Letter of Intent/Part I: Agency Administrative Review Technical Assistance Workshop 2016 CONTINUUM OF CARE FUNDING CYCLE 1
Agenda Introduction LOI/Part I Process Review Submittal Sample Exhibits Review Attachments Review One on One Technical Assistance Questions 2
Introductions NAME, TITLE, AGENCY 3
LOI/Part I Process Review T ECHNICAL R EQ U I R EM ENTS D O C U M E N T P R ESENTAT I O N R EQ U I R EM ENTS P O I N T R E D U C T I O N S R EALLO CAT I O N O F U N S P E N T F U N D S E VA LUAT I O N O F APPLICAT I O N COMPONENTS 4
Technical Requirements Paper Submittal Original and Copy, both clearly labeled Dividers between each exhibit, attachment, and required documents. Diver must be labeled. USB Submittal Each Exhibit, Attachment, and Required Documents must be its own file. Reference Submittal Sample 5
USB Submittal Sample 6
Document Presentation Requirements 1. Clearly identify which version is the original and which is the copy on the cover page of the submittal. 2. Tab Dividers will be clearly labeled between each exhibit and attachment. 3. All sections will be numbered separately within tab dividers, in accordance with the Supporting Documents Checklist. 4. Most recent documentation is submitted for each Exhibit and Attachment. 5. Complete all attachments and exhibits per LOI requirements. Do not leave any blank responses without an explanation (e.g., if the question is not applicable, indicate N/A). 6. All documents with a signature block must be signed by the authorized officer(s). 7. All supporting documents must be included in the submission. 8. All supporting documents must be legible. 9. Double-sided. 10. Timely submittal. 7
Point Reductions In the event that the LOI/ Part I submittal does not meet the Technical Requirements and/or Document Presentation Requirements, the overall score of the Agency Administrative Review will be negatively impacted. The following is a list of the possible reductions an Agency may receive in their overall submittal of LOI/Part I. 3 point reduction for late applications. 3 point reduction for not meeting the Technical and Document Presentation Requirements for original and copy submittal. 3 point reduction for not meeting the Technical and Document Presentation Requirements for electronic copy on USB flash drive. 3 point reduction for each incomplete or missing exhibit and/or attachment. 8
Reallocation Reallocation is a process allowed by HUD that allows CoC to improve its effectiveness by strategically aligning limited funding. The Commission to End Homelessness (C2eH) Executive Committee approved the following Reallocation Policy recommendations on Friday, April 22, 2016: 1. Reallocation from Agency Administrative Review Projects not able to proceed to LOI/Part II 2. Reallocation of Unspent Funds (review of 3 years of funding/expenditures with 10% or more unexpended) 3. Reallocation of low performing projects Permanent Supportive Housing (PSH), Rapid Rehousing (RRH), and Transitional Housing (TH) 9
Evaluation of Application Components Each project will be rated and ranked per the C2eH approved policy, HUD requirements, and guidelines from the 2016 HUD NOFA. The following application components will be utilized in this scoring process: 1. Board of Director s Roster and Resolution (Exhibit 1: Attachment 2) 2. HUD Monitoring letters (Exhibit 1: Attachment 6) 3. Project Performance Review (Exhibit 4) 4. Participation in Local Continuum of Care 5. Leverage & Match (LOI/Part II) 6. Agency Fiscal Audits (Exhibit 3: Attachment 8) 7. Housing First Model Assessment (Exhibit 5) 8. Other HUD requirements, as required by 2016 HUD CoC NOFA 10
Submittal Sample 11
Exhibits Review 12
Exhibit 1: Lead Agency Information Form Number of Projects Equivalent to the number of Project applications (e- SNAPs) submitted during 2015 HUD NOFA Cycle. Equivalent to the number of Project Information Charts to be completed Total grant Amount for all Project Renewals Equivalent to the grant amounts for all Project applications (e-snaps) submitted during 2015 HUD NOFA Cycle. Example: Grant A $ 5 Grant B $ 6 Total $ 11 HMIS Agency Contact Person Person from your agency Not Rosa Durham or any 2-1-1 Orange County Staff Should be your Agency Administrator Information 13
Exhibit 1: Lead Agency Information Form Project Information Chart must be completed for each CoC project for which a Project application (e-snaps) submitted during 2015 HUD NOFA Cycle. Duplicate Project Information Chart as needed (copy and paste). Grant Name of Project and Grant Amount: Same as e-snap application Program Type: PSH, RRH, TH Primary Population Served/Population Preference: Same as e-snap application - 3b. Project Description, Question 3 and 3a. 14
Exhibit 1: Lead Agency Information Form There may be duplicate signatures Example: Person authorized to sign the HUD application is also the Executive Director of the agency. Page with signatures should be last page of Exhibit 1. 15
Exhibit 2: Terms and Conditions There may be duplicate signatures Example: Person authorized to sign the HUD application is also the Executive Director of the agency. 16
Exhibit 3: Financial Assessment 17
Exhibit 3: Financial Assessment If No, no further action is required If Yes, the chart must be completed for each CoC project in which funds were returned in the last 3 years. Example, if you returned funds in 2012 but not 2013 or 2014 the appropriate answer to select is Yes. Duplicate charts as needed (copy and paste). 18
Exhibit 4: Project Performance Review Acknowledgement There may be duplicate signatures Example: Person authorized to sign the HUD application is also the Executive Director of the agency. 19
Exhibit 5: Housing First Model Assessment Complete the chart for each CoC Project. The same number of charts that are completed for Exhibit 1 should be completed for Exhibit 5. These questions are a combination of questions from e-snaps from the 2015 CoC NOFA and other CoC in the country. 20
Exhibit 5: Housing First Model Assessment There may be duplicate signatures Example: Person authorized to sign the HUD application is also the Executive Director of the agency. 21
Exhibit 6: Letter of Intent to Participate in Request for Proposal for New Projects If No, the following four questions may be left blank. If Yes, please answer the following four questions. Regardless of your answer to the first question, ensure that the signatures on the back are complete. 22
Exhibit 6: Letter of Intent to Participate in Request for Proposal for New Projects There may be duplicate signatures Example: Person authorized to sign the HUD application is also the Executive Director of the agency. 23
Attachments Review 22
Attachment 1: Organizational Chart Should include: Board of Directors (in relation to the organization) Titles and Names of staff employed by the agency 25
Attachment 2: Board of Director s Roster and Resolution Roster to include: Name Position on the Board Note changes in key members Include and identify currently homeless or previously homeless individual per HEARTH Act requirement Resolution must provide authorization to apply for and receive funding from your Board. 26
Attachment 3: State Certificate of Status 27
Attachment 4: Organization s Code of Conduct Code of Conduct should include HUD required information. If Code of Conduct has been submitted to HUD prior to November 23, 2015 provide page number of the California look-up listing document If no Code of Conduct has been submitted to HUD or if the name of the organization or authorized official has changed include Code of Conduct as Attachment 4 28
Attachment 5: 501 (c)3 Certification 29
Attachment 6: HUD Monitoring Letter and Close Out Letter Monitoring Letter lists out of compliance findings. Close Out Letters list that out of compliance findings have been resolved. 30
Attachment 7: A-133 audit Applicable if Agency receives more than $750,000 in federal funding during a fiscal year If not applicable Still include a tab in the binder labeled Attachment 7 with a note stating Not Applicable. 31
Attachment 8: Agency Financial Audits by Certified CPA Exhibit 3 contains the information listed above. If there are no concerns in the financial audits, there is no need to write an explanation. 32
Attachment 9: LOCCS screenshots for current Grant (per CoC Project) Include screenshot of Grant Portfolio General Grant Information Include screenshot for each CoC project for current grant year 33
Attachment 9: LOCCS screenshots for current Grant (per CoC Project) For assistance reference the eloccs Getting Started Guide, Section 4.0 eloccs Screens https://portal.hud.gov/hudportal/documents/huddoc?id=eloccsguide.pdf If eloccs does not display the last three years then submit for the years available and indicate what years you were unable to submit. eloccs is not accessible after 5:00pm PST. 34
Attachment 10: Close- Out letters from HUD for (3) grants (per CoC Project) 35
Attachment 11: Documents supporting Housing First Model Agency must demonstrate a commitment to the Housing First Model and projects implement a Housing First Model. Please submit the following documents to demonstrate whether your program adheres to a Housing First Model: Program Rules Service Plans Applicable Documents 36
One on One Technical Assistance LOI/PART I DRAFT SUBMITTAL REVIEWS 37
One on One Technical Assistance Call or email Zulima Pelayo to make an appointment zpelayo@211oc.org 714-589-2358 Appointments will not exceed 30 minutes. Appointments are available on the following dates/time*: Tuesday, May 3 rd from 11:00am to 2:00pm Wednesday, May 4 th from 8:00am to 11:00am Thursday, May 5 th from 12:00pm to 3:00pm *If all appointment slots are filled, we will schedule additional appointments outside of these timeframes. One on One Technical Assistance does not guarantee invitation to participate in LOI/ Part II. It is the agency s sole responsibility to submit a complete and accurate LOI/Part I in accordance with the guidelines 38
Deadline for LOI/Part I Deadline: Monday, May 9, 2016 by 3:00 pm Pacific Standard Time (PST) Grace Period: Monday, May 9, 2016 from 3:00pm to 4:00pm PST Late with Penalty: Monday, May 9, 2016 after 4:00pm PST Hand delivered to 2-1-1 Orange County Attention: Zulima Pelayo 1505 E. 17 th Street, Suite 108 Santa Ana, Ca 92705 LOI/Part I will not be accepted after the end of business day on Monday, May 9, 2016. 211OC s hour of operation are 8:00am to 5:00pm 39
More Information Email or call Zulima Pelayo zpelayo@211oc.org 714-589-2358 HUD Exchange: https://www.hudexchange.info/ Specific questions regarding your HUD grant amount, HUD guidelines, etc. should be directed to your local HUD field office representative. Do not contact the HUD office regarding Orange County s local application deadlines or process. 40
Questions 41