Madison County, Indiana Emergency Food and Shelter Program Phase 34 Request for Proposals The Emergency Food and Shelter Program (EFSP) was established in 1983 by Congress with the intent of supplementing local efforts to provide emergency food and shelter to people in need. The EFSP National Board governs the EFSP. The Madison County Emergency Food and Shelter Board is the local governing board. Its members represent member agencies, as well as a range of service providers, coalitions, advocacy groups, technical assistance providers, planning and community development agencies, and minority and grassroots providers. Madison County organizations are to receive 58,631 in federal funds appropriated by Congress under the Emergency Food and Shelter National Board Program from the Department of Homeland Security s Federal Emergency Management Agency (FEMA). Madison County s award is based upon the total number of unemployed as compared to the total number of unemployed in all qualifying jurisdictions. The National Board, chaired by FEMA, consists of representatives from The Salvation Army, American Red Cross, United Jewish Communities, Catholic Charities, USA, National Council of the Churches of Christ in the USA, and United Way Worldwide. The Local Board of the Madison County Emergency Food and Shelter Program invites all interested, qualified non-profit community organizations and local units of government to apply for EFSP funding to provide emergency food and shelter to people in need in Madison County. APPLICATION PROCESS Submit ONE [1] signed original cover page and and LRO certification form to: Emergency Food and Shelter Board c/o United Way of Madison County 205 West 11 th Street Anderson, IN 46016 And ONE [1] FULL application electronically emailed to k.hatfield@unitedwaymadisonco.org The electronic documents should be in Microsoft Word, Excel, or Portable Document Format (PDF). Consecutively number the narrative pages of the application (attachments do not need to be numbered). The deadline for submission of proposals [one original and one electronic] is Thursday, April 13, 2017 by 5:00 pm. Late applications will not be accepted. Applications are reviewed and scored by the Local Board, taking into consideration agency qualifications and past performance in the use of EFSP grants, when applicable. Agencies will be notified by email of the application outcome. Madison County Emergency Food and Shelter Program Request for Proposals Phase 34 1
APPLICANT ELIGIBILITY STANDARDS Eligible applicants must: Not charge fees for EFSP-funded services. Be supplementing existing programs. The funds cannot be used to start new programs, supplant funding lost from other sources, or prevent a program closure. EFSP funds cannot exceed half of an agency s total budget for a particular component (i.e. for each component in which funding is being sought, an applicant must have at least as much funding coming from other sources as is being requested from the EFSP program). Requests in excess of half of an agency s budget for a particular component will not be considered for funding. Be a 501 (c) 3 non-profit or governmental agency. Have a Federal Employer Tax ID Number. Have a DUNS number. Have a checking account. Conduct an independent annual audit if receiving 50,000 or more in EFSP funds; conduct an annual review if receiving 25,000 to 49,999 in EFSP funds. Comply with OMB single audit requirements if receiving over 300,000 in federal funds. Practice nondiscrimination. Have a voluntary board if private, not-for-profit. Involve homeless individuals and families, through employment, volunteer programs, etc., in providing emergency food and shelter services, to the extent applicable. Be able to collect and submit reports, as well as detailed documentation, including payment within 90 days, of all expenditures. Prior to applying, agencies should consider their ability to operate within the funding parameters of the program. Funded agencies must be able to provide documentation of all expenditures within the spending period, regardless of when payment is actually received. The current spending dates are will be announced when funding is approved. Madison County Emergency Food and Shelter Program Request for Proposals Phase 34 2
ELIGIBLE ACTIVITIES/ITEMS FOR FUNDING FOOD Served Meals For mass feeding facilities, reimbursement of direct costs or per meal allowance Other Food All food items, diapers, gift cards/certificates, food vouchers, boxes and plastic storage bags, maintenance fees charged by food banks, transportation costs (local transportation expenses for pickup and delivery of food, and for transporting clients to a feeding site- mileage log must be provided at the published rate in the EFSP manual public transportation) SHELTER Mass Shelter Reimbursement of direct costs or per diem allowance Other Shelter Lodging charges from a hotel or motel, lodging charges from a non-profit facility acting as a vendor (cannot be from your own agency or another LRO funded by EFSP) LRO s may cover stays up to a total of 30 days (see the EFSP manual for more information), transportation costs (Certain transportation costs related to the sheltering of a client are eligible, such as bus tokens needed to get to a facility. See the EFSP manual for additional information.) Rent/Mortgage Assistance One month of past due balance of rent or mortgage, one month of current balance of rent or mortgage, or first month s rent ENERGY (Agencies applying for these funds must demonstrate ability to handle detailed transactions) Utility Assistance, Metered Bills Past due utility bills or current utility bill (when paying on current bill, LROs can pay either the actual usage amount reflected on the bill, or the current budget amount). Also, agencies may include the cost of reconnection fees in the payment Utility Assistance, Non-Metered Bill (propane, firewood, coal) Agencies may pay for a onetime delivery of a non-metered product used to heat homes. Payments are limited to one delivery per household, and only once per phase (spending period). Delivery fees can be included in the payment. Agencies cannot pay in advance for deliveries. Madison County Emergency Food and Shelter Program Request for Proposals Phase 34 3
EMERGENCY FOOD AND SHELTER PROGRAM REQUEST FOR PROPOSALS PHASE 34 DEADLINE: Thursday, April 13, 2017, 5:00pm AGENCY INFORMATION & GRANT REQUEST COVER PAGE (Sign and submit this original) Complete Legal Name of agency (as incorporated): Commonly used name (if applicable): Administrative Address: City: Zip Code + 4: Telephone: Fax: Mailing/P.O. address (if different): Address(es) where service is to be provided (if different): Required Responsible Officer Information Title and Name: Email: Program Contact Person: Email: Federal Employer Identification Number: DUNS Number: No payments can be made without FEIN or DUNS numbers. FUND REQUEST SUMMARY Category Dollars Units Food: Meals Served # Food: Other Food # Mass Shelter: # Other Shelter: # Rent/Mortgage Assistance: # Utility Assistance: Metered Bills # Utility Assistance: Non-metered Bills # TOTAL REQUEST: # Printed Name and Title of person Signature Date authorized to apply for funds Please use blue ink for signature. SUBMIT THIS ORIGINAL FORM (p. 1) & LRO CERTIFICATION FORM (p. 9) by Thursday, April 13 SEND FULL APPLICATION BY EMAIL to k.hatfield@unitedwaymadisonco.org Madison County Emergency Food and Shelter Program Request for Proposals Phase 34 4
PROPOSAL NARRATIVE For New Applicants & Updates RETURNING APPLICANTS: Please Provide Updates Only NEW APPLICANTS: Please Complete All Requests In no more than THREE (3) pages (be brief) please address the following uestions/information in your proposal. 1. Services to be delivered with EFSP funds. Discuss what services will be provided and the key activities associated with delivering those services. In describing how services will be provided, include a brief discussion of processes such as intake, client tracking, and referrals for or integration with other services (internal or external). Flow charts are acceptable. 2. Population to be served with EFSP funds. State the estimated number of people to be served. Briefly describe the population to be served and its respective need for services. Include descriptors such as age, income, income source, ethnicity, familytype, special needs, or other descriptors, as relevant. 3. Agency capacity to provide proposed services. Briefly describe the agency s qualifications to provide services. Include discussion of agency mission, history, agency/staff experience, use of volunteers or donated services, evidence of past success, other services provided, etc. 4. Hours of operation. Identify the days and hours of services provided with EFSP funds. 5. Awareness of community capacity. List the names and locations of other agencies with comparable services operating in your county. Discuss any relevant collaborative partnerships. Briefly describe the measures taken to assure that EFSP funded services are unduplicated across agencies. 6. Fiscal accountability. Identify agency fiscal year (e.g. July 1 June 30) and accounting methods used (i.e. cash, FASB, or GAAP). Discuss any current budget deficits, if applicable. Explain any recent (within the past two years) audit or financial review findings, if applicable. 7. Funding is supplemental. Agency s budget and application demonstrate that EFSP funding is supplemental. EFSP funds cannot exceed half of an agency s total budget for a particular component. Funding requests for a service component that amount to more than 50% of an agency s budget for that component will not be considered for funding (i.e. for each component in which funding is being sought, an applicant must have at least as much funding coming from other sources as is being requested from the EFSP program). The Local Board must consider a variety of factors to ensure broad and appropriate reach into communities of need. Issues such as distribution across our assigned geographic jurisdictions, availability of services through varying modes of service delivery, and continuity of services with strong performance history are all considered in reaching funding decisions. Madison County Emergency Food and Shelter Program Request for Proposals Phase 34 5
FUNDING REQUEST A. FOOD Requested Total number of meals distributed* Number of individuals served* Number of households served* Pounds of food distributed* Served Meals Other Food Served Meals Fixed rate per meal 2.00 FOOD TOTAL REQUEST: # of meals to be served Requested *If actual or estimates are not available, write N/A (for Not Available or Not Applicable). If funded, the Local Board will require that each of these data elements be collected. = = B. SHELTER Per Diem Mass Shelter Other Shelter Rent/Mortgage Assistance # of beds Fixed rate per night per bed # 12.50 Amount Avg. cost per bill Nights to be provided Nights to be provided # of bills to be paid SHELTER TOTAL REQUEST = Requested = Requested = Requested = Madison County Emergency Food and Shelter Program Request for Proposals Phase 34 6
C. ENERGY Metered Bills Non-metered Bills Avg. cost per bill Avg. cost per bill # of bills to be paid # of bills to be paid ENERGY TOTAL REQUEST = Requested = Requested = AGENCY INCOME REPORT A. List the sources of agency income for each applicable component for which funding is requested. Combining individual donations is permitted. Use the most recent spending or fiscal period for each funding source. COMPONENT NAME: FOOD COMPONENT Source Amount Grant Period Purpose TOTAL AGENCY BUDGET FOR FOOD COMPONENT EFSP REQUEST FOR FOOD COMPONENT REQUEST AS A % OF TOTAL COMPONENT BUDGET.* % *Funding requests for a service component that amount to more than 50% of an agency s budget for that component will not be considered for funding. Madison County Emergency Food and Shelter Program Request for Proposals Phase 34 7
COMPONENT NAME: SHELTER COMPONENT Source Amount Grant Period Purpose TOTAL AGENCY BUDGET FOR SHELTER COMPONENT EFSP REQUEST FOR SHELTER COMPONENT REQUEST AS A % OF TOTAL COMPONENT BUDGET.* % *Funding requests for a service component that amount to more than 50% of an agency s budget for that component will not be considered for funding. COMPONENT NAME: ENERGY COMPONENT Source Amount Grant Period Purpose TOTAL AGENCY BUDGET FOR ENERGY COMPONENT EFSP REQUEST FOR ENERGY COMPONENT REQUEST AS A % OF TOTAL COMPONENT BUDGET.* % *Funding requests for a service component that amount to more than 50% of an agency s budget for that component will not be considered for funding. Madison County Emergency Food and Shelter Program Request for Proposals Phase 34 8
Madison County Emergency Food and Shelter Program Request for Proposals Phase 34 9 EMERGENCY FOOD AND SHELTER NATIONAL BOARD PROGRAM PHASE 34 LOCAL RECIPIENT ORGANIZATION CERTIFICATION By signing this Local Recipient Organization (LRO) Certification Form, our agency certifies we have read and understand the Emergency Food and Shelter Program (EFSP) Phase 34 Responsibilities and Requirements Manual, including the Grant Agreement Articles, Financial Terms and Conditions, and Other Terms and Conditions as well as the Eligible and Ineligible Costs and Documentation sections and agree to comply with all program requirements. Our agency understands that all parties will be held accountable for complying with the provisions of the grant as well as full compliance with applicable requirements of all other Federal laws, Executive Orders, regulations, and policies governing this program including those not specifically stated in the Manual. All appropriate staff and volunteers have been informed of EFSP requirements. The Local Board has been provided and we have retained a copy of this form for our records. I certify that my public or private agency: Has the capability to provide emergency food and/or shelter services. Will use funds to supplement/extend existing resources and not to substitute or reimburse ongoing programs and services. Is nonprofit or an agency of government. Will not use EFSP funds as a cost-match for other Federal funds or programs. Has an accounting system, and will pay all vendors by an approved method of payment. Understands that cash payments (including petty cash) are not eligible under EFSP. Conducts an independent annual review if receiving 50,000-99,999/an independent annual audit if receiving 100,000 or more in EFSP funds, and follows OMB s Uniformed Guidance if receiving 750,000 or more in Federal funding. Has not received an adverse or no opinion audit. Is not debarred or suspended from receiving Federal funds. Has provided a Federal Employer Identification Number (FEIN) to EFSP. Has provided a Data Universal Number System (DUNS) number issued by Dun & Bradstreet (D&B) and required associated information to EFSP. Practices non-discrimination (agencies with a religious affiliation, will not refuse service to an applicant based on religion, nor engage in religious proselytizing or religious counseling in any program receiving Federal funds). Will not charge a fee to clients for EFSP funded services. Has a voluntary board if private, not-for-profit. Will provide all required reports to the Local Board in a timely manner; (i.e., Second Payment/Interim Request and Final Reports). Will expend monies only on eligible costs and keep complete documentation (copies of canceled LRO checks -- front and back, other proof of payment, invoices, receipts, etc.) on all expenditures for a minimum of three years after end-of-program date, and for compliance issues until resolved. Will spend all funds and close-out the program by my jurisdiction's selected end-of-program date and return any unused funds (5.00 or more) to the National Board. Will provide complete, accurate documentation of expenses to the Local Board, if requested, following my jurisdiction's selected end-of-program date. Has no known EFSP compliance exceptions in this or any other jurisdiction. Will not use EFSP funding for any lobbying activities and if receiving 100,000 or more, will provide the Certification Regarding Lobbying and, if applicable, will complete Standard Form LLL, Disclosure Form to Report Lobbying, in accordance with its instructions. Will not and will ensure its employees, volunteers or other individuals associated with the program will not engage in any trafficking of persons during the period this award is in effect. Will not and will ensure its employees, volunteers or other individuals associated with the program will not use EFSP funds to support access to classified national security information. Note: Check this box only if your Local Board has additional requirements beyond those of the National Board. The Local Board must attach a copy of those requirements to the Local Board Plan when submitted to the National Board. This form must be completed in its entirety. Please do not alter this form; any questions regarding the form should be directed to EFSP staff.