in the ISP, assistance may be denied and termination from the program may result. Agency Requirements General Agencies will actively participate in Continuum of Care as a voting member that attends a minimum of three (3) meetings per year. Eligible Costs Summary Emergency Solutions Grant Rapid Re-Housing Rental Assistance Rental Assistance Type Eligible Costs Short-term rental assistance (up to 3 months) Medium-term rental assistance (4 to 24 months) Rental arrears (one-time payment of up to 6 months of rent in arrears, including any late fees on those arrears) Tenant-based rental assistance Project-based rental assistance Housing Relocations and Stabilization Services Financial assistance costs Rental application fees ($5 per adult household member. One-time fee not to exceed $2) Security deposits (one-time payment up to 2 months) Last month s rent (not to exceed one month s rent) Utility deposits and payments (to 24 months, including up to six months for payments in arrears, not to exceed $2,) Moving costs (may cover local moving expenses or payment of temporary storage fees for up to 3 months, not to exceed $1,) Service costs Housing search and placement (not to exceed $5)

9 Housing stability case management Mediation (not to exceed $5) Legal services (not to exceed $5) Credit repair (not to exceed $5)

10 FY 215/16 Exhibit 2 Goals, Objectives, Measures Emergency Solutions Grant Rapid Re housing program Directions: Please complete the following goals, objectives and measures for your agency's proposed program in the table below. Goal 1 Objectives Goal 2 Objectives Goal 3 Objectives Type goal here Type objectives for goal 1 here Include agency that will provide the service Type goal here Type objectives for goal 2 here Include agency that will provide the service Type goal here Measures Measures Measures Type measures for objective here Type measures for objective here Type measures for objective here Type objectives for goal 3 here Include agency that will provide the service

11 Exhibit 3 - Agency Budget Emergency Solutions Grant Administration and Salaries Salaries Health Insurance Retirement Payroll Taxes Workers Compensation Unemployment Insurance Other Administration Total Program Salaries Salaries Health Insurance Retirement Payroll Taxes Workers Compensation Unemployment Insurance Other Program Salary Total Total Salary Expense Other Expenses Consultants Subcontracted Services Equipment - Rental/Lease Equipment Purchase Food Insurance Maintenance Membership Dues/Subscriptions Occupancy - Rent/Lease Occupancy - Mortgage Postage and Shipping Printing and Publications Professional Fees Specific Assistance to Individuals Supplies Utilities Transportation - Client Transportation - Staff Other Costs - Please Specify Other Expenses Total Grand Total ESG Funds Match Funds Source Total

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